Letter to Commander CDLS Washington DC: Visit to Washington DC

07 December 2022

 

Major-General M.-H. St-Louis
Canadian Defence Attaché
Commander Canadian Defence Liaison Staff (Washington)
Embassy of Canada
501 Pennsylvania Avenue, NW
Washington, DC 20001
USA

 

Dear MGen St-Louis,

I would like to thank you for the hospitality and support you, Lieutenant-Colonel Joy McClure, and Master Warrant Officer Natalie Pozer showed us during our visit with CDLS Washington on 14 and 15 November 2022. It was a pleasure meeting all of you, to listening to the Defence community posted in Washington and to and learning about the importance and complexity of the CAF mission within the largest Canadian embassy.

I would like to take this opportunity to expand upon the verbal briefing that I provided you on 22 November 2022 and highlight some of the feedback the Washington community raised during my visit. As you know, I also had the opportunity to meet with the CANELEMNORAD defence community in Colorado Springs on 8 and 9 November 2022 and heard some of the same issues; LGen Pelletier has also been briefed on these. I recognize that you and your staff are aware of these issues, but I thought it would be helpful to detail them, nonetheless.

Health Care

We heard that some families are unclear as to what services are available to them and that more information about local providers and resources may be helpful. They also noted avoiding certain health care providers who do not provide direct billing as the process for reimbursement can be frustrating and time consuming when having to submit claims.

Children’s Education Management (CEM)

It was noted that navigating the education system and the variance in equivalencies between countries and provinces can be stressful for the family but more specifically the dependent person affected. In addition to this, frustration was expressed regarding the delays with the approval and reimbursement process for tutoring and the need to reapply monthly. I heard earlier this week from Military Family Services of their improved program to support military families navigating the various educational systems and I believe this will be very helpful in the new calendar year as it is stood up.

Allowances, Taxes and Pay Issues

I heard from many about the recent letter dated 1 November 2022 from VCDS (Vice Chief of the Defence Staff) OUTCAN staff advising members who were employed OUTCAN in the Service Spouse Employment Program (SSEP), but who were teleworking and filling positions within Canada, were no longer entitled to Foreign Service benefits since they fail to meet the definition of “on Assignment” as detailed in the Military Foreign Service Instructions (MFSIs). It was noted that this is causing financial insecurities in some instances as the loss of these benefits were substantial. My office received several complaints about this, and we are currently reviewing the matter.

Although this was not specifically raised during my visit to Washington, it was raised in Colorado Springs and it is important for you to be aware as the issue can impact all members and their families posted OUTCAN, depending on their circumstances.

It was noted that the application and enforcement of the National Joint Council (NJC) Directives determining the suitability of shelter size for a family can create stress for members and their families as not all situations fit the standard mould outlined in the directives and the Compensation Benefit Instructions. This can have an impact on several areas such as the availability of appropriate housing for their situation and the rate of reimbursement for shared shelter and utility charges.

Many mentioned that the timing of the change in 2019 to the Foreign Service Directive (FSD) – Post Secondary Shelter Allowance left some financially disadvantaged as decisions had been made based the Directive that was in place at the time.

Unfortunately, these issues are outside of the control of the DND/CAF as the FSDs are managed by NJC and TB with the CAF having representatives at the committees. However, as it is a particular focus of mine to highlight the need for greater agility for the Department to manage its own personnel, I can continue to make recommendations to the CAF/DND that exemptions be sought in certain circumstances where the intent of the Directive may not fit the reality of the situation.

We also heard frustrations about the exchange rate and the impact that it has on pay. Some expressed that once their pay is converted from Canadian to U.S. dollars, it becomes insufficient because of the exchange rate and the rise in the cost of living.

Members also voiced frustration with having to file their income tax returns using the paper system as it is cumbersome and, errors are easily made that can create additional issues. My office will be raising the matter with the Office of the Taxpayers’ Ombudsperson as they may be in a better position to affect change in this area.

Employment Authorization Document (EAD) Process and Spousal Employment

It was mentioned several times during our visit that to be authorized to work in the U.S., dependents are required to complete the EAD. It was noted that this process was taking anywhere between 2 and 9 months; in the interim, dependents are eligible to apply for Employment Insurance, but the maximum eligibility period is 36 weeks. Some families are going from a dual-income household to a single income one for a lengthy period; this could create financial hardship, especially in conjunction with the higher cost of living. We have recently been advised that the EAD process is now taking between 6-9 weeks – a positive step.

Lastly, I had the pleasure of meeting with all the Military Family Services service providers for the U.S. It was such a great honour and opportunity to be able to meet them in person and discuss some of the very important topics affecting CAF families from across the U.S. In addition to what is noted above, other areas we discussed that were not necessarily specific to CDLS Washington but, impact members and their families relate to:

• The timing of receiving posting messages and when applications for OUTCAN schools are due; the timings do not align and can have a significant impact on school placement (availability, cost, location, quality);
• The challenges associated with having to make own arrangements for moves (sometimes on short notice and out of pocket);
• Lengthy delays in receiving furniture and effects;
• Utility reimbursements happen once per year and there are usually delays; and
• Waitlists for daycares are long; priority is given to U.S. citizens.

In closing, I want to thank you for taking time out of your busy schedule to help coordinate and make this outreach a success. I recognize that a lot of these issues and challenges are outside of your control and within the purview of the NJC and TB. My team and I will continue to focus on the national/international issues to support you. I encourage you to continue to address the local concerns. Please do not hesitate to contact me or my office should you require assistance.

Sincerely,

 

Gregory A. Lick

Ombudsman

 

CC: Major-General Lise Bourgon