Relocation to-do list

Phase 1 - Before Your Move

Getting Prepared

Within 21 days of receiving your relocation instruction (posting instruction, ETP message, IPR election); register at BGRS.

You can access your BGRS account 24/7!

  • Book planning session – your 5 day priority status begins upon registration so don’t delay!
  • Understand the CFIRP’s relocation benefits, conditions and limitations, the directive can be found at: canada.ca/military-relocation
  • For Release/IPR relocations upload your IPR election form to the BGRS 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: Canada.ca/military-relocation
  • Your CFIRP Coordinator / Release Clerk will be able to assist you with issues you may encounter. A complete list of CFIRP Coordinators can be found under Relocation Managment

HHT / DIT - Chapter 4

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 Advance from BGRS (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 BGRS 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

**Dependant TINS MUST be requested prior to your release**

  • 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 CF IRP Ch 3.3.02
  • Complete HHT Claim - Valid receipts must be scanned and uploaded in order to finalize claim, reconcile advance or recevie reimbursment (via EFT). A list of "Substantiating Documents" required based on benefit entitlement can be found on Canada.ca/military-relocation

Phase 2 - During Your Move

Movement of (D)HG&E

  • Complete Movement of HG&E form (D4443). Form & Instructions are available on the documents tab on the MSW. BGRS agents can assist in completion of form, if requested.
  • Submit your completed D4443 form to your local Base Traffic/Orderly Room
  • Book another planning session via the MSW to discuss travel dates (TNL) and entitlements
  • Expenses for Storage in Transit in excess of limitations within the CF IRP Directive will have to be reimbursed/paid by CAF members.

Third Party Service Providers (TPSPs)

  • 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:
    • Home Appraisers (Origin)
    • Real Estate Agents (Origin)
    • Lawyer/Notaries (Origin and/or Destination)
    • Rental Search Agents (Destination)
    • Home Inspectors (Destination)
  • Participating TPSPs are able to invoice BGRS directly through a Supplier Portal. TPSPs should be reminded that they need to allow sufficient time for their payment to be processed by BGRS 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 using a non-participating TPSP, request advances from BGRS - Funds are usually received, via EFT, within 3-5 business days

ILM&M and TNL

  • Submit Travel Request to BGRS via the Trip tab on the MSW
    • 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
  • **Dependant TINS MUST be requested prior to your release**

  • Book Hotel within the geographical boundaries of destination. Note Max City rate limitations IAW Accomodations and Car Rental Directory (ACRD)
  • Book Car Rental
  • Request Advances from BGRS (based on estimates that can be found on the finance tab on MSW) for your:
    • Interim Lodging Meals and Misc expenses;
    • Travel to New Location;
    • Sundry expenses; and
    • Spousal Employment, if applicable
  • Funds are usually received, via EFT, within 3-5 business days

Phase 3 - After Your Move

Movement of (D)HG&E

  • Contact Base Traffic to advise you are now at destination and are available to receive delivery of HG&E
  • Request HG&E report from Base Traffic – This report will show associated move dates and must be uploaded to MSW in order for BGRS 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 Offices found on Canada.ca/military-relocation

Claim and File Reconciliation

  • Ensure all relocation claims, and substantiating documents have been submitted to BGRS 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 canada.ca/military-relocation
  • 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 BGRS that your relocation is complete once you:
    • are at destination;
    • your HG&E has arrived; and
    • all submitted claims have been reconciled

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