Relocation Checklist
Current Contracted Relocation Service Provider(CRSP) is SIRVA.
Phase 1 - Before Your Move
Getting Prepared……
| Relocation To-Do List | Notes |
|---|---|
| Within 21 days of receiving your relocation instruction (posting instruction, ETP message, IPR election); register at: Member Secure Website (MSW) You can access your CRSP account 24/7! |
Username: Password: |
| Book planning session – your 5 day priority status begins upon registration so don’t delay! | Appointment: |
| Understand the CAFRD’s relocation benefits, conditions and limitations, the directive can be found at: Canadian Armed Forces Relocation Directive. Review the relocation website to stay up to date on current APS including APS CANFORGEN, amendments to contact lists and/or adjudication forms etc. | – |
| Review the relocation website to stay up to date on Current APS including APS CANFORGEN, amendments to contact lists and/or relocation forms etc. | – |
| For Release/IPR relocations upload your IPR election form to the CRSP Member Secure Website (MSW). | – |
| For OUTCAN relocations ensure the Passport / Visa Applications have been submitted IAW OUTCAN procedures | – |
| Decide on your intent at Origin (Sell/ Rent) as well as at Destination (Purchase / Rent / Build / PMQ) | – |
| If you own your home, select a Home Appraiser from the supplier tab on the MSW and have your home appraised. | – |
| Visit the Knowledge Centre on the MSW to learn from FAQs, Virtual Information Presentations and ReloFacts | – |
| Understand that some benefits are considered taxable benefits – detailed list can be found at: Canadian Armed Forces Relocation Directive | – |
| Your CAF Relocation Coordinator / Release Clerk will be able to assist you with issues you may encounter. A complete list of Relocation Coordinators can be found at: Benefits - Generic (Accessible only on the National Defence network) under Relocation Management-Contacts | – |
HHT / DIT - Chapter 4
| Relocation To-Do List | Notes |
|---|---|
| Read Chapter 4 to review the entitlements and limitations (e.g. Dependants on HHT) | – |
| Request CoC Approval using the HHT/DIT application form found in the documentation section of the MSW | – |
| Request Advances from CRSP (based on estimates that can be found on the finance tab on MSW) - Funds are usually received, via EFT, within 3-5 business days | – |
| Submit Travel Request to CRSP via the Trip tab on the MSW | – |
Travel Identification Numbers (TINs) may be required for you and your dependants. TINs can be requested at Before you travel: Approval, TINs and TANs |
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**Dependant TINS MUST be requested prior to your release** |
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| Book Hotel within the geographical boundaries of destination. Note Max City rate limitations IAW Accomodations and Car Rental Directory (ACRD) | – |
| Book your Car Rental, if applicable, see entitlements at Ch 3.3.02 of the Relocation Directive | – |
Complete HHT Claim - Valid receipts must be scanned and uploaded in order to finalize claim, reconcile advance or receive reimbursement (VIA EFT). |
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Phase 2 - During Your Move
Movement of (D)HG&E
| Relocation To-Do List | Notes |
|---|---|
| Complete Movement of HG&E form (D4443). Form & Instructions are available on the documents tab on the MSW. CRSP agents can assist in completion of form, if requested. | – |
| Submit your completed D4443 form to your local Base Traffic/Orderly Room - A list of F&E contact information by location can be found on the last tab of this document - Item #12 on the Table of Contents | – |
| Book another planning session via the MSW to discuss Travel to New Location (TNL) dates and entitlements. | – |
| Expenses for Storage in Transit (SIT) in excess of limitations within the CF IRP. Directive will have to be reimbursed/paid by CAF members. | – |
Third Party Service Providers (TPSPs)
| Relocation To-Do List | Notes |
|---|---|
Should you chose to use a participating TPSP, a complete listing by location, including contact information, is available via the Supplier tab on the MSW. These include:
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| Participating TPSPs are able to invoice CRSP directly through a Supplier Portal. TPSPs should be reminded that they need to allow sufficient time for their payment to be processed by CRSP when they submit invoices (7-10 business days). | – |
| If/when using a participating TPSP, ensure that you inform the suppliers that you are a CAF member. | – |
| If a participating TPSP cannot be secured from the CRSP list, members must request assistance from CRSP to secure a TPSP. CRSP will then secure a TPSP and they will be responsible to pay for any rates/fees in excess to the pre-negotiated rates. |
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| Upon completion of services, you must complete the Confirmation of Services Rendered (CSR) by simply clicking a checkbox on the MSW | – |
| If using a non-participating TPSP, request advances from CRSP - Funds are usually received, via EFT, within 3-5 business days | – |
ILM&M and TNL
| Relocation To-Do List | Notes |
|---|---|
| Submit Travel Request to CRSP via the Trip tab on the MSW. | – |
| TINs may be required for you and your dependants. TINs can be requested at Before you travel: Approval, TINs and TANs | – |
**Dependant TINS MUST be requested prior to your release** |
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| OUTCAN - If travelling by sea, in the absence of the FRT rates, the use of cost comparison for CAL tickets for the member’s travel from origin to destination is acceptable. The quote should be based on travel at least 30 days ahead of time | – |
| DCBA has approved the use of other currency converters, Oanda, in order for CRSP to calculate the ROE for locations not available under the Bank of Canada website. | – |
| Book Hotel within the geographical boundaries of destination. Note Max City rate limitations IAW Accomodations and Car Rental Directory (ACRD) | – |
Book Car Rental
| Relocation To-Do List | Notes |
|---|---|
Request Advances from CRSP (based on estimates that can be found on the finance tab on MSW) for your:
Funds are usually received, via EFT, within 3-5 business days |
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Phase 3 - After Your Move
Movement of (D)HG&E
| Relocation To-Do List | Notes |
|---|---|
| Contact Base Traffic to advise you are now at destination and are available to receive delivery of HG&E - A list of F&E contact information by location can be found on the last tab of this document - item #12 on the Table of Contents | – |
| Request HG&E report from Base Traffic – This report will show associated move dates and must be uploaded to MSW in order for CRSP to reconcile your TNL and ILM&M claim | – |
| OUTCAN - members to request HG&E dates (pack, load, arrival, unload, unpack) via email to International Base Traffic Section - List of F&E Offices can be found at Item #12 on the Table of Contents of this document. | – |
Claim and File Reconciliation
| Relocation To-Do List | Notes |
|---|---|
| Ensure all relocation claims, and substantiating documents have been submitted to CRSP such as, but not limited to: Movement Grant, ILM&M, TNL, Vehicle registration/plates. | – |
| A list of required "Substantiating Documents" required based on benefit entitlement can be found on Canadian Armed Forces relocation directive. | – |
| Remember that you are responsible for the retention of all original receipts. | – |
| Book another planning session via the MSW to discuss your claims and file reconciliation. | – |
| Review the Payment History tab on the MSW to see if your claim is being reconciled against an advance or if you will be receiving funds via EFT. | – |
Confirm to CRSP that your relocation is complete once you:
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Log-on to the Member Secure Website and review your Final Satement of Account. If you are in agreement, check the box to certify that your relocation is now complete. |
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