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3020-1 Transportation Procedures

Cadets and Junior Canadian Rangers Group Order (CJCR Gp O)

1. Identification

Date of Issue: 2021-11-22

Date of Verification: n/a

Application: This is an order that applies to members of the Canadian Armed Forces and a directive that applies to Civilian Instructors and employees of the Department of National Defence employed within the Cadets and Junior Canadian Rangers.

Supersession: Transportation Policy and Procedures

Approval Authority: This order is issued under the authority of the Comd CJCR.

Office of Primary Interest (OPI): CJCR DCOS Sp

Enquiries: CJCR HQ J4

2. Abbreviations

Abbreviations Complete Word or Phrase
CJCR Cadets and Junior Canadian Rangers
CO Commanding Officer
CTC Cadet Training Centre
DND Department of National Defence
HRG Hogg Robinson Group
HQ Headquarters
OPI Office of primary interest
RC Administrator Responsibility Centre Administrator
RC Manager Responsibility Centre Manager
RCSU Regional Cadet Support Unit
RTU Return to unit
TAN Travel authorization number
TIN Travel identification number
Tn Transportation

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3. Definitions

Delegation of Authority (DOA). The delegation of authority for financial administration for DND and the Canadian Armed Forces sets out the various authorities by identifying by position those delegated this authority. It is important that all personnel involved in expenditure initiation, commitment control and contracting, familiarize themselves with the delegation matrix and ensure they understand the difference between authority to commit and authority to contract. The Delegation of Authority form is the official mechanism for authorizing an employee to exercise delegated signing, spending and payment authority. The form sets out the financial authorities and any restrictions that may apply. The person who will exercise delegated authority and the person’s superior must sign the form. The Regional Departmental Accounting Office must review the completed Delegation of Authorities Forms annually to ensure their validity and continued requirement.

RC Administrator. Responsibility Centre Administrator is the incumbent of a position having written authority from the RC Manager to perform some or all administrative functions on the RC Manager’s behalf, subject to the limits and restrictions as set out in the Delegation of Authority Forms.

RC Manager. Responsibility Centre Manager is the incumbent of a position who is allocated a budget and has spending authority under the Financial Administration Act for this budget.

Travel Arranger. A travel arranger is the person responsible to create an effective and accurate itinerary for individuals in their area of responsibility. They need to know where to look for information, how to select the most suitable travel solutions, an understanding of all the possibilities and be aware of a traveler’s needs and preferences. Travel arrangers make all necessary arrangements for individuals or groups, including flights, ground transportation, accommodations, meals, and handle any other trip-related tasks.

  1. Travel arranger for cadets – J4 Movements Staff
  2. Travel arranger adult staff – J8 Travel and Claims Clerk/staff

4. Air Transportation

TAN

4.1 Regions will use their own TAN and do normal UU19 reconciliation. This reconciliation must ensure that travel strictly for cadets is coded to General Ledger 2136 and travel for support staff is coded to the applicable GL, with the applicable internal order. For cost recovery purposes, all HRG fees are to be coded separately to the applicable GL with “HRG admin fee” entered into the assignment field.

Flight Reservations

4.2 All requests will be staffed through the responsible travel arranger. Individuals are not authorized to amend airline reservations.

Emergency Bookings and Shared Travel Services

4.3 Travel Arrangers - HRG 1-866-857-3578.

Commercial and Electronic Tickets

4.4 Commercial and electronic tickets will be transmitted electronically to the appropriate Travel Arranger.

Change to Travel Arrangements

4.5 The default decision of all travel arrangers is NO CHANGES are allowed when the change will result in any additional charges over and above the original cost. The only exceptions are for compassionate reasons, RTUs, or move of permanent residence of parents/guardians, in accordance with the paragraphs below.

4.6 Individuals are not authorized to make changes to confirmed bookings. Individuals wishing to make a change must contact their respective travel arranger who will make the determination regarding additional fees through HRG. If there are no additional charges, the travel arranger may approve the change. For changes where additional costs will be incurred, the request for changes must be staffed up to the respective travel arranger. The travel arranger will request approval from the RC Manager/RC Administrator if required. Authorized changes to confirmed reservations may be approved provided that:

  1. the request is submitted in writing; and
  2. the change is for a valid reason (i.e. compassionate, RTU, or move of parents/guardians) and travelling on the original itinerary/schedule does not align with new travel date requirements. The general guideline for this determination is if the original flight is within 72 hours of the new proposed flight, the change will not be approved. Only the RC Manager has the authority to override this restriction and only in cases where there are significant extenuating circumstances, which must be verified.

4.7 If an individual does not receive a written authorization for a request to change their original travel and the member still decides to make a change, that change is considered an unauthorised change.  All unapproved costs must be borne by the individual. Under no circumstance will the carrier or agent charge it against the government corporate account. Where an individual does allow this to occur, recovery and disciplinary action will be taken.

4.8 Only travel arrangers are authorized to make the following:

  1. routing changes:
    1. due to military parents posting requirements or parental move for work; and
    2. that can be accomplished at no cost on a chartered aircraft;
  2. cancellations;
  3. name changes; and
  4. new bookings.

CTC Personnel

4.9 CTC COs are to adhere to these rules. No new bookings or booking changes requested directly by CTC personnel will be accepted.

4.10 When an individual’s employment is being extended for reasons such as CTC tear down, the CTC CO (or their delegate) are to advise the RC Manager of the booking change request at least 10 days prior to the date of departure. RC Managers will insure that the travel arranger is notified within the intended timeline.

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5. Group Bookings

5.1 Group bookings are to be maximized even if it entails longer waiting periods. Names for group bookings are required to the airline as per the contract. Efforts must be made to rendezvous passengers at a single point of departure to maximize group bookings. When booking, the most cost effective flight must be chosen.

6. International Travel

6.1 CJCR HQ J4 Tn O will book the overseas portion of international travel. RCSU travel arrangers will confirm cadets/Supervisory staff TIN and that passport information is up-to-date in Fortress (cadets only) and HRG (cadets and Supervisory staff) respectively. RCSUs are responsible to book the domestic portion of the travel once they receive the international itinerary from the CJCR HQ J4 Tn O. TIN and passport information must be submitted to CJCR HQ J4 Tn O in a timely manner to ensure that the travel cost is kept at a minimum.  

7. Individual Travel Itineraries - Cadets

7.1 Individual travel itineraries are the critical link of information between RCSUs and the corps/squadron. All itineraries must be available in Fortress in a timely manner. They must include the following information:

  1. destination training/activity centre;
  2. course/activity name and serial;
  3. cadet’s first and last name;
  4. the airline locator numbers;
  5. flight details (i.e. AC 123);
  6. arrival and departure times; and
  7. RCSU contact information.

8. Meal Entitlements

8.1 Reimbursement for cadet meal expenses will be settled in the region where the meals are consumed. No cadet will be reimbursed for out-of-region meal expenses without first confirming that a meal was not provided by the region in question.

9. Relocation

9.1 When a parent/guardian relocates their permanent residence during the cadet’s summer training or other authorized activity, RCSU J4 Tn are to confirm the new permanent address and ensure the cadet travels to this new location upon completion of training. It is recommended that RCSU J4 Tn engage the Area Office or losing corps/squadron CO on the status of the cadet.

9.2 The CJCR does not make changes to itineraries for family vacation. The parent/guardian must be permanently relocated with a new permanent address. Posting messages or hiring letters may be requested to support change to the travel itinerary.

10. Baggage

Baggage Fees

10.1 RCSU J4 Tn are responsible for the payment of applicable baggage fees for all cadets from their geographical area of responsibility. This is to include the departure and return baggage fees:

  1. on international flights. The supervisor is responsible for this cost when cadets return to Canada; and
  2. when cadets travel without supervision every effort should be made to use Class “A” corps/squadron staff to assist with payment of baggage fees and check-in process. If a cadet has to pay for their baggage fees, they must retain the official baggage receipt and claim the cost upon their return from the approved activity.

Excess Baggage

10.2 Individuals are advised that individual commercial carriers have different baggage entitlements, which is normally a max baggage weight of 23kg (50 lbs). If an individual chooses to take baggage in excess of the normal baggage entitlement on commercial airlines, they must pay for the excess baggage and there is no entitlement to claim reimbursement. In addition, individuals are reminded that the airline may not accept the excess baggage. Joining Instructions in each region must be in line with this direction, and when approved, must be authorized in advance by the activity OPI.

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11. Supervision

11.1 During transportation, including on board vehicles and at transportation hubs, cadets will be supervised in accordance with CJCR Gp Order 5001-0, Supervision of Cadets.

Supervisory/ Accompanying Officers

11.2 RCSU J4 Tn will ensure that all supervisory staff are briefed on the duties and responsibilities of supervising cadets. All supervisory staff must be given a copy of telephone numbers for all RCSU movement offices.

Electronic Communication Devices

11.3 In order to ensure the safe transport and transfer of cadets, the RCSU J4 Tn are required to be in constant communication with each other. RCSU J4 Tn must carry an electronic communication device at all times. Short notice changes (i.e. same day) must be communicated by telephone, not by email.

12. DND Charters

Emergency Response Charter Flights

12.1 In case of aircraft air incident, the contractor must immediately contact the Canadian Forces Integrated Command Centre at 613‑998-4136. Second contact is the CJCR HQ Transportation representative at 613-894-9249.

Passenger Handling for Charters

12.2 The departure and arrival of passengers on a commercial charter will be done through the civilian main terminal. Exceptions are military terminals as identified in the contract.

Passenger Manifests

12.3 Passenger manifests for DND and commercial charter airlift must be sent to CJCR HQ J4 Tn O 96 hours in advance of departure. After verification, the CJCR HQ J4 Tn O will forward the manifest to 2 Air Movement Squadron and to the contractor, as required. The manifest will be generated through the Fortress application with the passenger information.

Flight Delays or Cancellations

12.4 When a scheduled commercial or charter flight is delayed by 30 minutes or more, or is going to arrive earlier than scheduled, the RCSU J4 Tn handling the flight will ensure that all RCSU J4 Tn affected by the delay or early arrival, are kept informed of flight changes.

In Flight Feeding

12.5 Extra meals or special meal requests will be staffed through CJCR HQ J4 Tn O, as soon as possible.

Funding Commercial Charters

12.6 Regions must fund all charter busing and commercial flights in support of cadet movements. CJCR HQ J4 Tn O will fund all other requirements for charter flights in support of summer training except for the pay of the supervisory staff

13. Restrictions

Red Eye Flights

13.1 The use of red eye flights (flights that depart after 2300 hours) are not to be used for cadets. The cadet’s well-being and safety must be first and foremost with regards to travel. Therefore, RCSUs must balance travel times with sleep and rest periods accordingly. There may be extenuating circumstances which require the use of red eye flights. Approval will be considered on a case by case basis by CJCR HQ J4 Tn O. The common practice will be to pre-position cadets at a larger hub and provide overnight accommodations, meals, supervision and ground transport, as required.

Firearms Transport on Aircraft

13.2 Bolts should be carried in the individual’s checked baggage, not in the carry-on luggage. All personnel travelling with authorized firearms should be briefed on the applicable rules and regulations on transporting firearms prior to their arrival at airports. It is important to check with the airline to complete the forms necessary for registration.

Use of Buses

13.3 All routes which can be completed by bus and are less than 12 hours, inclusive of meals and stops, should be made by bus. In addition, extenuating circumstances may arise where a bus route, inclusive of meals and stops, greater than 12 hours may be necessary, and will be assessed and approved on a case by case basis by the CJCR HQ J4 Tn O.

13.4 Although the use of ground transportation should be maximised, there may be extenuating circumstances which require the use of flights when ground travel is within the 12 hours prescribed above. Approval will be considered on a case by case basis by the CJCR HQ J4 Tn O.

13.5 In all situations, the common practice will be to pre-position cadets at a larger hub and provide overnight accommodations, meals, supervision and alternate ground transportation, as required, in order to reduce single day travel times.

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14. Out of Region CTC Travel Guidelines

14.1 CTC travel guidelines will be promulgated on a yearly basis by the CJCR HQ J4 Tn O.

15. Publication

Frequency of Publication

15.1 Annual or more frequent review and updates, as required.

Errors/Omissions or Suggestions

15.2 Users of CJCR Gp Orders are encouraged to identify any errors, omissions or suggested orders to the attention of CJCR HQ J1 Policy.

16. References

Source References

Related References

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