Part B—You have received your posting instructions

Relocation policies

Relocation benefits and services are described primarily in the CAF Relocation Directive (CAFRD) and the Compensation and Benefits Instruction Chapter 208.

Be it unaccompanied prohibited or accompanied, your posting will also have an impact on your benefits.

Prohibited – unaccompanied postings

The CAF orderly rooms process unaccompanied-prohibited moves. Learn about these moves by referring to Compensation and Benefits Instructions (CBI) Chapter 208 and by contacting your orderly room staff.

Accompanied postings

Accompanied moves administered under the CAF Relocation Directive (CAFRD) require planning. Here are some key planning steps to consider:

Step 1: Posting instruction

Your posting message will include important information about your new place of duty, change of strength (COS) date, and relocation benefits. Contact your gaining URS as soon as possible after the reception of your posting message.

Step 2: Authorization

BGRS is the service provider that manages all accompanied-authorized moves. 

The Director Relocation Business Management (DRBM) approves your eligibility for a move of dependents as well as HG and E. They will advise BGRS about your eligibility. This approval process can take up to five days after you receive your posting message. If you still cannot register in the BGRS system after one week, contact your local relocation coordinator. CAFRD Coordinators are found under “Relocation Management” at http://cmp-cpm.mil.ca/en/benefits/benefits-generic.page which is available only on the Defence Team Intranet.

Step 3: Member Registration

Register with BGRS within 21 days of receiving your posting message.[1] Refer to the BGRS guide entitled How to register in BGRS’ system!

Complete Step 4 before you log out of the system.

Step 4: Completion of Preliminary Relocation Assessment

Once your BGRS member registration is complete, complete the preliminary relocation assessment on the BGRS website. Once you submit this assessment, BGRS will send a registration confirmation to you by e-mail within two business days. From this point on, your BGRS agent will communicate directly with you.

Step 5: Consult the CAF Relocation Website for More Information

As soon as possible, consult:

• the CAF Relocation Directive (CAFRD),

• the Relocation Assistance Document (RAD), and
• the “Relocation management” tab of the “Benefits – Generic” page which is available only on the Defence Team Intranet.

Be prepared to do the following:

• Draft your questions in advance to prepare for your first BGRS meeting.
• Note the answers provided during this first meeting.
• Start thinking about possible moving dates. Do you or your family members have commitments or events that you need to consider before you relocate? Examples could include an upcoming childbirth or adoption, a scheduled surgery, or a child’s graduation. You can discuss the possibility of a reporting date change with your chain of command, if necessary.
• Make an inventory of your belongings. Are there things such as a pool table, for example, that you cannot or do not wish to move to your new home?
• Consider items that you may have to disassemble yourself such as a children’s play structure.
• Ask about dangerous goods that a moving company can refuse to move.

Review Relocation Assistance Document (RAD) - Member secure website overview page.

Step 6: Schedule a planning session

BGRS is not the authority for benefit eligibility. When in doubt, contact your local CAFRD Coordinators. A list of coordinators for each base and wing is available on the Defence Team Intranet “Generic benefits” page under the “Relocation management” tab. Your base orderly room can also provide contact information.^[2]

BGRS agents operate according to Canadian time zones. Once you are OUTCAN, you may need to speak with the agents outside of your standard work hours. Plan for this using the BGRS secure website.

You can schedule a planning session 24/7. Your five-day scheduling priority status begins once you have registered with BGRS. If you miss this five-day window of opportunity, you will no longer be considered a priority.

During your 30-minute planning session, BGRS will inform you about the relocation process, how to navigate the BGRS web site, and answer your questions. Your BGRS service provider can also provide information sessions about subjects such as your House Hunting Trip (HHT), transportation to your new location, and your claim finalization.

Related links:

• Relocation process tips
• CAFRD FAQ page 
• CANFORGEN 019/21 CMP 011/21 032209Z MAR 21 and CANFORGEN 073/23 CMP 034/23 191325Z APR 23 which are available only on the Defence Team Intranet or by using the CAF App available at the Apple and Android app stores

Learn about taxable benefits and their potential impact on your income taxes by visiting the Canada Revenue Agency website. In addition, review the Relocation Assistance Documents on Canadian tax information and the Taxable benefits list.

Complete your Movement of HG and E form (DND 4443), and submit it to your local Base Traffic Furniture and Effects section. Your BGRS agent can assist you in completing this form.

Once you have completed Step 6, you can pursue your next posting actions. This may include an HHT, selling your current principal residence, purchasing or leasing a principal residence at your new posting, and planning your move.

Leaving your current principal residence

If you are a tenant, review your lease to confirm your responsibilities when you move from the property.

If you are renting outside the base or wing, check your lease to find a lease-breaking penalty clause. Article 7.03 of the CAFRD deals with rent or lease liability.

If you live in a military residential housing unit (RHU), review the "Moving-out" section of the Canadian Forces Housing Agency (CFHA) Occupant's Handbook.

For more information on selling, renting, or buying a home, review the Relocation Assistance Documents on Preparing to sell, Preparing to rent, and Preparing to buy pages.

Selling or buying a house

The CAFRD implemented many changes to requirements for the selling or buying of a residence. For example, this Directive repealed the Home Staging benefit, and made other changes to the Mortgage Interest Buy-down, the New Home Warranty, and the Interest on a Home Relocation Loan benefits. Consult the CAFRD FAQ page for more information.

If you decide to keep your current home

Within 15 business days after receiving your appraisal, you must decide to keep or sell your home at your current location. If you keep your house, you may be eligible for a Real Estate Incentive of 80 per cent of the real estate commission or up to a maximum of $12,000. Remember that once you have made your decision, you cannot change your mind. For more information, review Article 8.2.03 of the CAFRD.

If you decide to sell your home

If you are selling your home, ask your BGRS agent about the home appraisal process, its timelines, and benefits. You can also learn about home appraisal by consulting Article 8.2.04 of the CAFRD.

Ask your current financial institution about how to avoid mortgage-breaking penalties and the possibility of waiving penalties based on your military posting. In addition, review the Relocation Assistance Document (RAD) - Understanding mortgage options web page. Note the following three common mortgage characteristics:

• The Mortgage Early Repayment Penalty (MERP) may be reimbursable when certain conditions are met. For more information, refer to Article 8.2.12 of the CAFRD.
• Mortgage Default Insurance (also called mortgage loan insurance, CMHC insurance, or CMHC fees) may be reimbursable if certain conditions are met. For more information, consult Article 8.3.10 of the CAFRD.
• You can obtain information about the minimum qualifying rate or stress test for uninsured mortgages by consulting the Mortgage Qualifier Tool. This tool will help you to determine if you qualify for a home mortgage based on income and expenses.

If you are having difficulties selling your house

Discuss the possibility of an Imposed Restriction with your chain of command. This is a temporary measure which allows you to proceed to your new place of duty while your family stays in your current residence. Your chain of command must support your request, and your career manager is the approving authority. For more information on Imposed Restriction, consult page 17 of A Family Guide to the Military Experience.

If you are having difficulties selling your house, you should note the following:

• Article 8.2.05 of the CAFRDallows a member to use marketing incentives to attract potential buyers when certain conditions are met. Your realtor must recommend these incentives, and your BGRS agent must support them.
• If your home remains unsold and is marketed actively while you are travelling to your new place of duty, you may be eligible for Temporary Dual Residence Assistance (TDRA). Review Article 8.2.07 of the CAFRDfor more information.
• If you anticipate losing money when you sell your house, the Home Equity Assistance (HEA) benefit may reimburse up to 80 per cent or a maximum of $30,000 of your loss. This is subject to Canada Revenue Agency taxation regulations. Discuss this benefit with your service provider before selling your home, and review Article 8.2.13 of the CAFRD.

Planning your House Hunting Trip (HHT)/Destination Inspection Trip (DIT)

If renting at your new location is an option you are considering, be aware of the difference between a Destination Inspection Trip (DIT) and a House Hunting Trip (HHT). Confirm with your BGRS agent which of these two options applies to your situation. Review Chapter 4 of the CAFRD for more information. In addition, consult Relocation to-do list and Planning your house hunting trip.

When planning a DIT or HHT, you can now use alternative accommodation booking services such as Airbnb during your relocation. Certain conditions apply. When applicable, reimbursement follows the rates established in the Accommodation and Car Rental Directory (ACRD). These rates reflect the number of hotel or motel rooms to which a military family is entitled. For more information, consult your BGRS relocation service provider and review the CANFORGEN 047/19.

Your house hunting trip will be busy. Reach out to your gaining URS Staff in advance to facilitate a positive HHT. Be prepared to face additional complexities on location. For example, consider:

• the requirement for leases to be translated and reviewed by the support unit prior to signature,
• the requirement to make local banking arrangements to secure housing,
• the confirmation of foreign education and childcare options relative to your housing as based on your catchment areas,
• childcare arrangements, and
• commuting assistance limitations.

Choosing the right accommodation or hotel while travelling to your posting

While travelling to your new posting, choose accommodation listed in the Accommodation and Car Rental Directory (ACRD) published by Public Services and Procurement Canada. This accommodation must not charge a rate that exceeds the city rate limit.

To avoid accommodation costs at your personal expense, be sure to do the following: 

• Verify the city rate limits for your destination.
• Confirm that the accommodation rate offered falls within the applicable limit.
• Confirm that you will not be charged more for your accommodation than what is listed in the ACRD, even if this rate is less than the city rate.
• If your accommodation refuses to offer a rate in accordance with the rates published in the ACRD, your CAFRD Coordinator must contact the Accommodation and Car Rental Contract Management Section by e-mail at pwgsctravelservices@tpsgc-pwgsc.gc.ca.

You can now use ride-sharing and alternative accommodation booking services such as Uber and Airbnb during your relocation. This is permissible only in locations where these services are legal and regulated. Ride-sharing services are acceptable expenses when you use them as an alternative to other local public transportation means. For alternative accommodation bookings, reimbursement follows the rates established in the ACRD. These rates reflect the number of hotel or motel rooms to which your military family is entitled. For more information on using alternative accommodation booking services, consult your BGRS agent and review the CANFORGEN 047/19.

Finally, take note of the following:

• The costs of rental cars and hotels both inside and outside Canada tend to exceed government rates during APS. If you cannot remain within your entitlement, you must demonstrate that you had no other options.
• You can receive advances for certain expenses such as non-negotiable expenses. This helps ensure that you do not pay out of pocket throughout the relocation process. Be aware of the limitations of your benefits so that you are not over-advanced.
• You may not ship a vehicle outside of Canada if you do not own it outright. Discuss your options with your financial institution.
• Under limited circumstances, you may be entitled to a posting loan in accordance with Section 20 – Posting Loan of the Compensation and Benefits Instructions, Chapter 10 - Military Foreign Service Instructions. There are very specific timelines for requesting the posting loan.
• If you cannot prove that you spent all allowance or benefits as intended, the approving authority will recover the unconfirmed portion.
• Keep proof of your original expenditures and subsequent reimbursements for a seven-year period for tax purposes.

Housing

You and your family will have at least one of two housing options: Crown accommodation or privately leased accommodation in the private market.

Crown accommodations

Crown housing or Crown-held accommodations are owned or leased by the Government of Canada or provided by the host government. Use of this housing is based on its location, its availability, and your job duties. Crown housing may be available if you work at an Embassy or High Commission in a capacity such as a Defence Attaché. In most locations, there is limited choice or housing is assigned in advance. If you are required to use Crown Accommodations, you must still pay a predetermined monthly share for your rent and utilities, unless you have been formally granted a waiver.

Leased accommodations in the private market

Most commonly, you will use privately leased accommodations where you secure your own accommodation. In this circumstance, you are responsible for location, lease negotiation, and interacting with lessors once you know the rent ceiling limit. This limit is the maximum amount you can pay for accommodation.

Rent[3] and utility allowance[4] benefits help offset your OUTCAN housing costs

The rent and utility shares are the portion of the rent you will pay. These are based on your pay level and the number of people in your household when a lease is signed. You must pay a rent share for the occupied or rented accommodation, with the balance being paid by the Crown, up to the rent ceiling amount. The only exceptions to this are if you are entitled to a waiver or if you have chosen to opt out of all shelter benefits. A rent ceiling is the maximum amount for which you can rent an accommodation at your location. This ceiling determines your rent subsidy. The Director Compensation and Benefits Administration establishes the rates annually based on data provided by external consultants and other government departments such as Statistics Canada.

For more information, review Section 5 – Shelter and Related Provisions of the Compensation and Benefits Instructions, Chapter 10 - Military Foreign Service Instructions.

When selecting rental accommodations, there may be differences in comparison with what you expect in Canada. For example, rental units may come without wardrobe or cupboards. Do not make any financial commitments for housing until you have completed your screening and have received a formal posting message.

Health

While in Canada, your dependents are covered by a provincial or territorial health care program.

The process and duration of coverage differ by province or territory. As soon as you get your posting message, you must contact your provincial or territorial health authority for information on coverage terms and conditions while you are living OUTCAN. A list of contacts and more information is available at the CFMWS CAF Health and Wellness page.

While residing OUTCAN, CAF members must enroll their dependents in comprehensive coverage with the Public Service Health Care Plan. On 1 July 2023, MSH International took over the administration of this Plan from Allianz Global.

To submit out-of-province or out-of-country claims, Plan members must have:

• completed positive enrollment with Canada Life, and
• consented to the release of their personal information.

For more information, contact:

MSH International Contact Centre

North America: 1-833-774-2700 (toll-free)

International: 1-365-337-7427 (collect) 

This Centre operates 24 hours a day, seven days a week.

The process you will follow for submitting medical or dental care claims when posted OUTCAN differs from when you reside in Canada. Learn about your health care coverage and how to update it at Public Service Health Care Plan Directive and the Public Service Health Care Plan. Your OUTCAN Support Unit Commanding Officer, otherwise known as the Approving Authority, can authorize some dependent health care. Learn more by consulting articles 38 to 42 of the National Joint Council FSD.

You may need to initially pay out-of-pocket in case of an emergency. You may also have to translate medical documents at your own expense while posted OUTCAN and upon your return to Canada.

You may wish to get your credit card limit raised or have an additional credit card for emergency medical care. Advances and reimbursements can take time.

For information related to dental care coverage and services, consult the Canada Life website. These services were formerly administered by Great West Life.

Additional health care information specific to posting locations is as follows:

For members posted to the US

The US OUTCAN Health Services Team collaborated with CFMWS and other groups to develop tools to assist CAF members and families posted to the US. All key information is available at the CFMWS Health Care in the US web page. It contains step-by-step guidance on different topics such as claims processes, coverage while travelling, what to do in case of an emergency, information for dependents, frequently asked questions and You Tube videos.

For members posted to Europe

If you and your family are posted to Europe, you will have access to local health care services regardless of your posting location. These services may differ from what you are accustomed to in Canada. All families also have access to in-person (where applicable) or virtual support provided by a CAF Medical Officer at the Canadian Medical Clinic in Geilenkirchen (GK), Germany.

All CAF members must seek guidance from Health Services in GK before contacting a local health care provider. While your dependents do not have the same requirement, they can still ask for advice on accessing local services.

Visit https://cfmws.ca/europe/medical-services-in-europe for contact information and links to resources. Information is also available on the Defence Team Intranet at CFSU Europe/Canadian Forces Health Services Europe.

For members posted anywhere in the rest of the world

For other countries around the world, the health coverage, availability, level of care, etc. varies significantly. Consult with MSH International for any health care questions.

You will find links to information such as the claiming process on the CFMWS website.

Health Emergency

Many locations do not have emergency services equivalent to Canada’s 9-1-1 emergency line. Local services can vary and may not always be available in either of Canada’s official languages. As a result, you should confirm with your gaining unit URS how to prepare in case you need emergency health services.

Helpful information

You can obtain information on resources specific to your community on the CFMWS website which was previously known as CAFconnection. To do this, follow these steps:

1. Select your community.
2. Select OUTCAN.
3. Select the continent.
4. Locate the guide to relocating under support services.

The Family Information Line can also provide resources for military members and their families. They can be reached 24/7 at 1-800-866-4546 (International 00-800-771-17722), https://cfmws.ca/support-services/family-information-line.

Find information about countries around the world on the Government of Canada website.

Other related resources:

• Public Service Health Care Plan Directive
• PSHCP Instruction Manual
• How to submit a claim to PSHCP
• Out of Country PSHCP (Outside Canada) claim formWhat is Comprehensive Coverage?
• Allianz Global Contact Information
• Military Foreign Service Instruction - Chapter 10
• Canada Health Act - Links to Provincial and Territorial Health Care Web Resources - Canada.ca
• Foreign Service Directives: April 1, 2019 (njc-cnm.gc.ca)

Recourse and complaint mechanisms related to dependent health care

Do you have concerns or complaints about your coverage? Contact your provincial or territorial Ombudsman office for assistance. We are not able to assist you with matters that fall outside of the DND/CAF Ombudman’s Office mandate. However, we can ensure you have the recourse information you need to deal with your concerns or complaints.

Provincial and territorial Ombudsman offices:

• Citizens’ Representative of Newfoundland
• Nova Scotia Ombudsman
• New Brunswick Ombudsman
• Québec Ombudsman
• Ombudsman Ontario
• Manitoba Ombudsman
• Ombudsman Saskatchewan
• Alberta Ombudsman
• British Columbia Ombudsperson
• Yukon Ombudsman and Information & Privacy Commissioner
• Office of the Northwest Territories Ombuds

If you believe your situation may fall within our mandate, please contact our office.

Military Life Events

Our Military Life Events - Important Documents web page provides a list of key documents that you should review regularly. This includes changes that occur as the result of a new posting.

While living OUTCAN without the support of your extended family or friends, situations may occur that prevent you and all legal guardians from providing care to dependents who may be accompanying you at the posting location.

Addressing these situations means you must complete a Family Care Plan in consultation with any other legal guardian. This will ensure there is a consensus if such a Plan must be pursued. 

Children’s education allowances and benefits

When you are posted outside Canada, you may expect that your dependent child’s education will continue as it would have if you remained in Canada. Sometimes there can be expenses related to ensuring your child has compatible education. Educational allowances reimburse you for those eligible expenses.

Compatible education refers to a curriculum and services that are compatible with those normally provided without charge in schools in Ontario or their equivalent in other provinces and territories. Such education covers from junior kindergarten to secondary school graduation. Compatible schooling helps ease your child’s return to a provincial or territorial public school system in Canada.[5]

For more information, consult the Children Education Management portal which is available only on the Defence Team Intranet.

Benefits and allowances

While posted outside Canada, you are entitled to allowances and benefits under the Military Foreign Service Instruction (MFSI). Section 12 of Chapter 10 of the MFSI addresses the Education and Related Care of Dependent Children.

Educational allowances are based on the terms and conditions that the National Joint Council has set in the following Foreign Services Directives (FSD):

• FSD 2 – Definitions
• FSD 30 – Post Transportation and Related expenses
• FSD 34 – Education Allowances
• FSD 35 – Educational Travel
• FSD 51 – Family Reunion

The FSDs are the products of much interdepartmental discussion and research.

Working Group A is an interdepartmental committee chaired by the Treasury Board Secretariat. It provides policy direction to Working Group B (WG B) and collaborates with the National Joint Council to review the FSDs on a regular basis. WG B is an interdepartmental subcommittee of Working Group A that provides recommendations on specific interpretations and applications on the provision of FSD, including that of children’s education outside Canada.

Be aware that you should not make any financial commitments before you receive your posting instructions because you may not be reimbursed for these expenses.[6]

Rates

Education allowance rates may change on an annual basis. Learn about the current rates by consulting Appendix A - Education Allowances - Annual Rates.

Forms

Start the process of completing your educational allowance forms by consulting the Children Education Management website or the Defence Forms Catalogue. Both are only available on the Defence Team Intranet.

If you need assistance, you can find it by consulting our web site’s available resources.

Funds advancement

You can claim school fees as well as some other educational allowances in advance. Contact your Education Clerk to obtain an advance form.

Once you have completed and signed the advance form, submit it and your education allowance claim form to your Education Clerk. Once approved, the local cashier pays the advance to your bank account within a period of five to ten business days.

After paying the expense, you must reconcile your advance within 30 days or be subject to recovery action. To reconcile, you must submit all receipts and other required documents to your Education Clerk.[7]

Submitting a claim for Education Allowances and Benefits

Step 1: Form submission

The claim process starts when you submit an Education Allowances and Benefits claim and supporting documents to your Education Clerk.

The Education Clerk will coordinate CEM approval when necessary.

Some education allowances require WG B approval. You must receive that approval before submitting your claim.

If your file is approved—and does not require WG B approval—go to Step 2.

If you have a special or exceptional request that is not cited in FSD 34 or is outside of the policy framework, contact your Education Clerk at your gaining unit. The Education Clerk will guide you to the appropriate documents and templates that WG B requires. The Education Clerk will also forward your submission to CEM for the next WG B monthly meeting.

You must carefully prepare your file and ensure all the relevant information and documents to support your request are presented in a clear and comprehensive manner. This will help ensure that the WG B has the evidence they require to understand your issue in order to make an informed decision.

At this stage, CEM reviews your submission. They may request further documentation from you. Once the review is complete, they will send your submission to the Educational Sub Committee (ESC).

The ESC consults on how to interpret and apply FSD 34. Members exchange information, discuss and resolve specific concerns, review situations on a case-by-case basis, and re-examine the intent and meaning of FSD 34 on a regular basis. This helps the ESC ensure consistent interdepartmental interpretation and application of the FSD.

Once ESC completes its review, it forwards your submission and the ESC recommendations to WG B. WG B will consider at its next monthly meeting. If CEM does not receive all information one week before the ESC meets, delays can result.

WG B will notify you if it requires more information to decide on your submission. CEM will hold your file while you gather the necessary information or documentation. Once your submission is complete, the WG B decision will occur at a future meeting.

WG B reviews the file anonymously and makes decisions based on policy. In urgent cases, the case may be submitted to Working Group B for secretarial review (meaning that the WG B reviews the document electronically). If WG B is unable to arrive at a decision, then Working Group A may clarify the intent of the Foreign Service Directive.

WG B communicates its decisions through a record of decision, which will be sent to the support unit, who will then provide the answer to you.

Step 2: Approving authority’s decision and claim finalization 

If your claim is denied, refer to the recourse section.

If your claim is approved, submit receipts and documentation to the approving authority. Keep your original and documentation as well as the subsequent reimbursement for a seven-year period for tax purposes.

If you cannot prove that you spent all the education allowance as intended, the approving authority will seek to recover the unconfirmed portion.

Education allowance levels of approval

The education allowance you claim will determine the level of approval required. The level of approval determines the time it will take for the approval process. Plan accordingly.

Always submit the forms and supporting documents to your Education Clerk, who ensures all required supporting documents are submitted with your claim. If an additional level of approval is required, your Education Clerk will ensure your claim goes to the appropriate approval authority. These authorities, along with their corresponding fields of responsibility, are as follows:

Commanding Officer of your Unit Record Support (URS) approval

• Family Reunion Travel
• School Transportation that is part of school fees
• Schools on the Post Ceiling list
• Education travel
• Shipment of personal effects
• Fifty hours of second language tutoring based on three price quotes
• Escort travel

Children Education Management approval

• Family Reunion Travel when a child is not in school and when the CEM has pre-approved this trip as required[8]
• Family Reunion Travel involving a third location
• Post-secondary shelter assistance
• School Transportation when not provided by the school as described in FSD 30.7
• Boarding and lodging
• Secondary education (Grades 9 to 12), be it away from post or in Canada
• Distance Learning
• All other benefits under the FSDs that require the Deputy Head’s authority

Working Group B review and approval

• Schools that are not on the Post Ceiling list
• Roman Catholic School registration
• Tutoring prior to posting
• Tutoring for a subject other than language during the first year of a post
• Tutoring upon return to Canada
• Relocation during an academic year
• Special Education Allowances
• Field trips

Reimbursement timelines

Reimbursement timelines depend on the type of claim and the level of approval required.

CEM tries to process claims within seven days of receiving all required documents. For claims approved by your local URS, contact your Education Clerk about processing timelines.

To ensure your claim is processed without delay, submit all required documents.

Recourse

If you are dissatisfied with a decision and you can demonstrate your request was not processed fairly, you may file a grievance. 

However, the CAF redress of grievance process can only provide redress that is within the authority of the CAF to provide. That authority does not include changing Directives or interpretation by the Treasury B or other government agencies. For example, the CAF has no authority over the FSDs or their interpretation by the National Joint Council or its committees. The National Joint Council has a grievance process, but it is not available to CAF members. 

Consult with a Conflict and Complaint Management Services (CCMS) Centre agent for grievance support and guidance. Be aware that the grievance process is time sensitive and may not correspond with the timeframe of your relocation. You will find more information by consulting our Complaint mechanism and oversight page.

Every member’s situation is unique. If there are exceptional reasons that prevent you from addressing your career concerns through regular channels such as time sensitivity, health, security, or financial concerns, for you or your family, you can contact our office by telephone or in writing. In cases where compelling reasons exist, our office can ensure that all relevant parties know about your circumstances, and that the proper process is being followed to assist the appropriate authority in taking an informed decision.

Before making your claim

For information on making your claim, communicate with these Contacts and review the FAQs on the Children Education Management website. This web site is available only on the Defence Team Intranet.

Tuition fees

For tuition fee claims, review the List of Compatible Schools that is only available on the Defence Team Intranet.

Tutoring

To reduce possible negative impacts on education because of an OUTCAN posting, your child may require tutoring.

Tutoring expenses may be reimbursed when foreign service is the key contributing factor to these academic issues, rather than the fault or choice of you or your child.

Two examples of tutoring expenses that may be reimbursed are:

• private tutoring in subjects where the educational levels achieved by your child are below that of the class, form, or grade because of your foreign service; and
• private tutoring or courses for subjects which your child’s school does not provide, and which are required upon return to Canada for secondary graduation.[9]

Be aware that during the first year of schooling upon returning to Canada after an OUTCAN posting, private tutoring expenses in subjects may be reimbursable if the academic deficiency is attributable to your foreign service. This does not apply to children who were homeschooled during the OUTCAN posting.

Additional documents required when applying for tutoring

Tutoring prior to posting (WG B approval requirement)

• Form 10TPP

• Letter from school explaining:
  • reasons for tutoring such as curriculum or language 
  • tutoring subject
  • estimated tutoring frequency and duration
• Three quotes of local tutors per subject
• Posting message
• Tutor receipts

Tutoring in French or English as a second official language

• Form 10
• Three quotes of local language tutors
• Tutor receipts

Tutoring during the first year of a posting for subjects other than language (WG B approval requirement)

• Form 12

• Letter from school explaining:
  • reasons for tutoring such as curriculum or language
  • tutoring subject
  • recommended number of tutoring hours required to address learning gaps as identified by the school
• Three quotes of local tutors per subject
• Report card from the previous school year prior to posting within Canada or location outside of Canada when cross-posted
• Latest report card at new school
• Tutor receipts

School transportation expenses

Expenses for your child’s transportation to and from school may be reimbursed if the school does not provide such transportation or incorporate transportation into its fees. The means of transportation must be the most economical and practical way of transporting your child.

In most cases, eligible expenses include one return trip each school day between the child's residence and the school. If a dependent student drives a private motor vehicle to school, the parking costs are reimbursed.[10]

At the end of each school year, you must provide a copy of your child’s school attendance record and school calendar to your Education Clerk. Transportation expenses for any days during which the child did not attend school for reasons such as sickness are not eligible for reimbursement.

Additional documents that may be required when you apply for transportation expenses are as follows:

• Form 25
  • Letter from the school stating it does not provide student transportation
  • Annual school calendar showing the total number of school days
  • Student attendance record
  • Google map showing the distance in kilometres from the student’s residence to the school

Family Reunion Travel

Your child may not be living with you while you are posted OUTCAN for many reasons:

• Your child is attending a boarding, residential, or post-secondary school in Canada or at an OUTCAN location separate from your post.
• Your child is not attending school.
• Your child is not with you due to a custody agreement.

In all these cases, you and your family may be eligible for Family Reunion Travel (FRT) expenses.

Educational level	Travel	Maximum allowance	FRT frequency
Elementary and secondary school (FSD 51.4)	Cost of the dependent student’s return travel from study location to post	Actual cost of airline ticket	Three return trips per school year.
Post-secondary school (FSD 51.5 or FSD 51.6)	Cost of the dependent student’s return travel from study location and back to post	Up to the cost of a return trip between Headquarters City and post	Two return trips per school year for students aged 21 years or younger One return trip per school year for students aged 22 or 23 years

FRT types	Travel	Maximum allowance	Notes
Regular	The dependent student travel to post	See dependent student education level table found above.	FSD 51.4, FSD 51.5, or FSD 51.6
Reverse (FSD 51.11.1)	Parent’s return travel from post to the student/child’s location or the Headquarters City	Up to the cost that would have been incurred for the trip to post by all eligible dependents/children under the applicable provisions of FSD 51.11.1	Such travel shall liquidate one travel entitlement for each eligible dependents, regardless of their locations or the frequency of travel entitlement (FSD 51.11.6)
3rd location (FSD 51.11.3)	Family meets on a routing to or from post	The allowance authorized under section 51.11 shall not exceed the allowance that would have been payable pursuant to sections 51.2, 51.4, 51.5, 51.6, 51.7, 51.8, 51.9 or 51.10, as applicable	§ CEM approval is required
Visiting under a custody agreement (FSD 51.10)	Child’s return travel from post to Canada Parent’s return travel from Canada to post Child’s return travel from Canada to post	Cost of travel minus the member’s share	Custody agreement required Up to two trips per 12-month period (1 September to 31 August) Cannot exceed frequency as per FSDs 51.4 to FSD 51.7 No entitlement for escorted travel unless the child is under 13 years of age or has special needs such as a mental or physical disability
Child not in school (FSD 51.7)	Cost of the return travel from the child’s location and post	Up to the cost of a return trip between Headquarters City and post	Two return trips per year for children up to and including the 12-month period (1 September to 31 August) of their 18th birthday One return trip per year for children over 18 up to and including 12-month period (1 September to 31 August) of their 21st birthday

When planning FRT, the following conditions must be met:

• return travel only
• most direct and economical flight routing (not Business Class)
• advance booking of at least four to six weeks 
  • CEM approval is required for bookings made less than four to six weeks in advance
• actual and reasonable transportation expenses to and from airports
• reimbursement for two checked bags
• extra costs for seat selection are not reimbursable
• a travel cost quote from the Headquarters City (i.e. the last city you were posted in Canada) to the OUTCAN post to establish the member’s maximum entitlement
• proof of completed travel, such as a boarding pass, to finalize the claim

Learn more About your out-of-country travel benefits.

Education and escort travel

Education travel

If you receive an education allowance for your child, you may also be eligible for education travel. Education travel is an allowance normally provided at the beginning of your post. This allowance is intended to finance the travel of a dependent student to an approved educational institution elsewhere.

This entitlement applies only when FSD 51 (FRT) does not apply. The ticket must be a ONE-WAY ticket. A child’s education away from the posting may be for reasons such as attending a boarding or residential school or attending a post-secondary institution.

To request Education Travel, you must complete the Education Travel Form.

Escort travel:

If you receive an education allowance for your child, you may also be eligible for escort travel. Escort travel reimburses the cost of return travel for one parent to accompany a child from an OUTCAN posting location to the child’s school at the beginning of the first secondary school year that the child is being educated away from the post. It could also be used for parental accompaniment when a dependent starts post-secondary education in Canada after the completion of secondary schooling outside of Canada.[11]

To request Escort Travel, you must complete an Escort Travel Form. Learn more by reading the Foreign Service Directives 35.

Relocation during an academic year

If you relocate from one post or place of duty to another during a school year, you may be eligible for an education allowance for your child.

Examples of eligible expenses include the following:

• Actual admissible education expenses, including board and lodging expenses, for the balance of the school year if your child remains at the old place of duty. WG B approval is required.
• Actual admissible education expenses that have been approved and that will continue for the balance of the school year if your child is being educated away from your post.
• Actual admissible education expenses that have been authorized for the balance of the school year if your child moves to another educational institution.

You must complete the Education Allowance Relocation during academic year (Form # 13REL).

Resources

URS Education Clerk

During your posting outside Canada, you will need to stay in touch with your Education Clerk. This Clerk works at your corresponding gaining Unit Record Support (URS) as listed on the Defence Team Intranet. The Clerk’s coordinates are as follows:

Military Foreign Service Section (MFSS) - Dependent Education Clerk

Fax: 613-995-1273

Telephone: 613-994-4609

E-mail: P-OTG.MFSSDepEduc@intern.mil.ca

Canadian Defence Liaison Staff Washington (CDLS(W)) - CEM Clerk

cdlsw-ChildrensEducation@forces.gc.ca

Canadian Forces Support Unit Colorado Springs - CFSU(CS) OUTCAN Ops Clerks

P-COS.Claims@intern.mil.ca

719-556-9875

719-556-8204

Canadian Forces Support Unit Europe (CFSU(E))

P-SFK.76ECEMA@forces.gc.ca

Children’s Education Management Officer (E): +49-(0)2451-717164

Children’s Education School Coordinator (E): +49-(0)2451-717213

Children’s Education Allowances Coordinator (E): +49-(0)2451-717212

Children’s Education Management – Ottawa

CEM - Ottawa supports the educational needs of CAF families in a variety of situations both inside and outside Canada. You can contact this office in one of two ways:

E-mail: CEMGEE@forces.gc.ca

On-line: https://collaboration-cmp.forces.mil.ca/sites/DGCB/DPSP_Info_Portal/CEM/SitePages/Home.aspx

Military Family Services (MFS) Education Team

Military Family Services has created an Education Team to support and equip CAF families to navigate their children’s unique educational pathways. Military children must continually adapt to interruptions and changes to their education. Differences in the curriculum, testing, credit transfers, graduation requirements, special education supports, and language of instruction differences among provinces and school districts are a few of the challenges that military families face when moving to a new school.

Coaching by certified guidance counsellors is available across Canada or upon return to Canada from OUTCAN to help your family with the transition to a new educational curriculum. You can learn more about coaching for your child by writing to education@cfmws.com.

As the MFS Education Team website continues to grow, you will find educational tools and helpful resources developed with the mobile military lifestyle in mind as well as information about any upcoming Education Support Seminars. Learn more at www.cfmws.ca/support-services/education.

Travelling with an animal

Pets

You must decide what works best for you and your family, while remaining aware of the limitations of the relocation policy.

If you choose to ship your pet to the host country or back to Canada, you need to know what travel, quarantine, and permit requirements may apply. In addition, you must determine if your animal requires an international health certificate or proof of vaccination.

Pet shipping services may be expensive, costing thousands of dollars. Reimbursement for pet shipment is limited and is exclusively payable from custom funding with the exception of service dogs. Review the definitions of Basic Commercial Animal Care under Articles 3.4.02, 6.07 and 9.2.06 – Pet Expenses of the CAFRD for more information. In addition, consult the Canada.ca website for more information about travelling abroad.

Service Dogs and Emotional Support Animals

Travelling internationally with service animals differs from travelling within Canada. If you are travelling abroad or returning to Canada as part of a military relocation, learn about the costs covered by the CAF for the accompanying service dog by consulting the CAFRD. Given their different purpose and training requirements, emotional support animals do not hold the same certifications or status as service dogs. Emotional support animals’ relocation costs are payable from custom funding whereas Service dogs’ expenses are payable from your core benefits.

To learn more, review our educational document entitled Travelling with a psychiatric service dog or emotional support animal.