[ { "id": "directive-d1-1", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "Collective agreement", "marginal_note": "Collective agreement", "part": "General", "division": "", "heading": "", "text": "This directive is deemed to be part of collective agreements between the parties to the National Joint Council, and employees are to be afforded ready access to this directive.", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-2", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "Grievance procedure", "marginal_note": "Grievance procedure", "part": "General", "division": "", "heading": "", "text": "In cases of alleged misinterpretation or misapplication arising out of these directives, the grievance procedure, for all represented employees, within the meaning of the Public Service Labour Relations Act , will be in accordance with Section 14.0 of the National Joint Council By-Laws . For unrepresented employees, the departmental grievance procedure applies. (revised April 1, 2005)", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-3", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "Effective date", "marginal_note": "Effective date", "part": "General", "division": "", "heading": "", "text": "This directive became effective January 16, 1987, and was amended further to the Public Service Reform Act to reflect the new definition of employee which became effective June 1, 1993.", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-4", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "Purpose", "marginal_note": "Purpose", "part": "General", "division": "", "heading": "", "text": "This directive sets forth the conditions under which employees are eligible for the bilingualism bonus.", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-5", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "Application", "marginal_note": "Application", "part": "General", "division": "", "heading": "", "text": "The directive applies to departments, agencies and Crown corporations listed in Schedules I and IV of the Financial Administration Act, as well as to the National Research Council and the Canadian Institutes of Health Research (revised January 23, 2006)", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-6", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "Definitions", "marginal_note": "Definitions", "part": "General", "division": "", "heading": "", "text": "Acting assignment ( Affectation intérimaire ) - means a compensation mechanism for employees temporarily performing higher level duties. It occurs when an employee is required to substantially perform the duties of a higher position for at least the qualifying period stipulated by the relevant collective agreement, or applicable terms and conditions directives.\nBilingualism bonus ( Prime au bilinguisme ) - means a sum of money paid to eligible employees occupying bilingual positions.\nBilingual position ( Poste bilingue ) - means a position for which there is a clear requirement for the use of both official languages by the incumbent in the performance of the duties of the position. The identification of a position as bilingual is done in accordance with Treasury Board criteria.\nLinguistic profile ( Profil linguistique ) - means a coded summary which represents the second language proficiency required for a bilingual position in each official language. In each of three language skills (reading, writing and oral interaction), a level of proficiency is indicated.\nOther assignment ( Autre affectation ) - means a situation where an employee is required to substantially perform temporarily the duties of a position of the same pay level.\nSecond Language Evaluation (SLE) ( Évaluation de langue seconde (ELS) ) - means an examination administered and scored by the Public Service Commission (or departments on its behalf), to establish a candidate's proficiency in his/her second language in a work-related context, in each of the three following skills: reading, writing and oral interaction. Note: In 1984, the SLE replaced the Language Knowledge Examination (LKE). Results on the LKE (or the Special Evaluation) which are still valid are recognized for the present confirmation directive purposes.\nSpecial assignment ( Affectation spéciale ) - means an assignment usually longer than one year (such as CAP or long-term detachments), for which there is usually a specific agreement between management and the employee stipulating that, at the end of the assignment(s) the employee will not return to perform his/her former duties.\nWritten notice ( Avis écrit ) - means a written notice sent by a manager to an employee informing him/her of a test failure or of the re-identification or raised profile of his/her position.", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-7", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "1.1", "marginal_note": "Eligibility", "part": "Directive", "division": "", "heading": "", "text": "1.1.1 An employee is eligible for the bilingualism bonus from the date on which the Deputy Head certifies that the following conditions are being met:\n(a) the employee occupies a position which has been identified bilingual; and\n(b) the employee has Second Language Evaluation (SLE) results confirming that he/she meets the language requirements of his/her position (or in the case of professional requirements - code \"P\", the employee meets that code at the time of staffing of the position).\n1.1.2 The bilingualism bonus shall not be payable to the following:\n(a) employees in the Translation Group, unless their positions are identified bilingual for reasons other than translation;\n(b) employees who continue to receive the frozen ST bilingual differential, under conditions specified in section 1.7 of this directive;\n(c) employees who are classified in the Executive Group of the Management Category. However, all EX equivalents are eligible for the bonus, provided that they meet the eligibility conditions (for equivalences, see Personnel Management Manual (PMM), Volume 2, Chapter 2-2, Appendix A, Amendment 86-3);\n(d) persons appointed by Governor in Council;\n(e) persons locally engaged outside Canada;\n(f) persons ordinarily working one-third or less of the normal working hours for the same group and category;\n(g) persons employed on a temporary basis for three months or less; and\n(h) persons under professional or personal service contracts.", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive, s. 1.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-8", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "1.2", "marginal_note": "Failures - Responsibilities", "part": "Directive", "division": "", "heading": "", "text": "1.2.1 If the results of an SLE show that an employee does not meet the linguistic requirements of his/her position, the department will provide written notice that he/she will cease to receive the bonus two months after the date of written notice. The written notice shall be given within 10 working days from the date of the decision. Negative test results create responsibilities on the part of managers and employees.\nDepartments\n1.2.2 As a first step, it is incumbent on departments or agencies to review the linguistic identification of the position in terms of the real requirements of the position, and the bilingual capacity of the work unit.\n1.2.3 Departments and agencies will re-identify the position as unilingual if the requirements can be effectively absorbed by the work unit.\n1.2.4 If the position must remain bilingual, it is incumbent upon the department or agency to provide the bilingual services by other means.\nEmployees\n1.2.5 The employee who did not succeed in establishing that he/she still meets the language requirements of his/her position may remain in his/her position.\n1.2.6 The employee may seek a review of SLE testing results in accordance with the Public Service Commission administrative recourse mechanisms.\n1.2.7 The employee whose position remains bilingual may become re-eligible for the bonus and may have recourse to language training at public expense according to the terms set out in section 1.10 of the directive.", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive, s. 1.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-9", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "1.3", "marginal_note": "Other bonus situations", "part": "Directive", "division": "", "heading": "", "text": "1.3.1 If the language profile of a bilingual position is raised:\n(a) payment of the bonus continues if the employee meets the higher linguistic profile;\n(b) if the employee does not meet the new linguistic profile of the position, payment of the bonus ceases two months after the written notice;\n(c) language training would be available in accordance with the directive in force.\n1.3.2 An employee must be notified within ten (10) working days of a management decision:\n- to raise the proficiency profile of a bilingual position occupied by the employee, where the incumbent is in receipt of the bonus; or\n- to re-identify a position from bilingual to unilingual where the incumbent is in receipt of the bonus.\n1.3.3 When a bilingual position is re-identified as unilingual, payment of the bonus ceases two months after the employee is notified, or two months after the position is re-identified, whichever comes later.", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive, s. 1.3", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-10", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "1.4", "marginal_note": "Assignments", "part": "Directive", "division": "", "heading": "", "text": "1.4.1 An employee who receives the bonus and who is temporarily assigned to another bilingual position shall continue to receive the bonus, regardless of the linguistic profile of the new position (or functions). However, the bonus ceases in the case of acting assignments in the executive group (EX) of the management category with the exception of EX equivalents.\n1.4.2 An employee who receives the bonus and who is temporarily assigned to a unilingual position shall continue to receive the bonus only if the basic monthly salary of the new position is less than, or equal to, the basic monthly salary of the regular position plus the bonus.\n1.4.3 Employees on special assignment will receive the bonus if they meet the language requirements of the bilingual position (or functions) to which they are assigned.\n1.4.4 Employees on Interchange Canada Program assignments to organizations outside the federal Public Service will continue to receive the bilingualism bonus if they have been in receipt of the bilingualism bonus immediately prior to beginning the assignment, and if a senior official of the host organization specifies in writing that the assignees are required to use both official languages on an on-going basis during the assignments.\n1.4.5 An employee receiving the bonus who is required to perform temporarily most of the duties of a position that has the same pay level continues to receive the bonus, regardless of the linguistic identification and profile of the position.", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive, s. 1.4", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-11", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "1.5", "marginal_note": "Leave", "part": "Directive", "division": "", "heading": "", "text": "1.5.1 An employee is entitled to the bonus applicable to his/her substantive position when on paid leave but not when he/she is on educational or sabbatical leave.", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive, s. 1.5", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-12", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "1.6", "marginal_note": "Term employees", "part": "Directive", "division": "", "heading": "", "text": "1.6.1 An individual appointed to a bilingual position for a specified term exceeding three months, shall receive the bilingualism bonus from the date of appointment.\n1.6.2 An individual appointed to a bilingual position for a term of three months or less is not entitled to the bonus.\n1.6.3 An individual appointed to a bilingual position for a term of three months or less who remains in a bilingual position beyond the three-month period, shall receive the bonus for the period in excess of three months.\n1.6.4 An employee who receives the bonus and who is appointed, without a break in service, to another bilingual term position continues to receive the bonus regardless of the duration of the term position.", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive, s. 1.6", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-13", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "1.7", "marginal_note": "ST differential", "part": "Directive", "division": "", "heading": "", "text": "1.7.1 The Treasury Board directive relative to the payment of the seven per cent differential to the Secretariat, Stenographic and Typing Group was rescinded October 15, 1977, and the seven per cent differential was frozen on that date. As long as they occupy the same bilingual positions in the ST group and meet the eligibility criteria described in section 1.1, members of that group who received the seven per cent differential before October 15, 1977, continue to be entitled to it or to the bonus, whichever is greater.", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive, s. 1.7", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-14", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "1.8", "marginal_note": "Payment", "part": "Directive", "division": "", "heading": "", "text": "1.8.1 The bilingualism bonus consists of an annual payment of $800, calculated on a monthly basis and paid on the same basis as regular pay.\n1.8.2 An eligible employee shall be entitled to receive the bilingualism bonus for the full month for any month in which the employee receives a minimum of ten (10) days' pay in a position(s) to which the bilingualism bonus applies.\n1.8.3 Part-time employees who work more than one-third of the normal period are paid the bonus on a prorata basis to be calculated in reference to the normal hours these employees are expected to work.", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive, s. 1.8", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-15", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "1.9", "marginal_note": "Pay considerations", "part": "Directive", "division": "", "heading": "", "text": "1.9.1 The bilingualism bonus is considered part of an employee's salary only in respect of the following:\n(a) Public Service Superannuation Act\n(b) Public Service Disability Insurance Plan\n(c) Canada Pension Plan\n(d) Quebec Pension Plan\n(e) Unemployment Insurance\n(f) Government Employees' Compensation Act\n(g) Flying Accident Compensation Regulations\n(h) Supplementary Retirement Benefit Act\n(i) Supplementary Death Benefit\n(j) Long-Term Disability Insurance\n(k) Public Service Management Insurance Plan\n(l) Quebec Health Insurance Plan\n(m) Federal and Provincial Income Taxes.\n1.9.2 The bilingualism bonus is not considered part of an employee's salary nor is it used to compute an employee's salary entitlements for the following:\n(a) Transfer\n(b) Promotion\n(c) Overtime Calculation\n(d) Severance Pay\n(e) Pay in Lieu of Unfulfilled Surplus Period\n(f) Demotion\n(g) Payment of unused vacation leave on layoff, resignation or retirement.", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive, s. 1.9", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-16", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "1.10", "marginal_note": "Reinstatement of the bonus", "part": "Directive", "division": "", "heading": "", "text": "1.10.1 An employee who has ceased to receive the bilingualism bonus whose position remains bilingual could become eligible again. Such eligibility would require a personal commitment as well as sustained individual efforts on the part of the employee. In addition, a special measure as described in 1.11.2 will be taken by the employer in order to support the employee's commitment and efforts.\n1.10.2 Rotational foreign service officers and other employees, while on posting abroad are excluded from those measures of reinstatement.", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive, s. 1.10", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-17", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "1.11", "marginal_note": "Reinstatement procedures", "part": "Directive", "division": "", "heading": "", "text": "1.11.1 It is incumbent on the employee, subject to the approval of the manager, to determine the most appropriate way to regain his/her knowledge of the second language.\n1.11.2 Access to language training during working hours will be authorized up to a maximum of 200 hours for an employee already trained at government expense for a similar level. These hours of language training will not be calculated against the maximum number of hours allotted during an employee's career. However, this special measure can only apply once during the career of an employee for the same linguistic profile.\n1.11.3 Initiatives will have to be taken by the employee who remains in the same position to use his/her knowledge of the second language in the workplace, and the employee will not be allowed to take the SLE again for the purpose of receiving the bonus before one year following the date of the unsuccessful test.\n1.11.4 In cases where an employee takes an SLE for a purpose other than the bonus (for example, staffing) and whose test results confirm that he/she meets the language requirements of his/her substantive position, the bonus will be reinstated effective from the date of test confirmation.", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive, s. 1.11", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-18", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "1.12", "marginal_note": "Accountability", "part": "Directive", "division": "", "heading": "", "text": "1.12.1 The Treasury Board Secretariat is responsible for policies on the bilingualism bonus, and is accountable to Treasury Board for the soundness and relevance of these policies.\n1.12.2 More specifically, the Treasury Board Secretariat is responsible for:\n(a) developing and reviewing policies governing employees' eligibility for the bilingualism bonus, including exceptions;\n(b) developing procedures concerning the ability of employees to meet the language requirements of their bilingual positions on a continuing basis, in accordance with policies regarding entitlements to the bilingualism bonus; and\n(c) setting up control mechanisms regarding payment of the bonus to Public Service employees.\n1.12.3 The Public Service Commission is responsible for the development of second language evaluation tests and for establishing and implementing policies regarding the application and administration of these tests.\n1.12.4 More specifically, with respect to the bilingualism bonus, the Public Service Commission is responsible for:\n(a) developing tests to measure whether candidates meet the second language profile of their positions; and\n(b) assessing the second language proficiency of public servants where departments are not authorized to do so.\n1.12.5 Deputy Heads are responsible for authorizing payment of the bonus to their employees in accordance with established policies and guidelines, and are accountable to their Minister and to Treasury Board for the proper administration of affairs concerning the bilingualism bonus. In addition, those who have accepted delegated language assessment authority are expected to exercise it to the maximum practicable extent.\n1.12.6 More specifically, Deputy Heads are responsible for ensuring that:\n(a) employees are certified, by means of valid second language test results, as still meeting the language requirements of their positions, according to the procedures set out in section 1;\n(b) employees are informed of policies related to the bilingualism bonus;\n(c) payment of the bilingualism bonus is initiated or stopped in accordance with established policies and procedures; and\n(d) those employees concerned are notified of such changes as the raising of linguistic profiles of positions, the re-identification of positions from bilingual to unilingual or vice-versa.", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive, s. 1.12", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-19", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "1.13", "marginal_note": "Directive administration", "part": "Directive", "division": "", "heading": "", "text": "1.13.1 The Treasury Board Secretariat will periodically evaluate the bilingualism bonus directive.", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive, s. 1.13", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d1-20", "doc_type": "directive", "act_code": "d1", "act_short": "Bilingualism Bonus Directive", "act_name": "NJC Bilingualism Bonus Directive", "section": "1.14", "marginal_note": "Enquiries", "part": "Directive", "division": "", "heading": "", "text": "1.14.1 All enquiries relating to this directive should be directed to the departmental director of Official Languages or the departmental senior official in charge of the Official Languages Program who may, if necessary, contact the Official Languages and Employment Equity Branch of the Treasury Board Secretariat.", "history": "", "last_amended": "", "current_to": "June 1, 1993", "citation": "Bilingualism Bonus Directive, s. 1.14", "source_url": "https://www.njc-cnm.gc.ca/directive/d1/en" }, { "id": "directive-d2-1", "doc_type": "directive", "act_code": "d2", "act_short": "Commuting Assistance Directive", "act_name": "NJC Commuting Assistance Directive", "section": "Principles", "marginal_note": "Principles", "part": "", "division": "", "heading": "", "text": "The following principles were developed jointly by the bargaining agent representatives and the employer representatives to the National Joint Council. These principles are the cornerstone that shall guide the parties in establishing fair and reasonable commuting assistance practices across the public service.\nTrust – foster an environment that allows employees, bargaining agents and management to work together to develop mutually acceptable solutions.\nFlexibility – create an environment where management decisions respect the duty to accommodate, best respond to employees’ needs and interests, and consider operational requirements in the determination of commuting assistance arrangements.\nRespect – create a sensitive and supportive environment and recognize employees in a professional manner while supporting employees, their families, their health and safety in the context of this directive.\nTransparency – ensure consistent, fair and equitable application of this directive and its practices.", "history": "", "last_amended": "", "current_to": "October 1, 2020", "citation": "Commuting Assistance Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d2/en" }, { "id": "directive-d2-2", "doc_type": "directive", "act_code": "d2", "act_short": "Commuting Assistance Directive", "act_name": "NJC Commuting Assistance Directive", "section": "Collective agreement", "marginal_note": "Collective agreement", "part": "General", "division": "", "heading": "", "text": "This directive is deemed to be part of collective agreements between the parties represented on the National Joint Council and employees are to be afforded ready access to this directive.", "history": "", "last_amended": "", "current_to": "October 1, 2020", "citation": "Commuting Assistance Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d2/en" }, { "id": "directive-d2-3", "doc_type": "directive", "act_code": "d2", "act_short": "Commuting Assistance Directive", "act_name": "NJC Commuting Assistance Directive", "section": "Grievance procedure", "marginal_note": "Grievance procedure", "part": "General", "division": "", "heading": "", "text": "In cases of alleged misinterpretation or misapplication arising out of this directive, the grievance procedure, for all represented employees within the meaning of the Federal Public Sector Labour Relations Act will be in accordance with section 15 of the National Joint Council By‑Laws. For unrepresented employees, the departmental or agency grievance procedure applies.", "history": "", "last_amended": "", "current_to": "October 1, 2020", "citation": "Commuting Assistance Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d2/en" }, { "id": "directive-d2-4", "doc_type": "directive", "act_code": "d2", "act_short": "Commuting Assistance Directive", "act_name": "NJC Commuting Assistance Directive", "section": "Effective date", "marginal_note": "Effective date", "part": "General", "division": "", "heading": "", "text": "This directive is effective on October 1, 2020.", "history": "", "last_amended": "", "current_to": "October 1, 2020", "citation": "Commuting Assistance Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d2/en" }, { "id": "directive-d2-5", "doc_type": "directive", "act_code": "d2", "act_short": "Commuting Assistance Directive", "act_name": "NJC Commuting Assistance Directive", "section": "Purpose", "marginal_note": "Purpose", "part": "General", "division": "", "heading": "", "text": "Commuting assistance is provided to help defray excessive costs incurred in employees' daily travel to and from the regularly assigned worksite on the days when they are required by management to report for work and so report and to facilitate the recruitment and retention of staff delivering government programs at these remote worksites.\nNormally, employees are expected to report for work at their own expense since they are free to choose where they will live. However, for some worksites, there are no reasonably close suitable residential communities. Consequently, some employees may be subject to higher transportation costs.\nThe Canadian Human Rights Act and the Treasury Board Policy on the Duty to Accommodate Persons with Disabilities in the Federal Public Service, as amended from time to time, apply to this directive. Decisions and practices flowing from this directive shall be inclusive and barrier free. For instance, it is the employer's duty to ensure that the employee with a disability(ies) is fully accommodated to the point of undue hardship.", "history": "", "last_amended": "", "current_to": "October 1, 2020", "citation": "Commuting Assistance Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d2/en" }, { "id": "directive-d2-6", "doc_type": "directive", "act_code": "d2", "act_short": "Commuting Assistance Directive", "act_name": "NJC Commuting Assistance Directive", "section": "Application", "marginal_note": "Application", "part": "General", "division": "", "heading": "", "text": "This directive applies to all employees at a worksite where commuting assistance has been authorized, and does not apply:\n- to additional kilometres driven for personal reasons (e.g. the transportation of children to school or day-care);\n- to those employees who normally take public transportation to and from the worksite and who are unable to do so because of an interruption in service caused by a work stoppage of the public transportation employees;\n- to transportation to and from a place of work other than the regularly assigned worksite or between the worksite and another place of work;\n- where adequate public transportation operates between a worksite and a suitable residential community, irrespective of the distance criteria;\n- to those employees who ride as a passenger in a vehicle where another employee is eligible and claiming the assistance; or\n- to employees who, when they are assigned to the worksite, decline without compelling reason, in the opinion of the deputy head, a written offer of Crown‑owned or Crown-controlled living accommodation either at or within 16 kilometres from the worksite using the most direct, safe and practical route and choose to reside elsewhere.\nAllowances authorized under the Isolated Posts and Government Housing Directive shall not be construed to include commuting assistance. The criteria outlined in this directive will be used to determine whether commuting assistance will be authorized at isolated posts.", "history": "", "last_amended": "", "current_to": "October 1, 2020", "citation": "Commuting Assistance Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d2/en" }, { "id": "directive-d2-7", "doc_type": "directive", "act_code": "d2", "act_short": "Commuting Assistance Directive", "act_name": "NJC Commuting Assistance Directive", "section": "Definitions", "marginal_note": "Definitions", "part": "General", "division": "", "heading": "", "text": "In this directive,\nadequate public transportation (transports en commun adéquats) – means public transportation serving the worksite,\n- where the schedule enables employees to report for work at their assigned times and to depart for home within a reasonable time after the end of their scheduled work period;\n- that has the capacity to carry the employees; and\n- that is available to employees at reasonable cost.\ncommuting assistance (aide au transport quotidien) – means the assistance provided to an employee under this directive.\ndepartment (ministère) – means a department or other portion of the public service,\n- listed in Schedules I and IV to the Financial Administration Act; or\n- listed in Schedule V to the Financial Administration Act and which is a member of the National Joint Council of the Public Service of Canada.\ndeputy head (administrateur général) – means the deputy minister or other chief executive officer of a department or agency and includes any employee of the department or agency who has been authorized to act on behalf of the deputy head or chief executive officer for the purposes of this directive.\nemployee (fonctionnaire) – means a person\n- employed in the public service;\n- whose salary is paid out of the Consolidated Revenue Fund; and\n- including a member of the Canadian Forces and the Royal Canadian Mounted Police.\nmajority of the employees (majorité des fonctionnaires) – means 50 per cent or more of the employees at a worksite, excluding those occupying Crown-owned or Crown-leased accommodation that is located at the worksite.\nPublic service ( fonction publique ) – for the purposes of this directive, \"public service\" shall include the same parties and persons outlined in section 1 of the National Joint Council By-Laws.\nsuitable residential community (quartier résidentiel convenable) (refer to Appendix C for guidance) – means a location where,\n- taking the vacancy rate into account, excluding vacant lots, the majority of employees could reside;\n- adequate utilities and educational and commercial facilities are available; and\n- road routes to the worksite are the most direct, safe and practical.\nworksite (lieu de travail) – means the location at or from which employees ordinarily perform the duties of their positions and, in the case of employees whose duties are of an itinerant nature, the actual building to which they return to prepare and/or submit reports, etc., and where other administrative matters pertaining to their employment are conducted.", "history": "", "last_amended": "", "current_to": "October 1, 2020", "citation": "Commuting Assistance Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d2/en" }, { "id": "directive-d2-8", "doc_type": "directive", "act_code": "d2", "act_short": "Commuting Assistance Directive", "act_name": "NJC Commuting Assistance Directive", "section": "1.1", "marginal_note": "Criteria", "part": "1 Implementation", "division": "", "heading": "", "text": "1.1.1 The deputy head will authorize commuting assistance only when:\n- adequate public transportation is not available between a suitable residential community and the worksite; and\n- no suitable residential community is located within a road distance of 16 kilometres from the worksite using the most direct, safe and practical route.\n1.1.2 A community will be deemed to be a suitable residential community:\n- upon the mutual consent of the deputy head and the affected bargaining agents, or\n- if the majority of the employees reside within 16 kilometres of the worksite using the most direct, safe and practical route.", "history": "", "last_amended": "", "current_to": "October 1, 2020", "citation": "Commuting Assistance Directive, s. 1.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d2/en" }, { "id": "directive-d2-9", "doc_type": "directive", "act_code": "d2", "act_short": "Commuting Assistance Directive", "act_name": "NJC Commuting Assistance Directive", "section": "1.2", "marginal_note": "Authorization", "part": "1 Implementation", "division": "", "heading": "", "text": "1.2.1 Following consultation with the affected bargaining agents, an authorization shall:\n- designate a suitable residential community;\n- specify the type of commuting assistance to be provided; and\n- be limited to the most practical and economical type of commuting assistance.\n1.2.2 Where practical and reasonable, the same type of commuting assistance shall be authorized for employees of all departments at a worksite.\n1.2.3 A deputy head shall consider energy conservation when choosing the type of commuting assistance.\n1.2.4 Where there are a large number of employees at a worksite or where there are a number of suitable residential communities adjacent to the worksite, more than one suitable residential community may be designated.\n1.2.5 A deputy head shall review an authorization referred to in this section at least once each fiscal year and, subject to section 1.5, may continue, modify or revoke it.", "history": "", "last_amended": "", "current_to": "October 1, 2020", "citation": "Commuting Assistance Directive, s. 1.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d2/en" }, { "id": "directive-d2-10", "doc_type": "directive", "act_code": "d2", "act_short": "Commuting Assistance Directive", "act_name": "NJC Commuting Assistance Directive", "section": "1.3", "marginal_note": "More than one Department", "part": "1 Implementation", "division": "", "heading": "", "text": "1.3.1 When more than one department has employees at a worksite, the deputy heads shall determine collectively, following consultation with the affected bargaining agents:\n- how this directive will be applied and implemented; and\n- what type of commuting assistance will be authorized.\n1.3.2 Where the deputy heads are unable to reach a consensus, the matter may be referred to the National Joint Council for a recommendation. The Treasury Board Secretariat, on the recommendation of the National Joint Council, shall resolve the matter.\n1.3.3 Subject to subsection 1.3.2, the authorization that is given by the deputy head of each department shall conform to the decision.\n1.3.4 While departments may seek to establish cost sharing arrangements, each department shall be responsible for the cost of providing commuting assistance for their employees.", "history": "", "last_amended": "", "current_to": "October 1, 2020", "citation": "Commuting Assistance Directive, s. 1.3", "source_url": "https://www.njc-cnm.gc.ca/directive/d2/en" }, { "id": "directive-d2-11", "doc_type": "directive", "act_code": "d2", "act_short": "Commuting Assistance Directive", "act_name": "NJC Commuting Assistance Directive", "section": "1.4", "marginal_note": "Types of Assistance", "part": "1 Implementation", "division": "", "heading": "", "text": "1.4.1 Commuting assistance will be provided by the use of Crown-owned vehicles, charter services, taxi pools or the use of privately-owned vehicles.\nPrivate Motor Vehicle\n1.4.2 When a deputy head determines that the use of private motor vehicles is the most practical and economical type of commuting assistance, the rate of commuting assistance shall be the rate as prescribed in Appendix A.\n1.4.3 The amount of commuting assistance to which employees are entitled for each working day they report to work shall be calculated by multiplying the rate:\n- for an employee who resides in a designated suitable residential community, by the shortest return road distance between the worksite and the geographical centre of that designated suitable residential community, using the most direct, safe and practical route, less 32 kilometres; or\n- for an employee who does not reside in a designated suitable residential community, by the lesser of: the shortest return road distance between the worksite and the employee's residence, using the most direct, safe and practical route, less 32 kilometres; and the shortest return road distance between the worksite and the geographical centre of the farthest designated suitable residential community, using the most direct, safe and practical route, less 32 kilometres.", "history": "", "last_amended": "", "current_to": "October 1, 2020", "citation": "Commuting Assistance Directive, s. 1.4", "source_url": "https://www.njc-cnm.gc.ca/directive/d2/en" }, { "id": "directive-d2-12", "doc_type": "directive", "act_code": "d2", "act_short": "Commuting Assistance Directive", "act_name": "NJC Commuting Assistance Directive", "section": "1.5", "marginal_note": "Consultation on Changes", "part": "1 Implementation", "division": "", "heading": "", "text": "1.5.1 The affected bargaining agents shall be consulted concerning:\n- any proposed change to the type of commuting assistance;\n- any modification to or revocation of commuting assistance; and\n- the effective date of any modification to or revocation of commuting assistance authorized under this directive.\n1.5.2 When commuting assistance is modified or revoked, each employee and affected bargaining agent shall be given written notice of the change. Such change shall be effective on the first day of the third month following employees' receipt of the written notice, or the effective date of the change, whichever is later.", "history": "", "last_amended": "", "current_to": "October 1, 2020", "citation": "Commuting Assistance Directive, s. 1.5", "source_url": "https://www.njc-cnm.gc.ca/directive/d2/en" }, { "id": "directive-d2-13", "doc_type": "directive", "act_code": "d2", "act_short": "Commuting Assistance Directive", "act_name": "NJC Commuting Assistance Directive", "section": "1.6", "marginal_note": "Exceptions", "part": "1 Implementation", "division": "", "heading": "", "text": "1.6.1 Where deputy heads are of the opinion that they are not permitted by this directive to authorize commuting assistance, either they or the affected bargaining agents may submit the matter to the National Joint Council. The Treasury Board Secretariat may, on the recommendation of the National Joint Council, make a determination.\n1.6.2 The documentation submitted to the National Joint Council shall include a statement:\n- to the effect that consultations have taken place; and\n- identifying the abnormal circumstances supporting a recommendation that commuting assistance be authorized, even though such circumstances clearly lie outside of this Directive.\n1.6.3 Examples of such circumstances are:\n- difficulties in recruiting and retaining employees that are directly attributable to the lack of commuting assistance;\n- the practice of private employers in the area of the worksite;\n- excessive commuting costs;\n- significant alterations to transportation patterns;\n- major changes to operational requirements of the employer; and\n- excessive time spent on public transit.", "history": "", "last_amended": "", "current_to": "October 1, 2020", "citation": "Commuting Assistance Directive, s. 1.6", "source_url": "https://www.njc-cnm.gc.ca/directive/d2/en" }, { "id": "directive-d2-14", "doc_type": "directive", "act_code": "d2", "act_short": "Commuting Assistance Directive", "act_name": "NJC Commuting Assistance Directive", "section": "1.7", "marginal_note": "Reporting", "part": "1 Implementation", "division": "", "heading": "", "text": "1.7.1 Each deputy head shall maintain records that may be examined by the Treasury Board Secretariat or form the basis of reports when requested.\n1.7.2 The records shall include:\n- by worksite, a statement of the annual commuting assistance costs, the number of employees who are receiving commuting assistance at the end of the fiscal year and the type of commuting assistance provided;\n- by worksite, the names of other participating departments;\n- a statement and explanation of any changes in the commuting assistance provided from the previous fiscal year, giving the estimated increase or reduction in cost associated with each change;\n- the results of any review referred to in subsection 1.2.5; and\n- the number of situations that were referred to the National Joint Council for a decision and the number that were dealt with within the department.", "history": "", "last_amended": "", "current_to": "October 1, 2020", "citation": "Commuting Assistance Directive, s. 1.7", "source_url": "https://www.njc-cnm.gc.ca/directive/d2/en" }, { "id": "directive-d2-15", "doc_type": "directive", "act_code": "d2", "act_short": "Commuting Assistance Directive", "act_name": "NJC Commuting Assistance Directive", "section": "Appendix A – Lower Kilometric Rates", "marginal_note": "Appendix A – Lower Kilometric Rates", "part": "", "division": "", "heading": "", "text": "Effective Date: April 1, 2026\nProvince/Territory Cents/km (taxes included) Alberta 21.0 British Columbia 25.5 Manitoba 22.0 New Brunswick 23.5 Newfoundland and Labrador 24.0 Northwest Territories 29.5 Nova Scotia 23.5 Nunavut 31.5 Ontario 22.5 Prince Edward Island 24.0 Quebec 25.5 Saskatchewan 22.0 Yukon 31.0", "history": "", "last_amended": "", "current_to": "October 1, 2020", "citation": "Commuting Assistance Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d2/en" }, { "id": "directive-d2-16", "doc_type": "directive", "act_code": "d2", "act_short": "Commuting Assistance Directive", "act_name": "NJC Commuting Assistance Directive", "section": "Appendix B - Non-Exclusive List of Qualified Worksites and Designated Suitable Residential Communities", "marginal_note": "Appendix B - Non-Exclusive List of Qualified Worksites and Designated Suitable Residential Communities", "part": "", "division": "", "heading": "", "text": "This appendix was prepared for convenience of reference only.\nLast updated: October 1, 2020\nAppendix B is a non-exclusive list of qualified worksites and designated suitable residential communities. Departments are strongly encouraged to ensure that their Designated Departmental Commuting Assistance Coordinator is kept apprised of all changes to qualified worksites and/or designated suitable residential communities for inclusion in Appendix B.\nAppendix B is updated as required. As such, it may not capture all worksites where commuting assistance is currently authorized.\nQualified Worksites Designated Suitable Residential Communities Departments / Agencies Abercorn, QC Cowansville, QC Canada Border Services Agency Armstrong, QC St-Georges, QC Canada Border Services Agency Atlantic Institution – Renous, NB Miramichi, NB Correctional Service of Canada Bath Institution – Bath, ON Kingston, ON Correctional Service of Canada Big Beaver, SK Coronach, SK Canada Border Services Agency Bloomfield, NB Woodstock, NB Canada Border Services Agency Boissevain, MB Boissevain, MB Canada Border Services Agency; Public Works and Government Services Canada Carievale, SK Carnduff, SK Canada Border Services Agency Cartwright, MB Cartwright & Killarney, MB Canada Border Services Agency Carway, AB Cardston & Lethbridge, AB Canada Border Services Agency; Public Works and Government Services Canada CFAD Rocky Point (CFB) Esquimalt), BC Colwood Corners & Victoria, BC Department of National Defence CFB Shilo, MB Brandon, MB Department of National Defence CFB Suffield, AB Medicine Hat, AB Department of National Defence CFMETR Nanoose (CFB Esquimalt), BC Nanaimo, BC Department of National Defence CFNES Halifax – DC Division, NS Halifax, NS Department of National Defence Chartierville, QC Sherbrooke, QC Canada Border Services Agency Chopaka, BC Osoyoos, BC Canada Border Services Agency Clarenceville, QC St-Jean-sur-le-Richelieu, QC Canada Border Services Agency Climax, SK Shaunavon, SK Canada Border Services Agency Comfort Cove (Loran C Station), NL Lewisporte, NL Department of Fisheries and Oceans Coronach, SK Coronach, SK Canada Border Services Agency Coulter, MB Melita, MB Canada Border Services Agency Coutts, AB Lethbridge, AB Canada Border Services Agency; Public Works and Government Services Canada Covey Hill, QC St-Jean-sur-le-Richelieu, QC Canada Border Services Agency Crystal City, MB Manitou, MB Canada Border Services Agency Del Bonita, AB Magrath, AB Canada Border Services Agency Detachment Debert, NS Truro, NS Department of National Defence Detachment Dundurn, SK Saskatoon, SK Department of National Defence Detachment Folly Lake, NS Truro, NS Department of National Defence Dorchester Institution, Dorchester, NB Dieppe, NB Correctional Service of Canada Dundee, QC Huntingdon, QC Canada Border Services Agency East Hereford, QC Coaticook, QC Canada Border Services Agency East Pinacle, QC Cowansville, QC Canada Border Services Agency Edmonton (International Airport), AB Edmonton, AB Department of National Defence Emerson, MB Altona, MB Canada Border Services Agency; Public Works and Government Services Canada Enfield, NS Halifax, NS Department of Transport Estevan Highway, SK Estevan, SK Canada Border Services Agency Forest City, NB Woodstock, NB Canada Border Services Agency Fort Edward (Armoury), NS Halifax, NS Department of National Defence Fosterville, NB Woodstock, NB Canada Border Services Agency Franklin, QC Huntingdon, QC Canada Border Services Agency Frelighsburg, QC Cowansville, QC Canada Border Services Agency Gillespie, NB Grand Falls, NB Canada Border Services Agency Glen Sutton, QC Cowansville, QC Canada Border Services Agency Goodslands, MB Deloraine, MB Canada Border Services Agency Gretna, MB Altona, MB Canada Border Services Agency Halifax (International Airport), NS Halifax, NS Canada Border Services Agency; Canadian Food Inspection Agency; Department of National Defence Hemmingford, QC St-Jean-sur-le-Richelieu, QC Canada Border Services Agency Herdman, QC Huntingdon, QC Canada Border Services Agency Hereford Road, QC Coaticook, QC Canada Border Services Agency Highwater, QC Magog, QC Canada Border Services Agency Jamieson’s Line, QC Huntingdon, QC Canada Border Services Agency Joyceville Institution – Kingston, ON Kingston, ON Correctional Service of Canada Kingsgate, BC Creston, BC Canada Border Services Agency Kwìkwèxwelhp Healing Village – Harrison Mills, BC Agassiz & Mission, BC Correctional Service of Canada Lacolle – 9, rue de l’Église, QC St-Jean-sur-le-Richelieu, QC Canada Border Services Agency Lacolle – Route 221, QC St-Jean-sur-le-Richelieu, QC Canada Border Services Agency Lacolle – Route 223, QC St-Jean-sur-le-Richelieu, QC Canada Border Services Agency La Macaza Institution – La Macaza, QC Mont-Tremblant, QC Correctional Service of Canada Lansdowne, ON Brockville & Kingston, ON Canada Border Services Agency Lena, MB Killarney, MB Canada Border Services Agency LFCA Training Center Meaford (CFB Borden), ON Collingwood & Owen Sound, ON Department of National Defence Lyleton, MB Melita, MB Canada Border Services Agency Millhaven Institution – Bath, ON Kingston, ON Correctional Service of Canada Mirabel (International Airport), QC Laval, QC Department of National Defence; Public Works and Government Services Canada Monchy, SK Ponteix, SK Canada Border Services Agency Morses Lines, QC St-Jean-sur-le-Richelieu, QC Canada Border Services Agency Nelway, BC Trail & Castlegar, BC Canada Border Services Agency North Portal, SK Estevan, SK Canada Border Services Agency; Public Works and Government Services Canada Northgate, SK Oxbow, SK Canada Border Services Agency Northwest River/Sheshatshiu, NL Goose Bay/Happy Valley, NL Health Canada Noyan, QC St-Jean-sur-le-Richelieu, QC Canada Border Services Agency NRS Newport Corner (CFB Halifax), NS Halifax & Dartmouth, NS Department of National Defence Okimaw Ohci Healing Lodge – Maple Creek, SK Maple Creek, SK Correctional Service of Canada Oungre, SK Estevan, SK Canada Border Services Agency Pê Sâkâstêw Centre – Maskwacîs, AB Ponoka & Wetaskiwin, AB Correctional Service of Canada Pigeon River, ON Thunder Bay, ON Canada Border Services Agency Piney, MB Steinbach, MB Canada Border Services Agency Pittsburgh Institution – Kingston, ON Kingston, ON Correctional Service of Canada QAM Enfield Work Centre, NS Halifax, NS Department of National Defence Regway, SK Radville, SK Canada Border Services Agency River de Chute, NB Centreville, NB Canada Border Services Agency Roosville, BC Cranbrook, BC Canada Border Services Agency St. Anthony (Airport), NL St. Anthony, NL Department of Transport St-Armand, QC St-Jean-sur-Richelieu, QC Canada Border Services Agency Ste-Aurélie, QC St-Georges, QC Canada Border Services Agency St-Bernard de Lacolle, QC St-Jean-sur-Richelieu & St-Jean d’Iberville, QC Canada Border Services Agency; Canadian Food Inspection Agency; Public Works and Government Services Canada Shepody Healing Centre, Dorchester, NB Dieppe, NB Canada Border Services Agency Snowflake, MB Manitou, MB Canada Border Services Agency South Junction, MB Steinbach, MB Canada Border Services Agency Sprague, MB Steinback, MB Canada Border Services Agency Stanhope, QC Coaticook, QC Canada Border Services Agency Stanstead 143, QC Magog, QC Canada Border Services Agency Stanstead-Beebe, QC Magog, QC Canada Border Services Agency Stanstead – Route 55, QC Magog, QC Canada Border Services Agency Stony Mountain Institution – Winnipeg, MB Winnipeg & Teulon, MB Correctional Service of Canada Tolstoi, MB St. Pierre Jolys, MB Canada Border Services Agency Torquay, SK Estevan, SK Canada Border Services Agency Trout River, QC Huntingdon, QC Canada Border Services Agency Victoria (Airport), BC Victoria, BC Department of National Defence Warkworth Institution - Campbellford, ON Trenton, ON Correctional Service of Canada West Poplar River, SK Assiniboia, SK Canada Border Services Agency Williams Lake (Loran C Station), BC Williams Lake, BC Department of Fisheries and Oceans Willow Creek, SK Maple Creek, SK Canada Border Services Agency Windygates, MB Morden, MB Canada Border Services Agency Winkler, MB Winkler, MB Canada Border Services Agency Woburn, QC Lac-Mégantic, QC Canada Border Services Agency Woodstock Road, NB Woodstock, NB Canada Border Services Agency", "history": "", "last_amended": "", "current_to": "October 1, 2020", "citation": "Commuting Assistance Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d2/en" }, { "id": "directive-d2-17", "doc_type": "directive", "act_code": "d2", "act_short": "Commuting Assistance Directive", "act_name": "NJC Commuting Assistance Directive", "section": "Appendix C - Non-Exclusive List of Criteria for Suitable Residential Communities", "marginal_note": "Appendix C - Non-Exclusive List of Criteria for Suitable Residential Communities", "part": "", "division": "", "heading": "", "text": "This Appendix was prepared for convenience of reference only.\nEffective Date: October 1, 2020\nAppendix C is a non-exclusive list of criteria to assist departmental representatives and bargaining agents in determining if a community may be deemed a suitable residential community for the purpose of this directive. The information provided below is for general guidance only.\nCriteria Description of Criteria Relevance Adequate Housing Facilities Sufficient Accommodation Vacancy rate (excluding vacant lots and excessively priced dwellings) where majority could reside – Need 4 of 5 housing types: townhomes/semi-detached; single family dwellings; 1, 2 or 3 bedroom rentals Very Important Adequate Infrastructure Services Adequate Road Routes to Work Most direct, safe and practical road route Very Important Public Utilities Water supply, electricity, gas Very Important Telephone Land line or cellular phone Very Important Internet Internet access Very Important Cable or Satellite Important Garbage Pickup or Community dump Important Public Transportation Desirable Taxi Desirable Adequate Educational Facilities Schools Elementary & secondary or bus service within 20 km Very Important Official Second Language School Elementary & secondary or bus service within 20 km Desirable Adequate Commercial Facilities/Services Grocery Store Basic requirement Very Important Fuel Station Basic requirement Very Important Mechanic Service Important Pharmaceutical Services Open 6 days/week Important Restaurants Important Clothing Store Items for Women, Men and Children Important General Convenience Store Desirable Electrical/Plumbing Services Desirable Hair Salon/Barber Desirable Hardware Goods Desirable Furniture Items Desirable Adequate Health and Emergency Services Medical Service Hospital or clinic or physician within 20 km Very Important Dentist Within 20 km Important Veterinarian Desirable Ambulance Including Volunteer(s) Desirable Fire Department Including Volunteer(s) Desirable Police Including RCMP Desirable Adequate Public Services and Social Facilities Child Care Public or private Very Important Financial Institution Bank or Automated Teller Machine (ATM) Important Sport/Recreational/Social Establishment Important Place of Worship Desirable Postal Services Desirable Library Desirable", "history": "", "last_amended": "", "current_to": "October 1, 2020", "citation": "Commuting Assistance Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d2/en" }, { "id": "directive-d13-1", "doc_type": "directive", "act_code": "d13", "act_short": "First Aid to the General Public - Allowance for Employees", "act_name": "NJC First Aid to the General Public - Allowance for Employees", "section": "General", "marginal_note": "General", "part": "First Aid to the General Public - Allowance for Employees", "division": "", "heading": "", "text": "Collective Agreement\nThis directive is deemed to be part of collective agreements between the parties to the National Joint Council and employees are to be afforded ready access to this directive.\nEffective Date\nThis directive is effective March 1, 2022.\nPurpose\nAs a result of a recommendation made by the National Joint Council of the Federal Public Service of Canada, the Treasury Board considered and approved (TB 766604) the payment of a first aid allowance for certain employees required to be available to render first-aid to the general public.\nA direct allowance will be paid to eligible employees designated by departmental management to be available on a regular basis to provide, in addition to their regular duties, first aid to the general public.\nThe intent of this directive is to provide an allowance to certain employees required to provide, in addition to their regular duties, first aid to the general public. The intent of this directive is not to provide an allowance to employees voluntarily rendering first aid to fellow employees.\nGrievance Procedure\nIn cases of alleged misinterpretation or misapplication arising out of this directive, the grievance procedure, for all represented employees within the meaning of the Federal Public Sector Labour Relations Act, will be in accordance with section 15.0 of the National Joint Council By-Laws . For unrepresented employees the departmental grievance procedure applies.\nDefinitions\nGeneral Public (grand public) : individuals forming the bulk or major part of the public excluding anyone with whom the employee has a working relationship in a formal or informal capacity because of the department’s mandate, mission or legislated requirements. For greater certainty, “general public” does not include co-workers, colleagues, managers, subordinates, or individuals detained in any enforcement capacity.\nThe First Aid Allowance ( indemnité de premiers soins ): is a flat amount of $300 per annum, determined monthly and paid on a bi-weekly basis.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "First Aid to the General Public - Allowance for Employees", "source_url": "https://www.njc-cnm.gc.ca/directive/d13/en" }, { "id": "directive-d13-2", "doc_type": "directive", "act_code": "d13", "act_short": "First Aid to the General Public - Allowance for Employees", "act_name": "NJC First Aid to the General Public - Allowance for Employees", "section": "1", "marginal_note": "Administration", "part": "First Aid to the General Public - Allowance for Employees", "division": "", "heading": "", "text": "1.1 Responsibilities\n1.1.1 The responsibility of the Treasury Board Secretariat is to evaluate and audit the administration of this directive in departments and agencies.\n1.1.2 The responsibilities of the departments are as follows:\n- To identify locations under federal jurisdiction where emergency first aid services not otherwise available to the general public are warranted;\n- Where the federal government is leasing a property, to determine whether the responsibility for the provision of first aid belongs to the federal government as lessor or to the lessee;\n- To identify the positions which require first-aid trained employees and to establish the means by which such accepted responsibility will be carried out; and\n- To seek the approval of the Treasury Board Secretariat for the provision of the allowance for a newly designated position or group of positions.\n1.1.3 Departments shall maintain records pertaining to the first aid allowance. The information recorded shall include the position number, the employment status, location of employees receiving the allowance, and the total cost per annum.\n1.2 Eligible employees\n1.2.1 To qualify for the first aid allowance, employees must meet the following four requirements:\n- be Public Service employees within the meaning of the Federal Public Sector Labour Relations Act ;\n- be formally required by the department to be available on a regular basis to provide, in addition to their regular duties, first aid to the general public;\n- be employed at a location where there is a lack of readily available emergency medical treatment facilities in the immediate area (a radius of 10 kilometres); and\n- be required by, and at the expense of, the department to undertake and complete first aid training (St‑John Ambulance Standard Certificate); and maintain such level of first aid capability.\n1.3 Excluded personnel\n1.3.1 The first aid allowance shall not be paid to:\n- employees who are available on a voluntary basis to render first aid to fellow employees, pursuant to the Part XVII - First Aid of the Occupational Health and Safety Directive; and\n- employees where the provision of first aid is an inherent requirement of their position, e.g., doctors, nurses, firefighters, etc..\n1.4 Pay considerations\n1.4.1 An eligible employee shall be entitled to receive the monthly amount of the first aid allowance for any month in which the employee has earned a minimum of ten (10) days' pay in a position to which the first aid allowance applies.\n1.4.2 An employee is entitled to receive the first aid allowance during any period of paid leave.\n1.4.3 The first aid allowance shall be considered as part of an employee's salary only for the purposes of the following:\n- Public Service Superannuation Act,\n- Public Service Disability Insurance Plan,\n- Canada Pension Plan,\n- Quebec Pension Plan,\n- Unemployment Insurance,\n- Government Employee’s Compensation Act,\n- Flying Accident Compensation Regulations ,\n- Supplementary Retirement Benefit Act,\n- Supplementary Death Benefit,\n- Long Term Disability Insurance,\n- Public Service Management Insurance Plan, and/or\n- Federal and Provincial Income Taxes.\n1.4.4 The first aid allowance will not be considered as part of an employee's salary or used to compute an employee's salary entitlements in respect of the following:\n- transfer,\n- promotion,\n- overtime calculation,\n- severance pay,\n- demotion, and/or\n- payment of unused vacation leave on termination of employment, on lay-off, resignation or retirement.\n1.5 Liability\n1.5.1 It is the Crown's practice to pay both damages and costs to the injured party without seeking any contribution from the employee personally, unless the employee was acting outside the scope of his or her duties or unless the employee's behaviour amounted to gross or wilful negligence.\n1.6 Enquiries\n1.6.1 All enquiries regarding this policy should be routed through departmental headquarters. For interpretation, departmental headquarters should contact:\nUnion Engagement and National Joint Council Support Office of the Chief Human Resources Officer Treasury Board of Canada Secretariat OHS-TBS@tbs-sct.gc.ca .", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "First Aid to the General Public - Allowance for Employees, s. 1", "source_url": "https://www.njc-cnm.gc.ca/directive/d13/en" }, { "id": "directive-fsd-dse-1", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "General", "marginal_note": "General", "part": "Part I - General", "division": "", "heading": "", "text": "Introduction\nThe Foreign Service Directives are co-developed by participating bargaining agents and public service employers at the National Joint Council of the Public Service of Canada.\nPurpose and Scope\nThe Foreign Service Directives are designed to provide a system of allowances, benefits and conditions of employment that, in combination with salary, will enable departments and agencies to recruit, retain and deploy qualified employees in support of government programs outside Canada.\nIt is important that employees who are or will be serving on assignments outside Canada have access to these directives and, as well, to information as to their application and interpretation. It is particularly important that employees should be provided with a detailed briefing with respect to the specific application of those directives and related provisions and procedures which impact on their assignment outside Canada, before departing for that assignment. The Department of Foreign Affairs, Trade and Development conducts pre-posting briefing programs in Ottawa for career foreign service employees and foreign assignment employees. Wherever possible and practicable, employees should be authorized to attend this program prior to posting, notwithstanding that they are not employees of the Department of Foreign Affairs, Trade and Development.\nPrinciples\nThe Foreign Service Directives reflect the following principles:\nComparability - insofar as is possible and practicable, employees serving abroad should be placed in neither a more nor a less favourable situation than they would be in serving in Canada.\nIncentive-inducement - the employer must provide certain additional incentives both to attract foreign assignment employees to serve an occasional assignment outside Canada and to recruit and retain career foreign service employees.\nProgram-related provisions - to ensure that employees abroad will be provided with the means to carry out the programs assigned to them.\nTo achieve the objectives of the Directives, consideration will continue to be given to situations which may arise which are not specifically dealt with in the Directives but which fall within the intent of the Directives as described in the basic principles outlined above or explained in the Introduction to a specific directive.\nWhile the provisions not identified within these directives will not normally be reimbursed, the deputy head may, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, authorize payment of expenses in exceptional circumstances resulting from foreign service and not to correct fault, error or negligence on the part of an employee or dependant, or personal choices.\nIn a crisis situation which requires an immediate response, the deputy head may authorize this payment of expenses without a recommendation from the appropriate foreign service interdepartmental coordinating committee.\nThe principles of comparability, incentive-inducement and program related provisions would be considered on a case-by-case basis. Where the deputy head exercises discretion under this section, the details shall be reported to the appropriate foreign service interdepartmental coordinating committee.\nCollective Agreement\nThese Directives are deemed to be part of collective agreements between the parties to the National Joint Council and employees are to be afforded ready access to this policy. The Directives are available on the National Joint Council web site ( www.njc-cnm.gc.ca ).\nIt should be noted that a number of collective agreements contain clauses respecting the application of the Foreign Service Directives. It is unlikely that there will be any conflict between the Directives and the various agreements. However, should there be areas of apparent conflict, the Foreign Service Directives will normally apply, unless the agreement expressly provides that the agreement overrides the Foreign Service Directives. In cases of doubt, the employer and employee representatives have agreed to discuss the problem before any final conclusion is reached.\nGrievance Procedure\nIn cases of alleged misinterpretation or misapplication arising out of these directives, the grievance procedure, for all represented employees, within the meaning of the Public Service Labour Relations Act , will be in accordance with section 15 of the National Joint Council By-Laws. For unrepresented employees the departmental grievance procedure applies.\nEffective Date\nThese directives are effective on April 1, 2025.\nEmployee Responsibility\nIt is the responsibility of employees to familiarize themselves with the Foreign Service Directives and to seek clarification and/or assistance from their FSD administrator with respect to the application and/or interpretation of a specific directive, as needed.\nLoyalty Programs\nEmployees who participate in one or more travel loyalty programs may collect and redeem travel points and other benefits offered by the travel industry for travel authorized under the Foreign Service Directives. These may be considered taxable benefits when redeemed for personal use and employees should consult the Canada Revenue Agency (CRA) accordingly.\nCyclical Review\nTo ensure that terms and conditions of employment for employees serving abroad are kept up to date, the Directives are reviewed on a regular basis.\nAllowances and Reporting Requirements\nSeveral Directives require verification and/or reports to the Treasury Board Secretariat or to the appropriate foreign service interdepartmental coordinating committee. FSD 70 – Allowances and Reporting Requirements outlines the frequency and details of the verification of allowances and of the various reporting requirements.\nEnquiries\nEnquiries regarding the Foreign Service Directives may be directed to the Designated Departmental Coordinators as specified on the NJC website.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-2", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 2 – Definitions", "marginal_note": "FSD 2 – Definitions", "part": "Part I - General", "division": "", "heading": "", "text": "These definitions apply throughout all directives. Definitions specific to each directive are found within the definitions section to that directive.\nAccommodation ( logement ) means accommodation which the deputy head can approve for an employee and/or dependant as follows:\n- Commercial accommodation ( logement commercial ) - lodging facilities such as hotels and motels;\n- Self-contained accommodation ( logement indépendant ) - commercial self-contained accommodation such as corporate residences or apartments and temporary Crown-held staff accommodation equipped with adequate furniture, furnishing and appliances so that employees may prepare and consume meals; and\n- Private non-commercial accommodation ( logement particulier non commercial ) - private dwelling or non-commercial facilities which the employee or spouse does not own and where they do not normally reside.\nActively marketed ( sur le marché de façon active ) under normal circumstances means a principal residence will be considered “actively marketed” for sale or rent when:\n- the principal residence is continuously listed for sale or for rent (except for brief interruptions e.g. to change broker or listings);\n- the listing price is consistent with an appraisal, recognizing that the listing price may fluctuate during the listing history;\n- the employee is acting in good faith to dispose of the residence; and\n- no reasonable offers are refused.\nActual and reasonable expenses ( frais réels et raisonnables ):\n- the actual expenses incurred, supported by proof of payment, e.g. receipts and vouchers; and\n- the reasonable amount that the employer judges to be both appropriate and justifiable based on experience of what such costs should be in the circumstances, and within the limits of this directive.\nAnnual salary ( traitement annuel ) means the employee's rate of pay or acting pay, unless otherwise specified, calculated on an annual basis, that is payable in respect of the regular duties performed by the employee in the department.\nAppropriate foreign service interdepartmental coordinating committee ( comité interministériel compétent de coordination du service extérieur ) means one of the committees as described in the Guide to the NJC Rates and Allowances whose role and responsibilities are to provide a recommendation and/or a decision on specific interpretation and/or application of FSD provisions.\nCareer foreign service employee ( fonctionnaire qui fait carrière dans le service extérieur ) means an employee who, as a condition of employment, served abroad pursuant to a rotational pattern throughout the span of their career. This rotational service normally involves assignments to a number of posts but occasionally, due to operational requirements, assignments may be limited to one or a few posts.\nChild under a custody arrangement ( enfant avec une entente de garde ) means a child of an employee or spouse/common-law partner who will not be residing with the employee at post but for whom the employee may request family reunion under the provisions of section 51.10 of FSD 51 – Family Reunion; where the child will be residing with the employee at post for at least 12 consecutive months, the child will be considered a dependant while at post and the normal provisions of these directives shall apply.\nCompensation day ( jour de rémunération ) means any day other than the one or two days per week designated as a day or days of rest at the mission.\nCross-posting ( affectation d’un poste à l’étranger à un autre ) means the assignment of an employee from one post to another post.\nCrown-held accommodation ( logement de l'État ) means accommodation owned, leased, or controlled by the Crown and includes accommodation provided directly to an employee by the host government.\nDay ( jour ) when referring to or for the purpose of computing leave or allowances, means compensation day.\nDepartment ( ministère ) means a department or other portion of the public service of Canada:\n- listed in Schedules I and IV to the Financial Administration Act ;\n- listed in Schedule V to the Financial Administration Act and which is a member of the National Joint Council of the Public Service of Canada and for which the Foreign Service Directives form part of their collective agreements.\nDependant ( personne à charge ) means:\n- the spouse or common-law partner of an employee; or\n- a biological child, adopted child, stepchild or legal ward of an employee (or of an employee's spouse or common-law partner) who: resides or will reside with the employee at the post; and is unmarried; and is either under 21 years of age and continues to be in a dependent relationship with the employee (or with the employee's spouse or common-law partner), or is 21 or more years of age, and is dependent upon the employee (or upon the employee's spouse or common-law partner) by reason of mental or physical disability;\n- any other individual who resides or will reside with the employee at the post and who, in the opinion of the deputy head, is dependent upon the employee (or upon the employee's spouse or common-law partner) due to exceptional circumstances; where the deputy head exercises discretion under this section, the details shall be reported in accordance with the provisions of FSD 70.5.\nDependent adult child (enfant majeur à charge) means a dependant, within the meaning of (b) of the definition of ‘’dependant’’, who is not residing with the employee because that dependent adult child is receiving care and/or training at or from an institution in Canada, by reason of a mental or physical disability.\nDependent student ( élève à charge ) except as provided for in section 51.6 of FSD 51 – Family Reunion, means a dependant, within the meaning of (b) and (c) of the definition of \"dependant\", who is not residing with the employee because that student is in full-time attendance at an educational institution.\nDeputy head ( administrateur général ) in relation to a department, except where specified otherwise, means the deputy minister of the department, and in relation to other portions of the public service of Canada, means the chief executive officer thereof, or, if there is no chief executive officer, such person as the Governor in Council may designate as the deputy head for purposes of the directives.\nEmployee ( fonctionnaire ) means a person to whom the Foreign Service Directives apply in accordance with FSD 3 – Application.\nEmployee-couple ( couple de fonctionnaires ) means two individuals assigned to the same post, or to different posts, who are married to each other or who have signed the declaration in Appendix A of this directive where:\n- both individuals are employees of the Government of Canada; or\n- one individual is an employee and the other is eligible to claim foreign service entitlements from the Government of Canada (e.g., military personnel).\nSpecific application of the Foreign Service Directives to employee-couples is found in FSD 3 – Application. For the purpose of the directives which may apply to career foreign service employees while in Canada, FSD 16 – Assistance for a Principal Residence and FSD 33 – Education Assistance at a Lycée in Canada, the definition of employee-couple refers to two career foreign service employees who are not on assignment abroad.\nFamily configuration ( taille de la famille ) means the employee who is at post and the number of dependants who are normally residing with the employee at the post for at least eight months of any consecutive 12-month period as follows:\n- Unaccompanied ( non-accompagné ) refers to an employee who is not accompanied by a dependant;\n- Accompanied by one dependant (accompagné d'une personne à charge) means that one dependant is residing with the employee at the post;\n- Accompanied by two dependants (accompagné de deux personnes à charge) means that two dependants are residing with the employee at the post; one of such dependants must be a dependent child;\n- Accompanied by three dependants (accompagné de trois personnes à charge) means that three dependants are residing with the employee at the post; one of such dependants must be a dependent child;\n- Accompanied by four or more dependants (accompagné d'au moins quatre personnes à charge) means that four or more dependants are residing with the employee at the post; one of such dependants must be a dependent child.\nForeign assignment employee ( fonctionnaire affecté à l'étranger ) means an employee who has made no commitment to serve abroad throughout the span of their career pursuant to a rotational pattern, but who serves an occasional assignment at a post.\nHeadquarters ( bureau principal ) means the employee's normal place of duty in Canada as determined by the deputy head at the time the employee is assigned to duty outside Canada; for career foreign service employees, the headquarters city is Ottawa-Gatineau. Where, during the assignment, an employee’s status changes from foreign assignment employee to career foreign service employee in accordance with FSD 2 – Definitions, or vice versa, the headquarters city, as determined by the deputy head at the time the employee was assigned to duty outside Canada, remains unchanged until the employee is assigned back to Canada.\nHousehold effects ( effets mobiliers ) means the furniture, household equipment and personal articles of employees and their dependants (including motorcycles) but does not include other private motor vehicles (PMV), livestock or pets.\nKilometric/mileage rate ( taux par kilomètre/millage ) means the rate claimable in cents per kilometre/mile as applicable.\nFor Canada: https://www.njc-cnm.gc.ca/directive/travel-voyage/td-dv-a2-eng.php ;\nFor Outside Canada: http://www.njc-cnm.gc.ca/doc.php?did=549&lang=en\nLeave ( congé ) means authorized absence from duty and includes vacation leave, sick leave, special leave, compassionate and foreign service leave authorized under the FSD and leave of any other type:\n- authorized under the Directives on Terms and Conditions of Employment for Certain Excluded and Unrepresented Groups and Levels; or\n- authorized under any Act, in the case of an employee employed under that Act; or\n- authorized pursuant to the terms of a collective agreement applicable to the employee, the provisions of which have been implemented in accordance with the Treasury Board General Implementation Order.\nLiving expenses ( frais de subsistance ) means actual and reasonable expenses for accommodation, meals, laundry, dry cleaning, attendant gratuities, and parking (including valet parking services when it is the only option available).\nLower kilometric/mileage rate ( taux par kilomètre/millage réduit ) means the rate claimable in cents per kilometre/mile as applicable.\nFor Canada: http://www.njc-cnm.gc.ca/s3/d478/en\nFor Outside Canada: https://www.njc-cnm.gc.ca/s3/d549/en\nMission ( mission ) means an office of a department outside Canada.\nMedical service provider ( fournisseur de services médicaux ) is normally Health Canada or the provider as designated by the deputy head to provide medical services for an employee or a dependant.\nMonth of service ( mois de service ) means each calendar month where an employee has earned at least seventy-five (75) hours of pay at a post, except that during a cross-posting an employee cannot accumulate credits on the basis of two periods of ten compensation days within the same calendar month.\nNormally residing with the employee at post ( résidant normalement avec le fonctionnaire au poste ) means residing full-time with the employee at the post, nothwithstanding temporary absences which do not exceed a period of 120 days within each 12-month period and subject to section 3.6 of FSD 3 – Application. For the purpose of this definition, the first 12-month period shall commence on the date of arrival of the dependant and each subsequent 12-month period shall commence on the anniversary date of the initial arrival.\nPeriod of temporary duty ( période de service temporaire ) means the time spent on official duty at a place outside the area normally serviced by the mission where the employee is assigned, and includes travelling time from the post to the place of temporary duty and return.\nPlace of duty ( lieu de travail ) refers to a location in Canada or a post at or from which an employee's duties are ordinarily performed, and includes any area which, according to local custom, is within commuting distance of the place of duty. Where an employee relocates to or from a location which is not the place of duty, the provisions and the application of these directives may differ as specified in subsections 15.26.5 and 15.26.7.\nPost ( poste ) means a city, community, or other geographic locality in which at least one mission is situated.\nPrincipal residence ( résidence principale ) means a single-family dwelling owned or rented by the employee or dependant residing with the employee which is continuously occupied by the employee or a dependant at the time of the relocation, and which is recorded as the employee’s permanent address in the headquarters city on the departmental or agency personnel file. Temporary or seasonal accommodation is excluded from this definition.\nRelocation ( réinstallation ) refers to the authorized geographic move of an employee and/or dependant between a place of duty in Canada and a place of duty at a post, or between a place of duty at one post and a place of duty at another post.\nRelocation expenses ( frais de réinstallation ) means the cost as applicable of either:\n- travelling expenses of the employee and a dependant, and/or packing, crating, cartage, transportation and unpacking of an employee's household effects, and/or long-term storage of household effects where the deputy head has not authorized shipment of such effects to the employee's post, or necessary incidental storage of those household effects which the deputy head has authorized for shipment for a period not exceeding twelve months; or\n- the various expenses for which provision is made in FSD 15 – Relocation.\nSenior officer ( agent supérieur ) for each department represented at a mission means the person at each mission designated by the deputy head as senior officer or, if no such designation is made, the highest-ranking employee of the department serving at the mission.\nShelter cost ( frais de logement ) means the amount in Canadian dollars which the employee must pay monthly to the employer when occupying:\n- Crown-held accommodation; or\n- privately-leased accommodation and the employee is in receipt of shelter assistance in accordance with the provisions of FSD 25 – Shelter.\nSingle-family dwelling ( logement unifamilial ) means living quarters containing the normal amenities necessary for continuous year-round occupancy. The dwelling must be structurally separated and have an entrance or entrances from outside the building or from a common hall, lobby, vestibule or stairway inside the building.\nSpouse or common-law partner ( époux ou conjoint de fait ) means the person married to the employee, or an individual who, with the employee, has signed the declaration in Appendix A of this directive; where the declaration is used, the common-law partner shall not be considered a dependant for purposes of the Foreign Service Directives unless the acceptability of the common-law partner accompanying the employee has been agreed to by the Deputy Minister of Foreign Affairs following consultation with the Head of Mission and the deputy head.\nTravel leave ( congé de déplacement ) means a period of absence with pay authorized by the deputy head to cover travelling time for a journey and during which the employee is deemed to be on duty for the purpose of any applicable accident compensation.\nTravelling expenses ( frais de voyages ) except as provided for under the Relocation Travel portion of FSD 15 - Relocation for travel under that directive and/or FSD 64 – Emergency Evacuation and Loss, means expenses for air transportation and local transportation to and from airports at the points of departure and destination and, when authorized in advance by the deputy head, for accommodation, meals and local transportation to and from the airport for a necessary stopover, where it is not possible or practicable to arrange an itinerary which will permit continuing travel to the approved destination.\nTravelling time ( temps de déplacement ) means the time actually required for a journey including unavoidable or permissible stopovers referred to in section 15.9 of FSD 15 – Relocation but not exceeding the time required for the same journey by the most economic mode and the most direct route in the circumstances of each case as determined by the deputy head.\nUnaccompanied ( non accompagné ) refers to an employee who is not accompanied by a dependant.\nUnaccompanied basis ( base non accompagné ) means where an employee accepts an assignment with no dependants at post as the deputy head has determined that dependants are prohibited from accompanying the employee to the post.\nUnhealthy post ( poste insalubre ) means a post designated by Health Canada as an unhealthy post and listed in the Appendix A of FSD 38 – Preventive Medical Services Expenses.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-3", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix A – Common-Law Partner Declaration", "marginal_note": "Appendix A – Common-Law Partner Declaration", "part": "Part I - General", "division": "", "heading": "", "text": "Subject to the definition of \"spouse or common-law partner\" as defined in FSD 2 – Definitions, and copied below, this declaration is a request to designate an individual as a common-law partner for purposes of the Foreign Service Directives and for the relevant allowances and benefits to be accorded thereunder.\nWe, _________________________ and _________________________ solemnly declare that our relationship is and has been demonstrated by our cohabitation in a conjugal relationship. This relationship is and has been recognized for a period of at least one year*** in the community or communities in which we have lived.\nWe understand that documents must be provided with this declaration demonstrating to the satisfaction of the deputy head that the employee and the person to be designated as a common-law partner for the purpose of the Foreign Service Directives have cohabitated for a period of at least one year and that they are in a conjugal relationship which is recognized in the community or communities in which they have lived.\nWhere these conditions cease to exist, we acknowledge the right of the deputy head to cease payments made on the basis of the existence of such conditions.\nWhere these conditions do not in fact exist, we acknowledge the right of the deputy head to recover the amounts of money paid on the basis of the existence of such conditions.\nDefinition of \"spouse or common-law partner”\nSpouse or common-law partner (époux ou conjoint de fait) means the person married to the employee, or an individual who, with the employee, has signed the declaration in Appendix A of this directive; where the declaration is used, the common-law partner shall not be considered a dependant for purposes of the Foreign Service Directives unless the acceptability of the common-law partner accompanying the employee has been agreed to by the Deputy Minister of Foreign Affairs following consultation with the Head of Mission and the deputy head.\n*** In specific cases, this declaration may be used where there has been a break in the period of cohabitation for reasons beyond the control of the employee or the individual to be designated as common-law partner. See Appendix B of this directive. See Appendix B of FSD 2 – Definitions.\nSIGNATURES\n_______________________________________________\nEmployee\n_______________________________________________\nIndividual to be Designated as Common-Law Partner\n_______________________________________________\nDate\n_______________________________________________\nDesignation Approved by the Deputy Head\n_______________________________________________\nDate", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-4", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix B – Common-Law Partner – Break in Period of Cohabitation", "marginal_note": "Appendix B – Common-Law Partner – Break in Period of Cohabitation", "part": "Part I - General", "division": "", "heading": "", "text": "- Agreement has been reached in the NJC FSD Committee to interpret the Declaration in Appendix A of this directive to recognize a conjugal relationship in certain situations where there has been a break in the qualifying period of cohabitation.\n- The NJC FSD Committee will consider individual cases where cohabitation started prior to the posting or cross-posting, but the one-year qualifying period was disrupted when the person to be designated as the common-law partner was unable to accompany the employee to post. Any periods during which the couple do not cohabitate do not form part of the one-year qualifying period.\n- The separation must be for reasons beyond the reasonable control of the employee or the individual to be designated as the common-law partner. Such reasons may relate to education, health, disposal of a principal residence, custody disputes and contractual obligations. The circumstances for which provisions under FSD 18 – Special Family Separation Assistance may be authorized, will be used as a guide.\n- It will be the responsibility of the employee to demonstrate that a continuing conjugal spousal relationship has been established and that this relationship has been recognized for a period of at least one year, including the approved period of disruption, in the community or communities in which they have lived. The NJC FSD Committee may request evidence or information to corroborate the statements provided by the employee.\n- In general, a person to be designated as a common-law partner shall be placed in neither a more nor a less favourable situation than a spouse.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-5", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 3 - Application", "marginal_note": "FSD 3 - Application", "part": "Part I - General", "division": "", "heading": "", "text": "Scope\nIntroduction\nThis directive outlines the application of these directives in general as well as in specific situations. The substantive authority of the directives is contained in the sections of each directive. Where there appears to be a discrepancy between the provisions outlined in the introduction to a directive and the operative section of the directive, the latter shall govern.\nSubject to subsections 3.7.1 and 3.7.2, the directives apply to an employee during the period of assignment outside Canada except where a directive specifies or implies that its provisions apply while the employee is in Canada.\nDirective\n3.1 Assignment\n3.1.1 Unless otherwise indicated, these directives apply to career foreign service employees and to foreign assignment employees on an assignment and include an assignment to:\n- an office of the Government of Canada located outside of Canada; or\n- another government or institution located outside of Canada.\n3.1.2 Where the duration of the assignment is more than 121 days and less than one year, the provisions of FSD 8 – Short-Term Assignments apply.\n3.2 Other Arrangements\n3.2.1 At the discretion of the deputy head, and subject to the provisions of FSD 8 – Short-Term Assignments, these directives may be applied in whole, in part or not at all to other arrangements as specified in subsection 3.2.5 in order to meet operational requirements.\n3.2.2 In determining the level of assistance provided to the employee, the deputy head shall assess the direct benefit of the arrangement to the department.\n3.2.3 The deputy head shall ensure that an employee does not receive double benefits and is not treated more favourably than an employee who is serving outside Canada on an assignment to an office of the Government of Canada.\n3.2.4 Where an arrangement is agreed to, a written agreement must be put in place. The agreement must be signed by the employee, the employee’s bargaining agent if the employee is represented, the departmental representative and the Treasury Board Secretariat staff representative.\n3.2.5 Other arrangements include:\n- where leave with pay is authorized and no financial assistance or related benefits are provided to the employee by the host organization on assignment to: an international organization outside Canada; a project outside Canada which is funded directly or indirectly by the Department of Foreign Affairs, Trade and Development’s Official Development Assistance; a provincial or territorial government, a foreign government or a private firm or organization outside Canada under a formal agreement between the employing department and the host organization; or a research establishment or university outside Canada, where employees have been directed to continue working in their field on a full-time basis;\n- where leave without pay is authorized for educational leave or professional development leave and no financial assistance or related benefits are provided to the employee by the host organization; and\n- an assignment of an individual with a department or agency at a post, under the Interchange Canada Program or a similar program, and as specified in the assignment agreement.\n3.3 Employee-Couple\n3.3.1 The directives apply to each employee of an employee-couple to the same extent as they do to an unaccompanied employee except:\n- where the employee-couple is assigned to different posts, the directives shall apply to each employee, having regard for any accompanying dependant, except for FSD 25.10 – Shelter Share where only one employee pays a shelter share based on both employees and the total number of dependants living with the employees abroad;\n- where the employee-couple is assigned to the same post, and a dependant resides with the employee-couple at the post, one employee shall be considered as unaccompanied and the other employee as accompanied at the appropriate dependant rate; and\n- where specific provisions in a particular directive as outlined in subsection 3.3.2 dictate otherwise.\n3.3.2 The following directives indicate specific provisions for an employee-couple:\n- FSD 15 – Relocation, section 15.2;\n- FSD 16 – Assistance for a Principal Residence, section 16.5;\n- FSD 18 – Special Family Separation Assistance, section 18.3;\n- FSD 25 – Shelter, subsection 25.13.1;\n- FSD 30 – Post Transportation and Related Expenses, subsections 30.1.4, 30.2.3 and 30.3.2;\n- FSD 50 – Post Travel Assistance, section 50.2;\n- FSD 51 – Family Reunion, section 51.2 and subsection 51.13.1;\n- FSD 54 – Compassionate Travel, section 54.2;\n- FSD 56 – Foreign Service Incentive Allowances, section 56.3; and\n- FSD 58 – Post Differential Allowance, section 58.2.\n3.4 Assignment in Support of the Canadian Armed Forces\n3.4.1 Employees assigned to serve outside Canada in support of International Operations designated by the Chief of the Defence Staff of Canada are subject to certain provisions of the Military Foreign Service Instructions (MFSI), as specified in Chapter 10 of the MFSI. They are also subject to certain provisions of the Foreign Service Directives (FSD), as directed by the Treasury Board or the President of the Treasury Board and as specified in the Memorandum of Agreement Regarding the Payment of Certain Allowances & Benefits to Public Service Employees Assigned Outside Canada in Support of International Operations Designated by Chief of the Defence Staff of Canada , found on the National Joint Council (NJC) website. ( MOA-FSD-3-E.pdf (njc-cnm.gc.ca) )\n3.4.2 Changes to Chapter 10, Section 3 - Operation Allowances of the MFSI shall be reported to the NJC FSD Committee.\n3.5 Declaration of a Dependant\n3.5.1 Unless specifically provided for in a particular directive, where an employee claims a dependant, such dependant shall be identified with that employee for the duration of the posting.\n3.5.2 Where an employee is claiming a dependant for the purposes of these directives, it is the responsibility of the employee to inform the employer of any change or event which affects the application of these directives. Payments made after eligibility changes are subject to recovery.\n3.6 Calculation of Allowances for Less than a Complete Month\n3.6.1 Where an employee is entitled to an allowance for less than a complete calendar month, the allowance shall be calculated in accordance with Appendix A to this directive.\n3.7 Cancellation or Change to Assignment\n3.7.1 Where, due to operational requirements as determined by the deputy head, an employee at a place of duty in Canada who has been notified officially of an assignment outside Canada is subsequently notified officially that the assignment has been cancelled or changed, the deputy head shall, to the extent considered necessary:\n- authorize the application of the following directives, where these directives have been applied in anticipation of the employee's posting: FSD 4 – Accountable Advance; FSD 9 – Medical and Dental Examinations; FSD 10 – Posting Loan; FSD 12 – Travelling Expenses for Dependants on Pre-Posting Briefing Programs and/or Foreign Language Training; FSD 15 – Relocation; FSD 16 – Assistance for a Principal Residence; FSD 34 – Education Allowances; and FSD 35 – Education Travel;\n- authorize the application of FSD 15 – Relocation, subsequent to the cancellation or change of assignment, to provide such additional assistance as is considered necessary to facilitate a departmental program or to rectify what would otherwise be an obvious injustice to the employee as a result of the cancellation or change in the employee's assignment; and/or\n- recommend to the President of the Treasury Board such additional assistance as is considered appropriate to the circumstances where: the assistance provided under paragraphs 3.7.1(a) and (b) is considered inadequate; and/or the employee has incurred expenses in anticipation of an assignment or as a result of cancellation or change of an assignment for which there is no payment authority.\n3.7.2 Subsection 3.7.1 shall also apply to a Head of Mission designate whose proposed appointment has been cancelled or changed by the deputy head through no fault or choice of the employee.\n3.7.3 Subsections 3.7.1 and 3.7.2 also apply to situations where a confirmed posting is cancelled or changed as a result of medical unsuitability of an employee or an accompanying dependant, as determined by the deputy head on the advice of the medical service provider.\n3.7.4 Subsections 3.7.1 and 3.7.2 apply to situations in which a confirmed posting is cancelled or changed as a result of a dependant being refused entry by the host country, for reasons beyond the dependant's control such as political reasons.\n3.7.5 In situations other than those described in subsections 3.7.1, 3.7.2 and 3.7.3 where an assignment outside Canada has been cancelled or changed, through fault or choice of an employee, the deputy head may recommend to the President of the Treasury Board such assistance as is considered necessary to facilitate a departmental program or to rectify what would otherwise be an obvious injustice to the employee.\n3.8 Application of FSD During Periods of Leave Without Pay\n3.8.1 Where an employee is on leave without pay during the repayment period of a posting loan, the employee shall continue to repay the loan, pursuant to paragraph 10.8.4(b).\n3.8.2 Where an employee terminates an assignment because of leave without pay, the relocation shall be approved pursuant to section 15.27 and Appendix F of FSD 15 – Relocation.\n3.8.3 Where an employee is on leave without pay, other than maternity or parental leave, and is authorized to remain at post, the full provisions of these directives may continue to apply, with the exception of FSD 55 – Post Living Allowance, FSD 56 – Foreign Service Premium and FSD 58 – Post Differential Allowance which shall not apply.\n3.8.4 Where an employee is on maternity or parental leave and is authorized to remain at post, the full provisions of these directives shall continue to apply, subject to section 3.9 – Maternity and/or Parental Leave Without Pay.\n3.8.5 Where an employee is on maternity or parental leave in Canada, the provisions of FSD 33 – Education Assistance at a Lycée in Canada shall continue to apply.\n3.8.6 Where an employee is on leave without pay in Canada, the provisions of FSD 33 – Education Assistance at a Lycée in Canada may apply during the period of leave without pay provided the employee gives a written undertaking prior to commencement of leave to return to service for a period of not less than the period of the leave granted.\n3.8.7 Where an employee does not resume employment or ceases to be employed, except by reason of death or lay-off, before the termination of the period which was undertaken to serve after completion of leave, the employee shall reimburse a pro-rated amount for the allowances paid during the period of leave.\n3.9 Maternity and/or Parental Leave Without Pay\n3.9.1 Employees who are in receipt of a maternity or parental allowance in accordance with their collective agreement, or other appropriate authority, who are subject to the Foreign Service Directives, and who are authorized to remain at post during maternity or parental leave, shall receive allowances in accordance with FSD 55 – Post Living Allowance, FSD 56 – Foreign Service Incentive Allowances and FSD 58 – Post Differential Allowance.\n3.9.2 An employee is entitled to 93% of the amounts for FSD 55 – Post Living Allowance, FSD 56 – Foreign Service Incentive Allowances and FSD 58 – Post Differential Allowance for the same period as a maternity or parental allowance is authorized, to ensure that allowance payments under the Foreign Service Directives are consistent with provisions for maternity and parental allowances.\n3.9.3 Where an employee at a post is or will be receiving a maternity or parental allowance for less than 12 weeks, amounts under FSD 55 – Post Living Allowance, FSD 56 – Foreign Service Incentive Allowances and FSD 58 – Post Differential Allowance, less the appropriate shelter cost payable under FSD 25 – Shelter, shall be paid to the employee in full upon the employee's return to work.\n3.9.4 Where an employee at a post is or will be receiving a maternity or parental allowance for 12 weeks or more, 50% of the allowance amounts for FSD 55 – Post Living Allowance, FSD 56 – Foreign Service Incentive Allowances and FSD 58 – Post Differential Allowance, less 50% of the appropriate shelter cost payable under FSD 25 – Shelter, shall be paid in advance of the commencement of maternity or parental leave, and the outstanding balance, including any necessary adjustments, shall be paid upon the employee's return to work.\n3.9.5 Allowances under FSD 55 – Post Living Allowance, FSD 56 – Foreign Service Incentive Allowances and FSD 58 – Post Differential Allowance shall be adjusted in accordance with the special provisions of these directives to recognize:\n- an increase in salary;\n- a change in family configuration;\n- a change in the Post Index;\n- a revision to the Foreign Service Premium table (Appendix A to FSD 56), and the Post Specific Allowance table (Appendix B to FSD 56);\n- a revision to the Post Differential Allowance table (Appendix A to FSD 58); and/or\n- a change in Post Differential Allowance rating level (Appendix B to FSD 58).\n3.9.6 No adjustment shall be made which is based entirely on service outside Canada (e.g. a 50% bonus under FSD 58 – Post Differential Allowance, or a step progression in Appendix A – the Foreign Service Premium table under FSD 56).\n3.9.7 An adjustment to an employee's Foreign Service Premium shall be made on the basis of a step progression in the Foreign Service Premium Table on the first day of duty on which sufficient points/credits have accumulated to merit the increase, following that employee's return from maternity or parental leave.\n3.9.8 Where an employee is temporarily absent from the post in excess of 25 compensation days, allowances under FSD 55 – Post Living Allowance and FSD 58 – Post Differential Allowance shall cease with effect from the 26 th compensation day of absence.\n3.10 Child Under a Custody Arrangement\n3.10.1 Where the deputy head is satisfied by means of a court order or declaration signed by both parents that an employee has a custody arrangement in place for a child, the application of these directives shall be determined based on the place of residence of the child in Canada prior to the assignment and based on the place of residence of the child during the assignment as outlined in Appendix B of this directive.\n3.10.2 Where the child will be residing with the employee at post for the duration of the assignment, the child will be deemed to be a dependant as defined in FSD 2 – Definitions and provisions applying to dependants residing at post will apply to the child.\n3.10.3 Where the child will not be residing with the employee at post for the full period of the assignment, the child will be deemed to be a dependant as defined in FSD 2 – Definitions provided the period at post is for a minimum of 12 consecutive months and the child will be deemed to be a child under a custody arrangement as defined in FSD 2 – Definitions for the remainder of the assignment. The provisions applying to dependants residing at post will be adjusted as applicable where the child is not residing at post for the full period of the assignment.\n3.10.4 Where the child will not be residing with the employee at post, the child will be deemed to be a child under a custody agreement as defined in FSD 2 – Definitions and the provisions of section 51.10 of FSD 51 – Family Reunion and sections 54.10 and 54.11 of FSD 54 – Compassionate Travel shall apply.\n3.11 Legal Strike Situation\n3.11.1 Notwithstanding the provisions of the Treasury Board policy on strikes, the Foreign Service Directives, with the exception of FSD 56 – Foreign Service Incentive Allowances and FSD 58 – Post Differential Allowance, shall continue to apply in a legal strike situation\n3.12 New Assignment at the Same Post\n3.12.1 Where an employee accepts a new assignment at the same post, the provisions of these directives continue to apply in the same manner as where an employee accepts an extension. The employee is not eligible to a new posting loan under the provisions of FSD 10 – Posting Loan and FSD 15 – Relocation does not apply. Where an employee has completed an initial assignment of at least three years (including any extensions) and accepts a new assignment at the same non-hardship post, the provisions of FSD 50 – Post Travel Assistance will only apply where the duration of the new assignment is for three years or more. Any extensions to the previous assignment are not included for the purposes of determining the application of the provisions of FSD 50 for the subsequent assignment. The provisions of FSD 56.1 – Foreign Service Premium may end as specified in subsection 56.10.1.\n3.13 Application of the FSD Provisions for an Employee or Dependant with a Disability or Special Needs\n3.13.1 The following directives indicate specific provisions which may apply for an employee or dependant with a disability or special needs:\n- FSD 2 – Definition of dependant;\n- FSD 15 – Relocation, sections 15.10, 15.16, 15.20 and 15.23;\n- FSD 18 – Special Family Separation Assistance, subsections 18.8.7 and 18.9.1;\n- FSD 25 – Shelter Assistance, subsection 25.3.4;\n- FSD 34 – Education, section 34.9;\n- FSD 34 – Education, section 34.10;\n- FSD 51 – Family Reunion, sections 51.8 and 51.10; and\n- FSD 54 – Compassionate Travel, sections 54.3 and 54.12.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-6", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix A - Calculation of Allowances for Less than a Complete Month", "marginal_note": "Appendix A - Calculation of Allowances for Less than a Complete Month", "part": "Part I - General", "division": "", "heading": "", "text": "In accordance with subsection 3.6.1, where an employee is entitled to an allowance for less than a complete calendar month, the allowance shall be calculated using the following methodology:\nR x E C\nwherein:\nR is the annual rate of allowance,\nC is 260.88 days, the number of compensation days in a year, and\nE is the total number of days of entitlement in that month, including:\n- each compensation day on which the employee is on duty or on authorized leave with pay; and\n- each day authorized by competent authority as a general holiday with pay, unless it falls within a period of leave without pay or immediately precedes the first day of employment or immediately follows the last day of employment.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-7", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix B - Application of the FSD Provisions When a Custody Agreement is in Place", "marginal_note": "Appendix B - Application of the FSD Provisions When a Custody Agreement is in Place", "part": "Part I - General", "division": "", "heading": "", "text": "The following table provides a general overview of the application of some of the directives when a custody arrangement is in place, pursuant to section 3.10 of this directive. Where the child will not be accompanying the employee at post for the duration of the assignment, the application of these directives will be determined by the deputy head based on the period of time spent at post.\nLocation of the child during the assignment Child going to post for the duration of the assignment Child not going to post Child going to post for a portion of the assignment Status of the child for FSD purposes Dependant Child under a custody arrangement Dependant while at post / Otherwise child under a custody arrangement Application of FSD 15 – Relocation Yes No, as the child will not be residing at post One relocation provided the dependant will be relocating to post for at least 12 consecutive months Application of FSD 33 – Education Assistance at a Lycée in Canada No, as the child is at post; FSD 33 can apply upon return to Canada No, as the intent of FSD 33 is not met by the child not going to post No, as the intent of FSD 33 is not met by the child not going to post for the duration of the assignment Application of FSD 34 – Education Allowance Yes, while at post / Application of provisions in Canada will be based on the living arrangement at the time of relocation No Yes, while at post / Application of provisions in Canada will be based on the living arrangement at the time of relocation Application of FSD 34.6 – Postsecondary Shelter Assistance No, as the child is at post Based on the living arrangement at the time of relocation Based on the living arrangement at the time of relocation Application of FSD 50 – Post Travel Assistance Yes No Based on the period of time at post and the hardship level of the post Application of FSD 51 – Family Reunion Yes, for the child to visit the other parent Yes, for the child to visit the employee/spouse at post Based on the period of time at post", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-8", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 4 - Accountable Advances", "marginal_note": "FSD 4 - Accountable Advances", "part": "Part I - General", "division": "", "heading": "", "text": "Scope\nIntroduction\nIt is the employer's policy that an accountable advance will be available to an employee for any expenses that may be authorized under the Foreign Service Directives.\nDirective\n4.1 Application\n4.1.1 The deputy head may authorize an accountable advance to an employee in anticipation of any admissible expense of an accountable nature authorized under the directives and such an advance shall not be unreasonably withheld.\n4.1.2 An employee who receives an accountable advance shall account for and repay in full any unexpended balance within ten days, after the purpose for which the advance was made has been fulfilled, or within other specific time limits as defined in these directives and pursuant to the relevant provisions of the Financial Administration Act .\n4.1.3 When an employee fails to account for an advance or to repay in full any unexpended balance within the time limits specified in subsection 4.1.2, no further advances are to be paid to that employee until the outstanding advance has been accounted for.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-9", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 8 - Short-Term Assignments", "marginal_note": "FSD 8 - Short-Term Assignments", "part": "Part I - General", "division": "", "heading": "", "text": "Scope\nIntroduction\nThis Directive outlines the provisions which apply to employees on a short-term assignment outside Canada.\nDefinition\nNote: This definition only applies to this directive.\nShort-term assignment ( affectation de courte durée ) means a temporary move of an employee from one place of duty to another place of duty for a period of 121 consecutive calendar days or more and less than one year and, subject to FSD 3 – Application, to:\n- an office of the Government of Canada located outside of Canada; or\n- another government, organization or institution located outside of Canada.\nDirective\n8.1 Application\n8.1.1 The provisions of this directive apply to a short-term assignment as defined in this directive.\n8.1.2 For assignments of 120 consecutive calendar days or less, benefits and provisions in accordance with the NJC Travel Directive shall apply.\n8.1.3 This Directive does not apply to employees who are already on assignment under the full provisions of these directives, nor to employees, dependants or other individuals hired locally.\n8.1.4 When an employee is officially notified in writing that the length of a short-term assignment is subsequently shortened to a period of travel status under the NJC Travel Directive of 120 consecutive calendar days or less, the deputy head shall proceed as follows:\n- any allowances or payments that the employee was entitled to for the period prior to being advised in writing of the shortened assignment shall not be recovered;\n- the provisions of sections 8.13 and 8.14 shall cease on the first compensation day following the written notice to the employee that the assignment length is shortened;\n- the incidental expense allowance amount payable will be the greater of the provisions of section 8.4 authorized at the beginning of the short-term assignment or the daily incidental expense allowance amount applicable to the location as specified in Appendix C or D of the NJC Travel Directive for the full period;\n- the other benefits and provisions applicable to the employee shall remain unchanged; and\n- the employee shall not receive duplicate benefits.\n8.1.5 When an employee is subject to the NJC Travel Directive and is officially notified in writing that the period of travel status is extended to 121 consecutive calendar days or more and less than one year, and the definition of short-term assignment is met, the provisions of this directive shall apply once the employee accepts the extension in writing.\nFurthermore:\n- any allowances or payments that the employee was entitled to for the period prior to being advised in writing of the lengthened assignment shall not be recovered;\n- the provisions of sections 8.13 and 8.14 shall apply retroactively commencing on the first day of travel status under the NJC Travel Directive;\n- subject to paragraph 8.1.5(a), the incidental expense allowance amount payable will be the difference between the full provisions of section 8.4 and the daily incidental expense allowance amount applicable to the location as specified in Appendix C or D of the NJC Travel Directive received by the employee prior to being notified of the extension; and\n- the employee shall not receive duplicate benefits.\n8.1.6 When an employee on a short-term assignment accepts an assignment at the same post, the provisions of this directive shall cease and the full provisions of these directives shall apply as applicable, subject to FSD 9 – Medical and Dental Examinations, effective on the date of official notification in writing of the assignment. The deputy head shall ensure that employees do not receive duplicate benefits.\n8.1.7 Subject to subsection 8.1.6, in exceptional circumstances where the short-term assignment extends beyond the normal length, the provisions of FSD 8 ­­– Short-Term Assignments shall continue until the date of official notification in writing of the assignment.\n8.2 Transportation\n8.2.1 The deputy head shall apply the applicable transportation entitlement of the NJC Travel Directive for transportation to and from the post. For international travel, a suitable rest period or overnight stop shall be authorized in accordance with the provisions of the NJC Travel Directive.\n8.2.2 The deputy head may authorize the cost of five pieces of accompanying baggage within the size and weight allowable by the carrier and including the baggage transported free of charge by the carrier.\n8.2.3 In special circumstances, the deputy head may authorize the cost of more pieces of accompanying baggage in order to address an employee’s specific needs.\n8.3 Storage of Household Effects\n8.3.1 The deputy head may authorize the storage of household effects, including a private motor vehicle (PMV) in accordance with section 15.13 of FSD 15 – Relocation, if the employee is not maintaining a principal residence during the short-term assignment.\n8.3.2 Where the storage is authorized for the employee’s household effects and the employee is not able to occupy permanent accommodation, the cost of two days living expenses in Canada at the time of departure and at the time of return shall be authorized under the provisions of paragraph 15.4.1(c) of FSD 15 – Relocation.\n8.3.3 Where an employee's household effects have been placed in storage at Crown expense, the employee shall pay the applicable shelter cost in accordance with Appendix A of FSD 25 – Shelter at the \"one in household\" rate, with effect from the day following the date of arrival at the post.\n8.4 Incidental Expense Allowance\n8.4.1 Subject to subsections 8.1.4, 8.1.5 and 8.1.6, the deputy head shall authorize an incidental expense allowance of 50% of the incidental relocation expense allowance in accordance with Appendix C of FSD 15 – Relocation at the beginning and at the end of the short-term assignment.\n8.5 Accommodation\n8.5.1 The deputy head shall authorize the payment of actual and reasonable costs for accommodation, and utilities including installation, at the location of the short-term assignment.\n8.5.2 Where possible, employees shall be placed in self-contained accommodation, either commercial or Crown-held.\n8.5.3 Provided that the employee is not required by the employer to remain at the post, an employee may choose to spend the weekend at an alternative location. Such arrangements shall be made in consideration of security and diplomatic contexts.\n8.5.4 Subject to subsection 8.5.3, reimbursement shall be limited to the cost of maintaining the employee at the post and shall include the cost of accommodation and the meal allowance. To be eligible for reimbursement, the employee shall:\n- cancel charges for accommodation and meals provided on site at the post;\n- assume personal liability as if the employee were not on short-term assignment; and\n- not return home or to the headquarters area during the weekend.\n8.5.5 Spending the weekend at an alternative location does not preclude the employee's entitlement to section 8.9 - Home Travel.\n8.6 Meal Allowance\n8.6.1 The deputy head shall authorize payment of the daily meal allowance only, no incidentals, as specified in Appendix C or D of the NJC Travel Directive, as applicable.\n8.6.2 Where, due to special circumstances such as heavy workload, difficulty in finding food, or extremely limited restaurant facilities, the deputy head deems the meal allowance in subsection 8.6.1 to be inadequate, such meal allowance may be authorized as may be considered reasonable, up to the full daily meal rate.\n8.6.3 Where a meal allowance has not been established in the country of assignment or where there are sudden changes in currency exchange rates or high inflationary trends, the deputy head may authorize actual and reasonable expenses for meals, based on receipts.\n8.7 Laundry and Dry Cleaning\n8.7.1 The deputy head shall authorize reimbursement of actual costs for laundry for employees who occupy accommodation which is not provided with laundry facilities which consist of a washer and dryer.\n8.7.2 Where the deputy head is satisfied that dry cleaning costs significantly exceed those in the employee's headquarters city, reimbursement of 50% of the actual costs of dry cleaning shall be reimbursed, upon presentation of receipts.\n8.8 Commuting Assistance\n8.8.1 The deputy head may authorize financial assistance to cover excess home/office commuting costs, in accordance with the provisions for commuting assistance under FSD 30 – Post Transportation and Related Expenses.\n8.8.2 When authorized overtime causes a disruption in the employee’s regular commuting pattern, or when the employee is required to participate in a work-related event outside of normal work hours, the employee shall be reimbursed actual and reasonable additional local transportation costs.\n8.9 Home Travel and Alternative\n8.9.1 An employee is eligible for home travel provisions under this directive to the normal place of duty provided that the following conditions are met:\n- work schedules permit the employee to be absent; and\n- appropriate private or public transportation is available and its use is both practical and reasonable.\n8.9.2 Provided the employee is on continuous short-term assignment, the employee is entitled to home travel as per the table below. The employee may schedule actual trips within the maximum number permitted to meet personal needs.\nMinimum of: 121 days = 1 trip 200 days = 2 trips 280 days = 3 trips\n8.9.3 The employee shall be reimbursed, based on receipts, the cost of the most economical return airfare, the necessary return ground transportation to and from the carrier's terminal, and meals en route. Meals and incidentals at the destination shall not be reimbursed. The accommodation at the post should be cancelled if possible.\n8.9.4 As an alternative to home travel by the employee, the deputy head may authorize the spouse, common-law partner, or dependant to travel to the employee's post up to the cost of home travel by the employee. Such arrangements shall be made in consideration of security, diplomatic and health contexts.\n8.9.5 Where the deputy head does not authorize the spouse, common-law partner or dependant to travel to the post, as an alternative to home travel by the employee, travel for the employee and a spouse or common-law partner or dependant may be authorized to a third location up to the cost of home travel by the employee.\n8.10 Home Communication\n8.10.1 The deputy head shall authorize the provisions for home communication for employees assigned to posts located outside the continental U.S.A. only, in accordance with the relevant provisions of the NJC Travel Directive.\n8.11 Dependant Care\n8.11.1 The deputy head shall authorize dependant care for employees in accordance with the relevant provisions of the NJC Travel Directive.\n8.12 Medical, Dental and Health Care\n8.12.1 The deputy head shall authorize the application of FSD 9 – Medical and Dental Examinations for posts designated as unhealthy under FSD 38 – Preventive Medical Services Expenses.\n8.12.2 It is the employee's responsibility to ensure Provincial or Territorial health care and Public Service Health Care Plan (PSHCP) Supplementary coverage while outside Canada as well as continued coverage under the Public Service Dental Care Plan (PSDCP).\n8.12.3 If the short-term assignment is extended beyond one year, it is the employee’s responsibility to change coverage from Supplementary to Comprehensive Coverage under the Public Service Health Care Plan (PSHCP).\n8.13 Foreign Service Premium\n8.13.1 Subject to subsections 8.1.4 and 8.1.5 and to paragraph 8.17.3(c), the deputy head shall authorize payment of the Foreign Service Premium and the accrual of foreign service premium points in accordance with FSD 56 – Foreign Service Incentive Allowances (Foreign Service Premium).\n8.14 Post Differential Allowance\n8.14.1 Subject to subsections 8.1.4 and 8.1.5 and to paragraph 8.17.3(c), the deputy head shall authorize the provisions of the Post Differential Allowance in accordance with FSD 58 – Post Differential Allowance.\n8.14.2 Where payment of an additional amount of post differential allowance or special payment has been established to recognize extraordinary conditions at a hardship post, in accordance with subsection 58.5.4 of FSD 58 – Post Differential Allowance, the deputy head shall authorize these payments from the first day of an assignment to a hardship post, notwithstanding that the employee may not otherwise be subject to the provisions of FSD 58 – Post Differential Allowance.\n8.15 Temporary Absence\n8.15.1 An absence from the post on authorized government travel under the NJC Travel Directive, approved leave, home travel or home travel alternative does not constitute a break in the short-term assignment for the purpose of determining the length of the short-term assignment.\n8.15.2 When an employee is absent from the post on authorized government travel, the employee shall not receive double benefits.\n8.16 Currency Exchange\n8.16.1 The deputy head shall authorize the provisions for currency exchange in accordance with the NJC Travel Directive.\n8.17 Employee Accompanied by Dependant(s)\n8.17.1 In rare and unusual cases, and subject to subsection 8.17.4, the deputy head may authorize the employee's spouse or common-law partner and any dependant(s) normally residing with the employee to accompany the employee, subject to proof of health insurance coverage.\n8.17.2 The deputy head may authorize the employee to precede the spouse or common-law partner and dependant(s).\n8.17.3 Where the spouse or common-law partner and dependant(s) are authorized to accompany an employee, assistance shall be limited to:\n- transportation costs in accordance with subsection 8.2.1, up to the total cost of the employee’s home travel entitlement under section 8.9;\n- FSD 55 – Post Living Allowance, where the Post Index is above 100;\n- FSD 56 – Foreign Service Premium and FSD 58 – Post Differential Allowance at the unaccompanied rate; and\n- the provisions of FSD 39 – Health Care Expenses, FSD 41 - Health Care Travel and FSD 42 – Medical and/or Dental Expense Advance, unless otherwise covered by the employee's provincial and/or supplementary insurance plan.\n8.17.4 Where the provisions of subsection 8.17.3 apply:\n- home travel and alternative, home communication and meal allowances shall not apply;\n- no additional accommodation/housing will be provided, or additional accommodation costs reimbursed;\n- no additional costs will be authorized for shipment of household effects; and\n- employees are responsible to ensure provincial and supplementary coverage, such as Public Service Health Care Plan (PSHCP), for their dependant(s) while outside Canada.\n8.18 Assistance for Single Parents\n8.18.1 At the request of the employee and in lieu of the provisions for home travel, the deputy head may authorize:\n- payment of return transportation expenses for one or more pre-school aged children up to the cost of home travel for the employee which would otherwise be incurred;\n- dependant care expenses at the work location outside Canada which are in excess of existing dependant care expenses for equivalent care, up to the costs which would otherwise be incurred at the old place of duty and reimbursed under the NJC Travel Directive; and\n- expenses for vaccinations and/or inoculations for the child which are a consequence of the work location outside Canada.\n8.19 Emergencies, Illnesses, Injuries or Death While on Short-Term Assignment\n8.19.1 In the event of emergencies, illnesses, injuries or death while on short-term assignment, the employer shall authorize the payment of necessary expenses in accordance with Part V of the NJC Travel Directive for the employee, spouse or common-law partner and any dependant(s) in accordance with section 8.17.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-10", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 9 - Medical and Dental Examinations", "marginal_note": "FSD 9 - Medical and Dental Examinations", "part": "Part II - Pre-Posting", "division": "", "heading": "", "text": "Scope\nIntroduction\nThe employer wishes to ensure through preventive services that employees and their dependants are medically fit for service abroad and are medically fit upon return from service abroad. Examinations for this purpose will normally be provided by the medical service provider. Where the medical service provider is not in a position to conduct the examinations and the deputy head authorizes use of a private facility, the employer will pay the costs of related expenses for examinations conducted at a private facility. Health Canada has been delegated authority to amend the Appendix to this directive as and when required.\nDirective\n9.1 Application\n9.1.1 Prior to each posting, including cross-posting, an employee and each dependant who is either to reside with the employee at a post, or is to be in full-time attendance at an educational institution outside of Canada, shall have the right to a medical examination, or may as a condition of posting or cross-posting be required to undergo a dental and/or a medical examination which shall include specialist services, psychological assessments, x-rays and immunization against diseases as required. The posts for which dental examinations are required are listed in Appendix A to this directive.\n9.1.2 Where a dental examination is required, such dental examination shall include an assessment of any special dental treatment which may be required prior to or during the employee's assignment.\n9.1.3 Where an employee is posted to a hardship post, as specified in Appendix B of FSD 58 – Post Differential Allowance, the cost of a pre-posting eye examination will be reimbursed for employees and their dependant(s). Pre-posting eye examinations are not mandatory for the issuance of a Posting Confirmation Form (or equivalent).\n9.1.4 The dental examination, medical examination and related hospitalization and any special examination required shall be administered in the manner prescribed by Health Canada at a Canadian government facility. In special circumstances, the deputy head may authorize the use of a private facility only where the medical service provider is not in a position to conduct such examinations, or the deputy head considers a private facility to be more appropriate.\n9.2 On Assignment to Canada\n9.2.1 On assignment to Canada, an employee and/or a dependant who resided at the post may, on request, be granted, or may be required by the employer to undergo a medical examination which shall include such specialist services, psychological assessments, x-rays or immunization as may be required.\n9.2.2 The medical examinations referred to in subsection 9.2.1 shall normally be provided where:\n- the employee and/or dependant completes a period of service at an unhealthy post as defined in FSD 2 – Definitions; and/or\n- the employee has had a previous period of service at an unhealthy post, or has been otherwise exposed to unhealthy conditions at a post; and/or\n- a reasonable period of time has passed since the last medical examination of an employee or a dependant.\n9.2.3 The medical examinations referred to in subsection 9.2.1 may be given in Canada or at another location approved by the deputy head while an employee is on leave or temporary duty.\n9.3 Fitness for Duty Assessment\n9.3.1 An assessment as to fitness for duty prepared by the medical service provider shall be submitted to the deputy head with respect to any medical examination administered pursuant to this directive.\n9.3.2 An assessment as to the requirement for dental treatment which is not available at the employee's post shall be submitted by the medical service provider to the deputy head with respect to any dental examination administered pursuant to this directive.\n9.3.3 Whenever medical matters are at issue, employees shall have the right to have their personal physician submit a written medical opinion to the medical service provider who shall review such opinion and submit another assessment as to fitness for duty to the deputy head, taking into consideration the medical opinion of the employee's physician.\n9.3.4 On behalf of the employer, an independent written medical opinion which shall be taken into consideration in the assessment as to fitness for duty may be requested:\n- by the deputy head when the deputy head is not satisfied with the fitness for duty assessment provided in subsection 9.3.1 and a second written medical opinion has not been provided under subsection 9.3.3; or\n- by the medical service provider when it determines there is a significant variance between the written medical opinions provided in subsections 9.3.1 and 9.3.3.\n9.3.5 In arriving at a decision concerning the assignment of an employee, the deputy head shall give consideration to the medical and dental assessments submitted pursuant to subsections 9.3.1, 9.3.2, 9.3.3 and 9.3.4.\n9.4 Admissible Expenses\n9.4.1 The deputy head shall authorize:\n- payment of actual and reasonable medical examination expenses;\n- payment of actual and reasonable dental examination expenses for examinations conducted as a condition of posting to those posts listed in Appendix A of this directive; and/or\n- payment of actual and reasonable expenses to cover the cost of local transportation and/or parking to attend mandatory pre-posting medical and dental appointments as required by Health Canada or the deputy head.\n9.4.2 Where appropriate, the deputy head shall authorize payment of travelling expenses, as defined in FSD 2 – Definitions.\n9.4.3 Where the use of a private facility is authorized by the deputy head, the written opinion and professional account shall be submitted to the medical service provider and the account shall be verified and recommended for payment when the quality of the written opinion is satisfactory to the medical service provider.\n9.4.4 Expenses incurred by the employee pursuant to subsections 9.1.4 and 9.3.3 shall not be a charge against the employee's health or hospitalization insurance plan.\n9.5 Leave\n9.5.1 Where it is necessary for a medical or dental examination authorized under this directive to be conducted during normal working hours, the employee shall be considered to be on duty for the period required for such examination.\n9.5.2 Where an employee is required to undergo a medical or dental examination authorized under this directive and it is not possible to conduct such an examination during scheduled working hours, the deputy head may authorize overtime compensation as provided for in the applicable collective agreement for the period required for such examination.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-11", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix A - Posts for which Pre-Posting Dental Examinations are Required", "marginal_note": "Appendix A - Posts for which Pre-Posting Dental Examinations are Required", "part": "Part II - Pre-Posting", "division": "", "heading": "", "text": "Effective Date: April 1, 2025\nAbidjan, Côte d'Ivoire Abuja, Nigeria Accra, Ghana Addis Ababa, Ethiopia Algiers, Algeria Amman, Jordan Ankara, Turkey Astana, Kazakhstan (formerly Nur-Sultan) Baghdad, Iraq Bamako, Mali Bandar Seri Begawan, Brunei Darussalam Bangalore, India Bangkok, Thailand Beijing, China Beirut, Lebanon Belgrade, Serbia Bogotá, Colombia Brasilia, Brazil Bratislava, Slovakia Bridgetown, Barbados Bucharest, Romania Buenos Aires, Argentina Cairo, Egypt Caracas, Venezuela Chandigarh, India Chennai, India Chongqing, China Colombo, Sri Lanka Cotonou, Benin Dakar, Senegal Damascus, Syria Dar es Salaam, Tanzania Dhaka, Bangladesh Doha, Qatar Erbil, Iraq Georgetown, Guyana Guangzhou, China Guatemala, Guatemala Hanoi, Vietnam Harare, Zimbabwe Havana, Cuba Ho Chi Minh City, Vietnam Islamabad, Pakistan Istanbul, Turkey Jakarta, Indonesia Juba, Sudan Kabul, Afghanistan Kandahar, Afghanistan Kathmandu, Nepal Khartoum, Sudan Kigali, Rwanda Kingston, Jamaica Kinshasa, Democratic Republic of Congo Kuala Lumpur, Malaysia Kuwait City, Kuwait Kyiv, Ukraine La Paz, Bolivia Lagos, Nigeria Lima, Peru Lusaka, Zambia Managua, Nicaragua Manila, Philippines Maputo, Mozambique Montevideo, Uruguay Moscow, Russia Mumbai, India Nairobi, Kenya New Delhi, India Nur-Sultan, Kazakhstan (see Astana, Kazakhstan) Ouagadougou, Burkina Faso Panama City, Panama Phnom Penh, Cambodia Port-au-Prince, Haiti Port of Spain, Trinidad and Tobago Quito, Ecuador Rabat, Morocco Ramallah, West Bank Rio de Janeiro, Brazil Riyadh, Saudi Arabia San José, Costa Rica San Salvador, El Salvador Santo Domingo, Dominican Republic São Paulo, Brazil Seoul, Republic of Korea Shanghai, China Taipei, Taiwan Tegucigalpa, Honduras Tripoli, Libya Tunis, Tunisia Ulaanbaatar, Mongolia Vientiane, Laos Warsaw, Poland Yangon, Burma (Myanmar) Yaoundé, Cameroon\nNotes: Notwithstanding the provisions of Section 107 of the Federal Public Sector Labour Relations Act , revisions to this Appendix shall not constitute a change in terms and conditions of employment for employees subject to the Foreign Service Directives.\nHealth Canada has the delegated authority to amend this Appendix as required.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-12", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 10 - Posting Loan", "marginal_note": "FSD 10 - Posting Loan", "part": "Part II - Pre-Posting", "division": "", "heading": "", "text": "Scope\nIntroduction\nThis directive recognizes that employees may have to purchase items required at post and provides for a loan to employees for these purchases on an as-needed basis.\nDirective\n10.1 Application\n10.1.1 A posting loan for the purchase of items required at post may be granted to an employee. Items required at post could include a private motor vehicle, clothing, household effects and foodstuffs. The employee will be required to identify the purpose of the loan. The posting loan shall only be used for the purchase of items required at post and its use is subject to verification as specified in section 10.9. Posting loans shall not be used for reasons such as investments, debt consolidation, home renovations or personal gain.\n10.1.2 A posting loan may be granted to an employee:\n- who is notified officially in writing of an impending assignment to a post; or\n- who is on assignment at a post where a posting loan was not granted in anticipation of that assignment; and/or\n- who has been granted a posting loan and is notified officially in writing of an impending assignment from one post to another post.\n10.1.3 Where a loan is approved following notification of posting or cross-posting, the funds may be released to the employee up to 90 days prior to the official date of departure from Canada or from the employee's previous post.\n10.1.4 A posting loan is normally granted in advance of posting or during the first 12 months of an assignment at a post.\n10.1.5 A posting loan may be granted following completion of 12 months of duty at a post for reasons acceptable to the deputy head.\n10.1.6 A posting loan may only be granted during the last 12 months of an assignment at a post in exceptional circumstances for reasons acceptable to the deputy head.\n10.2 Maximum Loan Amount\n10.2.1 Subject to the discretion of the deputy head and the limitations and conditions of this directive, an employee may be granted an interest-bearing posting loan in an amount not exceeding the lesser of the following amounts:\n- fifty per cent of the employee's gross annual salary; or\n- the amount in Appendix A of the Directive, established annually on April 1 st in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .\n10.2.2 Where a loan is granted in accordance with paragraph 10.1.2(c), the maximum amount of the loan shall not exceed the amount available under subsection 10.2.1 at the time of official notification of cross-posting, reduced by the outstanding principal of the previous loan, and repayment shall be in accordance with section 10.5. The \"principal\" is the total amount of the loan which comprises the actual amount received by the employee plus any additional amount required to retire the outstanding principal of the previous loan.\n10.3 Maximum Period of Loan\n10.3.1 Where a posting loan has been granted in accordance with subsection 10.1.2, the repayment period shall not exceed a maximum of 48 months. Where a posting loan is renegotiated in accordance with paragraph 10.6.1(a), the repayment period shall not exceed a maximum of 48 months from the commencement of the repayment period on the original loan.\n10.4 Interest Rate\n10.4.1 Where a posting loan or supplementary loan has been approved in accordance with subsection 10.1.2 and/or paragraph 10.6.1(a):\n- the rate of interest on the initial loan shall be the prescribed rate in effect on the first day of the quarter (i.e., April 1 st , July 1 st , October 1 st , January 1 st ) in which the loan is approved, such rate being established by the Department of Finance ( https://www.canada.ca/en/department-finance/services/lending-rates/foreign-service.html - Interest Rate – Foreign Service Posting Loans);\n- the rate of interest on any supplementary loan shall be the prescribed rate in effect on the first day of the quarter in which the supplementary loan is approved, and where the new loan interest rate on the combined loan shall be a weighted average of the two rates;\n- the rate of interest shall remain fixed during the period of the loan, subject to the provisions of subsection 10.6.1;\n- interest shall be calculated and becomes payable two weeks following the day the loan is approved for deposit to the employee's bank account. These two weeks represent the average time from approval to deposit. Any interest owing between the issuance of the loan and the beginning of the repayment period will be added to the principal;\n- interest shall be calculated on the total outstanding balance of the loan, including any outstanding balance from a previous loan and any supplementary loan amount.\n10.5 Repayment Terms\n10.5.1 Where a posting loan has been granted in accordance with subsection 10.1.2, the loan shall be repaid in equal bi-weekly installments of blended principal and interest. Notwithstanding that interest becomes payable two weeks following the day the loan is approved, at the request of the employee, the repayment start date can be delayed up to the first day of the fourth month following the month in which the loan is approved, or to the first day of the month following the employee's arrival at post, whichever is the earlier.\n10.5.2 Where the employee has completed the purchase of items required at post and has not utilized the entire amount of the posting loan, the employee shall repay the unused portion and interest within 30 days of completion of purchases.\n10.6 Loan Renegotiation\n10.6.1 Where a posting loan has been granted in accordance with subsection 10.1.2, the employee may:\n- negotiate a supplementary loan, on one occasion only, for an amount of $1,500 or over, up to the maximum amount that would have been available under subsection 10.2.1 when the original loan was approved. The additional amount would be at the current interest rate for posting loans; and/or\n- renegotiate the term of the loan to a maximum of four years, with no change in interest rate; and/or\n- renegotiate the loan to reflect a higher loan payment with a corresponding decrease in the term of the loan, with no change in interest.\n10.6.2 The provisions of section 10.6 are available at any time following approval of each loan, except that during the last 12 months of an assignment at a post, the supplementary loan may only be granted in exceptional circumstances for reasons acceptable to the deputy head.\n10.6.3 The provisions of subsection 10.6.1 are not available when a loan has been repaid in full.\n10.7 Early Repayment\n10.7.1 An employee who has been granted a posting loan may partially repay the principal of the loan in a minimum amount of $1,500 on one occasion only, in which case the rate of interest shall remain unchanged and, upon request, the employee may:\n- retain the original repayment period, in which case the total bi-weekly amount of blended principal and interest shall be reduced to reflect the reduced principal of the loan; or\n- reduce the original repayment period, in which case the total bi-weekly amount of blended principal and interest shall be adjusted, as required, in accordance with the applicable repayment schedule, to an amount approximating as closely as possible the total bi-weekly amount prior to the partial repayment of the principal.\n10.7.2 After confirming with the deputy head the outstanding balance of a loan, an employee shall have the right, during the term of the loan, to repay the whole of the outstanding principal and interest, with interest calculated to the end of the bi-weekly period in which the loan is retired. Where the employee utilizes this right, there is no further entitlement to any of the provisions of this directive for the duration of that assignment, including any extension of that assignment, until and unless the employee is notified officially in writing of an impending assignment from that post to another post. (See subsection 10.1.3)\n10.8 Repayment/Recovery – Other Circumstances\n10.8.1 Notwithstanding subsection 10.3.1, where an employee who has been granted a posting loan in anticipation of posting is subsequently notified officially that the assignment has been cancelled due to operational requirements as determined by the deputy head, the deputy head may authorize the repayment of the loan under the same terms and conditions as would have applied had the employee proceeded on posting, except that, in cases of financial hardship, the deputy head may consider extending the repayment period beyond 48 months.\n10.8.2 Where the employer directs early termination of a posting and the employee's return to Canada and repayment of the loan would cause financial hardship, the deputy head may consider extending the repayment period beyond 48 months.\n10.8.3 Notwithstanding subsection 10.3.1, where an employee returns to Canada prior to the termination of the assignment, the deputy head may authorize the continued repayment of the loan and may also extend the repayment period to a maximum of 48 months from the commencement of the repayment period.\n10.8.4 Notwithstanding anything in this directive, where an employee:\n- ceases to be employed before repayment is completed, the outstanding amount of the loan shall be subject to immediate recovery pursuant to the relevant provisions of the Financial Administration Act ;\n- has been granted leave without pay during the repayment period of the loan, the employee shall make the necessary financial arrangements to cover the bi-weekly payments during the leave without pay period. If no provision is made for settlement of the regular payments, the outstanding amount of the loan shall be subject to recovery pursuant to the relevant provisions of the Financial Administration Act .\n10.9 Verification of the Use of the Posting Loan\n10.9.1 Employees are required to retain evidence that the amount of the loan was used only for the purpose of purchasing items required at the post and, when requested by the deputy head, to demonstrate that the loan has been used for the purchase of items required at post.\n10.9.2 If employees cannot demonstrate that the loan was used for the purchase of items required at the post, the employee will be required to immediately repay that portion of the loan the use of which cannot be substantiated.\n10.9.3 A posting loan used for a purpose other than the purchase of items required at post shall be recovered, and in addition, the employee may be subject to administrative and/or disciplinary action.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-13", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix A – Maximum Loan Amount – Section 10.2", "marginal_note": "Appendix A – Maximum Loan Amount – Section 10.2", "part": "Part II - Pre-Posting", "division": "", "heading": "", "text": "Effective Date: April 1, 2026\nIn accordance with subsection 10.2.1 of this directive, the maximum amount of the posting loan, effective April 1, 2026, is $56,208 or up to 50 per cent of the employee's gross annual salary in effect at the time the loan is approved, whichever is the lesser.\nNote: The dollar amount shall be adjusted annually on April 1 st in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-14", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 12 - Expenses for Dependants on Pre-Posting Briefing Programs and/or Foreign Language Training", "marginal_note": "FSD 12 - Expenses for Dependants on Pre-Posting Briefing Programs and/or Foreign Language Training", "part": "Part II - Pre-Posting", "division": "", "heading": "", "text": "Scope\nIntroduction\nThe provisions of this directive provide assistance to the employee for their spouse or common-law partner and/or dependants who will be residing with the employee at the post and who have been authorized by the deputy head to attend a pre-posting briefing program and/or foreign language training.\nThe cost of delivering the pre-posting briefing program and/or foreign language training is not a Foreign Service Directives expense.\nDirective\n12.1 Application\n12.1.1 Where the deputy head has authorized a pre-posting briefing program and/or foreign language training for a spouse, common-law partner and/or dependant(s), as defined in FSD 2 – Definitions, who accompany an employee on a posting, the employee may claim expenses as follows:\n- actual and reasonable return travelling expenses between the place of residence of the spouse or common-law partner and/or dependants who will be residing with the employee at the post, and the location of the pre-posting briefing program or foreign language training, up to the cost of return travelling expenses between the employee’s normal place of residence and the location of the program or training;\n- where travelling expenses are authorized under the provision of another Foreign Service Directive or the NJC Travel Directive to a location other than the location of the pre-posting briefing program or foreign language training, the provisions of paragraph 12.1.1(a) shall be limited to the return travelling expenses from the other location to the location of the program or training;\n- living expenses, as defined in FSD 2 – Definitions, at the location of the pre-posting briefing program or foreign language training, for the duration of the program or training;\n- actual and reasonable local transportation expenses by the most practicable and economical means as determined by the deputy head for one return journey each day to the location of the pre-posting briefing program or foreign language training; and\n- the cost of telephone calls in accordance with the NJC Travel Directive from the briefing or training location to the place of residence of the separated family member(s). However, telephone calls shall not be reimbursed where an incidental expense allowance is paid for travel within Canada or the continental U.S.A.\n12.2 Dependant Care\n12.2.1 Where the employee incurs expenses in excess of any existing dependant care arrangements as a result of a spouse or common-law partner or dependant attending a pre-posting briefing program or foreign language training, the deputy head shall authorize payment of actual and reasonable dependant care expenses incurred in accordance with the NJC Travel Directive.\n12.2.2 The dependant care expenses may be incurred at the employee’s residence, at the location of the pre-posting briefing program or foreign language training or, with the prior approval of the deputy head, at another location. Note that travel for the dependant requiring care is not covered under this directive.\n12.2.3 Expenses for dependant care incurred at post may exceed the maximum amount established in the NJC Travel Directive on the recommendation of the appropriate foreign service interdepartmental coordinating committee.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-15", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 15 - Relocation", "marginal_note": "FSD 15 - Relocation", "part": "Part III - Relocation and Related Provisions", "division": "", "heading": "", "text": "Scope\nDefinitions\nNote: These definitions only apply to this directive.\nAccountable relocation travel option ( option de voyage de réinstallation soumise à justification ) is an accountable option provided to an employee for relocation travel from the old place of duty to the new place of duty for which the employee must submit an expense claim for actual and reasonable relocation travel expenses as outlined in this directive within 30 days after travel has occurred and for which an employee may request an advance, subject to FSD 4 – Accountable Advances.\nActual cash value (ACV) ( valeur réelle ) takes into account the age, condition and expected lifespan of the article in accordance with good industry practice.\nOfficial routing ( trajet officiel ) is the most direct and practical routing as determined by the deputy head for one-way travel from the old place of duty to the new place of duty.\nRelocation travel allowance (indemnité de voyage de réinstallation ) is a non-accountable allowance provided to an employee for relocation travel from the old place of duty to the new place of duty and includes the travel allocation as well as expenses which will be incurred at the old and new place of duty.\nRepair ( réparation ) is the restoration of an item to a serviceable condition at a cost not to exceed the replacement cost value.\nTravel allocation ( allocation de voyage ) is the amount which will be provided to the employee for travel by air, private motor vehicle (PMV) or sea from the old place of duty to the new place of duty and may include the expenses as outlined in subsection 15.6.2 relating to an authorized stopover where the deputy head determines that one is required.\nDirective\n15.1 Application\n15.1.1 This directive applies to an employee and/or a dependant on relocation to, from and between posts and on ceasing to be an employee and/or dependant while serving outside Canada.\n15.1.2 The relocation provisions should provide for the employee's legitimate relocation expenses, without opening the way for personal gain or for the underwriting of extravagances. Employees should read this directive carefully and where the advice given by the department contradicts the directive, employees should request that the advice be given in writing. This is important as expenses resulting from misinterpretation or mistakes shall not necessarily be reimbursed.\n15.1.3 It is the employer who decides whether an employee should be relocated; therefore, it is the sole responsibility of the employer to determine the relocation assistance that should be provided.\n15.1.4 In any relocation, the aim should be to relocate the employee in the most efficient fashion - that is, at the most reasonable cost to the public, and with minimal inconvenience to the employee and family.\n15.1.5 When travelling and/or living expenses are authorized under this directive or under other directives, a dependant is entitled to transportation and accommodation standards similar to those applicable to the employee. If during relocation the employee is required to precede or follow a dependant to or from the post, one dependant shall be considered, subject to the approval of the deputy head, as the employee for purposes of expenses incurred under this directive.\n15.1.6 The employer shall provide the relocating employee with the necessary and reasonable leave with pay, based on individual circumstances, to carry out all activities related to the relocation, including the overseeing of the packing and unpacking of household effects, as well as for section 15.20 – House Hunting Trips if authorized by the deputy head, and relocation travel as per this directive, to the new place of duty.\n15.1.7 The provisions of FSD 3.7 – Cancellation or change to assignment shall apply where, due to operational requirements as determined by the deputy head, an employee who has been notified officially of an assignment outside Canada is subsequently notified officially that the assignment has been cancelled or changed.\n15.1.8 Relocation provisions within this directive aim to facilitate the relocation of the employee and dependants to their new place of duty. A flexible relocation expenses fund may be created in accordance with Appendix G of this directive where an employee opts not to use or limit the use of one or more of the following provisions: storage of household effects, shipment of household effects, storage or shipment of a vehicle, and business class travel if applicable.\n15.1.9 The intent of the flexible fund is to support the employee’s relocation to the new place of duty by allowing other relocation expenses which are not otherwise payable under the FSD or for which amounts may not be sufficient for an employee’s personal situation.\n15.1.10 Admissible expenses are reimbursed based on receipts up to the amount of the flexible fund. Admissible expenses include extra baggage, including cargo when arranged by the employee, additional local transportation when authorized under FSD 15.22, local transportation expenses when FSD 15.22 does not apply, shipment or boarding of pets, travel for an additional individual to support the relocation of the employee, and other expenses relating to the relocation with prior approval by the deputy head. Other than expenses listed above, relocation expenses that are otherwise included in an employee’s incidental relocation expense allowance as outlined in Appendix C will only be considered if an employee elects to demonstrate that the full amount of the incidental relocation expense allowance has been used. The incidental relocation expense allowance remains not accountable.\n15.1.11 All receipts must be submitted to the deputy head within six months after the employee has arrived at the new place of duty. Any amount remaining in the Flexible Relocation Expense Fund after admissible receipts have been reimbursed will return to the Crown\n15.2 Employee-Couple\n15.2.1 Where an employee-couple is assigned to the same post, the provisions of this directive shall normally apply to one employee only of an employee-couple, subject to the provisions of subsection 15.2.3. The other employee will be considered as a dependant for the purposes of the relocation, unless the deputy head determines that individual treatment is justified by program requirements. In that case, the details shall be reported to the appropriate foreign service interdepartmental coordinating committee.\n15.2.2 Where an employee-couple is assigned to different posts, the provisions of this directive shall apply to each employee, having regard for any accompanying dependant.\n15.2.3 The employer shall provide each relocating employee of an employee-couple as defined in FSD 2 – Definitions with the necessary and reasonable leave with pay, based on individual circumstances, to carry out all activities related to the relocation.\nRelocation Travel\n15.3 General\n15.3.1 When an employee is relocated, the travel allocation as defined in this directive, shall be established by the deputy head. The employee may opt for a relocation travel allowance or an accountable relocation travel option as defined in this directive.\n15.3.2 Air travel is the standard mode of transportation for an employee who is relocated as in almost all cases it is the most practical and economical. However, where feasible, an employee may choose to travel by PMV or sea or a combination of air, PMV or sea as outlined in this directive. The relocation travel allowance will be calculated based on the mode or modes of travel requested by the employee. When driving is an option, the employee may be required to prove that travel took place as per the predetermined mode(s) of travel. Where actual travel does not follow the mode of travel as established for the relocation travel allowance, the employee will have been deemed to have selected the accountable option and a claim will be required. Funds will be recovered as applicable.\n15.3.3 Where an employee travels by PMV or sea or a combination of air, PMV or sea, the maximum of the relocation travel allowance is the amount which would have been authorized in subsection 15.6.1 for travel by air, unless otherwise specified.\n15.3.4 Each employee and dependant who will be residing with the employee at post is entitled to relocation travel and an individual seat under this directive. Where reduced fares are offered for children on airlines acceptable to the deputy head, such fares will normally be used to determine the airfare entitlement.\n15.3.5 Subject to section 15.6, where an employee is relocated from one post to another post, the deputy head shall determine the travel allocation based on the official routing, or, when so requested by the employee and/or dependant(s), from the old post via the headquarters city to the new post. Where a travel allocation is authorized for travel through the headquarters city, the employee will be required to provide proof that travel to the headquarters city took place for each traveller.\n15.3.6 In the event that the deputy head instructs an employee to proceed from the present post directly to the next post, the employee and accompanying dependants shall be entitled to one additional trip to the headquarters city for use during the employee’s next posting in accordance with subsection 50.4.3 of FSD 50 – Post Travel Assistance unless the employee’s dependant(s) are authorized to travel through the headquarters city at the time of relocation. In this case, only the employee shall be entitled to one additional trip, in accordance with this subsection.\n15.3.7 In exceptional circumstances, the deputy head may provide an employee and accompanying dependant(s) with return transportation from the present post to the headquarters city prior to departure from the employee’s present post, in lieu of the provisions of subsections 15.3.5 and 15.3.6, following confirmation of an assignment from one post to another post in order to facilitate the operational requirements of the department.\n15.3.8 In exceptional circumstances, the provisions of 15.3.5, 15.3.6 and 15.3.7 may be applied for travel to the last place of duty in Canada in lieu of the headquarters city where the employee can demonstrate to the deputy head the need for travel to the last place of duty in lieu of the headquarters city. Considerations may include medical, legal or financial appointments.\n15.4 Relocation Travel Allowance or Accountable Relocation Travel Option\n15.4.1 Where an employee chooses to receive a relocation travel allowance for relocation travel, the employee shall be issued the allowance in advance of the travel, and upon termination of relocation travel the employee may submit an expense claim for the additional relocation expenses as outlined in section 15.5. The relocation travel allowance shall be established on an individual basis by the deputy head based on the following:\n- the travel allocation specific to the mode of travel as outlined in sections 15.6 for travel by air, 15.7 for travel by PMV and 15.8 for travel by sea;\n- an amount of $75.00 for relocations to and from Canada to compensate for local transportation cost at the place of duty in Canada where an employee does not have access to a PMV;\n- two nights’ hotel accommodation at the place of duty in Canada if the employee does not have access to their residence; and\n- the daily meal allowance for each traveller and one daily incidental expense allowance per family unit in accordance with the NJC Travel Directive, for two days each at the old and the new place of duty.\n15.4.2 Where an employee chooses the accountable relocation travel option for relocation travel, an expense claim based on actual and reasonable expenses may be submitted for travel and accommodation up to the maximum which would have been authorized under paragraphs 15.4.1(a) and (c) respectively. The expenses for local transportation in Canada and for the daily meal allowance and daily incidental expense allowance may be claimed in accordance with paragraphs 15.4.1(b) and (d), subject to section 15.11.\n15.4.3 Where the employee chooses to not travel via the official routing and/or chooses to take additional travel leave, the employee is responsible for any difference in costs which exceed the travel allocation and the employer will not be responsible for any additional expenses incurred as a result of disruptions or delays arising from the arrangements made by the employee. The employee shall claim the travel leave as specified in section 15.9. The employee must submit a leave request for any additional time taken during normal working hours resulting from the employee’s personal travel arrangements.\n15.5 Additional Relocation Expenses\n15.5.1 Employees may submit an expense claim based on receipts for the following actual and reasonable additional relocation expenses:\n- two nights’ accommodation at the place of duty outside of Canada, subject to the limitations of section 15.23, or two nights’ waiver of shelter cost at the post where the employee will be occupying Crown-held accommodation, as determined by the deputy head;\n- local transportation expenses at the place of duty outside Canada for travel to or from the airport as applicable;\n- actual and reasonable costs for service charges/fees relating to financial transactions directly related to relocation travel based on the official routing, such as, but not limited to Automated Banking Machine use, credit/debit card use, financial institution foreign currency transaction commissions, traveller’s cheques acquisition and cheque-cashing fees provided these costs are supported by receipts and the expense currency is indicated;\n- expenses for necessary official telephone calls provided the purpose of the call is stated on the expense claim;\n- passports and related expenses such as visas, certificate of health and translation of official documents as required by officials;\n- gratuities related to travel, except that gratuities related to meals are included in the daily incidental expense allowance;\n- insurance for damage and/or loss of accompanying baggage to a maximum of $1,000 per traveller, beyond the compensation provided by the carrier, credit card company, travel agency or auto insurer as applicable; and\n- dependant care expenses in accordance with the dependant care provisions of the NJC Travel Directive, for a maximum of four days per relocation for dependants who are nine years of age or less and residing with the employee while effects are packed/unpacked and loaded/unloaded, at the old and/or new place of duty.\n15.5.2 The expenses relating to passports and related expenses in paragraph 15.5.1(e) may be covered for dependants, notwithstanding the fact that a relocation is not imminent. Examples include the birth of a child at post.\n15.6 Travel by Air\n15.6.1 The air travel from the old place of duty to the new place of duty will be based on the official routing as defined in this directive for the employee and each accompanying dependant using:\n- unrestricted full economy air fare; or\n- business class air fare, where the employee and dependants fly by the official routing which qualifies for business class travel by virtue of a flight of nine or more hours or continuous air travel in excess of 12 hours from scheduled departure to scheduled arrival or with an overnight stop or layover equivalent to an overnight stop, and the employee agrees to subsequently provide evidence (boarding passes or tickets) that all travellers receiving the business class allocation travelled business class as planned.\n15.6.2 Where the itinerary on which the air travel allocation, as determined by the deputy head, results in an authorized stopover, the travel allocation will include expenses at the stopover location in accordance with the NJC Travel Directive for return local transportation between the airport and the accommodation, accommodation, the daily meal allowance for all authorized travellers, and one daily incidental allowance per family unit.\n15.6.3 To alleviate fatigue caused by long journeys, overnight travel and time zone changes, wherever feasible, a suitable rest period shall be arranged between the time of arrival at the destination and the time the employee is required to report to work.\n15.6.4 The official routing for relocation travel between posts and Ottawa, including any authorized stopovers, shall be submitted to the NJC FSD Committee by June 30 th of every year, as specified in FSD 70.5.3 – Reporting Requirements.\n15.7 Travel by Private Motor Vehicle (PMV)\n15.7.1 The travel allocation for travel by PMV from the old place of duty to the new place of duty shall be determined by the deputy head to include:\n- the kilometric/mileage rate applicable to government business travel at the point of departure as applicable, for the number of kilometres/miles driving distance between the former place of duty and the new place of duty, increased by 20% for necessary additional travel, as determined by the deputy head;\n- travelling expenses for the journey by PMV, for the employee and each accompanying dependant. The deputy head shall determine the number of stopovers and the number of days for which meals and accommodation while travelling will be included in the allowance, on the basis of the most practical and economical route by PMV; and\n- the lower kilometric/mileage rate for a second PMV, for the same driving distance as for the first vehicle, if a second vehicle is being driven.\n15.7.2 Where two PMVs are driven, the travel allocation shall be increased by the estimated cost of shipping one PMV, which would otherwise have been shipped from its location to the new place of duty as outlined in section 15.18. Where one car is shipped and the other one is driven or where only one PMV is driven, the travel allocation is limited to the cost of air travel alone.\n15.7.3 Subject to paragraph 15.7.1(b), an employee who is authorized to travel by PMV shall not normally be expected to travel more than 500 kilometres per day. Where the distance between the old and the new place of duty is less than 650 kilometres, the employee shall be expected to complete the journey within one day, unless conditions acceptable to the deputy head prevent completion of the journey within that time. Where the distance between the old and new places of duty necessitates more than one day of travel and after the employee having completed one or more days of travel, less than 650 kilometres of the journey remain, the employee shall be expected to complete the journey within one day, unless conditions acceptable to the deputy head prevent completion of the journey within that time.\n15.8 Travel by Sea\n15.8.1 The travel allocation for travel by sea from the old place of duty to the new place of duty shall be determined by the deputy head to include:\n- an amount up to the air travel allocation in paragraph 15.6.1(a); and\n- the estimated cost of shipment of the employee’s PMV, as established by the deputy head in accordance with the provisions of section 15.18, where shipment of a PMV has been authorized by the deputy head, provided such costs are not included in the total ticket price for transportation/travel by ship, including costs related to the shipment of the PMV such as dock charges, insurance, etc.\n15.9 Travel Leave\n15.9.1 An employee shall be granted relocation travel leave based on the travel time required for travel by air by the official routing, except where:\n- travel is authorized under subsection 15.10.2 in which case the deputy head shall determine the appropriate amount of travel leave; and\n- the employee elects to travel by PMV in which case two days’ leave shall be granted.\n15.10 Traveller with Special Needs\n15.10.1 Where a traveller with a physical disability is required to pay for special assistance in travel (e.g. taxi driver or porter), the deputy head shall reimburse these actual and reasonable expenses based on receipts, provided they are clearly necessary and reasonable.\n15.10.2 Where, for logistical, operational or medical reasons, the deputy head authorizes an alternative mode of transportation other than air for all or some portion of the employee’s journey, reimbursement of actual and reasonable costs associated with such travel in accordance with this directive shall be authorized by the deputy head notwithstanding that such costs may exceed the cost of economy air travel. In such exceptional circumstances the employer shall make the necessary arrangements utilizing such modes and standards of travel as are deemed appropriate to the circumstances, having regard for the NJC Travel Directive.\n15.11 Temporary Duty En Route\n15.11.1 Where an employee is en route to or from a post and has an authorized stopover to transact official business, the deputy head may, in advance of such duty, authorize necessary expenses as are considered appropriate in respect of each accompanying dependant who is authorized to travel with the employee and:\n- who was residing with the employee at the former place of duty and will be residing with the employee at the new place of duty; and/or\n- for whom relocation expenses are authorized in accordance with section 15.29.\n15.11.2 The deputy head may authorize reimbursement of such expenses as are considered reasonable and justifiable according to the circumstances, normally for a period of up to seven days at any one location.\n15.12 Illness, Injury or Death while Travelling\n15.12.1 Reimbursement may be made for the use of an ambulance or taxi, as the deputy head deems appropriate under the circumstances, if an employee or a dependant becomes ill or is injured while travelling to the new place of duty and the deputy head is of the opinion that the nature of the illness or injury necessitated the use of an ambulance or taxi to a hospital, or a taxi to the hotel.\n15.12.2 An employee may also be reimbursed necessary expenses caused by the illness or injury to the extent the deputy head is satisfied the expenses were additional to those which might have been incurred had the employee not been absent from the place of duty and which are not otherwise payable to the employee under an insurance policy, the Government Employee's Compensation Act , or other authority.\n15.12.3 When, in the opinion of the attending physician, an employee's condition resulting from illness or injury while travelling to the new place of duty warrants the presence of the next-of-kin or a representative of the family, the deputy head may authorize payment of:\n- actual and reasonable return travelling expenses for such person to the location of the employee, minus return travelling expenses between the location of the person who is travelling and the headquarters city; and\n- actual and reasonable accommodation expenses at the location of the employee for any reasonable period as determined by the deputy head.\n15.12.4 If an employee or a dependant dies while travelling to a new place of duty, the deputy head shall authorize payment of expenses in accordance with FSD 66 – Death Abroad of an Employee or Dependant except that where the body is not transported, travel for the next-of-kin to the place of burial may be authorized as in subsection 15.12.3.\nRelocation of Household Effects and Private Motor Vehicle (PMV)\n15.13 Shipment and Storage of Household Effects\n15.13.1 On relocation to a new place of duty, the deputy head shall authorize and arrange shipment of all or part of the employee's household effects, as follows:\n- with respect to those household effects authorized for shipment, the deputy head shall approve for payment the actual and reasonable expenses for packing, crating, cartage, transportation, temporary storage for a period not exceeding twelve months, and unpacking;\n- with respect to those household effects not authorized for shipment, the deputy head shall make the necessary arrangements and approve for payment the actual and reasonable expenses for packing, crating, cartage and storage of such effects and, if necessary, transportation expenses to the employee's headquarters city or the nearest place where the deputy head determines suitable storage facilities exist;\n- whether or not a PMV is shipped under section 15.18, the deputy head may authorize payment: of actual and reasonable storage costs, including insurance and a one-time preservation fee for such services as removing battery, raising PMV off tires, applying lubricants as required, etc. for commercial storage of the employee's PMV, where the \"Canadian Red Book\" value of the vehicle exceeds the estimated cost of storage for the posting period; or up to $30 per month, including insurance, for private dead storage, such amount to be adjusted from time to time where the estimated cost of storage for the posting period exceeds the \"Canadian Red Book\" value.\n15.13.2 The deputy head may authorize additional shipments of household effects, subject to the overall weight limitations of Appendix B of this directive.\n15.13.3 The deputy head may authorize additional shipments and approve for payment the actual and reasonable expenses for packing, crating, cartage, transportation and unpacking of:\n- essential household effects requested within six months from the date of the employee's occupancy of permanent accommodation at the post;\n- household effects where there is a change in the number of the employee's dependants, for example, birth or adoption of a child;\n- household effects for a dependant or dependants who are or will be subject to FSD 18 – Special Family Separation Assistance, subject to section 18.8;\n- household effects for a dependent student, subject to section 35.5 of FSD 35 – Education Travel;\n- household effects, subject to section 15.32, for a spouse or common-law partner or child qualifying as a dependant in mid-tour;\n- household effects, subject to section 15.30 – Person Ceasing to be a Dependant, for a person who ceases to be a dependant while abroad; and\n- household effects to replace inventory items lost at the post as a result of fire, theft or other calamity in which case the overall weight limitation may be exceeded.\n15.13.4 An employee on cross-posting may be allowed additional shipments, at the discretion of the deputy head as follows:\n- from the employee's headquarters city or third location, to the employee's post. This will apply to situations such as, but not limited to, a move to a significantly different climate requiring different clothing, or where food and other supplies must be brought to the post; and/or\n- to the headquarters city from the former place of duty of effects which will not be needed at the new place of duty. This will apply to situations such as, but not limited to, a move from an unfurnished accommodation to a furnished accommodation where the furniture will not be required, and a move where dependants are not accompanying the employee to the new place of duty. If the deputy head does not agree to a shipment to the headquarters city for cost reasons, the employee shall not be penalized for overweight for these excess goods going to and/or from the new place of duty. The employee will not be responsible for costs incurred for storage, if required, at the new place of duty.\n15.13.5 Where, during an assignment outside Canada, an employee acquires furniture and household effects and/or a private motor vehicle (PMV) as a result of an inheritance, the deputy head shall authorize payment of all or a part of the storage costs only, incurred either in or outside Canada, of such effects until the employee is assigned to duty in Canada. Inheritance may also include personal and household effects transferred from parent(s) who move from a family residence into an elder-care facility. With respect to storage of an inherited private motor vehicle (PMV), provisions in paragraph 15.13.1(c) will apply.\n15.13.6 Payment of shipping charges in accordance with subsection 15.13.3 may not exceed the charges that would apply if the shipment were made between the employee's headquarters city and the post.\n15.13.7 Where, for reasons attributable to employee choice, more than one trip is made to the employee's residence for packing and crating of household effects, the employee shall be responsible for those costs which would not have been incurred had the packing and crating been done on one occasion only.\n15.13.8 Shipment of effects of a dependent student who joins the employee at the post may be authorized under FSD 35 – Education Travel.\n15.13.9 Where, following notification of an assignment outside Canada, an employee chooses to ship household effects, for the use of a dependent student who has been a member of the employee's household, to a temporary residence which is directly and solely attributable to the relocation, the deputy head may exercise managerial discretion under section 15.33 to authorize for payment the actual and reasonable expenses for packing, crating, transportation and unpacking (including in-transit insurance) of such effects and their return to the employee's principal residence, up to the cost that would otherwise have been incurred for the packing, crating, cartage and commercial storage of the effects in the employee's headquarters city.\n15.13.10 Notwithstanding subsection 15.13.2, an additional shipment of personal and/or household effects or accompanied excess baggage shall be authorized for employees who are returning to a level III, IV or V hardship post in accordance with the provisions of section 50.6 of FSD 50 – Post Travel Assistance.\n15.13.11 Where, at the request of an employee, household effects which were not placed in long-term storage in accordance with paragraph 15.13.1(b) at the time of the employee's relocation are later placed in long-term storage during the employee's assignment outside Canada, actual and reasonable expenses for packing, crating, cartage and storage may be authorized by the deputy head to the extent that such expenses do not exceed the expenses that would otherwise have been incurred had these effects been placed in long-term storage at the time of the employee's relocation.\n15.13.12 On relocation from a post to a place of duty in Canada, the deputy head shall make the necessary arrangements and approve for payment the actual and reasonable expenses for packing, crating, transportation, unpacking, and incidental storage of household effects for a period not exceeding twelve months or until the employee moves into permanent accommodation, whichever is earlier.\n15.13.13 Subject to 15.13.12, where an employee has acquired permanent accommodation, delivery of household effects and of a PMV which have been shipped or stored at public expense must be delivered as early as possible. An employee may request a later delivery provided costs relating to the later delivery are borne by the employee. Where a PMV was stored at public expense, the employee must remove the PMV from storage within 14 days after arriving at the new place of duty. An employee may take later delivery of PMV provided costs relating to the later delivery are borne by the employee.\n15.14 Modes of Shipment\n15.14.1 The household effects authorized for shipment to an employee's new place of duty shall be shipped using the most practical mode and route. Effects shall be shipped by surface means, by air cargo or by a combination of both modes as determined by the deputy head. The mode of shipment may differ on relocation to and from post. In determining the mode of shipment the deputy head shall take into account anticipated costs of temporary shelter, available shipping facilities and conditions at the new place of duty.\n15.14.2 In exceptional cases, the deputy head may authorize limited excess baggage or accompanied air freight, as appropriate, for example, where:\n- access to the air shipment may be delayed;\n- there may be an extended stay in temporary accommodation; or\n- there is a need for more clothing because of a significant change in climate.\n15.15 Restrictions Applying to Shipments\n15.15.1 When a removal at public expense has been authorized in accordance with the foregoing, an employee may include all household effects, subject to the limits of Appendix B of this directive.\n15.15.2 The following is a representative listing of items which shall not be moved at public expense:\n- items which by law or tariff restriction may not be moved with household effects, for example, fuel, explosives, ammunition, corrosives, flammable liquids, aerosols, home brew, cooking oil;\n- goods requiring climatically controlled conditions;\n- building materials, patio stones, cement blocks, outdoor barbecues (brick, cement or stone);\n- boats (except where sufficient space is available in the container authorized for shipment of the employee's household effects, including the employee's PMV or motorcycle where this has been authorized for containerized shipment with household effects);\n- aircraft and parts of aircraft;\n- trailers;\n- livestock;\n- portable buildings (except when dismantled and accepted by the mover on a straight-weight basis); and\n- farm or construction equipment or machinery.\n15.16 Weight Limitations\n15.16.1 The total quantity of effects the deputy head will normally approve under section 15.13 for shipment on each relocation at public expense shall not exceed the weight limitations outlined in Appendix B for the type of accommodation at the post. The weight of household effects used for disability-related needs (such as motorized wheelchair, etc.) shall not be considered as part of the weight of the employee’s household effects for the purposes of the weight limitations.\n15.16.2 An employee shall be advised of the pre-shipment weight of effects. If these estimates indicate an overweight situation, the employee shall either take corrective action to reduce shipping weights to within the authorized limit or accept responsibility for overweight charges.\n15.16.3 Prior to departure from post, an employee is expected to consider estimates provided for outgoing shipments by reference to the total weight of all incoming shipments and the purchase of personal and household effects while at post. It is the employee's responsibility to bring discrepancies to the attention of the deputy head.\n15.16.4 When effects have been authorized for shipment at public expense to a post, those effects shall be authorized for shipment and/or storage at public expense from that post, reduced by the weight of any shipments to Canada under FSD 35 – Education Travel, the weight of consumable goods shipped to post which put the shipment to post in an overweight situation and/or other FSD provision.\n15.16.5 In unusual circumstances, such as where packing material is heavier than normal, or there is evidence to indicate fault or negligence outside the reasonable control of the employee, the overall weight limitations referred to in section 15.16 may be exceeded with the approval of the deputy head. Where applicable, a determining factor in considering an exception to the weight limitation would be the total weight of all incoming shipments. Where it can be clearly demonstrated that the employee could not have been aware of an overweight situation, or was advised too late to take corrective action, recovery of all costs related to the excess weight shall be waived. Where a weight limitation has been exceeded without prior approval, the employee may be held accountable for any shipping and related charges.\n15.16.6 Where an employee chooses to ship additional effects to post at personal expense, the weight of these effects shall not be included in the weight entitlement on departure from post.\n15.17 Preparation of Inventory\n15.17.1 The inventories of household effects the employee must submit to the deputy head prior to departure shall be separated into four sections: air shipment, sea or road shipment, long-term storage and accompanying baggage.\n15.17.2 Articles listed in the inventory shall be described briefly, together with details regarding year of purchase, model and serial numbers if applicable, condition and replacement cost value in Canada at the time the inventory is prepared. Everyday household items, clothing, bedding/linen, kitchenware, appliances, furniture, furniture accessories, books, toys, etc. can be listed and valued either separately or in groups.\n15.17.3 Effects shall be described as follows:\n- General - Items which are valuable or unique or difficult to replace, such as works of art, hand-crafted rugs, antiques, etc. shall be described in more detail. Appraisal reports may be required for specific items as specified by the service provider. It is also helpful to have photos or videos of valuable items on file in case of damage or loss.\n- Crystal, porcelain, art objects etc. shall be described with emphasis on breakable or damageable items, particularly those that have a high value in comparison to like items. For name-brand crystal, porcelain, silverware and similar items which are still available commercially, appraisal reports are not required. The brand, model and specific design of these items shall be noted.\n- Furniture, major appliances and carpets , particularly when they will be detailed individually on the mover's inventory, need not be described in detail, but make and model shall be noted. Where appropriate, similar items can be listed as sets, i.e. 8 mahogany dining room chairs at $300 each.\n- Appliances, electrical and electronic equipment shall be described by make, model and serial number, unless they are unique or antique and valued at more than $1,500, in which case a current appraisal report shall be provided and attached to the inventory. No compensation will be provided for appliances and electronic or electrical equipment unless a certificate of good working order at the time of shipment or storage is attached to the inventory.\n- Other effects , such as clothing, cooking accessories, regular glassware and china, books, CDs, sporting equipment, tools, etc., may be listed in groups.\n- Any single item valued at over $1,000, other than name-brand items, or any personally-crafted item valued at more than $300 shall be supported by an appraisal report, with a copy attached to the inventory.\n- Items excluded from insurance coverage by the Crown should be listed separately in the same manner to assist in arranging private insurance coverage on some or all of these articles in the event the employee wishes to arrange such coverage.\n15.17.4 If an employee's household effects are damaged or lost during relocation, no claim for such loss or damage may be made under this directive unless the employee has submitted a detailed inventory of items shipped and/or stored at public expense, to the deputy head two weeks prior to departure for the new place of duty.\n15.17.5 Inventories are essential to the damage and loss claims process, and are often necessary for customs purposes. The inventory may not be sufficient to substantiate ownership or value of specific items. Employees are advised to keep receipts, photos, or videos, of important, valuable and unique effects.\n15.18 Shipment of Private Motor Vehicle (PMV)\n15.18.1 Subject to the provisions of this section, the deputy head may authorize shipment of one private motor vehicle (PMV), the primary purpose of which is for family conveyance. For purposes of shipment, private motor vehicle (PMV) means a motorcycle (when not shipped as household effects), sedan, sports car, station wagon, minivan, pick-up or 4-wheel drive vehicle of three-quarter ton rating or less owned by or registered in the name of an employee or a dependant.\n15.18.2 Payment of the actual and reasonable expenses related to the crating if required by the shipping and/or insurance company, insuring and transporting of a PMV to and/or from the employee's post may be authorized when the deputy head is satisfied that the country to which an employee is about to be relocated does not:\n- impose restrictive limitations on the size or other characteristics of the PMV to be shipped;\n- have vehicle operating laws or conditions that in the opinion of the deputy head make the operation of the employee's PMV significantly less safe than that experienced in Canada;\n- have prohibitive import duties or embargoes on the importation of private motor vehicles, or prohibitive disposal restrictions.\n15.18.3 Expenses authorized under subsection 15.18.2 shall not exceed the cost of crating, insuring, and transporting an employee's PMV from the old place of duty in Canada to the post, notwithstanding that the PMV may be shipped from a third location to the employee's post.\n15.18.4 Expenses authorized under subsection 15.18.2 shall not exceed the cost of crating, insuring and transporting an employee's PMV from the post to the new place of duty in Canada, except that such expenses will only be authorized if the PMV is in the possession of the employee, or a dependant, at the post, prior to shipment.\n15.18.5 In cases of cross-posting, the expenses authorized under subsection 15.18.2 shall not exceed the cost of crating, insuring and transporting an employee's PMV from:\n- the employee's old place of duty to the new place of duty where the vehicle is shipped from the old place of duty; or\n- the employee's old place of duty in Canada to the new place of duty where the vehicle is shipped from a location other than the employee's former post, except where the deputy head determines, and advises the appropriate foreign service interdepartmental coordinating committee, that unusual circumstances warrant the waiver of this limitation.\n15.18.6 In determining the transportation entitlement under subsection 15.4.3, the cost for PMV shipment shall be established in accordance with subsections 15.18.3, 15.18.4 and 15.18.5 above, but shall not exceed the estimated cost of shipping the vehicle from its location to the new place of duty.\n15.18.7 Payment of duties, taxes or registration for which an employee may be liable at a post or in Canada in respect of a PMV, motorcycle, boat or trailer shall not normally be authorized by the deputy head.\n15.18.8 Where the vehicle to be shipped exceeds the limits specified above, the deputy head may authorize actual and reasonable shipment expenses for such a vehicle to the limit of the maximum allowable.\n15.18.9 The deputy head shall not authorize shipment of a PMV which does not meet carrier specifications.\n15.18.10 The provisions of section 15.18 may be applied to a PMV which is shipped directly from the manufacturer to a local dealer at the employee's post, notwithstanding that it is not owned by or registered in the name of the employee or dependant at time of shipment, in situations where the manufacturer will not ship directly to the employee. Reimbursement shall be limited to identifiable transportation costs, upon production of evidence satisfactory to the deputy head, for the purchase of a new PMV.\n15.18.11 The provisions of subsection 15.18.10 may also be applied where, in the opinion of the deputy head, it is cost effective to purchase a new PMV from a local dealer, rather than pay directly for shipment of a PMV to a post.\nDamage and/or Loss Claims of Household Effects\n15.19 General Provisions\n15.19.1 Employees shall be provided insurance for damage and/or loss of household effects while in transit as follows:\n- $120,000 for household effects which are shipped to or from a post where employees will be or have been occupying Crown-furnished accommodation; or\n- $140,000 for household effects which are shipped to or from a post where employees will be or have been occupying unfurnished accommodation for which they shipped furniture; and\n- $120,000 for effects in storage at public expense which includes coverage for damage and loss of a PMV limited to the Canadian Red Book value on entry into storage and does not include compensation for corrosion or natural deterioration; and\n- coverage for damage and loss of a PMV which is shipped to or from post, limited to the Canadian Red Book value.\n15.19.2 Pending settlement of a claim for damage and/or loss to effects stored, accompanied or shipped at public expense, the deputy head, without prejudicing the settlement of claims, may authorize an accountable advance to the employee not to exceed the actual cash value of the lost or damaged effects.\n15.19.3 Any advance made to an employee and any compensation received by the employee from a third party shall be reimbursed by the employee.\n15.19.4 More than one advance payment may be made to an employee provided that:\n- the total amount of all advances does not exceed the actual cash value of claimable items; or\n- the employee has accounted for an advance and is requesting a subsequent advance for the purchase of replacement items, up to the actual cash value of the outstanding claimable items.\n15.19.5 The time limits specified in FSD 4 – Accountable Advances shall not apply to accountable advances made pursuant to subsection 15.19.2.\n15.19.6 When an employee encounters difficulties in the settlement of a claim for damage and/or loss to personal and/or household effects, the deputy head will liaise with the contracting authority as required.\n15.19.7 When an employee encounters difficulties in the settlement of a claim for damage and/or loss to personal and/or household effects, the deputy head may authorize the services of a separate service provider for advisory purposes to determine the extent of damage and/or loss and to recommend compensation in line with industry practice.\nOther Types of Relocation Expenses\n15.20 House Hunting Trips (HHT)\n15.20.1 A house hunting trip (HHT) is not an entitlement. When an employee is notified of a relocation to a new place of duty where Crown-held accommodation will not be available, the deputy head may authorize, where it can be reasonably demonstrated that the proposed HHT is cost-effective, for the employee and/or spouse or common-law partner, the following:\n- return travelling expenses by the lowest available airfare appropriate to a particular itinerary from the present place of duty to the new place of duty. Travel by private motor vehicle (PMV) at the lower kilometric rate shall not normally be authorized when, the travel distance exceeds 650 kilometres by road and/or travel under the NJC Travel Directive is less costly than commercial transportation or car rental. Parking, ferry and toll charges shall also be reimbursed, as appropriate when transportation is by private motor vehicle (PMV). Car rental or other transportation expenses shall not be reimbursed;\n- living expenses, as defined in FSD 2 – Definitions, at the new place of duty for a maximum of seven consecutive days (up to eight nights);\n- actual and reasonable local transportation expenses during a HHT to Canada for a period of up to seven days, as follows: the cost of a rental vehicle in accordance with the NJC Travel Directive; or the kilometric rate under the NJC Travel Directive for use of a PMV; or public transportation costs not to exceed the cost of a rental vehicle;\n- actual and reasonable local transportation expenses during a HHT to a post by the most practicable and economical means as determined by the deputy head for a period of up to seven days; this could include taxis or a rental vehicle in accordance with the NJC Travel Directive;\n- payment of dependant care expenses in accordance with the provisions of the NJC Travel Directive. Where expenses for dependant care are incurred at a post, the maximum amount may be exceeded on the recommendation of the appropriate foreign service interdepartmental coordinating committee;\n- telephone calls during a HHT in accordance with the NJC Travel Directive to dependant(s) at the former place of duty; however, telephone calls may not be claimed where an employee is receiving an incidental expense allowance for travel within Canada or the continental U.S.A;\n- leave with pay for the employee; and/or\n- travelling time to and from the new place of duty where it is not possible for the employee to travel during non-working hours.\n15.20.2 An extension of the time limits in and related expenses under paragraphs 15.20.1(b), (c), (d), and (f) may be authorized where in the opinion of the deputy head additional time is required at the new place of duty to conclude arrangements.\n15.20.3 Where transportation costs are not incurred for a HHT, the deputy head may authorize reimbursement of those local transportation expenses and dependant care expenses which would be authorized for a HHT, while in receipt of family separation expenses or in conjunction with relocation travel.\n15.20.4 Where transportation costs are not incurred for a HHT, the deputy head may authorize payment of those living expenses, local transportation and/or dependant care expenses which would be authorized for a HHT, where it would be cost-effective to authorize such expenses in conjunction with other travel, such as temporary duty, or vacation travel.\n15.20.5 Where transportation costs are not incurred for a HHT, the deputy head may authorize payment of living expenses and/or dependant care expenses for a dependent child where it would be cost-effective to authorize a HHT in conjunction with other travel.\n15.20.6 Dependant care assistance shall not be provided where the child's other parent resides in the same location as the child who requires dependant care.\n15.20.7 Where there are children who, because of a permanent disability, require the full-time care of a parent, the deputy head may authorize commercial transportation costs only for such children to accompany their parents on the house hunting trip.\n15.20.8 An employee may consider the provisions of FSD 56.11.5 to cover expenses for another person to accompany them on a house hunting trip at post. An employee may consider making use of funds received while at post via FSD 56.11.1 to cover expenses for another person to accompany them on a house hunting trip in Canada.\n15.20.9 An employee who has taken a HHT and who subsequently does not relocate shall not be required to reimburse the expenses incurred for the HHT.\n15.21 Incidental Relocation Expense Allowance\n15.21.1 In recognition of those incidental relocation expenses which are directly and wholly attributable to the relocation and which are not otherwise payable under a specific payment authority of the Foreign Service Directives, the deputy head shall authorize an incidental relocation expense allowance in accordance with Appendix C for which receipts are not required.\n15.22 Local Transportation Expenses\n15.22.1 An employee may claim per relocation, local transportation expenses with receipts, at the old and/or new place of duty as follows:\n- in accordance with section (a) of Appendix D of this directive, for: relocations to or from Canada where an employee has permanently disposed of or stored a private motor vehicle (PMV) prior to departure from the old place of duty, subject to subsection 15.22.2; or relocations to or from Canada where an employee is awaiting the arrival of a PMV which is being shipped to a new place of duty in accordance with the provisions of this directive, subject to subsection 15.22.2; or relocations to or from Canada where an employee has permanently disposed of or stored a private motor vehicle (PMV) prior to departure from the old place of duty and is awaiting the arrival of a PMV which is being shipped to the new place of duty in accordance with the provisions of this directive, subject to subsection 15.22.2; or relocations from one post to another post where an employee has disposed of a PMV which was in use at the old post or is awaiting shipment of a PMV at the new post; or\n- in accordance with section (b) of Appendix D, for relocations from one post to another post where: an employee has both disposed of a PMV which was in use at the old post and is awaiting the arrival of a new PMV which is being shipped to the new post; or an employee has both shipped the PMV which was in use at the old post and is awaiting the arrival of that PMV at the new post.\n15.22.2 Where an employee has a private motor vehicle (PMV) in storage in the headquarters city, local transportation expenses cannot be claimed in the headquarters city unless extraordinary circumstances preclude its removal in a timely manner.\n15.22.3 Where an employee rents a vehicle and free coverage for Collision Damage Waiver or Public Liability and Property Damage are not provided by a personal credit card or additional coverage is required, the cost of the premiums for coverage may be claimed under this directive.\n15.22.4 The deputy head may authorize additional financial assistance on an exceptional basis for local transportation expenses where assistance is not provided by the transportation company. Use of discretion is intended to recognize differences in shipment times for various regions as well as local conditions which may affect delivery of shipments within the normal expectations as presented in the Guaranteed Transit Times. Use of discretion should recognize the exigencies and demands of the foreign service in circumstances which are beyond the reasonable control of the employee. Discretion should not be exercised which would place an employee in a more advantageous position outside Canada than in Canada, or to correct fault, error or negligence on the part of an employee or dependant. Use of discretion shall be reported annually as specified in subsection 70.5.1 of FSD 70 – Allowances and Reporting Requirements.\n15.22.5 When a private motor vehicle (PMV) shipped at public expense is damaged in transit, the employee will be permitted to claim local transportation expenses for a maximum of 30 additional days if the maximum amount permissible under section 15.22 is exhausted and the liability by carriers or other insurers is exceeded.\n15.23 Temporary Accommodation Entitlements to/from Post\n15.23.1 Living expenses in temporary accommodation are payable at the old and new place of duty for the period during which an employee is unable to occupy their assigned permanent accommodation. This may include situations such as when shipments have mold damage and an employee cannot remain in the accommodation. The period for which living expenses may be authorized shall be determined by the deputy head depending upon the availability and suitability of accommodation.\n15.23.2 Except where otherwise specified, an employee shall be entitled to claim living expenses for a minimum of two days’ temporary accommodation at each of the old and new places of duty. It is the prerogative of management to judge the suitability and availability of permanent accommodation at the old and new place of duty. Where available at a post, Crown-held accommodation shall be used rather than commercial facilities.\n15.23.3 An employee is entitled to two days’ living expenses in temporary accommodation at each of the old and new places of duty, unless:\n- an employee chooses, and the employer agrees, to continue to occupy permanent accommodation until departure from the old place of duty, or to move into permanent accommodation immediately upon arrival at the new place of duty. In each of these situations, an employee may claim living expenses, excluding accommodation expenses, (which shall include a waiver of shelter cost under FSD 25 – Shelter) for two days; or\n- an employee is maintaining a principal residence at the old place of duty or has established a principal residence at the new place of duty, which is occupied by a dependant at the time of the relocation. These situations occur, for example, where assistance has been authorized in accordance with FSD 18 – Special Family Separation Assistance. In these situations, where living expenses are not necessarily incurred as a result of the relocation, the two-day entitlement shall not apply.\n15.23.4 When authorized in advance, and subject to the specific provisions of this directive, actual and reasonable living expenses in temporary accommodation, if necessary, for an employee and each accompanying dependant, may be claimed as follows, for:\n- Hotel accommodation: actual and reasonable accommodation expenses; one daily incidental expense allowance per family unit in accordance with Appendix C or D, as applicable, of the NJC Travel Directive; an amount for meals in accordance with Appendix E of this directive.\n- Self-contained accommodation: actual and reasonable accommodation expenses; one daily incidental expense allowance per family unit in accordance with Appendix C or D, as applicable, of the NJC Travel Directive; an amount for meals not to exceed 75% of the full daily meal allowance in accordance with Appendix E (see note 5) of this directive.\n- Private non-commercial accommodation: accommodation expenses in accordance with the NJC Travel Directive for private non-commercial accommodation; one daily incidental expense allowance per family unit in accordance with Appendix C or D, as applicable, of the NJC Travel Directive; an amount for meals not to exceed 75% of the full daily meal allowance in accordance with Appendix E (see note 5) of this directive.\n15.23.5 In addition to the daily incidental expense allowance, an employee may claim:\n- the cost of parking for one private motor vehicle (PMV) at an employee's temporary living accommodation if parking is not provided free of charge;\n- additional incidental expenses, when a traveller with a physical disability is required to pay for special assistance (e.g. porter), provided they are clearly reasonable and necessary. Receipts are required.\n15.23.6 Living expenses in temporary commercial or private accommodation shall normally be limited to the old and/or new place of duty. However, living expenses in temporary accommodation in a third location may be eligible for reimbursement where such arrangements are directly related to the facilitation of a specific departmental program and are approved in advance by the deputy head. Reimbursement shall be limited to the period during which the employee is occupying temporary accommodation and shall not exceed the costs which would be incurred if the dependants remained with the employee.\n15.23.7 The period during which living expenses may be claimed shall not be authorized to accommodate an employee for a personal decision such as the sale of personally-owned accommodation, the terms of which require the employee to vacate prior to the scheduled departure. Similarly, temporary accommodation will not be authorized to facilitate redecorating or repair work.\n15.23.8 When an employee is in temporary accommodation for more than 30 days prior to departure from Canada, the employee is subject to the applicable shelter cost from the third day following arrival at the post.\n15.23.9 Where an extension of the period in temporary accommodation is approved at the old place of duty as a result of exceptional operational requirements (for example delays in agreement for Heads of Mission, unforeseen program requirements arising after an employee has made normal arrangements to vacate permanent accommodation which make it necessary to delay departure, or the requirement to vacate Crown-held accommodation to facilitate redecorating, renovations, repairs or other operational requirements) the days spent in temporary accommodation prior to departure from the old place of duty on the instruction of the deputy head, other than those days normally authorized for packing and removal of personal and household effects, will not count against the employee's allowable maximum.\n15.24 Living Expenses on Relocation to Post\n15.24.1 On relocation to a post, subject to section 15.23, when authorized in advance, an employee may claim actual and reasonable living expenses in temporary accommodation, as outlined in this directive, which are summarized in Appendix E, prior to departure from the old place of duty and immediately following arrival at a post, for a total period of 30 days.\n15.24.2 When an employee has claimed living expenses for a house hunting trip, the number of days of the trip, exclusive of actual travel time, shall be deducted from the 30-day period.\n15.24.3 When an employee precedes a dependant to a post, where assistance has been authorized in accordance with FSD 18 – Special Family Separation Assistance, living expenses in temporary accommodation may be claimed for two days on arrival at post. In addition, following expiry of the initial two-day period an employee may claim living expenses in temporary accommodation in accordance with this section, except that:\n- where the employee preceded the dependants, expenses may not be claimed at the former place of duty;\n- expenses for the dependants at the former place of duty shall be limited to two days;\n- the employee's shelter cost under FSD 25 – Shelter, shall be waived until the arrival of a dependant unless the employee and the dependants continue to occupy temporary accommodation in which case the shelter cost shall apply on the 31 st day following initial occupancy of temporary accommodation; and\n- an employee may claim an allowance for occupancy of private non-commercial accommodation in accordance with the relevant provisions of the NJC Travel Directive.\n15.24.4 However, where an employee has not occupied permanent accommodation when dependants arrive at the post, living expenses may be claimed, if necessary, for the employee and the dependant for a total period of 30 days, less the period for which living expenses in temporary accommodation were paid on behalf of the employee and/or dependant under this section.\n15.24.5 An employee occupying permanent Crown-held accommodation equipped with adequate furniture, furnishings and appliances may claim living expenses for two days, only where living expenses have not been authorized in temporary accommodation following arrival at the post. In such cases, shelter cost will be assessed on the third day of occupancy. Where living expenses have been authorized in temporary accommodation following arrival at post, shelter cost will be assessed immediately on occupancy of permanent accommodation, if not assessed previously, in accordance with the provisions of this directive.\n15.24.6 At a post outside the United States of America, when an employee occupies hotel accommodation for a period in excess of 30 days, because Crown-held accommodation is not available for occupancy, and the deputy head is satisfied that 75% of the full daily meal allowance is inadequate due to extremely limited restaurant facilities, such employee may be authorized to claim actual and reasonable expenses for meals, when supported by receipts, up to the applicable full daily meal allowance.\n15.24.7 Except where an employee is occupying private accommodation or temporary self-contained accommodation, upon expiry of the 30-day time limit specified above, the employee who is still unable to occupy permanent accommodation because, in the opinion of the deputy head, sufficient household effects are not available, or because suitable Crown-held accommodation is not available for occupancy, or for some other reason satisfactory to the deputy head, may claim actual and reasonable accommodation expenses, incidental expenses and meals in accordance with section 15.23.\n15.24.8 Upon expiry of this 30-day time limit specified above, the employee who is occupying private accommodation or temporary self-contained accommodation who is still unable to occupy permanent accommodation because, in the opinion of the deputy head, sufficient household effects are not available, or because suitable Crown-held accommodation is not available for occupancy, or for some other reason satisfactory to the deputy head, may continue to claim actual and reasonable accommodation expenses.\n15.24.9 Upon expiry of this 30-day period, the employee who is still unable to occupy permanent accommodation, for reasons acceptable to the deputy head, shall be subject to the applicable shelter cost, in accordance with FSD 25 - Shelter. Where the employee's shelter cost exceeds the actual accommodation expenses, the employee shall not be subject to a shelter cost but shall instead be responsible for payment of actual accommodation expenses.\n15.24.10 Notwithstanding the limitations of subsection 15.24.9, but subject to the discretion of the deputy head, an employee who changes temporary self-contained accommodation or moves from temporary self-contained accommodation to permanent staff accommodation, may claim up to 75% of the full daily meal allowance for up to two days.\n15.24.11 In all circumstances not described above, the employee shall be responsible for living expenses in temporary accommodation.\n15.25 Living Expenses on Relocation to a Place of Duty in Canada\n15.25.1 On relocation to a place of duty in Canada, subject to section 15.23 when authorized in advance, an employee may claim actual and reasonable living expenses in temporary accommodation, as outlined in this directive, prior to departure from the post and immediately following arrival at the new place of duty in Canada, for a total period of 30 days.\n15.25.2 When an employee has claimed living expenses for a house hunting trip which has been successful, the number of days of the trip, exclusive of actual travel time, shall be deducted from the 30-day period.\n15.25.3 When assistance has been authorized under FSD 18 – Special Family Separation Assistance, the total period for which living expenses may be claimed prior to and following arrival at the new place of duty in Canada is limited to seven days. However, when a dependant arrives at the new place of duty in Canada, living expenses may be claimed, if necessary, for the employee and the dependant for a total period of 30 days, less the period for which living expenses were paid on behalf of the employee prior to the arrival of the dependant.\n15.25.4 This provision is not available when a dependant has occupied the principal residence in advance of the employee and sufficient household furniture and effects are available for normal family occupancy when the employee has relocated. An exception may be considered in unusual circumstances at the discretion of the deputy head in accordance with section 15.33 – Managerial Discretion.\n15.25.5 Where permanent accommodation is available for occupancy, and, through no fault or choice of the employee or of a dependant, household effects are not available for delivery to that accommodation in the headquarters city, because of a delay in shipment or because arrangements could not be made for delivery of household effects on the occupancy date, the deputy head may authorize the payment of actual and reasonable expenses for accommodation and laundry for a period ending one day after delivery of the employee's household effects.\n15.25.6 When unusual conditions, such as extremely low vacancy rates, where the employee arrives in the headquarters city near the end of a month, where arrangements for delivery of household effects cannot be made for the first day of a month, or where the leasing agreement specifies an occupancy date in mid-month and an employee encounters difficulty in obtaining permanent accommodation which can be occupied within the 30-day period provided under section 15.25, the deputy head may approve any temporary accommodation expenses in excess of the employee's normal accommodation costs, normally up to a maximum period of 60 days.\n15.25.7 Expenses under subsection 15.25.6 shall be limited to actual and reasonable expenses for accommodation and laundry, at an establishment approved by the deputy head, reduced by an employee share. Where an employee leases permanent accommodation, the employee share shall be the monthly rent as specified in the lease. Where an employee purchases permanent accommodation, the employee share shall be the shelter cost determined in accordance with FSD 25 - Shelter, where household size reflects the number of persons occupying temporary accommodation and annual salary reflects the employee's annual salary on the initial date of occupancy of temporary accommodation.\nRelocation in Specific Circumstances\n15.26 Termination of Assignment Outside Canada\n15.26.1 When, while serving at a post, an employee's assignment is terminated because of:\n- retirement, the deputy head shall approve for payment actual and reasonable relocation expenses in accordance with this directive, from the approved place of residence abroad, to the employee's headquarters city, or any other place, except that expenses payable shall not exceed those that would be paid to the employee's headquarters city; removal must be effected within six months of the employee's last day of employment; in cases of retirement which are not beyond the reasonable control of the employee, where the employee has not completed the agreed-to tour of duty, the deputy head may require that the employee pay a portion of the expenses in an amount not exceeding, and possibly less than, the amount determined on a pro-rata basis according to Appendix F in which case, the employee shall be so advised in writing before departure from the post;\n- workforce adjustment, the deputy head shall approve for payment actual and reasonable relocation expenses in accordance with paragraph 15.26.1(a); subject to operational requirements, an employee may be relocated to the headquarters city prior to termination of employment or may be relocated directly to the place where the employee chooses to retire;\n- the employee's death, the deputy head shall approve for payment actual and reasonable expenses payable under this directive on behalf of a dependant abroad in accordance with paragraph 15.26.1(a) provided the move is effected within six months of the employee's last day of employment;\n- resignation or dismissal, the deputy head may: approve for payment actual and reasonable relocation expenses in accordance with paragraph (a) of the definition of \"relocation expenses,\" of the employee and each dependant, on a pro-rata basis, from the approved place of residence abroad to the employee's headquarters city in accordance with Appendix F of this directive except that where an employee chooses to relocate to a location other than the headquarters city, the amount payable shall not exceed the amount as determined in Appendix F; and/or authorize recovery of relocation expenses in accordance with this directive paid in respect of the journey to the post, where the employee resigns within one year from date of arrival at the post, on a pro-rata basis, in accordance with Appendix F of this directive; and relocation expenses shall only be paid if the relocation is effected within two months of the last day of employment and shall be limited to the expenses that would be payable for relocation between the employee's post and the dependant's approved place of residence abroad, and the employee's headquarters city;\n- extended periods of leave without pay, the deputy head shall approve for payment actual and reasonable relocation expenses in accordance with paragraph 15.26.1(a) and Appendix F of this directive, provided removal is effected within twelve months of the employee's last day of duty at the post.\n15.26.2 Where effects have been placed in long-term storage at the employee's headquarters city, shipment of such effects to another location shall not be authorized.\n15.26.3 Where termination of employment outside Canada is the result of retirement or death of an employee, the deputy head may authorize the continued payment of storage costs for effects in long-term storage for such period of time as is considered appropriate to the circumstances but not exceeding nine months from the employee's last day of employment.\n15.26.4 An employee who resigns or is dismissed while serving outside Canada is responsible for storage costs of effects in long-term storage from the date of termination.\n15.26.5 Where an employee has confirmed in writing that they will be retiring following the end of an assignment abroad, notwithstanding approved leave following departure from post, the deputy head shall approve for payment actual and reasonable relocation expenses in accordance with this directive, from the approved place of residence abroad, to the employee's headquarters city, or any other place, except that expenses payable shall not exceed those that would be paid to the employee's headquarters city, provided removal is effected within six months of the employee's last day of employment. Where effects have been placed in long-term storage at the employee' headquarters city, shipment of such effects to another location shall not be authorized.\n15.26.6 Where, for personal reasons, an employee requests and receives approval from the deputy head to relocate to or from a location which is not the place of duty, the deputy head shall approve for payment actual and reasonable expenses, up to the cost that would be approved to or from the employee’s headquarters city for:\n- relocation travel;\n- two nights’ hotel accommodation only, up to the cost of temporary accommodation which would have been included in the relocation travel allowance in accordance with section 15.4; and\n- shipment of household effects and of a PMV in accordance with this directive.\n15.26.7 Expenses for long term storage of household effects or a PMV at the other location, for the shipment of household effects or PMV in long term storage and local transportation at the location which is not the place of duty are not authorized.\n15.27 Early Termination of Posting\n15.27.1 When an employee serving at a post requests relocation to Canada before termination of the agreed-to assignment, the deputy head may require that the employee pay a portion of the relocation expenses in accordance with this directive, in an amount not exceeding, and possibly less than, the amount determined on a pro-rata basis according to Appendix F, in which case, the employee shall be so advised in writing before departure from the post.\n15.27.2 Subsection 15.27.1 should be applied only in those cases where a termination of posting takes place exclusively because of the personal wishes of the employee. Care should be exercised to ensure that there is no penalty because of circumstances beyond the employee's control, or because of situations which can be attributed wholly or in part to the employer.\n15.27.3 Where an employee who has been assigned to duties at a post outside Canada for a period of one year or more is recalled to Canada prior to completion of the normal period of posting, the deputy head shall reimburse the employee the amount paid in customs duties and taxes in respect of a reasonable quantity of goods purchased for personal use that does not qualify for tax-free admission because the period of possession or absence from Canada was insufficient, where:\n- reimbursement shall be made only on goods purchased prior to notification of recall to Canada where such goods would normally have been permitted duty and tax-free entry to Canada had the employee completed the assignment; and\n- the employee's posting has been terminated due to illness or death of an employee or dependant or program related reasons, such as re-assignment for service in Canada, or to a post, where the employee's goods are returned to Canada for storage, promotion, release, lay-off, training, or staff reductions.\n15.28 Transfer Between Departments\n15.28.1 When an employee serving at a post is transferred from one department to another, the relocation expenses in accordance with this directive, where applicable, shall be borne by the receiving department. However, costs may be shared by the receiving and sending departments where it is to their mutual advantage and prior arrangements have been made.\n15.29 Relocation During Long School Holiday Recess\n15.29.1 Where an employee is to be relocated during the long school holiday recess, the deputy head may authorize payment of actual and reasonable relocation expenses in accordance with this directive, to the employee's new place of duty, for a dependant who resides with the employee at the time of relocation and will become a dependent student as defined in FSD 2 – Definitions and where a spouse or common-law partner is not remaining at the old place of duty and:\n- who will not be residing with the employee at the post, but for whom an education allowance or shelter assistance will be payable under FSD 34 – Education Allowances for the academic year immediately following the relocation and for whom FSD 35 – Education Travel will be authorized for travel to the school or post-secondary institution at the commencement of the school year; and/or\n- who has not been residing with the employee at the post, but for whom an education allowance or shelter assistance has been paid under FSD 34 - Education Allowances for the academic year immediately preceding the relocation and for whom FSD 35 – Education Travel will be authorized for travel to the school or postsecondary institution at the commencement of the school year.\n15.29.2 In lieu of the provisions of subsection 15.29.1, the deputy head may authorize payment of actual and reasonable living expenses for a dependent student to the maximum amount specified in subsection 34.4.1 of FSD 34 – Education Allowance from the time the employee occupies temporary accommodation at the old place of duty in accordance with section 15.24 until the commencement of the school term.\n15.30 Person Ceasing to be a Dependant\n15.30.1 Where a person ceases to be a dependant while abroad, the deputy head may approve payment of actual and reasonable relocation expenses:\n- in accordance with this directive where the person leaves the post with the employee or in advance of the employee; or\n- in accordance with paragraph (a) of the definition of \"relocation expenses\" where the person leaves the post within one year of the employee's date of departure from the post; or\n- in accordance with paragraph (a) of the definition of \"relocation expenses\" where the person has been in full-time attendance at an educational institution outside Canada and returns to Canada within three months from the date of completion of the program in which the student was enrolled at that educational institution, in an amount not exceeding the costs of relocation between the dependant's approved place of residence abroad and the employee's headquarters city.\n15.30.2 In considering weight limitations which may be approved under section 15.30, the total weight limitations of all shipments authorized under sections 15.13 and 15.30 shall not exceed the maximum weight limitation which the deputy head was prepared to approve under section 15.16.\n15.30.3 Subject to 15.30.1, where a spouse or common-law partner relocates to the headquarters city and establishes a principal residence, a portion of the household effects in long term storage may be delivered, subject to deputy head approval, provided the basic furniture required for a residence of at least one person is included.\n15.31 Dependants Prohibited from Accompanying an Employee\n15.31.1 Subject to subsection 15.31.4, when an employee serving abroad is relocated to a post where it is not permitted to take a dependant, the deputy head may approve for payment actual and reasonable, relocation expenses in accordance with this directive, of the dependant from the approved place of residence abroad to:\n- the employee's headquarters city; or\n- a location in or outside of Canada chosen by the employee and approved by the deputy head.\n15.31.2 Where the location chosen by the employee and approved by the deputy head is outside Canada, relocation expenses, in accordance with this directive, shall be limited to the expenses that would be incurred if the dependant had been relocated to the employee's headquarters city.\n15.31.3 Subject to subsection 15.31.4, if the prohibition of a dependant at the employee's post is lifted not later than six months before the employee is scheduled to depart, the deputy head may approve for payment actual and reasonable relocation expenses, in accordance with this directive, of the employee's dependant from the approved place of residence to the employee's post. Where the approved place of residence is a location outside Canada, relocation expenses payable shall be limited to the expenses that would be incurred if the dependant had been relocated from the employee's headquarters city to the post.\n15.31.4 Relocation expenses payable under subsections 15.31.1, 15.31.2 and 15.31.3 shall be those expenses, in accordance with this directive, authorized by the deputy head in such amounts as are considered appropriate to the circumstances by the deputy head, in accordance with this directive.\n15.32 Spouse/Common-Law Partner Qualifying as a Dependant in Mid-Tour\n15.32.1 Where a spouse or common-law partner and any accompanying dependent children becomes a dependant in mid-tour, through marriage or eligibility in accordance with the declaration in Appendix A of FSD 2 – Definitions, the deputy head shall, subject to the provisions of FSD 9 – Medical and Dental Examinations and FSD 18 – Special Family Separation Assistance, authorize payment of the following expenses for these dependants:\n- actual and reasonable transportation expenses, including costs of authorized stopovers, by the most direct routing from the location where the marriage takes place or the spouse’s place of residence at the time of the marriage, from the common-law partner’s place of residence at the time of designation, or from the location of the child, to the employee's post, up to the cost of travel by the most direct routing from the headquarters city to the employee's post, minus travelling expenses between the location and the employee’s headquarter city;\n- storage costs only for the spouse's or common-law partner's or dependant’s household effects, following receipt of an inventory in accordance with section 15.17, provided that effects are combined with existing long-term storage lot of the employee, until the employee is assigned to duty in Canada and effects are removed from long-term storage. If the employee does not have any goods in long-term storage in the headquarters city, storage costs may be allowed at an approved storage facility in the headquarters city;\n- actual and reasonable expenses for packing, crating, cartage, transportation and unpacking of household effects following receipt of an inventory in accordance with section 15.17, to the employee's post, up to the cost of shipment by the most direct routing from the headquarters city to the employee's post from: the location where the marriage takes place or the spouse's previous place of residence at the time of the marriage; or the previous place of residence of the common-law partner, when the common-law partner becomes a dependant through the declaration in Appendix A of FSD 2 –Definitions; or the location of the child, when the child is designated a dependant.\n15.32.2 Where an employee or spouse or common-law partner gives birth to a child in mid-tour away from post, subject to FSD 41 – Health Care Travel, the deputy head may authorize payment of:\n- actual and reasonable transportation expenses, including costs of authorized stopovers, for the newborn by the most direct routing from the approved treatment location to the employee’s post; and\n- actual and reasonable expenses for packing, crating, cartage, transportation and unpacking of household effects following receipt of an inventory in accordance with section 15.17, to the employee’s post up to the cost of shipment by the most direct routing from the headquarters city to post.\n15.32.3 In all other cases, where a child becomes a dependant, the deputy head may authorize payment of:\n- actual and reasonable transportation expenses, including costs of authorized stopovers, for the child by the most direct routing from the location of the child to the employee’s post, minus the cost of travel by the most direct routing from the location of the child to the employee’s headquarters city;\n- storage costs only for the child’s household effects in the employee’s headquarters city, following receipt of an inventory in accordance with section 15.17; and\n- actual and reasonable expenses for packing, crating, cartage, transportation and unpacking of household effects following receipt of an inventory in accordance with section 15.17, from the location of the child to the employee’s post, minus the cost of shipment by the most direct routing from the location of the child to the employee’s headquarters city.\n15.32.4 Removal of the spouse's or common-law partner's household effects will not be authorized within any area, which, according to local custom, is within commuting distance of the employee's place of duty.\n15.32.5 Packing, crating and shipping expenses associated with placing the spouse's or common-law partner's effects in long-term storage are the responsibility of the employee.\nManagerial Discretion\n15.33 Managerial Discretion\n15.33.1 Subject to specific financial limitations prescribed in this directive, when the deputy head is of the opinion that the assistance provided under any section is clearly inadequate for an employee (because of special circumstances not taken into account by this directive), such additional assistance may be authorized as is considered necessary to facilitate a departmental program or to rectify what would otherwise be an obvious injustice to the employee. Such additional assistance shall not be granted where it is explicitly prohibited under any section of this directive.\n15.33.2 Managerial discretion may also be exercised under this section where there has been a bona fide de facto separation, a legal separation, or divorce and in the opinion of the deputy head the assistance provided is clearly inadequate for an employee or estranged spouse or common-law partner.\n15.33.3 Where management discretion is exercised, the details shall be reported to the appropriate foreign service interdepartmental coordinating committee.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-16", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix A – Relocation Travel – Sections 15.3 to 15.10", "marginal_note": "Appendix A – Relocation Travel – Sections 15.3 to 15.10", "part": "Part III - Relocation and Related Provisions", "division": "", "heading": "", "text": "TRAVEL PROVISION An employee who is authorized to relocate may opt for a non-accountable relocation travel allowance or an accountable relocation travel option. Non-Accountable Relocation Travel Allowance (Reference 15.4.1) Provision For Relocations to or From Canada For Relocations Between Posts Travel Allocation Travel allocation based on the mode of travel as specified in sections 15.6, 15.7 and 15.8 Travel allocation based on the mode of travel as specified in sections 15.6, 15.7 and 15.8 subject to 15.3.5 and 15.3.6 Stopover Expenses relating to an authorized stopover for air travel (Reference 15.6.2) Expenses relating to an authorized stopover for air travel (Reference 15.6.2) Local Transportation $75 CAD to compensate for local transportation cost at the place of duty in Canada where the employee does not have access to a PMV (Reference 15.4.1(b)) See additional relocation expenses section below (Reference 15.5.1(b)) Accommodation Two nights’ hotel accommodation at the place of duty in Canada where an employee does not have access to their principal residence (Reference 15.4.1(c)) See additional relocation expenses section below (Reference 15.5.1(a)) Meals Daily meal allowance for each traveller in accordance with the NJC Travel Directive for two days each at the old and at the new place of duty (Reference 15.4.1(d)) Daily meal allowance for each traveller in accordance with the NJC Travel Directive for two days each at the old and at the new place of duty (Reference 15.4.1(d)) Incidental Expenses One daily incidental allowance in accordance with the NJC Travel Directive per family unit for two days at the old and at the new place of duty (Reference 15.4.1(d)) One daily incidental allowance in accordance with the NJC Travel Directive per family unit for two days at the old and at the new place of duty (Reference 15.4.1(d)) Accountable Relocation Travel Option (Reference 15.4.2) Actual and reasonable expenses for the same expenses which are included in the relocation travel allowance may be claimed by the employee up to the cost of travel by air (Reference 15.3.3)\nADDITIONAL RELOCATION EXPENSES Employees may submit an expense claim based on receipts for the following actual and reasonable additional relocation expenses. Provision For relocations to or from Canada For relocations between posts Accommodation Two nights’ accommodation at the place of duty outside of Canada, subject to the limitations of section 15.31 or two nights’ waiver of shelter cost at the post where the employee will be occupying Crown-held accommodation, as determined by the deputy head (Reference 15.5.1(a)) Two nights’ accommodation at the old and new place of duty outside of Canada, subject to the limitations of section 15.31 or two nights’ waiver of shelter cost at the post where the employee will be occupying Crown-held accommodation, as determined by the deputy head (Reference 15.5.1(a)) Local Transportation Local transportation expenses at the place of duty outside Canada for travel to or from the airport as applicable (Reference 15.5.1(b)) Local transportation expenses at the old and new place of duty outside Canada for travel to or from the airport as applicable (Reference 15.5.1(b)) Financial Transactions Actual and reasonable costs for service charges/fees relating to financial transactions during relocation travel based on the official routing, such as, but not limited to Automated Banking Machine use, credit/debit card use, financial institution foreign currency transaction commissions, traveller’s cheques acquisition and cheque-cashing fees provided these costs are supported by receipts and the expense currency is indicated. Official Telephone Calls Expenses for necessary official telephone calls provided the purpose of the call is stated on the expense claim Travel Documents Passports and related expenses such as visas, certificate of health Travel Gratuities Gratuities related to travel, except that gratuities related to meals are included in the daily incidental expenses allowance Insurance Insurance to cover repairs to or replacement of lost or damaged luggage while travelling, except where such coverage is provided by the carrier Dependant Care Dependant care expenses in accordance with the dependant care provisions of the NJC Travel Directive for a maximum of four days per relocation for dependants who are nine years of age or less and residing with the employee while effects are packed/unpacked and loaded/unloaded at the old and/or new place of duty\nNotes :\n- All allowances and incidentals within Canada and the continental USA are payable at the rates shown in Appendix C of the NJC Travel Directive.\n- All allowances and incidentals outside Canada and the continental USA are payable at the rates shown in Appendix C or D as applicable, of the NJC Travel Directive.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-17", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix B - Weight Limitations for Shipment of Household Effects – Section 15.16", "marginal_note": "Appendix B - Weight Limitations for Shipment of Household Effects – Section 15.16", "part": "Part III - Relocation and Related Provisions", "division": "", "heading": "", "text": "No. of Persons in the Household Furnished Accommodation Unfurnished Accommodation 1 3100 kg net (6,820 lbs) 4700 kg net (10,340 lbs) 2 3400 kg net (7,480 lbs) 5300 kg net (11,660 lbs) 3 3700 kg net (8,140 lbs) 5900 kg net (12,980 lbs) 4 4000 kg net (8,800 lbs) 6500 kg net (14,300 lbs) 5 4300 kg net (9,460 lbs) 7100 kg net (15,620 lbs) 6 4600 kg net (10,120 lbs) 7700 kg net (16,940 lbs) 7 or more 4900 kg net (10,780 lbs) 8300 kg net (18,260 lbs)\nThe weight limits referred to in section 15.16 are net amounts. Gross weight shall be determined by applying the following percentage factors for packing material:\nAir Shipment: 20% Road Shipment: 15% Overseas Container Shipment: 15% Overseas Wooden Liftvan Shipment: 30%", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-18", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix C – Incidental Relocation Expense Allowance – Section 15.21", "marginal_note": "Appendix C – Incidental Relocation Expense Allowance – Section 15.21", "part": "Part III - Relocation and Related Provisions", "division": "", "heading": "", "text": "Effective Date: April 1, 2026\nThe incidental relocation expense allowance is $4,240 per relocation.\nNote : This appendix shall be adjusted annually on April 1 st in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .\nThe following is a representative list, which is not all inclusive, of incidental relocation expenses which the incidental relocation expense allowance provided under FSD 15.21 covers.\n- Converting electrical appliances to make them compatible with electrical service at new place of duty;\n- Disconnecting and connecting telephone, cable, electricity, natural gas and other utilities and services;\n- Cost of inspections to determine working condition of electrical equipment and appliances placed in storage and shipped;\n- Repair or replacement of electrical equipment and appliances certified to be in working condition when placed in storage due to deterioration while in storage;\n- Local transportation (including car rental) to locate accommodation at the employee’s new place of duty, to arrange customs clearance of personal and household effects at new place of duty when FSD 15.22 does not apply;\n- Telephone charges and advertising to dispose of or acquire accommodation and a PMV at the old or new place of duty;\n- Gratuities paid to packers and movers;\n- Shipment of domestic pets, including quarantine expenses and procurement of travel kennels;\n- Disassembling and assembling of garden and patio furniture, above-ground swimming pools, utility sheds, etc.;\n- Removal or installation of satellites, antennas, valance boxes, curtain rods, wall hooks, clocks, etc.;\n- Taking up or relaying of wall-to-wall carpeting, hall runners, etc.;\n- Cleaning of residence;\n- Alteration to draperies, curtains, blinds and other accessories including purchase of minor items necessary to make the alterations;\n- Administration costs resulting from cancellation of insurance policies;\n- Loss of annual club membership fees not covered by official hospitality or other employer provided funds, and insurance, where such fees are not cancellable, pro-rated; loss of club initiation fees are not an admissible expense;\n- Legal fees in relation to the form/legality of a lease for permanent accommodation in Canada;\n- Professional appraisal in connection with the sale of a principal residence when real estate fees are not incurred;\n- Modification to a PMV authorized for shipment to meet anti-pollution and other safety standards at the new place of duty provided the PMV met Canadian standards in the first instance;\n- Mechanical and/or safety inspection of a PMV where required by local law, when employee takes delivery at new location, or disposes of a PMV at former place of duty;\n- Professional appraisal of heirlooms, works of art and other valuables where an appraisal is required for in-transit insurance;\n- Payment of local licences, such as driver’s licence;\n- Cost of altering locks on new residence;\n- Cost of additional insurance and/or insurance for excluded items such as furs, jewelry and coin collections in storage or in transit which are not covered against loss or damage by the Crown;\n- Payment of commercial storage expenses for items excluded or prohibited for shipment, (for example recreational vehicles such as trailers or boats), and not accepted for storage as part of household effects;\n- Expenses relating to change of address notifications – post office and other;\n- Tuning of pianos and other musical instruments;\n- Photocopy and transmittal costs for transcripts of academic and other records for employee, spouse or dependent children; and\n- The deductible amount of a private insurance policy for in-transit insurance for items which have been damaged or lost.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-19", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix D – Local Transportation Expenses – Section 15.22", "marginal_note": "Appendix D – Local Transportation Expenses – Section 15.22", "part": "Part III - Relocation and Related Provisions", "division": "", "heading": "", "text": "Effective Date: April 1, 2026\nAn employee may claim local transportation expenses with receipts, in accordance with section 15.22, as follows:\n- up to a maximum of $1,370 per relocation, for relocations to and/or from Canada; or\n- up to a maximum of $2,044 per relocation, for relocations from one post to another post where an employee has disposed of a PMV at the old post and is awaiting the arrival of a new PMV which is being shipped to the new post; or where an employee has shipped the PMV which was in use at the old post and is awaiting the arrival of that PMV at the new post; or\n- up to a maximum of $1,370 per relocation, for relocations from one post to another post, in all other situations where an employee has disposed of a PMV which was in use at the old post or is awaiting shipment of a PMV at the new post.\nNote : This appendix shall be adjusted annually on April 1 st in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-20", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix E – Temporary Accommodation – Sections 15.23, 15.24 and 15.25", "marginal_note": "Appendix E – Temporary Accommodation – Sections 15.23, 15.24 and 15.25", "part": "Part III - Relocation and Related Provisions", "division": "", "heading": "", "text": "Days Hotel Accommodation Self-Contained Accommodation Private Non-Commercial Accommodation Last 2 days at old place of duty and first 2 days at new place of duty (Included in FSD 15 – Relocation Travel Allowance) Accommodation No shelter cost Applicable maximum full daily meal allowance One daily incidental expense allowance per family unit Accommodation No shelter cost Applicable maximum full daily meal allowance One daily incidental expense allowance per family unit Accommodation No shelter cost Applicable maximum full daily meal allowance One daily incidental expense allowance per family unit Day 5 to 30 Relocation to Post and to Canada Accommodation No shelter cost Full daily meal allowance One daily incidental expense allowance per family unit Accommodation No shelter cost Up to 75% of the full daily meal allowance One daily incidental expense allowance per family unit Accommodation No shelter cost Up to 75% of the full daily meal allowance One daily incidental expense allowance per family unit After Day 30 Relocation to Post Accommodation Shelter cost applies Up to 75% of the full daily meal allowance One daily incidental expense allowance per family unit Accommodation Shelter cost applies No meal allowance No incidentals Accommodation No Shelter Cost No meal allowance No incidentals Relocation to Canada Accommodation Shelter cost applies No meal allowance No incidentals Accommodation Shelter cost applies No meal allowance No incidentals Accommodation Shelter cost applies No meal allowance No incidentals\nMeal Rates for Children:\nWithin Canada and the United States: up to 12 years of age 50% of the applicable daily meal allowance as approved by the deputy head 12 years of age and older Full amount of the applicable daily meal allowance as approved by the deputy head Outside Canada and the United States: up to 4 years of age 50% of the applicable daily meal allowance as approved by the deputy head 4 years of age and older Full amount of the applicable daily meal allowance as approved by the deputy head\nNotes:\n- Deputy head approval must be requested for accommodation expenses beyond 30 days. Such additional accommodation expenses shall normally only be approved up to a maximum period of 60 days when an employee relocates to a new place of duty in Canada.\n- Self-contained accommodation means commercial self-contained accommodation and temporary Crown-held staff accommodation equipped with adequate furniture, furnishing and appliances.\n- Private non-commercial accommodation allowance is payable in accordance with the NJC Travel Directive per day, per family unit.\n- Full daily meal allowances are 100% of the meal rates shown in Appendix C or D, as applicable, of the NJC Travel Directive.\n- An amount for meals not to exceed 75% of the full daily meal allowance means an amount up to 75% of the meal rates shown in Appendix C or D, as applicable, of the NJC Travel Directive will be provided.\n- One daily incidental expense allowance per family unit is payable in accordance with the NJC Travel Directive.\n- When an employee who is relocating to Canada has claimed living expenses for a house hunting trip which has been successful, the number of days of the trip, exclusive of actual travel time, shall be deducted from the initial 30-day period.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-21", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix F – Relocation Expenses for Termination of Assignment Outside Canada – Sections 15.26 and 15.27", "marginal_note": "Appendix F – Relocation Expenses for Termination of Assignment Outside Canada – Sections 15.26 and 15.27", "part": "Part III - Relocation and Related Provisions", "division": "", "heading": "", "text": "Retirement/Extended Periods of Leave without Pay\nIn accordance with paragraphs 15.26.1(a) or (e), should an employee's assignment be terminated because of retirement or extended periods of leave without pay and the employee has not completed the agreed-to tour of duty, the deputy head may require that the employee pay a portion of the relocation expenses in an amount not exceeding, and possibly less than, the amount determined on a pro-rata basis according to the following formula:\nperiod of assignment uncompleted previously agreed duration of assignment X relocation expenses up to Headquarters City = amount payable by the employee\nResignation or Dismissal\nIn accordance with paragraph 15.26.1(d), should an employee's assignment be terminated because of resignation or dismissal, the deputy head may approve payment of actual and reasonable relocation expenses on a pro-rata basis according to the following formula:\nperiod of assignment completed previously agreed duration of assignment X relocation expenses up to Headquarters City = amount payable at public expense\nIn accordance with subparagraph 15.26.1(d)(ii), should an employee's assignment be terminated because of resignation, the deputy head may authorize recovery of relocation expenses paid in respect of the journey to the post, where the employee resigns within one year from the date of arrival at the post, on a pro-rata basis according to the following formula:\nperiod of assignment uncompleted previously agreed duration of assignment X relocation expenses up to Headquarters City = amount payable by the employee\nEmployee Requested\nIn accordance with subsection 15.27.1, should an employee's assignment be terminated because the employee has requested early termination, the deputy head may require that the employee pay a portion of the relocation expenses on a pro-rata basis according to the following formula:\nperiod of assignment uncompleted previously agreed duration of assignment X relocation expenses up to Headquarters City = amount payable by the employee\nRelocation To or From a Location Which is Not the Place of Duty\nRelocation Provision Application FSD Reference Relocation Travel Up to the cost to or from HQ city 15.26.6(a) Temporary Accommodation Two nights’ hotel accommodation as specified in 15.26.5(b) 15.26.6(b) Shipment of household effects Up to the cost to or from HQ city 15.26.6(c) Shipment of a PMV Up to the cost to or from HQ city 15.26.6(c) Long term storage of household effects Not authorized 15.26.7 Long term storage of PMV Not authorized 15.26.7 Shipment of household effects in long term storage Not authorized 15.26.7 Shipment of PMV in long term storage Not authorized 15.26.7 Local transportation Not authorized 15.26.7", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-22", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix G - Flexible Relocation Expenses Fund Formula", "marginal_note": "Appendix G - Flexible Relocation Expenses Fund Formula", "part": "Part III - Relocation and Related Provisions", "division": "", "heading": "", "text": "Effective Date: April 1, 2025\nThe Flexible Relocation Expenses Fund may be established in accordance with this appendix.\nFlexible Relocation Expenses Fund Formula Relocation Provision Amount Contributed Relocation Travel Allowance When there is an entitlement to business class as specified in subsection 15.6.1(b) and employee opts for full fare economy $2,000 each for the first two travellers $1,500 for each additional traveller Shipment of Household Effects When employee ships less than 75% of the weight entitlement based on family configuration or less than 50% of the weight entitlement $2,000 if less than 75% $3,000 if less than 50% Storage of Household Effects When an employee does not store household effects at public expense $2,000 Storage or Shipment of PMV When employee owns a PMV and does not ship or store a PMV at public expense either from old place of duty to new place of duty or from a third location $3,000\nNote: This appendix shall be adjusted annually on April 1 st in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-23", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 16 - Assistance for a Principal Residence", "marginal_note": "FSD 16 - Assistance for a Principal Residence", "part": "Part III - Relocation and Related Provisions", "division": "", "heading": "", "text": "Scope\nIntroduction\nThe employer's policy is to make employees more mobile by helping them with expenses related to the acquisition, management and disposal of a principal residence in the headquarters city.\nThe employer is prepared to assist with the following costs related to a principal residence, as outlined in this directive:\n- expenses/costs associated with permanent accommodation resulting from relocation;\n- a waiver of shelter cost where an employee is subject to dual accommodation/shelter costs while on posting abroad;\n- costs associated with the sale and/or purchase of a principal residence.\nDefinitions\nNote: These definitions only apply to this directive.\nAt the time of relocation ( au moment de la réinstallation ) means no later than 12 months following the date the official notification of assignment is received by the employee.\nHeadquarters city ( ville du bureau principal ) means the employee's normal place of duty in Canada as determined by the deputy head when the employee is assigned to duty outside Canada. It includes any area which, according to local custom, is within commuting distance of the place of duty.\nFor career foreign service employees, the headquarters city is Ottawa-Gatineau.\nFor foreign assignment employees, the headquarters city is normally the employee's previous place of duty in Canada prior to assignment to a post. However, when it is known at the time of the foreign assignment that the employee will not be returning to the former place of duty, the deputy head may establish another city as the headquarters city for purposes of this directive, e.g. the Canadian city to which the employee will be returning on completion of the assignment, or Ottawa-Gatineau where this was not the employee's normal place of duty in Canada prior to the assignment.\nShort notice ( court préavis ) means a relocation where there is a period of 60 days or less between the official notification of assignment and the departure from the old place of duty.\nDirective\n16.1 Application\n16.1.1 Unless otherwise indicated, the provisions of this directive apply to both career foreign service employees (rotational) and to foreign assignment employees (non-rotational).\n16.1.2 Employees may claim reimbursement under this directive for costs and expenses incurred only while they are employed as career foreign service employees or as foreign assignment employees.\n16.1.3 Unless otherwise indicated, the provisions of this directive apply only in conjunction with a purchase and/or sale of a principal residence as defined in FSD 2 – Definitions for which real estate and/or legal fees are reimbursed under this directive.\n16.1.4 Employees should also be aware that when the employer does not reimburse costs/expenses of sale/purchase related to relocation, these costs may be tax deductible when filing an income tax return for the calendar year in which the expenditure was incurred.\n16.2 Employee as Tenant\n16.2.1 An employee who engages the services of a rental agency to find rental accommodation on relocation may be reimbursed the actual and reasonable fee charged by that agency.\n16.2.2 Where the deputy head is satisfied that the arrangement was reasonable and justifiable under the circumstances, an employee who is authorized to relocate and who must pay rent before reporting for duty in order to hold rental accommodation may be reimbursed:\n- up to one month's rent at the new place of duty in Canada; and/or\n- up to three months' rent at the new place of duty outside Canada.\n16.2.3 An employee who is authorized to relocate and must as a result terminate the lease agreement for the rented principal residence may be reimbursed the actual expenses incurred to fulfill the terms of the lease. The employee will be required to provide satisfactory proof of the need to terminate the lease and of the inability to affect a less costly arrangement.\nEmployee as Homeowner\n16.3 Employee Renting out Principal Residence\n16.3.1 Where, following confirmation of posting, an employee engages the services of a commercial real estate/property management firm to find a tenant for the principal residence and consequently pays a finder’s fee, the deputy head may waive the payment of one month's shelter cost or fraction thereof, upon presentation of documentation. This provision may only be applied twice during the assignment, including any extensions.\n16.3.2 This waiver shall be limited to a one-month maximum for each finder's fee, to locate a first and/or a subsequent tenant, regardless of the duration of the lease.\n16.3.3 An employee who has a lease agreement with the tenant of the principal residence in the headquarters city may be reimbursed for actual and reasonable expenses incurred in:\n- terminating the lease agreement, where the employer decides to reassign the employee to the headquarters city prior to the date of completion of posting shown on the Posting Confirmation Form, and the employee wants to reoccupy the principal residence during the stated term of the lease but is unable to do so; or\n- terminating the lease agreement, where the employer provides short notice of confirmation of reassignment to the headquarters city on completion of posting and as a result the employee cannot give the required period of notice to the tenant, in accordance with the law of the province of residence.\n16.3.4 In authorizing reimbursement of expenses for breaking a tenant's lease under paragraph 16.3.3(a), the deputy head shall ensure that such expenses are cost-effective relative to alternative accommodation arrangements.\n16.3.5 Subsection 16.3.3 is not intended as compensation for expenses incurred as a result of the employee's personal choice to return to the headquarters city, but rather for expenses incurred as a result of a decision of the employer to reassign the employee to the headquarters city for program-related reasons, including health.\n16.4 Principal Residence Vacant During Posting\n16.4.1 Following confirmation of assignment to a post and again on cross-posting, the deputy head may waive the payment of shelter cost in dual-accommodation cost situations where the employee is subject to shelter cost at post and:\n- has home ownership costs but no rental income from a tenant because: as a result of short notice of posting by the employer, there has not been time to rent or sell the principal residence prior to leaving the headquarters city, and the residence is vacant; and/or at the employer's request, the employee agrees, on short notice, to a cross-posting or a posting extension and as a consequence the principal residence is vacant; and/or through no fault or choice of the employee, during the posting the tenant vacates the principal residence which remains vacant while a new tenant is located. This subparagraph is not designed for periods of less than one month that occur immediately prior to the employee's final departure from a post; or\n- is receiving a rental income from a principal residence but has paid a real estate or property management firm to locate a tenant as per subsection 16.3.1 and is also subject to shelter cost at post.\n16.4.2 Waiver of shelter cost under subsections 16.3.1 and 16.4.1 is limited to the period during which the employee is subject to two sets of accommodation costs (dual-accommodation). It shall not normally exceed a total of nine months for each posting, including any posting extension.\n16.4.3 Where, because of short notice given by the employer, an employee is in a \"dual-accommodation cost\" situation during the initial period of a posting or cross-posting, waiver of shelter cost shall not normally extend beyond the last day of the ninth month following the month in which the confirmation of posting or cross-posting is received.\n16.4.4 Where subsection 16.3.1 applies, the employee may claim up to one month's waiver of shelter cost per finder's fee, within the maximum of nine months, notwithstanding that this waiver may be applied subsequent to the last day of the ninth month following the month in which confirmation of posting or cross-posting is received.\n16.4.5 Exceptions to the nine-month limit will not normally be considered. However, a further maximum period of three months of assistance may be considered by the appropriate foreign service interdepartmental coordinating committee when it is not possible to rent the principal residence and it remains vacant:\n- when, during the initial period of posting or cross-posting, as a result of factors outside the employee's control such as a natural disaster or other calamity; and/or\n- as a result of an employee accepting an employer-requested posting extension.\n16.4.6 Section 16.4 is not intended to provide financial assistance to an employee who chooses not to lease the principal residence in the headquarters city, nor to subsidize a loss of rental revenue/income resulting from circumstances such as placing a property on the market for sale or rent above the market value.\nPurchase and Sale of Principal Residence\n16.5 Employee-Couple\n16.5.1 Only one employee of an employee-couple may claim under this directive unless:\n- each employee has already claimed real estate and legal/notary fees prior to becoming an employee-couple, in which case there is no entitlement; or\n- the employees were married following notification of posting, in which case: each eligible employee may claim real estate and legal/notary fees on the sale of a principal residence; and one eligible employee may claim legal/notary fees on the purchase of a principal residence.\n16.5.2 In the case of divorce, each employee shall revert to single status and shall retain any unused entitlement to payment of real estate and legal/notary fees on the sale and/or purchase of a principal residence. Where real estate and/or legal/notary fees have been claimed by an employee-couple, the employee who made the claim has used the entitlement and may not make a subsequent claim.\n16.6 Career Foreign Service Employee (Rotational)\n16.6.1 These provisions apply to career foreign service employees commencing after official notification has been received of a first relocation from the headquarters city to a place of duty outside Canada and at any time thereafter during their career in the foreign service.\n16.6.2 Career foreign service employees shall have the option, subject to sections 16.11 - Tax Implications and 16.18 - Sale and/or Purchase of a Principal Residence – Other Situations and to the limitations of this directive, of either of the following:\n- once during their career in the foreign service, of reimbursement of: the real estate fees (subsection 16.8.1) or the expenses for a private sale (section 16.9) and legal/notary fees involved in the sale of a principal residence in the headquarters city (subsections 16.8.2 and 16.8.3); and the legal/notary fees involved in the purchase of a principal residence in the headquarters city (subsections 16.8.2 and 16.8.3); or\n- twice during their career in the foreign service, the reimbursement of the legal/notary fees involved in the purchase of a principal residence in the headquarters city (subsections 16.8.2 and 16.8.3).\n16.7 Foreign Assignment Employee (Non-Rotational)\n16.7.1 A foreign assignment employee may claim, at the time of relocation between the headquarters city and post:\n- real estate and legal/notary fees on the sale of a principal residence in the headquarters city, at the time of a relocation from that city; and\n- legal/notary fees for the purchase of a principal residence in the headquarters city at the time of relocation to the headquarters city from a post, if the employee had sold a principal residence at the time of relocation from the headquarters city to the post.\n16.7.2 This section shall apply again where seven years or more have elapsed between the foreign assignment employee's return to Canada and any future assignment abroad.\n16.7.3 A foreign assignment employee who has not taken advantage of this directive and accepts an extension of a tour of duty or a cross-posting, may claim the provisions of paragraph 16.7.1(a) once the employee accepts the extension or cross-posting in writing.\n16.7.4 Section 16.7 is subject to sections 16.11 - Tax Implications and 16.18 -Sale and/or Purchase of a Principal Residence – Other Situations.\n16.8 Reimbursable Expenses\n16.8.1 The real estate fee charged by a licensed real estate broker, including applicable taxes levied on the payment of such fee, shall be reimbursed, provided:\n- the residence which is sold is or has been occupied as the principal residence by the employee or a dependant as defined in FSD 2 - Definitions;\n- the residence is on a lot size not in excess of 1.235 acres (1/2 hectare), or where required by zoning laws, a lot size of not more than 4 acres (2.47 hectares); and\n- the fee charged by a real estate broker, including multiple-listing services (MLS) is within the scale normally charged in the area. Premiums paid to real estate agents shall not be reimbursed.\n16.8.2 Legal and/or notary fees (including applicable taxes levied on the payment of such fees) necessarily incurred to provide or obtain clear marketable title to the property, up to the tariff set by provincial bar associations, shall be reimbursed to an employee who makes a legal commitment to buy or sell a principal residence, provided:\n- the residence sold qualifies the employee for reimbursement of a real estate fee under subsection 16.8.1; and/or\n- the new residence purchased is to be occupied and owned by the employee or occupied by the employee and owned by a dependant residing in the employee's household.\n16.8.3 Reimbursement of legal or notary fees for the purchase of a principal residence shall be made only after the employee has occupied the residence.\n16.8.4 Expenses necessary to acquire or provide clear title to a property shall be reimbursed on presentation of proof of payment. Such expenses include title insurance, sheriff's fee, land transfer tax, transfer of deed and/or cost of a survey if required to confirm the description of the property purchased.\n16.8.5 On presentation of proof of payment, employees shall be reimbursed the following:\n- fees charged by a qualified structural inspector for a structural inspection prior to purchase of a previously owned dwelling or of a new dwelling that is not covered under warranty at the time of possession. Reimbursement is limited to the amount specified in Appendix A of this directive. Where, as a result of an inspection, an offer is revoked, a subsequent inspection prior to purchase may be claimed;\n- actual and reasonable fees charged by a certified professional appraiser for up to two appraisals of the residence to be sold.\n16.9 Private Sale\n16.9.1 Where the employee decides to sell the principal residence privately, the expenses incurred for an appraisal, for placing advertisement in local newspapers and for the purchase or production of \"for sale\" signs shall be reimbursed, in lieu of and not exceeding local real estate multiple-listing service (MLS) charges, on presentation of evidence of payment and proof that:\n- the residence has been sold;\n- the residence is or has been occupied as the principal residence by the employee or a dependant as defined in FSD 2 - Definitions;\n- the residence is on a lot size not in excess of 1.235 acres (1/2 hectare), or where required by zoning laws, a lot size of not more than 4 acres (2.47 hectares); and\n- the property has been advertised until sold (there may be brief interruptions).\n16.10 Construction of New Principal Residence\n16.10.1 An employee who constructs a principal residence shall be reimbursed those expenses related to the purchase of the land and the construction of the home that would have been reimbursed had a home been purchased.\n16.11 Tax Implications\n16.11.1 Canada Revenue Agency has ruled that the reimbursement by the employer of the costs of purchase and sale of an employee's principal residence is a taxable benefit. Exception is made when the sale or purchase of the residence is related to a relocation necessitated by employment, such as a posting, as follows:\n- reimbursement of eligible home sale expenses following notification of posting to a location outside Canada is exempt from taxation;\n- reimbursement of home purchase expenses is exempt from taxation when an employee returns to Canada from a posting and purchases a new principal residence to replace the one sold at the time of the last posting outside Canada.\n16.11.2 Career foreign service (rotational) employees who buy/sell at times other than specified above will be reimbursed costs in accordance with the provisions of this directive. However, these will be treated as taxable benefits.\n16.12 Mortgage and Associated Costs\n16.12.1 The following expenses are reimbursable, on presentation of evidence of payment:\n- costs related to the termination and/or acquisition of a first mortgage for the employee's principal residence;\n- costs related to the termination or acquisition of a second mortgage for the principal residence, if there are no costs associated with the termination of a first mortgage on the sale of a principal residence, or with the acquisition of a first mortgage on the purchase of a principal residence;\n- when mortgage interest rates are high at mortgage lending institutions, and where the first mortgage in the new principal residence is a higher-interest mortgage than the previous first mortgage, the employee shall be reimbursed the difference in the interest charges between the two mortgages, based on the amount of the mortgage and the unexpired term of the previous mortgage, up to the maximum period and amount specified in Appendix B of this directive. If the new mortgage principal is for a lesser amount than the previous mortgage principal, the lower mortgage principal will be used to calculate the differential; and\n- mortgage default insurance premium and/or an insurance processing fee, if: the employee was previously a homeowner; the need for the insurance is verified (employee's equity is less than the percentage of the cost of the house specified in Appendix B); and the premium is levied in one payment, except that if the equity in the former residence is not transferred fully to the new residence, any resulting increase in the premium (or the levying of the premium) shall not be reimbursed.\n16.12.2 On presentation of proof of payment, an employee who qualifies for the reimbursement of real estate and legal/notary fees but who must pay a first mortgage repayment penalty upon termination of the first mortgage on the sale of a residence, shall be reimbursed the amount of the penalty payment in an amount not exceeding the number of months of mortgage interest as specified in Appendix B of this directive.\n16.13 Inadmissible Expenses\n16.13.1 Expenses related to financial arrangements resulting from the acquisition or disposal of a principal residence (e.g. mortgage finder's fees and adjustments on closing, such as municipal taxes) are not reimbursable, as they are not essential to establishing clear title to the property.\n16.13.2 Applicable taxes on newly-built homes are not reimbursed.\n16.14 Bridge Financing\n16.14.1 An employee who obtains a short-term personal loan to purchase a principal residence while the former principal residence remains unsold, shall be reimbursed:\n- the interest for the bridging loan at the current bank interest rate; and\n- the necessary legal/notary and administrative fees associated with the loan, excluding third-party fees which may be incurred in obtaining such a loan.\n16.14.2 Where an employee is unable to obtain a short-term personal loan, the interest as well as the legal/notary and administrative costs will be reimbursed for a mortgage secured for the same purposes, provided that these costs do not exceed those associated with a short-term personal loan as described above.\n16.14.3 The amount of the loan or mortgage on which interest is reimbursable shall not exceed the employee's equity in the unsold principal residence. Equity is based upon the difference between the appraised value and the existing mortgages on the principal residence.\n16.14.4 Reimbursement shall cease within ten working days following the date the sale transaction is completed (\"sold and closed\" in real estate terms) or at the end of six months, whichever is the earlier. In unusual circumstance, the deputy head or a delegated senior officer may extend the reimbursement period for an additional six months.\n16.14.5 Reimbursement shall be made only following submission of proof that the interest has been paid and shall be based on evidence of the amount of the loan or mortgage that was used to purchase a principal residence (e.g.: copy of the purchase and sale agreement). Assistance under this section is available once per career, in conjunction with either a purchase or a sale of a principal residence for which real estate and/or legal/notary fees are reimbursed under this directive.\n16.14.6 Advances for reimbursable expenses should be issued only when needed. In acquiring a bridging loan, the employee should establish a line of credit and borrow, on an as-needed basis, up to the full amount required for the bridging loan. The Crown would then pay for interest only for the periods for which the amounts are actually required.\n16.15 Co-Owned Properties\n16.15.1 Where the principal residence is co-owned by a person who is not the employee's spouse, common-law partner, or dependant(s), only the expenses which are directly proportional to the employee and the spouse, common-law partner or dependant(s)’s portion of the property shall be reimbursed.\n16.16 Large Properties\n16.16.1 The reimbursement of expenses in this directive is limited to a lot size not exceeding 1.235 acres/1/2 hectare, or where required by zoning laws, a lot size of not more than 4 acres/2.47 hectares. When an employee buys or sells land or acreage as a parcel with the principal residence, the employee shall only be reimbursed for that portion of the cost which results from the sale of the residence together with the lot size limitations as indicated above.\n16.17 Income Properties\n16.17.1 If the employee owns a multiple-unit residence building within which each unit is self-contained (e.g. a duplex or an apartment block), occupies one unit as a principal residence and sells the building, only those parts of the costs related to the unit used as a principal residence may be reimbursed. The relationship this unit bears to the entire building may be calculated on the floor area, or by any other method accepted under the Income Tax Act .\n16.17.2 If the employee buys or sells an income-producing property (such as a small store or confectionery) in which the principal residence is or has been maintained, reimbursement shall be limited to that portion of the costs that the principal residence bears to the total.\n16.18 Sale and/or Purchase of a Principal Residence – Other Situations\n16.18.1 The employee may claim expenses pertaining to the sale and/or purchase of a principal residence at the time of relocation as outlined in this directive, as follows:\n- an employee who was assigned to a Canadian city other than the employee’s headquarters city for a period of three years or more, as confirmed by the official notification of assignment, and who is relocated to a post may claim expenses for the sale of their principal residence in that Canadian city at the time of relocation to the post only; or\n- an employee who was relocated from a Canadian city other than the employee’s headquarters city to a post, and who is subsequently assigned from a post to a Canadian city other than the employee's headquarters city for a period of three years or more, as confirmed by the official notification of assignment, may claim expenses for the purchase of a principal residence at the time of relocation to that Canadian city, provided the employee had sold their principal residence at the time of relocation to the post; or\n- an employee who was relocated from the employee’s headquarters city to a post and who is subsequently assigned from a post to a Canadian city other than the employee's headquarters city for a period of three years or more, as confirmed by the official notification of assignment, may claim expenses for the sale of their principal residence in the headquarters city following official notification of the assignment. The employee may also claim the expenses for the purchase of a principal residence in the other Canadian city provided their principal residence was sold at the employee’s headquarters city; or\n- an employee who was relocated from the employee’s headquarters city to a post, and who is subsequently assigned to a new headquarters city as confirmed by the deputy head, may claim expenses for the sale of their principal residence in the old headquarters city following official notification of the assignment. The employee may also claim the expenses for the purchase of a new principal residence in the new headquarters city at the time of relocation, provided their principal residence was sold at the old headquarters city.\n16.18.2 When claiming expenses under paragraphs 16.18.1(c) and (d), where the principal residence is in the headquarters city, real estate and legal/notary fees associated with its sale shall be reimbursed even if that principal residence had not been occupied by the employee at the time of relocation.\n16.18.3 Subject to section 16.11 - Tax Implications, the limitations of sections 16.6 and 16.7 shall not apply for relocations between Canadian cities, and for relocations between the post and a Canadian city other than the employee's headquarters city.\n16.18.4 When an employee is relocated from a post and assigned to a Canadian city other than the Canadian city from which they were relocated to post, relocation expenses to the new place of duty in Canada shall be in accordance with the provisions of FSD 15 – Relocation, including the relocation of household effects within Canada.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-24", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix A – Structural Inspection", "marginal_note": "Appendix A – Structural Inspection", "part": "Part III - Relocation and Related Provisions", "division": "", "heading": "", "text": "Effective Date: April 1, 2025\nThe maximum amount of the allowance in Canadian dollars which may be claimed in accordance with FSD 16.8.5(a) – Structural Inspection effective April 1, 2025 is $500.\nNote: The dollar amount shall be adjusted annually on April 1 st in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-25", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix B - Mortgage and Associated Costs", "marginal_note": "Appendix B - Mortgage and Associated Costs", "part": "Part III - Relocation and Related Provisions", "division": "", "heading": "", "text": "Effective Date: April 1, 2025\nIn accordance with paragraph 16.12.1(c), the maximum amount reimbursable when interest rates are high at mortgage lending institutions, and where the first mortgage in the new principal residence is a higher-interest mortgage than the previous first mortgage is a maximum period of 5 years and maximum amount of $5,000.\nIn accordance with paragraph 16.12.1(d), the percentage of employee’s equity in a house which requires mortgage default insurance is less than 20%.\nIn accordance with subsection 16.12.2, the maximum amount payable for a first mortgage repayment penalty is three (3) months' interest or $5,000, whichever is less.\nNote: The amounts shall be adjusted in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-26", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 17 - Assistance for Spouses or Common-Law Partners", "marginal_note": "FSD 17 - Assistance for Spouses or Common-Law Partners", "part": "Part III - Relocation and Related Provisions", "division": "", "heading": "", "text": "Scope\nIntroduction\nIn certain cases, the employer provides specific financial assistance to spouses or common-law partners to assist them in securing employment at post, or upon return to Canada to facilitate re-entry into the Canadian workforce.\nDirective\n17.1 Association Dues\n17.1.1 Where a spouse or common-law partner, who is residing with an employee at a post, is accredited to one or more professional associations in Canada, was employed in the relevant profession within one year prior to departure from Canada and is required while abroad to pay dues to such professional association(s) in order to retain professional certification, the deputy head may authorize the payment of an allowance to the employee to cover the cost, while abroad, of annual dues in respect of memberships in up to two professional associations.\n17.1.2 In lieu of the provisions of subsection 17.1.1, the deputy head may authorize payment of an allowance to cover membership dues to associations which are directly related to maintaining employment contacts that facilitate re-entry into the Canadian workforce, to a maximum amount of $300 per year.\n17.1.3 To claim the allowance under subsection 17.1.1, the employee must provide a letter(s) from association(s) concerned certifying as to the necessity of such dues while outside Canada. To claim the allowance under subsection 17.1.2, the employee must provide supporting documentation showing the amount of membership dues paid to the association(s). Both allowances will be pro-rated to the period of time during which the spouse resides with the employee at post.\n17.1.4 The employee shall provide the employer with such proof as the employer may require in order to ensure that this allowance was utilized for the purpose intended.\n17.2 Employment Related Allowance\n17.2.1 An employee may claim an allowance in accordance with Appendix A of this directive for a spouse or common-law partner, to assist in finding employment following relocation to and/or from Canada or for a cross-posting, subject to the following conditions:\n- the spouse or common-law partner is or has been residing with the employee in Canada and/or at post and was employed within three years prior to departure from Canada, or departure from the employee's post; and\n- the expenses incurred are directly related to facilitating entry to the workforce at the new place of duty outside Canada or re-entry into the Canadian workforce.\n17.2.2 Eligible expenses include:\n- costs incurred for professionally prepared curriculum vitae;\n- attendance fees for conferences and trade fairs;\n- employment counselling;\n- reference checks;\n- administrative expenses associated with job searches; and\n- other employment related costs.\n17.2.3 The employee shall provide the employer with proof required to demonstrate that this allowance was used for the purpose intended.\n17.2.4 The allowance may be claimed once per relocation, either within two years of arrival at the new place of duty, or upon official confirmation of a posting or assignment to Canada. It is recognized that eligible costs may be incurred prior to receipt of posting confirmation.\n17.3 Professional Retraining\n17.3.1 Where a spouse or common-law partner, who is residing with an employee at post, is accredited to professional associations in Canada, was employed in the relevant profession within three years prior to departure from Canada and is required to undergo retraining for professional certification at the level previously held in order to be employed upon return to Canada, the deputy head may authorize reimbursement to the employee of the actual and reasonable tuition costs incurred for the required retraining courses when commenced within 24 months prior to return to Canada or within 24 months of return to Canada.\n17.3.2 At the discretion of the deputy head, reimbursement of actual and reasonable costs of education/training completed may be authorized up to a maximum of $1,000 where:\n- necessary upgrading of knowledge and/or skills is required due to the spouse's or common-law partner's absence from the Canadian workforce, in order to accompany the employee on posting;\n- the education/training completed by the spouse or common-law partner is not otherwise provided under a government employment/training program; and\n- the education/training is in the spouse's or common-law partner's area of expertise and will enhance re-employment opportunities in that area; examples include, but are not limited to, computer technician, travel agent, and secretary/administrative assistant.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-27", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix A – Employment Related Allowance – Section 17.2", "marginal_note": "Appendix A – Employment Related Allowance – Section 17.2", "part": "Part III - Relocation and Related Provisions", "division": "", "heading": "", "text": "Effective Date: April 1, 2026\nThe maximum amount of the allowance in Canadian dollars which may be claimed in accordance with FSD 17.2 – Employment Related Allowance effective April 1, 2026 is $937 CAD.\nNote: The dollar amount shall be adjusted annually on April 1 st in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-28", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 18 - Special Family Separation Assistance", "marginal_note": "FSD 18 - Special Family Separation Assistance", "part": "Part III - Relocation and Related Provisions", "division": "", "heading": "", "text": "Scope\nIntroduction\nThis directive provides greater flexibility for spouses or common-law partners who, for employment, education or family-related reasons, do not accompany the employee for all or part of the employee's posting. Assistance is designed to recognize those situations which are attributable to foreign service, rather than those situations which result from personal choice.\nDirective\n18.1 Purpose\n18.1.1 This directive provides greater flexibility for spouses or common-law partners who, for employment, education or family-related reasons, do not accompany the employee for all or part of the employee's posting. One or more dependent children may accompany the employee to a post or remain in Canada with the spouse/common-law partner.\n18.1.2 Assistance is designed to recognize those situations which are attributable to foreign service, rather than those situations which result from personal choice.\n18.1.3 Assistance is designed to offset the cost of maintaining the second residence in the headquarters city. The employee remains responsible for one set of household expenses. It is not the purpose of this directive to place an employee in a more advantageous position or to provide a financial benefit by virtue of the family separation.\n18.1.4 Assistance is limited in situations where the employee's dependant(s) are not living in the headquarters city, as outlined in this directive.\n18.1.5 While provisions are available on more than one occasion, it is not the purpose of these provisions to facilitate a permanent spousal separation or marriage breakdown. Employees who are in the process of dissolving a spousal union, or who are in a situation of indefinite spousal separation which may result in dissolution of the spousal union, are not eligible for these provisions. Such employees should be aware that benefits claimed under false pretenses may be recovered, and, in addition, the employee may be subject to disciplinary action.\n18.2 Application\n18.2.1 In cases of conflict or contradiction between the provisions of this directive and the provisions of any other directive, the provisions of this directive shall apply, including provisions for managerial discretion in accordance with section 18.10.\n18.2.2 Assistance under this directive may be authorized by the deputy head in the following circumstances:\n- where, for operational reasons, the deputy head directs an employee to accept an assignment on an unaccompanied basis, or to continue or extend an assignment where dependants have been evacuated under the provisions of FSD 64 – Emergency Evacuation and Loss, and living expenses for the separated dependants are not being paid under that directive; the period would normally be up to the duration of the employee's assignment or extension, or such date as the deputy head authorizes a dependant(s) to join the employee at the post;\n- where, for employment, education or family-related reasons, or risk of discrimination, a spouse/common-law partner does not accompany an employee for all or part of an employee's posting; one or more dependent children may accompany the employee to a post or remain in Canada with the spouse/common-law partner; the period would normally be for the time during which the employee and dependant(s) are separated;\n- where disruption of a dependant's education would occur; except as provided for in paragraph (d), the period would normally be to the end of the relevant school term;\n- where the employee's spouse/common-law partner and one or more dependent children remain at the former place of duty in Canada in order to avoid disruption of a dependent child's education at the primary or secondary level; the period would normally end when the child completes the final year of secondary education, or when the family relocates to the post, or on completion of the employee's assignment, whichever is earlier;\n- where a dependant is ill and is unable to relocate with the employee, the period would normally end not later than 14 days following the date that the attending physician certifies that the dependant is medically fit to travel;\n- where a dependant remains at the former place of duty in Canada to arrange for disposal of the employee's principal residence, the period would normally not exceed 12 months and would end on the day following the closing date of the Agreement of Purchase and Sale or the day following the commencement date of a rental agreement, whichever is applicable.\n18.2.3 When assistance is requested under paragraphs 18.2.2(b), (c), (d), (e) and/or (f), it is the responsibility of the employee to complete the required application form, in advance of posting, informing the employer of the details of the anticipated spousal/family separation. However, in exceptional circumstances, the employer will consider an employee's application for these provisions during the posting.\n18.2.4 Subject to paragraph 18.2.2(d) where less than three months remain in the employee's posting following completion of the child's final year of secondary education, the waiver of shelter cost may continue until the end of the employee's posting.\n18.2.5 Assistance under paragraph 18.2.2(f) is to facilitate disposal of a principal residence which includes both sale and rental possibilities within the 12 month period and is not to dispose of income-producing property. It is the responsibility of the employee to provide evidence, satisfactory to the deputy head that active and realistic attempts have been made to dispose of the principal residence, following receipt of a Posting Confirmation Form (or equivalent).\n18.3 Employee-Couple\n18.3.1 The provisions of this directive apply to employee-couples.\n18.4 Waiver of Shelter Cost (FSD 25 – Shelter)\n18.4.1 Notwithstanding the provisions of FSD 25 – Shelter, where the employee's spouse/common-law partner does not accompany the employee for all or part of the employee's posting because of circumstances outlined in subsection 18.2.2, the deputy head may authorize a waiver of 100% of the employee's shelter cost when the spouse/common-law partner resides in the headquarters city and incurs costs for shelter.\n18.4.2 The waiver of shelter cost is designed to offset the cost of maintaining the second residence in the headquarters city and is not to place an employee in a more advantageous position or to provide a financial benefit by virtue of the family separation. Proof of actual and reasonable shelter costs incurred in maintaining a household must be provided by the employee to the deputy head.\n18.4.3 A waiver of shelter cost for a period of less than three months at one time shall only be authorized when the spouse/common-law partner resides in the family's principal residence in the headquarters city.\n18.4.4 Where an employee precedes the dependant(s) on relocation to a place of duty in Canada, a waiver of shelter cost shall take effect from the day of the employee's departure from the post.\n18.4.5 It is not necessary for the spouse/common-law partner to continue to reside in the principal residence which they occupied when the employee was posted in order to claim a waiver of shelter cost however the principal residence occupied by the spouse/common-law partner must be in the headquarters city.\n18.4.6 Where the employee is assigned abroad from a place of duty in Canada which is not the employee’s headquarters city and the employee’s spouse/common-law partner does not accompany the employee as specified in subsection 18.2.2, the provisions of subsection 18.4.1 may apply to the principal residence in the last place of duty.\n18.5 Family Reunion Travel (FSD 51 – Family Reunion)\n18.5.1 Notwithstanding the provisions of FSD 51 – Family Reunion:\n- one trip for family reunion travel for separated dependant(s) shall be authorized for each consecutive six (6) month period of separation, which is calculated from the date the employee arrives at post; and\n- where the separated dependant(s) do not reside in the headquarters city, the cost of travel is limited to return travel between the headquarters city and the employee's post, or, between the employee's post and the headquarters city, as applicable, less the cost of return travel between the location of the separated dependant(s) and the headquarters city, unless the employee accepts the assignment on an unaccompanied basis.\n18.5.2 Subject to the provisions of section 51.11 of FSD 51 – Family Reunion Away from Post, travel authorized under subsection 18.5.1 shall be approved to the headquarters city for the employee and any accompanying dependant(s) at the employee's post, in lieu of travel of all separated dependants to the employee's post. Where there are school-age children, one of the trips must be for the purpose of family reunion during the long school holiday recess. Subject to paragraph 18.5.1(b), the allowance shall be calculated on the basis of return travel from the headquarters city to the employee's post, for the employee's separated dependants.\n18.5.3 Subject to the provisions of section 51.11 of FSD 51 – Family Reunion Away from Post, travel authorized under subsection 18.5.1 shall be approved to a third location provided the employee and all eligible dependant(s) travel and the family reunion is for a minimum of five days together at the approved location. Subject to paragraph 18.5.1(b), the allowance shall be calculated on the basis of return travel from the headquarters city to the employee's post for the employee's separated dependant(s).\n18.5.4 Notwithstanding the provisions of subsection 18.5.2. where a shelter waiver is provided under the provisions of subsection 18.4.6, the family reunion travel shall be approved to the last place of duty where the dependants reside and the cost of family reunion travel is limited to return travel between the last place of duty in Canada and the employee’s post.\n18.6 Post Travel Assistance (FSD 50 – Post Travel Assistance)\n18.6.1 Notwithstanding the provisions of FSD 50 – Post Travel Assistance:\n- in order to qualify for a post travel allowance under FSD 50 – Post Travel Assistance, a dependant must reside with an employee at a post for a minimum of 8 months of any consecutive 12-month period; and\n- the allowance shall be issued in accordance with the provisions of FSD 49 - FSD Travel Bank.\n18.7 Education and Education-Related Provisions (FSD 30 – Post Transportation and Related Expenses) (FSD 33 – Education Assistance at a Lycée in Canada) (FSD 34 – Education Allowances) (FSD 35 – Education Travel)\n18.7.1 Education and education-related costs/expenses are payable for kindergarten, primary and secondary level education of accompanying dependent children at the employee's post, in accordance with the above directives, except that:\n- notwithstanding the provisions of FSD 35 – Education Travel, travel for a parent to accompany the child from post to Canada shall not normally be approved; and\n- education expenses at a lycée in Canada are payable in accordance with FSD 33 for a child residing with the employee's spouse/common-law partner in the headquarters city.\n18.7.2 Travel for a parent to accompany the child under paragraph 18.7.1(a) shall only be approved when the employee can demonstrate, to the satisfaction of the deputy head, that:\n- the airline will not accept the dependent child unaccompanied, i.e. letter from the airline; and\n- arrangements cannot be made for travel under FSD 51 – Family Reunion or FSD 50 – Post Travel Assistance.\n18.7.3 Assistance under paragraph 18.7.1(b) will not be authorized a second time when the child has not attended a lycée outside Canada since assistance at a lycée in Canada was previously authorized under this directive.\n18.8 Relocation (FSD 15 – Relocation)\n18.8.1 Notwithstanding the provisions of FSD 15 – Relocation, at the request of the employee, relocation travel to and from the employee's post for all separated dependant(s) shall be authorized once during the employee's assignment, except that, where the separated dependant(s) are not residing in the headquarters city, the employee shall be responsible for travel between the location of the separated dependant(s) and the headquarters.\n18.8.2 Except for relocation travel, as specified in subsection 18.8.1, there is no entitlement to relocation provisions under FSD 15 – Relocation, where the separated dependant(s) are not residing in the headquarters city.\n18.8.3 Subject to subsection 18.8.1, payment of relocation expenses (including relocation travel) for separated dependants shall be approved for periods of 12 months or longer at the post and, with the approval of the deputy head, may be approved for periods of less than 12 months at the post.\n18.8.4 At the time of an employee's relocation to a post, the employee may claim actual and reasonable expenses for packing, crating, transportation (including in-transit insurance), and storage of household effects.\n18.8.5 At the time of an employee's relocation to a post, the employee may not claim expenses for packing, crating, transportation (including in-transit insurance), and unpacking of household effects to a temporary residence in the headquarters city, when the employee's principal residence is rented or sold.\n18.8.6 Once during an assignment, an employee may claim actual and reasonable expenses for packing, crating, local transportation, shipment and unpacking of household effects for separated dependants from the employee's headquarters city to and from the employee's post, where the cost shall not normally exceed the cost which would otherwise have been incurred if the separated dependants accompanied the employee for the duration of posting. The total weight limitation for all shipments for the employee and dependants shall be determined on the basis of the employee's normal household size, as if all dependants had accompanied the employee for the duration of posting.\n18.8.7 An employee may claim the cost of one return trip to the former place of duty when the deputy head is satisfied that the employee's dependants who are a pre-school aged children or dependants with a disability, require the assistance of the employee in travelling to the new place of duty. It is not designed for situations such as assistance in the preparation of inventories, and/or in making travel and/or relocation arrangements, including packing, shopping, etc., unless there are extenuating circumstances which justify the use of managerial discretion under subsection 18.10.1.\n18.9 Provincial Health Insurance Premiums\n18.9.1 Where an employee is required to pay provincial health insurance premiums on behalf of one or more dependant(s) residing in Canada which exceed the cost of premiums for family coverage under the Comprehensive Coverage of the Public Service Health Care Plan that would otherwise have been payable had the dependant(s) accompanied the employee to the post, the deputy head shall authorize payment of an allowance for the excess amount incurred by the employee, for the separated dependant(s):\n- for whom the employee is receiving assistance under the provisions of FSD 18 – Special Family Separation Assistance; or\n- for whom an education allowance and/or shelter assistance under the provisions of FSD 34 – Education Allowances is provided, where such dependant(s) are attending an elementary, secondary or post-secondary educational institution in Canada; or\n- who are under age 21 and who are receiving care or training in an institution in Canada by reason of a mental and/or physical infirmity or disability.\n18.9.2 Where a spouse or common-law partner chooses to remain in Canada for personal reasons, other than those specified under FSD 18 – Special Family Separation Assistance, and is insured with other dependant(s), the cost of single coverage shall be attributed to the spouse or common-law partner and only the balance of the premium actually paid shall be eligible for inclusion in the allowance.\n18.9.3 At the time the allowance is issued, the employee will be required to certify that the allowance will be used as specified and that any changes to the anticipated costs will be reported to the deputy head.\n18.9.4 Employees shall submit such documentation as the deputy head may require to demonstrate that the allowance was used for the purpose intended.\n18.10 Managerial Discretion\n18.10.1 When the deputy head, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, is of the opinion that the assistance provided under this directive is clearly inadequate for an employee (because of special circumstances not taken into account by this directive), such additional assistance may be authorized as is considered necessary to facilitate a departmental program or to rectify what would otherwise be an obvious injustice to the employee, subject to the following:\n- use of discretion should not be exercised which would place an employee in a more advantageous position outside Canada than in Canada;\n- use of discretion is not placing an employee in neither a more nor a less advantageous situation than employees on assignment outside Canada who do not have separated dependants residing in Canada;\n- use of discretion should recognize the exigencies and demands of the foreign service in circumstances which are beyond the reasonable control of the employee; and\n- use of discretion should not be exercised to correct fault, error or negligence on the part of an employee or dependant.\n18.10.2 Managerial discretion may be exercised, on an individual case basis, to apply the provisions of this directive, including a waiver of shelter cost, to career foreign service employees who are relocated to a post outside Canada from a regional office in Canada, where the employee's spouse/common-law partner remains at the employee's former place of duty in Canada for any of the reasons outlined in subsection 18.2.2.\n18.11 Reporting\n18.11.1 Departments and agencies are required to keep records of each case of Special Family Separation Assistance and to submit them to the appropriate foreign service interdepartmental coordinating committee annually on December 1 st of each year.\n18.11.2 Use of managerial discretion under section 18.10 shall be reported to the NJC FSD Committee on January 31 st of each year.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-29", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 25 - Shelter", "marginal_note": "FSD 25 - Shelter", "part": "Part IV - Shelter and related provisions", "division": "", "heading": "", "text": "Scope\nIntroduction\nThe employer is committed to a policy of average comparability which recognizes that wherever possible and practicable, and allowing for local conditions and lifestyles, the employer shall provide each Canada-based employee outside Canada with accommodation which is generally comparable to the average fully-serviced rental accommodation normally occupied by a person of similar salary and family configuration in the Ottawa/Gatineau area. In return, the employee shall pay a shelter cost to the employer which in general corresponds to the cost of average fully-serviced unfurnished rental accommodation normally occupied by a person of similar salary and family configuration in the Ottawa/Gatineau area. Employees' shelter costs (Appendix A) shall be updated in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .\nThis directive provides financial assistance to an employee in renting accommodation at a location outside Canada where housing costs exceed those of Ottawa/Gatineau and Crown-held accommodation is not provided. Assistance is provided to compensate for the difference in shelter costs for fully-serviced rental accommodation between Ottawa/Gatineau and each such location, having regard for the employee's annual rate of pay, household size and program requirements including the requirement to extend substantial official hospitality in the home. Unless otherwise indicated in this directive, the Deputy Minister of Foreign Affairs has been delegated authority to establish rent ceilings for locations where staff accommodation is privately-leased, on the recommendation of the appropriate foreign service interdepartmental coordinating committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .\nThe Department of Foreign Affairs, Trade and Development is responsible for the provision of staff accommodation at locations outside Canada where they are represented and in conformity with the policy on administrative integration abroad and the use of common service organizations.\nDefinitions\nNote: These definitions only apply to this directive.\nActual rent ( loyer réel ) refers to the amount in local currency which the employee is paid by the employer in order to lease living accommodation at a post which, whenever possible and practicable and allowing for local conditions and lifestyles, meets the average comparability policy. Actual rent may include wherever possible, charges or taxes for municipal services such as fire protection, police protection, street cleaning, mail delivery, street lighting, snow removal (excluding snow removal from a walk or driveway), condominium fees and similar charges or taxes such as subdivision fees and an amount which is required by a lessor in consideration of tenancy in order for the employee to acquire permanent accommodation. Actual rent may also include the monthly cost of monitoring a previously installed security system, where this is a condition of the lease and the deputy head is satisfied as to the necessity of such an arrangement.\nDeputy head ( administrateur général ) means the Deputy Minister of Foreign Affairs where staff accommodation is provided by the Department of Foreign Affairs, Trade and Development.\nRent ceiling ( loyer maximal ) means the maximum amount established by the employer for each location where staff accommodation is privately leased and represents the maximum actual rent payable to the employee for unfurnished living accommodation at that location, having regard to the employee's annual rate of pay applicable on the first day of the assignment, household size and program requirements including the requirement to extend substantial official hospitality at home. Where the deputy head is not prepared to authorize shipment of an employee's household effects in accordance with the Weight Limitation Table for Unfurnished Accommodation under Appendix B of FSD 15 – Relocation, a separate rent ceiling shall be established for furnished accommodation or the rent ceiling shall include provision for furniture rental. Rent ceilings shall also include, where applicable, condominium fees and similar charges or taxes such as subdivision fees and may include the monthly cost of monitoring a previously installed security system, where this is a condition of the lease and the deputy head is satisfied as to the necessity of such an arrangement.\nDirective\n25.1 Application\n25.1.1 An employee's shelter cost as specified in Appendix A is based on:\n- the employee's salary group, determined by the annual rate of pay applicable on the first day of the assignment, as well as the annual rate of pay applicable on April 1 st of each subsequent year; and\n- the household size, which includes the employee plus dependants as defined in FSD 2 – Definitions who are, or will be residing with the employee for at least eight months of any consecutive twelve-month period; and\n- where a retroactive adjustment to the annual rate of pay is authorized, either as a result of a collective agreement or unilateral action by the employer, the effective date for adjustment of the employee's shelter cost shall be the first day of April following the date of the signing of a collective agreement or an arbitral award, or the date of approval of the revision in the case of excluded employees.\n25.1.2 When determining the suitability of Crown-held and privately leased accommodation, the deputy head shall generally be guided by the following accommodation space targets/guidelines:\n- 1 person in household – 2 bedrooms;\n- 2 people in household – 3 bedrooms;\n- 3 people in household – 3 bedrooms;\n- 4 people in household – 3 bedrooms;\n- 5 people in household – 4 bedrooms.\n25.1.3 An employee, who is a single parent with accompanying children, shall be treated as a couple with accompanying children, for the purpose of establishing the number of bedrooms authorized.\n25.1.4 An employee shall have the option of electing a household size which is one level higher than the actual household size to recognize the impending birth or adoption of a child.\n25.1.5 An employee who is accompanied by three or more dependants and who is renting private accommodation shall have the choice of electing a household size which is one level lower than the actual household size.\n25.1.6 Where two employees at the same post share joint custody of one or more dependants, the employee who does not receive FSD benefits for the dependants shall have the option of electing a household size to recognize the dependants residing at the post full-time.\n25.1.7 Where an employee changes accommodation in accordance with subsection 25.1.4 or 25.1.5, the provisions of section 25.17 may be applied at the discretion of the deputy head.\n25.1.8 Where an employee makes an election in accordance with subsection 25.1.4 or 25.1.5, it shall remain in force for as long as the employee continues to occupy the accommodation which was occupied at the time the election was made and the employee's actual rent and/or shelter cost shall not be affected during this period by the arrival or departure of a member of the employee's household.\n25.1.9 Where subsection 25.1.4 or 25.1.5 does not apply, the employee's household size, for purposes of shelter cost, shall be adjusted on the first calendar day following a change in household size due to the permanent arrival or departure of a dependant; in such situations, where an employee is occupying Crown-held accommodation, the employee and the employer will make every reasonable effort to relocate the employee to accommodation which is suitable having regard to the employee's revised household size.\n25.2 Crown-Held Accommodation\n25.2.1 Where an employee is allocated Crown-held accommodation at a post, it shall be a condition of assignment to that post that the employee occupy that accommodation, provided such accommodation is suitable.\n25.2.2 As conditions of occupancy, the employee shall sign an Occupancy Agreement, identify inventory items and note their condition in the Schedules attached to the Agreement. The Occupancy Agreement includes details on liability regarding damage and loss of property.\n25.2.3 Where an employee has signed an Occupancy Agreement, the Crown shall be responsible for public liability and for compensation for damage/loss to an employee's personal and household effects to the same extent as a landlord would be responsible under the law of Ontario. In addition, the Crown shall be responsible for such other matters which, because of local law or practice, may be specified in the leasing agreement between the Crown and the local landlord as being the responsibility of the lessee but which would normally be the responsibility of the landlord under the law of Ontario. The law of Ontario shall apply to the settlement of any dispute or difference arising under the Occupancy Agreement.\n25.2.4 It is the employee's personal responsibility to take out appropriate householder's insurance for public liability, for which they would be responsible under the law of Ontario, and for damage/loss of personal and household effects.\n25.2.5 Where an employee chooses to vacate Crown-held accommodation for personal reasons, a minimum of two months advance written notice of intent to vacate shall be given and the employee shall continue to pay shelter cost for the lesser of:\n- two calendar months after the month in which notice of intent to vacate is given; or\n- the period until the accommodation is disposed of or again occupied.\n25.2.6 In the event of the death of an employee, the deputy head may authorize the continued occupancy of Crown-held accommodation by the employee's dependants, for a reasonable time after the employee's death, taking into consideration the circumstances of each case. In such case, payment of the appropriate shelter cost shall apply.\n25.3 Privately Leased Accommodation – Actual Rent\n25.3.1 On submission of the Application for Shelter Assistance Form, the deputy head may authorize payment to an employee who rents accommodation of:\n- actual rent up to the rent ceiling established for the post on the basis of the employee's annual rate of pay and household size; or\n- actual rent up to the rent ceiling established for the post on the basis of the employee's annual rate of pay and household size, where in the opinion of the deputy head an employee is required to extend substantial official hospitality at home; or\n- actual rent up to the maximum rent ceiling established for the post on the basis of the employee's annual rate of pay (without regard for household size) where there are fewer than four other persons in the employee's household, where in the opinion of the deputy head an employee is required to extend substantial official hospitality at home.\n25.3.2 Where an employee is receiving actual rent in accordance with subsection 25.3.1, such rent shall remain fixed for the duration of the lease except that:\n- where the rent ceiling has been revised, actual rent may be adjusted up to the amount of the revised rent ceiling, in accordance with the employee's annual rate of pay and household size used to determine the previous rent ceiling, with effect from the date of the revised rent ceiling; and/or\n- where the initial or subsequent lease contains a cost adjustment clause, actual rent shall be adjusted up to the amount of the rent ceiling in accordance with the employee's annual rate of pay and household size on the effective date of the adjustment.\n25.3.3 Notwithstanding the limitations of the definition of \"rent ceiling\" and subsection 25.3.1, actual rent may exceed the rent ceiling where:\n- actual rent on initial occupancy did not exceed the rent ceiling at that time, the cost adjustment clause or subsequent lease, as applicable, was approved by the deputy head and the deputy head is of the opinion that such excess rent is a justifiable charge to public funds; and/or\n- it can be demonstrated that the rent ceiling is inadequate for a particular employee due to unusual circumstances or conditions, on the recommendation of the appropriate foreign service interdepartmental coordinating committee.\n25.3.4 Unusual circumstances or conditions referred to in paragraph 25.3.3(b) would include the following:\n- special housing requirements for an employee or dependant with a disability;\n- additional space requirements due to family size, not taken into consideration when establishing the rent ceiling;\n- unusual program requirements, not taken into consideration when establishing the rent ceiling; and/or\n- unusual market conditions which could not be anticipated when establishing the rent ceiling.\n25.3.5 Where an employee who is receiving actual rent enters into a new or subsequent lease, actual rent shall be adjusted up to the amount of the rent ceiling in accordance with the employee's annual rate of pay and household size with effect from the first day of the new or subsequent lease.\n25.3.6 Notwithstanding Section 107 of the Federal Public Sector Labour Relations Act , revisions to rent ceilings shall not constitute a change in terms and conditions of employment for employees subject to the Foreign Service Directives.\n25.3.7 It is the employee's personal responsibility to purchase appropriate household insurance for public liability, for which they would be responsible under the law of Ontario, and for damage/loss of personal and household effects.\n25.3.8 In the event of the death of an employee who has been occupying privately-leased accommodation, the deputy head may authorize continued payment of actual rent to the employee's dependants for occupancy of such accommodation for a reasonable time after the employee's death, taking into consideration the circumstances of each case. In such case payment of the appropriate shelter cost shall apply.\n25.4 Privately Leased Accommodation - Advance\n25.4.1 Where an employee is required to pay a lessor a sum of money to acquire permanent accommodation, either as advance rent or in consideration of tenancy, but other than a security deposit, the deputy head may grant the employee the required advance which shall not exceed six times the monthly actual rent as determined pursuant to subsection 25.3.1.\n25.4.2 Where an employee has been granted an advance in accordance with subsection 25.4.1, recovery shall be as follows:\n- where the advance has been provided for advance rent, the employee's shelter cost shall be payable for the duration of the lease, but the employee shall not receive actual rent for that period of the lease for which advance rent has been paid;\n- where the advance has been provided in consideration of tenancy, the amount of such advance shall be recovered by monthly deductions from the employee's actual rent at a rate not less than the rate computed in Appendix C of this directive.\n25.4.3 An employee who is required to pay for public utilities in advance in order to obtain service may be granted an advance, not exceeding the amount of the advance specified by the utility company, at the discretion of the deputy head.\n25.4.4 Where an employee has been granted an advance in accordance with subsection 25.4.3, recovery shall be as follows:\n- where the advance has been made for utilities for which payment of charges are the employee's responsibility, the advance shall be: repaid by the employee upon recovery from the utility company; or recovered from the employee's salary two months after the departure from the post, whichever is the earlier; or\n- where the advance has been made for utilities for which payment of charges is authorized under subsection 25.9.2, payment of such charges shall be limited to the actual utility charges less the amount of the advance.\n25.4.5 Where an employee is required to pay a lessor a sum of money as a security deposit to acquire permanent accommodation, and/or pay an agency or firm a sum of money as a security deposit in order to rent essential household furniture and equipment, the deputy head may authorize payment of an advance not exceeding the following:\n- six months' actual rent, as determined in subsection 25.3.1, where an employee is required to pay a lessor a sum of money as a security deposit in order to rent permanent accommodation; and/or\n- six months' furniture rental, where an employee is required to pay an agency or a firm a sum of money as a security deposit in order to rent essential household furniture and equipment.\n25.4.6 Except where the provisions of subsections 25.4.8, 25.4.9 or 25.4.10 apply, the advance made under subsection 25.4.5 shall be:\n- repaid by the employee upon refund by the lessor/firm/agency, together with accrued interest, if any, in accordance with the provisions of the lease agreement; or\n- recovered from an employee's salary two months after the date of the expiration of the lease, whichever is earlier.\n25.4.7 The advance made under subsection 25.4.5 shall be settled in the same currency as the advance was issued unless the employee has departed the post prior to final settlement, in which case any amounts owed by the employee shall be repaid in Canadian currency using the exchange rate applicable in the month the employee departed the post.\n25.4.8 Where a lessor/firm/agency withholds all or part of a security deposit in compensation for alleged loss, damage, or other liability attributed to the employee, recovery of that part of the security deposit advance which, in the opinion of the deputy head, is not properly attributable to the employee may be waived, up to the following limits:\n- one month's actual rent, as determined in subsection 25.3.1, where the security deposit was paid to a lessor in order to acquire permanent accommodation; and/or\n- one month's furniture rental, where the security deposit was paid to a firm or agency in order to rent essential household furniture and equipment.\n25.4.9 Where a security deposit is withheld in an amount which exceeds the limits prescribed in subsection 25.4.8, in compensation for alleged damage, loss or other liability attributed to the employee, the deputy head may:\n- authorize payment of legal and related expenses incurred in securing independent competent assistance to determine employee liability, provided such expenses do not exceed the amount of the security deposit withheld; or\n- waive recovery, up to the cost of procuring the services of competent assistance to determine employee liability, of that part of the withheld security deposit advance which in the deputy head's opinion is not properly attributable to the employee.\n25.4.10 Where the deputy head has authorized payment of expenses pursuant to paragraph 25.4.9(a), and is satisfied that, on the basis of the report from independent sources the claims of the lessor/firm/agency are unreasonable, and initiation of legal proceedings against the lessor/firm/agency would prejudice departmental objectives or involve prohibitive costs, recovery of that part of the security deposit advance which in the opinion of the deputy head is not properly attributable to the employee may be waived.\n25.5 Privately Leased Accommodation - Other Costs\n25.5.1 The deputy head may authorize payment of any or all of the expenses as outlined in subsection 25.9.3 and section 25.17 incurred by the employee when the employee, at a post:\n- leases permanent accommodation on arrival; and/or\n- disposes of permanent leased accommodation on departure.\n25.5.2 Where, because of local law or practice, an employee is responsible for all or a portion of costs for maintenance and/or repairs to privately-leased accommodation where such costs would be the responsibility of the lessor in the employee's headquarters city, the deputy head may authorize reimbursement of such actual and reasonable expenses for fit-up, maintenance and/or repairs, consistent with those which would normally be the responsibility of the Crown in Crown-held accommodation at the post.\n25.5.3 It is not the intent of subsection 25.5.2 to provide for the payment of major repairs or maintenance of privately-leased accommodation or to upgrade privately-leased accommodation which does not meet the average comparability policy at the time of initial occupancy. Under normal circumstances, where the anticipated cost of repairs and/or maintenance is expected to exceed $500 for any one service or on any one occasion or $1,000 in any fiscal year, prior approval of the deputy head is required in order to claim reimbursement.\n25.5.4 There may be situations where because of a shortage of suitable leased accommodation, most available accommodation requires minor fit-up and repairs. In such cases, the deputy head may authorize the reimbursement of the cost of necessary minor fit-up and repairs, to a maximum cost equivalent to one month's actual rent for that specific housing unit, but not exceeding the applicable rent ceiling. Examples of expenses that may be reimbursed are: painting and wall repairs, weather stripping, window and door repairs, repairing loose floor tiles, changing of locks, minor plumbing and electrical repairs and purchase of window coverings where these are not provided. Expenses that are purely cosmetic (changing wall colours) are not reimbursable.\n25.6 Privately Leased Accommodation - Disputes\n25.6.1 Where a dispute arises at a post between an employee and a lessor, either during the term of a lease or on termination of a lease, about loss or damages allegedly created or caused by that employee, the deputy head may authorize payment of:\n- the expenses of securing independent competent assistance, including legal services, provided such expenses do not exceed the difference between the amount claimed by the lessor and the amount of liability recognized by the employee; or\n- an amount up to the cost of procuring independent competent assistance, including legal services, towards settlement of that part of the claim which does not involve employee liability.\n25.6.2 The senior officer at the mission shall submit a report to the deputy head outlining the circumstances of the dispute, the report of an independent appraiser, if applicable, and recommendations for the disposition of the dispute. Payment to the lessor of that part of the claim which, in the opinion of the deputy head, is not properly attributable to abuse or neglect by the employee may be authorized:\n- where the deputy head is satisfied that the lessor's claims are unreasonable and initiation of legal proceedings against the lessor would prejudice departmental objectives or involve prohibitive costs; or\n- where court proceedings have taken place and a judgment has been rendered against the employee.\n25.7 Accommodation at No Cost to the Crown\n25.7.1 An employee shall have the right to opt out of the shelter provisions of this directive, which include those provisions related to utilities in subsections 25.4.3, 25.4.4, 25.9.1 and 25.9.2, and personally arrange for accommodation on the local market at no cost to the Crown, except that this choice would not normally be available to an employee where it is a condition of assignment that the employee occupy Crown-held accommodation. In these cases, approval shall be at the discretion of the Deputy Minister of Foreign Affairs.\n25.7.2 The right to opt out should normally be exercised at the beginning of a posting and would usually last for the length of the posting. The option would not be available to an employee who chooses to share accommodation with another employee to whom these directives apply.\n25.8 Employee-Owned Accommodation\n25.8.1 This directive shall not apply in situations where an employee purchases accommodation at a post, without the approval of the Treasury Board or the President of the Treasury Board.\n25.9 Utility and Other Expenses\n25.9.1 Subject to paragraph 25.4.4(b), where an employee rents accommodation and receives actual rent or occupies Crown-held accommodation at a post, the deputy head shall authorize payment of the actual and reasonable utility charges, including sales or excise taxes, specified in subsection 25.9.2 that are incurred by the employee during the period commencing on the first day of the lease or the first day of occupancy of Crown-held accommodation and terminating on the day of the employee's final departure from permanent accommodation or the day the lease is terminated, whichever is the earlier.\n25.9.2 The utility charges referred to in subsection 25.9.1 of which the deputy head shall authorize payment include charges in respect of:\n- rental and repair of meters;\n- identifiable water costs;\n- gas;\n- fuel used for heating, including the cost of firewood where this is a primary source of heat or where this is an essential source of heat to supplement an inadequate heating system or where used in fuel-efficient fireplaces designed to reduce energy consumption;\n- the primary fuel used for cooking;\n- electricity;\n- sewerage;\n- garbage collection;\n- charges or taxes for municipal services such as fire protection, police protection, street cleaning, mail delivery, street lighting and snow removal (excluding snow removal from a walk or driveway), when not included in the leasing agreement as part of rent;\n- pest control where required by local law or where considered by the deputy head to be in excess of an employee's personal responsibility. Such charges shall be limited to those that would not normally be incurred in Canada or would be the responsibility of the landlord or appropriate local authority such as the municipal health or sanitation department. In considering charges for pest control, the deputy head shall take into account any recommendation or advice from Health Canada or local health authority; and\n- licence fees imposed by the host government for one television set, one car radio and one radio in the home.\n25.9.3 The deputy head may authorize payment of any or all of the following expenses incurred by the employee when leasing private accommodation:\n- legal fees and registration fees;\n- duty stamps;\n- inventory charges;\n- real estate agent's fees; and/or\n- compulsory insurance of a kind not normally required as a condition of occupancy in Canada, including insurance for public liability where this is the responsibility of the lessee under local law or practice but would have been the responsibility of the landlord under the law of Ontario.\n25.9.4 The utility charges referred to in subsection 25.9.1 do not include charges or taxes in respect of:\n- telephone service; and\n- personal services, including those provided by doormen, janitors, maids, concierges, gardeners.\n25.9.5 In respect of paragraph 25.9.4(a), an employee who occupies Crown-held accommodation shall pay the cost of telephone service during the period of occupancy, notwithstanding the fact that the telephone is not in the name of the employee, except in unusual situations where specifically authorized in advance by the deputy head.\n25.9.6 In the event of the death of an employee where the employee's dependants have been authorized to continue occupancy of Crown-held accommodation or privately-leased accommodation, the deputy head may authorize continued payment of actual and reasonable utility charges in accordance with this section.\n25.10 Shelter Cost\n25.10.1 Subject to sections 25.13 and 25.16, and/or to sections 15.23 and 15.24 of FSD 15 – Relocation, FSD 16 – Assistance for a Principal Residence and/or FSD 18 – Special Family Separation Assistance, as applicable, an employee who occupies Crown-held accommodation or who occupies privately-leased accommodation and is receiving actual rent, shall pay a shelter cost in accordance with Appendix A of this directive. The shelter cost represents an amount which in general corresponds to the cost of average fully-serviced unfurnished rental accommodation normally occupied by a person of similar annual rate of pay and family configuration in the Ottawa/Gatineau area.\n25.10.2 Shelter cost is payable in advance on the first day of the month.\n25.10.3 Shelter cost may be paid in Canadian dollars or in local currency equivalent. An employee who pays a shelter cost in local currency may be reimbursed such bank service and/or exchange charges incurred in such payment on certification that these charges have been paid for the purchase of the local currency equivalent of the shelter cost. Where an employee has purchased local currency within the seven days preceding the first working day of the month in order to pay that month’s shelter cost, the actual rate of exchange obtained may be used in the determination of the equivalent shelter cost payable by the employee. In all other cases, the equivalent local currency cost shall be based on the most favorable legal rate of exchange available to employees on the first working day of the month in which the shelter cost is payable, as determined by the deputy head.\n25.10.4 The shelter cost, as provided in Appendix A of this directive, shall be increased by 20% if an employee rents furnished accommodation at a post to which the deputy head was prepared to approve payment of the expenses of shipping that employee's furniture and household equipment, but the employee requests and the deputy head agrees to store such furniture and household equipment at public expense.\n25.10.5 The shelter cost shall remain fixed until the following April 1 st , except:\n- for periods for which deficiency adjustments are authorized; and\n- where there is a change in the size of an employee's household residing at the post, in which case the shelter cost shall be adjusted on the first calendar day following the permanent arrival or departure of a dependant, on the basis of the employee's annual rate of pay used to determine the shelter cost before the change in household size.\n25.10.6 An employee's shelter cost shall be adjusted on April 1 st of each year, in accordance with Appendix A, to reflect any change in annual rate of pay, as outlined in section 25.1. Furthermore:\n- where an employee changes either privately-leased accommodation or Crown-held accommodation as a result of uncontrollable circumstances, the shelter cost for the accommodation occupied immediately prior to the change shall continue to apply until April 1 st , unless there is a change in the household size; or\n- where an employee is allocated temporary Crown-held accommodation because suitable accommodation, having regard for annual rate of pay, household size, and/or program requirements, is not available, and is subsequently allocated suitable Crown-held accommodation, the shelter cost for the accommodation occupied immediately prior to the change shall continue to apply until April 1 st , unless there is a change in the household size.\n25.11 Start and End Date of Shelter Cost\n25.11.1 Except as provided in sections 25.13 and 25.16, and/or in sections 15.23 and 15.24 of FSD 15 – Relocation, FSD 16 – Assistance for a Principal Residence and/or in FSD 18 – Special Family Separation Assistance, an employee's shelter cost, determined in accordance with this directive, shall apply from the first day of occupancy of privately-leased or Crown-held accommodation at the post, and shall cease on the day following the termination date of the lease for which actual rent was paid, or the final departure of the employee from permanent accommodation, whichever is earlier.\n25.11.2 In cases of emergency evacuation where the employee and accompanying dependant(s) have been evacuated under the provisions of FSD 64 – Emergency Evacuation and Loss, the final departure date from accommodation shall be the date indicated on the Posting Confirmation Form (or equivalent), subject to adjustments which may be authorized in accordance with section 25.13.\n25.11.3 Where, following the death of an employee, the employee's dependants have been authorized to continue occupancy of Crown-held accommodation or privately-leased accommodation, such occupancy shall be subject to payment of the appropriate shelter cost to the employer, in accordance with sections 25.10 and 25.11.\n25.12 Calculation of Partial Month Actual Rent or Shelter Cost\n25.12.1 Actual rent or shelter cost for a period of less than one complete calendar month shall be calculated in accordance with Appendix B of this directive.\n25.13 Shared Accommodation\n25.13.1 Subject to subsection 25.1.1, where an employee chooses to share accommodation with one or more other employees, either because they are an employee-couple or by personal choice, the shelter cost shall be assessed in total to and paid by the employee who is in receipt of the highest annual rate of pay and shall be determined on the basis of:\n- the total number of employees and dependants in the household; and\n- the applicable annual rate of pay for the employee who is in receipt of the highest annual rate of pay.\n25.13.2 Where an employee is required to share Crown-held accommodation with one or more employees together with their dependants, each employee's shelter cost shall be based on each annual rate of pay and household size divided by the number of employees sharing the accommodation.\n25.13.3 Where an employee shares privately-leased accommodation with one or more other employees, the rent ceiling shall be applied in the same manner as used to determine the appropriate shelter cost in this section.\n25.13.4 An employee may be entitled to an accommodation deficiency adjustment in accordance with section 25.16 when:\n- as the result of an emergency evacuation, an employee is required to share accommodation with one or more employees;\n- an employee, with the approval of the deputy head, shares accommodation with a non-employee; or\n- an employee is required to share accommodation with one or more employees who are at post on travel status.\n25.14 Temporary Absence from Post\n25.14.1 Where an employee is temporarily absent from the post with the deputy head's approval, or is assigned to a new post, the shelter cost and actual rent applicable immediately prior to departure shall continue to apply as long as a dependant continues to reside in the employee's accommodation at the post, subject to any adjustment pursuant to subsections 25.3.2, 25.3.3, 25.3.5, 25.10.5, 25.10.6 and section 25.11.\n25.14.2 Where an employee is temporarily absent from the post with the deputy head's approval and no dependant continues to reside in the employee's privately-leased accommodation at the post, the deputy head may authorize termination of payment of the actual rent on the day following the last day of occupancy, having regard for:\n- the estimated cost if the lease were not terminated and payment of the actual rent were continued during the period of temporary absence; and\n- the estimated costs of living expenses and temporary shelter and related expenses and, if applicable, the higher actual rent on the return of the employee if the lease is terminated; and where the employee's lease is terminated, the deputy head may authorize payment of living and temporary shelter expenses on the employee's return to the post, in accordance with FSD 15 – Relocation, except that the benefit period shall not include time spent in temporary accommodation prior to the employee's return.\n25.14.3 Where an employee is temporarily absent from the post with the deputy head's approval, and no dependant continues to reside in the employee's privately-leased accommodation which is sublet, the actual rent shall be reduced by one-half of the actual amount received by the employee from subletting.\n25.14.4 Where an employee is absent from the post without the deputy head's approval, the deputy head may terminate payment of the actual rent and the shelter cost effective from the first day of such absence.\n25.15 Safe Storage Expense Benefit During a Temporary Absence from Post\n25.15.1 Subject to sections 25.15.2, 25.15.3 and 25.15.4, where an employee is temporarily absent from a post, and the living accommodation will be vacant during that absence, and where protection from burglary or unlawful entry is considered essential, the deputy head shall authorize payment of the lesser of the following actual and reasonable expenses:\n- storage, including the cost of packing, cartage, extra insurance and unpacking, of the employee's effects; or\n- custodial services providing comparable protection, beginning on the first day of the employee's absence.\n25.15.2 Where in the opinion of the deputy head the absence arises from program-related circumstances, the storage expenses referred to in paragraph 25.15.1(a), may be authorized by the deputy head as many days beforehand as may be necessary to enable the employee's effects to be in safe storage from the first day of absence, and shall be limited to the expenses related to:\n- household effects, where the employee's lease of privately-rented living accommodation is terminated with the approval of the deputy head; or\n- personal articles only, where the employee's lease is not terminated or where the employee occupies Crown-held or employee-owned accommodation.\n25.15.3 Where an employee is absent from a post on authorized leave of absence with pay, other than an absence covered by subsection 25.15.2 and where the employee's lease is not terminated or where the employee occupies Crown-held or employee-owned accommodation, the storage expenses referred to in paragraph 25.15.1(a) shall be limited to:\n- a weight limit of: 150 kilograms net (333 lbs) for an unaccompanied employee; or 225 net (500 lbs) for an accompanied employee; and/or\n- expenses incurred on or after the first day of the employee's leave of absence.\n25.15.4 Pursuant to subsection 25.15.3, the deputy head shall authorize payment of expenses in respect of:\n- an absence of eight days or more from a post where, in the opinion of the deputy head, the risk of burglary or unlawful entry into unoccupied accommodation significantly exceeds that of Ottawa/Gatineau; and\n- where, in the opinion of the deputy head the risk of burglary or unlawful entry into unoccupied living accommodation is not significantly higher than in Ottawa/Gatineau, an absence from the post of: 19 days or more on vacation leave in respect of which FSD 50 – Post Travel Assistance has been paid; or 25 days or more for any other reason.\n25.15.5 An employee who is absent from the post on authorized leave with pay and whose lease is terminated with the approval of the deputy head is covered under subsection 15.13.1 of FSD 15 – Relocation.\n25.15.6 Where, in exceptional circumstances, the employee cannot make alternative personal arrangements for the safe storage of an automobile, deputy head discretion may be exercised to make provision for such safe storage or authorize payment of the expenses incurred by the employee in providing such storage.\n25.16 Accommodation Deficiency Adjustment\n25.16.1 Where an employee is required to occupy Crown-held accommodation which has unacceptable deficiencies having regard to the employee's annual rate of pay and family configuration, as determined by the Deputy Minister of Foreign Affairs, the employee shall be entitled to an accommodation deficiency adjustment. This is determined as a percentage reduction to the applicable shelter cost to recognize the impact of the deficiency on the liveability of the accommodation, and is reflected in the employee's monthly Foreign Service Allowance Statement. The deficiency adjustment shall be determined in accordance with the methodology agreed to by the NJC FSD Committee and outlined in Appendix D of this directive.\n25.16.2 Where in the same month, an employee is entitled to a shelter waiver under the provisions of FSD 18 – Special Family Separation Assistance or FSD 16 – Assistance for a Principal Residence, and an accommodation deficiency adjustment under the provisions of subsection 25.16.1, the maximum of the accommodation deficiency adjustment is the difference between the unadjusted shelter cost and the applicable shelter waiver. Where a 100% shelter waiver applies, the provisions of subsection 25.16.1 shall not apply.\n25.17 Local Move\n25.17.1 The deputy head may authorize payment of expenses when an employee is compelled to change permanent accommodation at post because of operational requirements or for reasons which are acceptable to the deputy head that are beyond the employee’s control and not normally encountered at the headquarters city.\n25.17.2 A local move having to do with a dependant designated after the arrival of the employee at the post is not a reason considered beyond the employee’s control for the purposes of this section.\n25.17.3 The expenses which may be paid are:\n- the expenses listed in subsection 25.9.3;\n- packing, transporting and unpacking of furniture and effects in accordance with sections 15.13 to 15.17 of FSD 15 – Relocation;\n- disconnection and connection of public utility services, including telephone, electricity, water, cable and internet; and\n- actual and reasonable expenses for accommodation and meals as determined by the deputy head.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-30", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix A – Employee Shelter Cost – Section 25.10", "marginal_note": "Appendix A – Employee Shelter Cost – Section 25.10", "part": "Part IV - Shelter and related provisions", "division": "", "heading": "", "text": "Effective Date: April 1, 2026\nThis table reflects the monthly shelter cost in Canadian dollars effective on April 1, 2026.\nSalary Group Number of persons in household 1 in household 2 in household 3 in household 4 in household 5 or more in household 38,000 - 39,999 909 1,017 1,080 1,124 1,156 40,000 - 41,999 936 1,043 1,106 1,150 1,187 42,000 - 43,999 962 1,071 1,132 1,177 1,212 44,000 - 45,999 987 1,096 1,156 1,201 1,237 46,000 - 47,999 1,012 1,119 1,183 1,227 1,261 48,000 - 49,999 1,034 1,142 1,204 1,247 1,284 50,000 - 54,999 1,073 1,180 1,241 1,287 1,322 55,000 - 59,999 1,123 1,230 1,291 1,336 1,372 60,000 - 64,999 1,169 1,276 1,337 1,382 1,416 65,000 - 69,999 1,210 1,318 1,380 1,424 1,459 70,000 - 74,999 1,249 1,357 1,418 1,464 1,499 75,000 - 79,999 1,286 1,393 1,457 1,501 1,536 80,000 - 89,999 1,335 1,445 1,506 1,551 1,587 90,000 - 99,999 1,398 1,505 1,569 1,613 1,647 100,000 - 109,999 1,454 1,559 1,622 1,667 1,703 110,000 - 119,999 1,502 1,611 1,672 1,717 1,753 120,000 - 129,999 1,549 1,657 1,718 1,763 1,798 130,000 - 139,999 1,591 1,699 1,761 1,805 1,841 140,000 - 149,999 1,630 1,739 1,800 1,845 1,880 150,000 & over 1,667 1,773 1,838 1,882 1,917\nNotes:\n- Notwithstanding the provisions of Section 107 of the Federal Public Sector Labour Relations Act , revisions to this appendix shall not constitute a change in terms and conditions of employment for employees subject to the Foreign Service Directives.\n- This appendix shall be adjusted in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-31", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix B - Calculation of Actual Rent or Shelter Cost for a Partial Month – Section 25.12", "marginal_note": "Appendix B - Calculation of Actual Rent or Shelter Cost for a Partial Month – Section 25.12", "part": "Part IV - Shelter and related provisions", "division": "", "heading": "", "text": "The calculation of actual rent or shelter cost for a period of less than one complete calendar month shall be calculated as follows:\nMonthly Actual Rent (or Monthly Shelter Cost) X Number of applicable calendar days Total calendar days in month", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-32", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix C - Calculation of Recovery of Advance – Privately Leased Accommodation – Paragraph 25.4.2(b)", "marginal_note": "Appendix C - Calculation of Recovery of Advance – Privately Leased Accommodation – Paragraph 25.4.2(b)", "part": "Part IV - Shelter and related provisions", "division": "", "heading": "", "text": "Where the advance has been provided in consideration of tenancy, the amount of such advance shall be recovered by monthly deductions from the employee's actual rent at a rate not less than the rate computed as follows:\nAmount of advance granted Total months in lease", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-33", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix D – Accommodation Deficiency Adjustments - Crown-Held Accommodation – Section 25.16", "marginal_note": "Appendix D – Accommodation Deficiency Adjustments - Crown-Held Accommodation – Section 25.16", "part": "Part IV - Shelter and related provisions", "division": "", "heading": "", "text": "- In accordance with FSD 25 – Shelter, the employer undertakes, wherever possible and practicable, to provide each employee at a post with accommodation which is generally comparable to average fully-serviced rental accommodation normally occupied by a person of similar annual salary and family configuration in the Ottawa/Gatineau area.\n- In administering accommodation, it is recognized that Ottawa/Gatineau housing standards and related living conditions cannot be wholly duplicated anywhere in the world, let alone at all posts and in each staff quarter. Furthermore, there will always be some Crown-held staff quarters at some posts which are considered not suitable in accordance with paragraph 6 of this appendix. Where the liveableness of such Crown-held accommodation is significantly reduced, provision exists under section 25.16 for a deficiency adjustment. Unless special arrangements are in place with employing departments, where staff accommodation is provided by the Department of Foreign Affairs, Trade and Development, it is that department which administers accommodation deficiency adjustments.\n- In order to determine a standard for average comparability, the employer is guided by the criteria contained in this appendix. These criteria, together with local conditions and lifestyles, are a benchmark for determining the overall suitability of a given staff quarter. Factors such as size and layout, mechanical systems, recreation space and parking are objective and quantifiable; others are subjective and much less easily measured. Moreover, many of these factors are only of limited importance to the overall liveableness, for example, landscaping and exterior appearance of the building. Good judgment must be exercised in determining whether any deficiency which is considered to exist renders the accommodation below the Ottawa/Gatineau \"standard\" and, if so, to what extent liveableness is reduced. It is important to note that elements which may be more than fully satisfactory (for example, larger than normal rooms, swimming pool) must be considered as well and will therefore have a bearing on determining the impact of any apparent deficiency.\n- Deficiencies may arise for any number of reasons taking into account both the nature of the accommodation and the personal circumstances of its occupant(s). In some cases, an adjustment for deficiencies in a particular unit could apply to all successive tenants. Without limiting the generality of the foregoing, the following situations may arise from time to time: Underhousing: A deficiency adjustment could be considered where an employee is underhoused relative to household size. This may occur even where overall living conditions are generally comparable but it may not be practical or economical to provide alternative accommodation. Lack of routine repair and maintenance: It is the deputy head's responsibility to ensure that corrective action is carried out quickly and effectively in relation to Crown-held staff quarters; however, a reasonable amount of time must be allowed to effect required repairs or maintenance. A response time of three months is considered comparable to that which an average landlord in Ottawa/Gatineau would provide to rectify deficiencies of a non-emergency nature. Therefore, where a deficiency is not corrected within three months of being reported, an application for deficiency adjustment will be entertained, and, if approved, would be made retroactive to the date the deficiency was reported and would be granted until such time as the deficiency was corrected. Where a major appliance is absent or is not in working order, the corrective action will be carried out as quickly as possible, recognizing the impact of not having the major appliance. Exceptional repairs: where most of the staff quarter remains liveable. For example, an electrical fire may render one room and part of the hallway unusable but there is no compelling reason for the employee and dependants to vacate the staff quarters while repairs are being undertaken. Local factors: As the Post Differential Allowance (PDA) recognizes undesirable conditions which affect everyone, employees may already be receiving compensation for deficiencies related to environment and local conditions. However, where one or several factors recognized under the PDA result in the condition of one staff quarter being markedly worse than other Crown-held accommodation at the post, an application for a deficiency adjustment may be considered.\n- It should be noted that deficiencies related to furniture and furnishings will not normally be taken into consideration, and that program-related hospitality and accommodation requirements are not factors in comparability with the Ottawa/Gatineau base; neither has been considered in the methodology for the determination of employee shelter costs. Nevertheless, the Occupancy Agreement clearly identifies the responsibility of the employer for the provision, repair and replacement of furniture and furnishings. It is the employee's responsibility to inform the deputy head of serious omissions and/or deficiencies in the condition of these items. Immediate attention shall be given to those deficiencies which seriously affect the liveability and use of the premises. Where corrective action is not taken within a reasonable period of time, or is unsatisfactory, the employee may file a grievance for consideration under the NJC Redress Procedure.\n- The following factors are to be considered in assessing overall suitability of Crown-held staff accommodation and accommodation deficiencies. Size and Layout - The number of bedrooms should correspond, in general, to the accommodation space targets/guidelines in subsection 25.1.2. Adequacy of layout does not include consideration of official hospitality which may be conducted in the staff quarters. The overall room arrangement must be compared to the family size, and where a deficiency is noted by the occupant, objective judgment of its impact on liveableness will be made by the deputy head and recorded on the application form. Accommodations for positions having representational functions, and supported by hospitality logs, can be approved by Head of Mission, allowing for a suitably sized dining room. Quality of life considerations such as outdoor recreational spaces (i.e., parks for children) will be considered when acquiring staff accommodation and additional bedrooms for larger household sizes. Adequacy of size or layout of individual rooms within an accommodation will also be considered. Where such a deficiency is noted, full details, including photographs and/or a sketch if applicable, should be included with the application form. Mechanical Systems - This heading covers heating, cooling, plumbing, wiring and associated equipment within the dwelling, but does not include the supply of utilities to the property. Heating equipment should be capable of maintaining a temperature of 22°C throughout those portions of the dwelling normally required as habitable space. Cooling equipment should be capable of maintaining temperatures in accordance with the \"humidex\" criteria in designated zones as specified in the Foreign Affairs' Manual of Materiel Management (MMD 2 – Annex A). Plumbing and wiring equipment and fixtures should provide a degree of convenience, usefulness and safety comparable to that found in Ottawa/Gatineau, taking into consideration local conditions and lifestyles. Recreation Areas - In the context of housing, recreation areas are of two types: (a) play space for small children which should be in, or close to, the dwelling; and (b) parks, playgrounds, etc., for older children and adults which should be within a reasonable distance. Recreation areas will vary widely according to local conditions and lifestyles with respect to location, form and amenities, but should be free of hazards such as traffic and should have personal security commensurate with the level for the post. The necessity for children's play space in conjunction with a staff quarter is not a continuous requirement but will vary according to family configuration. Parking - Each staff quarter should have a parking space for one car, to be available as required, on the property or within reasonable walking distance. Other - This heading includes access, appearance, condition, landscaping, local facilities, noise, pollution, safety, security, traffic, utilities and utilization. The manner in which most of these elements affect accommodation is self-evident, however, the following will clarify application under these Guidelines. Access - Access refers to walks, drives, gates, corridors, elevators, etc., through which one must pass to reach the accommodation. Passage should be convenient and safe over and through these areas. If there are common areas in a multiple dwelling such as stairs, landings or hallways, they should be well lighted, well maintained and free of refuse or hazards such as material stored in the passage space. Appearance - The property associated with the premises, including the building exterior, adjacent land forming part of the property and areas used in common with other residents should be adequately maintained, sanitary and free of litter. Condition - Interior of premises should be adequately maintained and in good condition. Landscaping - Basic landscaping and grounds improvement relative to the neighbourhood. Location - Distance of accommodation from office, schools, shopping, recreation and parks: the accommodation should, under normal driving conditions and time of travel, be within one hour commuting time by public transportation or 45 minutes by car from the workplace, and within an eight-kilometre radius of appropriate municipal schools, recreation areas and shopping. Noise - The noise level of the immediate neighbourhood should not unduly interfere with normal occupancy of the premises, taking into consideration local conditions and lifestyles. (It should be kept in mind that provision is made in FSD 58 – Post Differential Allowance at some posts for factors such as noise that affect everyone at the post.) Pollution - Air, water and ground pollution in the vicinity of the accommodation should not substantially exceed local average. (It should be kept in mind that provision is made in FSD 58 – Post Differential Allowance at some posts for factors such as pollution that affect everyone at the post.) Safety - Structural integrity of the premises and emergency facilities should be sufficient to protect the tenant from normal physical, environmental or natural hazards, taking into account local residential building ordinances. Security - Physical security of the premises: sufficient protection to prevent casual entry by intruders. Where accommodation is provided by the Department of Foreign Affairs, Trade and Development, additional personal security will be provided in accordance with that department's policy for staff protection at the post. Traffic - Traffic density on the front, back and side streets to be reasonable for the type and location of the accommodation. Utilities - Utilities refers to the availability to the accommodation of electric power, water and sewer services. Since it is not possible to ensure that these services are provided without interruption, posts which encounter long and frequent periods of failure should ensure staff quarters are provided with facilities to carry over during such emergencies. Utilization - Use of the associated property to be compatible with residential tenancy, taking into consideration local conditions and lifestyles.\n- Except where an adjustment has been approved for all successive tenants, the employee is responsible for the first step in the process, that is, completion of an application for an accommodation deficiency adjustment. Aspects of the accommodation which are comparable to or better than the average Ottawa/Gatineau accommodation must also be noted.\n- On receipt of a signed application form, the Head of Mission or a delegated committee is to comment on each deficiency identified by the employee and indicate the estimated time and cost where it is possible to correct the deficiency. The Head of Mission or a delegated committee will also make an assessment of the degree of reduced liveableness, taking into consideration the aspects wherein the accommodation is better than comparable to the Ottawa/Gatineau standard. Based on the overall assessment, the Head of Mission will approve or decline the application for a deficiency adjustment.\n- In the event of a dispute, the mission will refer the application to the Department of Foreign Affairs, Trade and Development Committee on Accommodation Deficiencies (COAD). The COAD will review the particulars and convey its decision to the Head of Mission.\n- Where a deficiency adjustment is approved, it will normally be granted in steps of 10%, 20% or 30%, reflecting a low, moderate or high degree of reduced liveableness of the accommodation. In view of the accommodation policy which is based on average accommodation, there will be no adjustments below 10%, notwithstanding that minor deficiencies may exist. In exceptional circumstances, a deficiency adjustment in excess of 30% will be considered by the COAD. This would apply to situations such as: where suitable alternative permanent accommodation is not available and correction of the deficiencies is outside the control of the employer; or where the employee is agreeable to remaining in the accommodation, notwithstanding the seriousness of the deficiency, and essential improvements and/or repairs can be made within a reasonable period of time.\n- The Head of Mission or a delegated committee will review the validity of existing deficiency adjustments at the post on April 1 st and October 1 st of each year, at a minimum, and will make a report of the review to the Deputy Minister of Foreign Affairs at these times.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-34", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 30 - Post Transportation and Related Expenses", "marginal_note": "FSD 30 - Post Transportation and Related Expenses", "part": "Part IV - Shelter and related provisions", "division": "", "heading": "", "text": "Introduction\nThe employer recognizes that in certain locations outside Canada there are circumstances which relate to personal transportation and expenses associated with personal transportation which are significantly different to situations normally experienced by employees serving in Canada. It is recognized that access to personal transportation not only contributes to the effective performance of an employee's duties but reflects the employee's standard of living in Canada. Local restrictions may limit the availability of private motor vehicles or impose significant extra costs on employees. Consequently, the employer is prepared to make various specific types of assistance available to an employee to assist with personal transportation requirements and costs as outlined in this directive for: Crown-provided vehicle, road taxes and licensing fees, parking expenses, commuting assistance and education transportation.\nDefinitions\nNote : These definitions only apply to this directive.\nAdequate public transportation ( transport en commun satisfaisant ) means public transportation between a suitable residential location and the workplace, which, in the opinion of the deputy head:\n- is not unsatisfactory due to security or other factors; and\n- is suitably scheduled to coincide with the time of commencement and ending of an employee's work schedule.\nCommuting assistance ( aide au transport quotidien ) means the actual commuting costs minus the commuting share.\nCommuting cost ( frais de transport quotidien ) means an employee's commuting costs by the most economical means of transport for a daily return journey between the employee's residence and workplace determined in accordance with subsection 30.4.2 for the period during which commuting assistance is being claimed.\nCommuting share ( quote-part des frais de transport quotidien ) is the amount payable by the employee where assistance is provided under this directive for the lesser of:\n- an OC Transpo adult regular monthly pass for each calendar month in which commuting assistance is being claimed; or\n- the OC Transpo lowest available adult fare for a round trip multiplied by the number of days for which commuting assistance is being claimed.\nSuitable residential location ( lieu de résidence convenable ) means a location at which, in the opinion of the deputy head, employees could reside, taking account of such factors as: availability of residential accommodation, educational facilities where required, environmental conditions - such as security, etc., official hospitality requirements, and availability of adequate public transportation.\nDirective\n30.1 Crown-Provided Vehicle\n30.1.1 Where the deputy head has determined that an employee at a specified post is not entitled to the provisions of section 15.18 of FSD 15 – Relocation because the host country has embargoes or prohibitive import duties or disposal requirements applicable to an employee's private motor vehicle (PMV), or vehicle shipment costs are excessive, the provision of a Crown-provided vehicle or alternative transportation, as determined by the deputy head to be the most economical, may be authorized for the use of an employee while assigned to the post, provided the employee fulfills the conditions specified in subsection 30.1.2.\n30.1.2 An employee who accepts a Crown-provided vehicle or alternative transportation for personal use shall:\n- agree to be responsible for operating expenses (oil, fuel/gasoline, parking, tolls, etc.) and shall pay the fixed rate as specified in Appendix A until such time as the methodology is reviewed and the fixed rate revised by the NJC FSD Committee;\n- agree to return such vehicle in the condition in which it was received, subject to allowance for normal usage;\n- ensure that the vehicle is driven only by qualified and licensed drivers in accordance with local law;\n- be responsible for ensuring that the vehicle is submitted for inspection and maintenance in accordance with instructions prescribed by the deputy head;\n- agree to pay the cost of any necessary repairs that are, in the opinion of the deputy head, due to fault or negligence on the employee's part;\n- agree to pay the first $100 in repair costs when the vehicle is damaged in a collision and the driver of the Crown-provided vehicle is the responsible party; and\n- agree to pay the first $25 in repair costs when the vehicle suffers damage that would be insurable under a comprehensive automobile insurance policy in Canada.\n30.1.3 Where the deputy head has authorized the provision of a Crown-provided vehicle to an employee, payment shall be authorized for:\n- expenses incurred by the employee for normal maintenance of the vehicle, other than those which are payable pursuant to paragraph 31.1.2(a);\n- the costs of inspections, major overhaul or those repairs which are not payable by the employee pursuant to paragraph 30.1.2(e); and\n- damage to the vehicle which is not payable by the employee pursuant to paragraphs 30.1.2(f) and (g).\n30.1.4 Subsections 30.1.1 to 30.1.3 of this directive shall apply to one employee only of an employee-couple who are assigned to the same post, unless the deputy head determines that application to each employee is justified by program requirements.\n30.1.5 The provisions of subsection 30.1.1 may be extended to an employee whose private motor vehicle is being shipped to or from the post under section 15.18 of FSD 15 – Relocation. This discretion would normally be exercised for posts where local transportation is absent or inadequate.\n30.1.6 While subsection 30.1.1 uses the singular form, it does not preclude an employee from renting a second Crown-provided vehicle, subject to availability and other employees' requirement for a primary vehicle.\n30.1.7 The provisions of subsection 30.1.1 are not an entitlement. It is at the discretion of the deputy head and conditional on the availability of Crown-provided vehicles at a post.\n30.1.8 Where an employee is provided with a Crown-provided vehicle under the provisions of subsection 30.1.1, commuting assistance may be claimed in accordance with section 30.4 or subsections 30.5.3 or 30.6.2.\n30.2 Road Taxes and Licensing Fees\n30.2.1 At locations outside Canada an employee may be subject to annual motor vehicle registration fees and/or road taxes which exceed those rates payable in the province of Ontario. When supported by appropriate receipts or documentation showing such payment, an employee shall be reimbursed the difference between the annual fees paid and that which would be payable in the province of Ontario except that such fees and/or road taxes shall be limited to the annual registration fees and/or road taxes paid in respect of one PMV (which includes a motorcycle where this is the primary method of transportation).\n30.2.2 At locations outside Canada an employee may be subject to compulsory technical control inspection fees which exceed the requirements, rates and/or frequency in the province of Ontario. When supported by appropriate receipts or documentation, an employee shall be reimbursed the difference between the compulsory technical control inspection fees paid and that which would be payable in the province of Ontario except that such fees shall be limited to the fees paid in respect of one PMV (which includes a motorcycle where this is the primary method of transportation).\n30.2.3 This section shall apply to one employee only of an employee-couple who are assigned to the same post, unless the deputy head determines that application to each such employee is justified by program requirements.\n30.3 Parking Expenses\n30.3.1 The deputy head shall authorize the payment of actual and reasonable expenses of parking facilities at the employee's place of work at no cost to the employee, where, in the opinion of the deputy head:\n- the employee has duties, responsibilities, rank or position which make the payment of such expenses necessary; or\n- public transportation at the post is not available or is not satisfactory by Canadian standards and employees must regularly use their PMV for transportation to work.\n30.3.2 This section shall apply to one employee only of an employee-couple who are assigned to the same post, unless the deputy head determines that application to each such employee is justified by program requirements.\n30.4 Commuting Assistance – General\n30.4.1 In determining whether commuting assistance is warranted, it should be borne in mind that the basic government policy on commuting is that, under normal circumstances, employees are expected to report for work at their own expense. Assistance is available where excess commuting costs result from an employee's allocation to Crown-held accommodation or to privately-leased accommodation in a location approved by management, in accordance with the definitions outlined in this directive and sections 30.4 to 30.6.\n30.4.2 An employee may claim commuting assistance in accordance with sections 30.5 and 30.6 with respect to a given calendar month, where the commuting share is less than the commuting cost.\n30.4.3 Absence from work may affect commuting assistance. For example, an employee who has been authorized to use a PMV for commuting purposes may not claim commuting assistance during such absence from work, whereas an employee who has purchased an annual ticket/pass would continue to receive normal commuting assistance. Employees shall not be compensated for commuting costs which could have been avoided.\n30.5 Commuting Assistance - Location of Residential Accommodation - Employer Choice\n30.5.1 Where adequate public transportation exists, a claim may be made for the cost of public transportation between the employee's workplace and residence which exceeds the commuting share for that portion of the cheapest available ticket (weekly, monthly, quarterly, annually) that pertains to the calendar month for which commuting assistance is being claimed, regardless of the method of transportation actually used by the employee.\n30.5.2 Where adequate public transportation does not exist, and transportation is provided by the Crown, no other form of assistance should normally be applied; where such service is used, the employee shall pay a commuting share; for purposes of this section only, the commuting share shall be as determined by the deputy head, having regard to local conditions and the service provided and may be less than the commuting share.\n30.5.3 Where adequate public transportation does not exist, and where the authorized use of a PMV is the most economical form of commuting that is practicable, a claim may be made for commuting assistance for the shortest return distance between the employee's workplace and residence which exceeds the commuting share, on the basis of the lower kilometric/mileage rate as defined in FSD 2 – Definitions, plus applicable tolls for the number of days commuting which actually took place in a given calendar month.\n30.6 Commuting Assistance - Location of Residential Accommodation – Employee Choice\n30.6.1 Where adequate public transportation exists, a claim may be made for the lesser of public transportation costs:\n- between the employee's place of work and residence; or\n- between the employee's place of work and the distance to the outer limits of the furthest suitable residential location at the time the accommodation was acquired, for that portion of the cheapest available ticket (weekly, monthly, quarterly, annually) which exceeds the commuting share and pertains to the calendar month for which commuting assistance is being claimed, regardless of the method of transportation actually used by the employee.\n30.6.2 Where adequate public transportation does not exist, a claim may be made for commuting assistance as in subsections 30.5.2 and 30.5.3, except that, where the use of a PMV is authorized, the lesser of the shortest return distance:\n- between the employee's place of work and residence; or\n- between the employee's place of work and the distance to the outer limits of the furthest suitable residential location at the time the accommodation was acquired, shall be used.\n30.7 Education Transportation\n30.7.1 Where an employee serving at a post is in receipt of an education allowance pursuant to FSD 34 - Education Allowances in respect of a dependent child residing at the post or where a dependent child attends a non-fee paying school which provides compatible education as defined in FSD 34 – Education Allowances and school transportation is not provided by the school or incorporated in the school fees, assistance may be extended to that employee for the transportation of a dependent child to and from school by the most economical and practical method. This directive also applies for the education transportation of a dependent child with disabilities who needs accessible transportation.\n30.7.2 The expenses that may be approved for each trip, subject to 30.7.3, include the actual cost of commercial transportation, transportation by Crown-provided vehicle, and/or transportation by PMV. Where necessary, the transportation expenses of a person to accompany the child due to local circumstances such as distance, the availability of public transportation and safety may be approved, including round trips as applicable. It is expected that pooled facilities will be used wherever practical in the circumstances.\n30.7.3 Normally, local transportation is provided for one return trip each school day between the student's place of residence and place of education. In special situations, local transportation expenses for more than one return trip each school day may be authorized. Special situations would include situations where:\n- the child is not permitted to remain in school during the mid-day break;\n- supervision is not provided during the mid-day break; or\n- instruction is scheduled to provide a mid-day break in which children are expected to return home.\n30.7.4 Where the use of a PMV has been authorized under subsection 30.7.1, assistance shall be based on the lower kilometric/mileage rate, as defined in FSD 2 – Definitions. Where a dependent student drives a PMV to and from a place of education, assistance shall also include reimbursement of actual and reasonable daily parking charges at or near the educational institution but shall not include parking charges incurred when transporting children to and from school.\n30.7.5 Where school-provided transport is available and an employee chooses to use a PMV to transport a child to school, the maximum amount of assistance which may be claimed shall not exceed the cost of school-provided transport, unless there are exceptional or extenuating circumstances which justify assistance in accordance with subsection 30.7.4.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-35", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix A – Fixed Rates for Crown-Provided Vehicle", "marginal_note": "Appendix A – Fixed Rates for Crown-Provided Vehicle", "part": "Part IV - Shelter and related provisions", "division": "", "heading": "", "text": "Effective Date: April 1, 2025\nThis table reflects the amounts in Canadian dollars which an employee who is subject to the provisions of section 30.1 – Crown-Provided Vehicle must pay:\n$4,332 per year $361 per month $18 per day\nNote: The dollar amounts shall be adjusted in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-36", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 32 - Daycare Assistance", "marginal_note": "FSD 32 - Daycare Assistance", "part": "Part V - Education and related care of dependant children", "division": "", "heading": "", "text": "Scope\nIntroduction\nIn recognition of the high costs of daycare at many posts, for which the Post Living Allowance does not provide compensation, this directive provides an allowance to assist single or working parents with the costs of enrolling children in accredited daycare or day-nursery institutions, which are in excess of costs for similar facilities in Ottawa. (For the purposes of this directive, the terms daycare and day-nursery are synonymous.)\nDirective\n32.1 Application\n32.1.1 This directive provides assistance to employees at posts who are single parents or whose spouse or common-law partner at post is working full days or half days. Assistance is provided for:\n- infants (less than 18 months) enrolled in accredited daycare programs exceeding the cost as outlined in Appendix A (the employee share), in accordance with section 32.3;\n- toddlers (18 months to less than 2½ years) enrolled in accredited daycare programs exceeding the cost as outlined in Appendix A (the employee share), in accordance with section 32.3;\n- preschool-aged children (2½ years and over) enrolled in accredited daycare programs exceeding the cost as outlined in Appendix A (the employee share), in accordance with section 32.3; and\n- preschool-aged children (2½ years and over) enrolled in an educational institution, such as a lycée outside Canada, exceeding the cost as outlined in Appendix A (the employee share), in accordance with section 32.3.\n32.1.2 Assistance terminates when the child reaches the age for full-time enrolment in school.\n32.1.3 Employees who qualify for daycare support under section 32.3 may receive a prorated allowance based on the number of half-day periods the child is enrolled in any given month. Half-day periods correspond to morning or afternoon periods on workdays. The full monthly employee share reflects the total number of half-day periods within that given month.\n32.1.4 Where employees use less than the total number of half-day periods within the given month, both the employee share and post ceiling will be prorated based on the number of periods per month the child attends as specified in Appendix B.\n32.1.5 Employees who qualify for daycare support under subsection 32.1.1 may claim an allowance to compensate for daycare costs in excess of average costs in Ottawa (the employee share) where:\n- the daycare institution is a locally-accredited institution with its own facilities, staffed by recognized professionals;\n- the mission certifies that the selected institution is of an acceptable standard; and\n- except as provided under paragraph 32.1.1(d), no assistance is provided where an education allowance is payable under FSD 34 – Education Allowances.\n32.1.6 Where both parents are working but one is working from home, a daycare allowance will be authorized upon certification satisfactory to the deputy head that the parent working from home is engaged in work that precludes providing care for the daycare aged dependant(s), for at least as long as the daycare period (i.e. half day or full day), and that there are no other caregivers in the home.\n32.1.7 No assistance is provided in cases where nannies or live-in caregivers are used.\n32.1.8 When there is no space in a licensed daycare centre, the employee has the option of sending their child outside the home, to a licensed private-home daycare.\n32.2 Daycare Ceiling\n32.2.1 Where institutional daycare is available at a post, and where employees qualify for daycare support, missions will set a representative daycare ceiling on April 1 st of each year, to reflect the average cost of accredited daycare facilities, typical of those used by Canadian parents at the post.\n32.3 Daycare Allowance\n32.3.1 Employees who qualify for daycare support under subsection 32.1.1, with children enrolled in daycare programs, may claim a monthly allowance for each child equivalent to the lesser of:\n- the actual monthly cost of the program; or\n- the post representative daycare ceiling; or\n- a maximum amount as specified in Appendix A of this directive for infants, toddlers or preschool aged children, in accordance with subsection 32.1.1(d); Appendix A shall be adjusted annually on April 1 st in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .\n32.3.2 The corresponding employee share for infants, toddlers or preschool-aged children, as applicable, in accordance with Appendix A, which represents the average annual daycare at institutions in Ottawa, will be subtracted from the daycare allowance. Appendix A shall be adjusted annually on April 1 st in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .\n32.3.3 Employees are required to submit evidence that the child was enrolled at daycare. If this is not the case, employees will be required to refund an amount of the allowance in proportion to the period the child was not enrolled.\n32.3.4 In exceptional circumstances, proposals for assistance in excess of the prescribed amounts for daycare may be considered by the Deputy Minister of Foreign Affairs on the recommendation of the appropriate foreign service interdepartmental coordinating committee.\n32.3.5 The costs of dependant care in the employee’s home, after school dependant care, or babysitting, transportation to and from the daycare, and non-refundable application fees are not eligible for assistance.\n32.3.6 To guarantee a space within a daycare, the cost of up to $250 will be reimbursed to the employee upon presentation of a receipt for a non-refundable registration fee once per calendar year per child.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-37", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix A – Monthly Daycare Employee Shares and Ceilings", "marginal_note": "Appendix A – Monthly Daycare Employee Shares and Ceilings", "part": "Part V - Education and related care of dependant children", "division": "", "heading": "", "text": "Effective Date: April 1, 2026\nThis table reflects the monthly daycare employee shares and ceilings in Canadian dollars effective on April 1, 2026.\nMonthly Daycare Employee Share Amount Infants (0 to less than 18 months) $476.67 Toddlers (18 months to less than 2.5 years) $476.67 Preschool-aged children (2.5 years and older) $476.67\nMonthly Daycare Ceiling Amount Infants (0 to less than 18 months) $5,813.06 Toddlers (18 months to less than 2.5 years) $5,139.66 Preschool-aged children (2.5 years and older) $3,764.58\nNote: The dollar amounts shall be adjusted annually on April 1 st in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-38", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix B - Daycare Allowance – Pro-Rating Monthly Employee Shares and Ceilings – A Step by Step Guide", "marginal_note": "Appendix B - Daycare Allowance – Pro-Rating Monthly Employee Shares and Ceilings – A Step by Step Guide", "part": "Part V - Education and related care of dependant children", "division": "", "heading": "", "text": "Effective Date: April 1, 2025\nWhere employees use less than the total number of half-day periods within the given month, both the employee share and monthly daycare ceiling will be prorated based on the number of periods the child attends, in a given month.\nFormula for Calculating Allowances\n- Determine total number of periods in the given month.\n- Determine the number of periods used in the month.\n- Divide the number of periods used in a given month by the total number of periods in that same month.\n- Take the result (percentage) and apply it to the monthly daycare ceiling.\n- Apply the same percentage to the employee share.\n- The daycare allowance corresponds to the difference between the prorated employee share and the amount paid by the employee or the prorated monthly ceiling, whichever is the lesser.\nExample - Daycare Allowance - Pro-Rating Reference\nExample 1 - Where the amount claimed does not exceed the prorated post ceiling.\nIn the month of June 2018, an employee sends their toddler to daycare Monday mornings, all-day on Tuesdays, and for the afternoon on Wednesdays.\nData\n- Total number of periods in June 2018, at post, is 42\n- Number of periods used is 16\n- Actual cost of daycare paid by employee for June (hypothetical): $1,200\n- Employee share is $1,436 per month for toddlers (based on 2018 daycare rates as specified in FSD 32 Appendix A)\n- Post ceiling is $4,308 (based on 2018 daycare rates as specified in FSD 32 Appendix A)\nTotal number of periods 42 Number of periods used 16 Prorating of number of periods used to total number of periods 38% Amount requested by employee $1,200 Pro-rated monthly daycare ceiling (38% of the maximum daycare ceiling as indicated in FSD 32 Appendix A) $1,637 Pro-rated monthly daycare employee share (38% of the maximum daycare employee share as indicated in FSD 32 Appendix A) $546 Daycare Allowance (difference between the amount requested by the employee and the prorated monthly daycare employee share as the amount requested by the employee does not exceed the prorated monthly daycare ceiling) $654\nExample 2 - Where the amount requested by the employee exceeds the prorated monthly daycare ceiling.\nIn the month of June 2018, an employee sends their toddler to daycare Monday mornings, all-day on Tuesdays, and for the afternoon on Wednesdays.\nData\n- Total number of periods in June 2018, at post, is 42\n- Number of periods used is 16\n- Actual cost of daycare paid by employee for June (hypothetical): $1,650\n- Employee share is $1,436 per month for toddlers\n- Post ceiling is $4,308\nTotal number of periods 42 Number of periods used 16 Prorating of number of periods used to total number of periods 38% Amount requested by employee $1,650 Pro-rated monthly daycare ceiling (38% of the maximum daycare ceiling as indicated in FSD 32 Appendix A) $1,637 Pro-rated monthly daycare employee share (38% of the maximum daycare employee share as indicated in FSD 32 Appendix A) $546 Daycare Allowance (difference between the prorated monthly daycare ceiling and the prorated monthly daycare employee share as the amount requested by the employee exceeds the prorated monthly daycare ceiling) $1,091", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-39", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 33 - Education Assistance at a Lycée in Canada", "marginal_note": "FSD 33 - Education Assistance at a Lycée in Canada", "part": "Part V - Education and related care of dependant children", "division": "", "heading": "", "text": "Scope\nIntroduction\nRecognizing that the availability of French language education while serving outside Canada is often limited to the French National curriculum and that this curriculum is unique and requires continuity throughout a child’s schooling in order to obtain French language education abroad, the intent of this directive is to provide financial assistance to career foreign service employees while serving in Canada in enrolling their dependent children in a lycée in Canada.\nDirective\n33.1 Application\n33.1.1 The provisions of this directive apply to career foreign service employees who:\n- have chosen to have their child educated in the French National curriculum;\n- have demonstrated to the deputy head their intent to accept an assignment abroad during their child’s elementary and secondary education years; and\n- have demonstrated to the deputy head their intent to register their child in a French language school when they are on assignment abroad.\n33.1.2 Subject to subsection 33.1.1, the deputy head may authorize payment of the cost of tuition, prescribed textbooks and school supplies as determined under the provisions of the definitions of FSD 34 – Education Allowances incurred at a lycée in Canada in respect of children who:\n- were registered in the French lycée system during the previous assignment of the employee abroad;\n- commence kindergarten in the lycée system during the assignment of an employee in Canada following an assignment abroad; or\n- are enrolled in a lycée in Canada prior to an employee being offered an initial assignment abroad.\n33.1.3 With respect to subsection 33.1.2, a child must qualify for assistance in accordance with the provisions of paragraph 34.1.1(a) of FSD 34 – Education Allowances, that is, the child must be aged three years and eight months as of September 1 st of the school year.\n33.1.4 Only one employee of an employee-couple may claim under this directive. The limitations as specified in section 33.2 apply to the child. Where there is a need to change the employee who is claiming under this directive, the time accrued towards the limitations are transferred to the other employee and the limitations continue to apply to the child.\n33.2 Duration\n33.2.1 Payment authorized in accordance with subsection 33.1.2 shall normally be limited to a period of a maximum of six years immediately following the employee's assignment to Canada from abroad or the date on which the employee commences rotational employment, whichever is most recent.\n33.2.2 The deputy head may consider on an individual basis one exception to the limitation prescribed in subsection 33.2.1 of one assignment in Canada due to operational requirements or extenuating circumstances beyond the employee’s control. The discretion extends to situations where an employee is assigned to or from Canada during the academic year. The use of the discretion would not normally apply where the child will complete the schooling during or at the end of this additional assignment.\n33.2.3 Notwithstanding the provisions of subsections 33.2.1 and 33.2.2, the appropriate foreign service interdepartmental coordinating committee may consider additional requests in exceptional circumstances.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-40", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 34 - Education Allowances", "marginal_note": "FSD 34 - Education Allowances", "part": "Part V - Education and related care of dependant children", "division": "", "heading": "", "text": "Scope\nIntroduction\nThis directive provides financial assistance to employees serving abroad to ensure that their dependent children obtain elementary and secondary education which approximates Canadian standards, and which enables the child to re-enter the Canadian school system with as little disruption as possible.\nAn education allowance is provided to employees assigned outside Canada who incur costs necessary to obtain education for dependent children, which would ordinarily be provided/obtained without charge in the public school system in Ontario or equivalent in other provinces. An education allowance will permit a student to complete a year of Junior Kindergarten, a year of kindergarten, eight years of elementary education (six years of elementary in Quebec), and four years of secondary education (five years of secondary plus two years of general pre-university CEGEP I and II in Quebec) up to and including the school year of the 21 st birthday.\nPostsecondary shelter assistance may be provided up to and including the school year of the 23 rd birthday for a student in full-time attendance at a postsecondary educational institution in Canada.\nThe maximum amounts for the various education allowance provisions are outlined in Appendix A of this directive.\nDefinitions\nNote: These definitions only apply to this directive.\nCompatible education ( enseignement compatible ) means an education system which provides an educational curriculum and services compatible with those normally provided without charge in schools in Ontario from junior kindergarten to secondary school graduation, taking into consideration:\n- the desirability of continuation in the child's educational stream; and\n- the educational history and other personal factors pertinent to the child's education.\nEducation allowance ( indemnité scolaire ) is an allowance for admissible education expenses, provided on an annual basis to employees outside Canada with dependent students/children to obtain compatible schooling that will enable the dependant to continue in the chosen educational stream and will facilitate re-entry into the next higher grade level at a provincial public school system upon return to Canada.\nEducation expenses ( frais de scolarité )\nAdmissible education expenses ( frais de scolarité admissibles ) means actual expenses which are necessary to accomplish the purpose of this directive, in respect of a dependent child/student. These include:\n- fees, expenses and charges for courses, instruction, services or programs normally provided free as part of the regular educational program in Ontario or equivalent in other provinces when it is a compulsory condition of re-enrolment to public education in that province, but not provided free of charge at the school attended by the child, such as: tuition fees; fees for subjects normally on the school curriculum; non-refundable application fees, including fees at more than one school where the employee has applied to several to ensure the dependent child's/student's registration/acceptance in a school, as appropriate to the circumstances, notwithstanding this may exceed the established ceiling; non-refundable registration fees at the school that the dependant child/student will attend; entrance fees; charges, including license fees, for prescribed textbooks; school/craft supplies as determined by the appropriate foreign service interdepartmental coordinating committee on the basis of practice followed by: Ottawa-Carleton District School Board Ottawa Catholic School Board Conseil des écoles catholiques du Centre-Est Conseil des écoles publiques de l'Est de l'Ontario examination fees, including compulsory fees associated with International Baccalaureate (IB) fees and Advanced Placement (AP) fees which exceed the employee share as established by the appropriate foreign service interdepartmental coordinating committee and specified in Appendix A of this directive and Scholastic Aptitude Tests (SAT) fees where these are required for application by a Canadian postsecondary institution; library fees; laboratory charges; and computer user fees;\n- expenses when paid as a compulsory condition of enrolment, such as: school building fund fee or similar specialized disbursement for this purpose, subject to the provisions of the Financial Administration Act ; non-resident fee; athletic fee; identification cards and associated pictures; school foundation fee; medical examination and service fees; fees related to the security of the students and/or school, including lunch monitoring; fees for mandatory courses, instruction, services, and/or programs which are part of the regular curriculum of the school attended by the child/student; mandatory field trips where conditions outlined in subsection 34.1.4 are met; compulsory mid-day meal service reduced by an amount determined by the appropriate foreign service interdepartmental coordinating committee, which shall be deemed the parent's responsibility; accident liability insurance to protect the educational institution; and the cost of pre-testing for first entry to a lycée outside Canada;\n- local transportation expenses provided by or for the school, such as school bus service, normally for one return school trip each school day between the child's/student's place of residence and place of education;\n- fees, expenses and charges for: supplementary courses or programs, or where a structured course or program is not available, private tutoring, undertaken after notification of posting at the old place of duty prior to relocation or at the new place of duty following relocation. Such courses must be recommended by a competent educational authority in order to meet a requirement for a compulsory course and/or to enable the student to meet the appropriate grade level at the school at the new place of duty. Such expenses will only be authorized where the academic deficiency is attributable to foreign service and is not due to the fault or choice of the student and/or employee; courses and/or private tutoring in subjects not provided by the school attended by the child/student but required on return to Canada by a Canadian provincial education system for secondary graduation; private tutoring in subjects, except in junior and senior kindergarten, as specified in subsection 34.2.4; and private tutoring in English or in French, whichever language is not the language of instruction of the school, to provide up to 50 hours of instruction in a school year for a child being educated at the post;\n- Roman Catholic education comparable to that provided by the Ontario Ministry of Education; where Roman Catholic education is not available, expenses for Roman Catholic religious instruction may be claimed;\n- actual and reasonable expenses for board and lodging, laundering and mending during terms of scheduled instruction where elementary education has been authorized away from the post because schools at the post are not compatible, or for secondary education or equivalent away from the post;\n- actual and reasonable commercial storage expenses for a dependent student's personal effects between consecutive school years as specified in section 34.6;\n- university and college application fees and academic course evaluation fees which are in excess of those paid by students residing in Ontario, where such costs are incurred while attending the final year of secondary schooling within 12 months of graduation from a secondary level educational institution.\nInadmissible education expenses ( frais de scolarité inadmissibles ) include:\n- school pictures;\n- sports equipment;\n- school magazines;\n- refundable deposits including those for textbooks, sports equipment or similar items;\n- school uniforms;\n- pocket money;\n- donations, grants or similar specialized disbursements (except for compulsory school building fund fees) unless authorized by the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental coordinating committee;\n- expenses for private lessons, such as music and dance; and\n- purchase or rental of computer equipment.\nPostsecondary education ( études postsecondaires ) means an education obtained from universities, community colleges and other related institutions in Canada.\nSchool year (for an education allowance) ( année scolaire [pour une indemnité scolaire] ) is the actual academic year, which is normally September 1 to August 31 in the northern hemisphere and January 1 st to December 31 st in the southern hemisphere.\nSpecial education ( éducation spéciale ) refers to programs provided by the Ontario Ministry of Education and/or the Ontario Ministry of Community and Social Services.\nDirective\n34.1 Application\n34.1.1 The deputy head, in accordance with this directive, shall authorize the payment of an education allowance to an employee to provide a dependent child/student with an education up to and including the school year of the 21 st birthday, which corresponds to:\n- junior kindergarten/kindergarten school optional programs, as offered by the Ontario Ministry of Education, for students aged three years eight months/four years eight months as of September 1 st of the school year, or as of January 1 st of the school year in the southern hemisphere;\n- elementary school programs equivalent to Ontario grades one to eight, or to Quebec grades one to six, as applicable; and\n- secondary school programs equivalent to Ontario grades 9 to 12, or to Quebec Secondary I to Secondary V and general pre-university CEGEP I and II, as applicable.\n34.1.2 To ensure equivalencies of education between Quebec and Ontario, the provisions of paragraphs 34.1.1(b) and (c) shall be reviewed annually on September 1 st , and adjusted as necessary, by the appropriate foreign service interdepartmental coordinating committee.\n34.1.3 The deputy head, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, may authorize the payment of admissible education expenses directly to an educational institution on behalf of an employee or group of employees. The employee is obliged to inform the deputy head in writing, immediately on receipt of a bill from a school and/or when a child terminates schooling during the academic year for which an education allowance has been paid. Any advanced funding which may be refunded by the school under such circumstances must be made payable to the Receiver General for Canada. In the event that the school, in error, makes a refund directly to the employee, this must immediately be refunded to the Receiver General.\n34.1.4 The deputy head, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, may authorize an allowance for field trips where:\n- the field trip is a compulsory component of the regular school curriculum and not a compulsory component of optional or enhanced programming;\n- a non-fee-paying option is not available; and\n- failure to participate would significantly impact the child’s grade or result in failure of the grade as confirmed in a letter from the school principal.\n34.1.5 Before authorizing an education allowance, the deputy head, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, shall consider whether a foreign educational facility is compatible for a child. In forming an opinion on the compatibility of a school for a particular child, the deputy head shall take into account the advice of the senior officer at the mission, the relevant experience of other departments represented at the mission, and the opinion of the employee as to the compatibility of schools at the post, based on the educational history and other personal factors pertinent to the child's education. In particular, the deputy head shall be guided by the objective of providing access for the child of an employee to:\n- instruction in the appropriate official language, i.e., English or French, consistent with section 23 of the Minority Language Educational Rights prescribed by the Canadian Charter of Rights and Freedoms ;\n- schooling in a safe, healthy and secure environment;\n- a curriculum which is reasonably compatible with the Ontario Ministry of Education curriculum;\n- a milieu free of problems arising from racial segregation or hostility to foreigners;\n- schooling free from compulsory, incompatible religious instruction;\n- Roman Catholic education, comparable to that provided by the Ontario Ministry of Education, which right is confirmed in the Constitution of Canada;\n- schooling where there is no lack of confidence in the school staff, or in the prevailing climate of morality among the school's student population; and\n- schooling which will enable continuation in the child's educational stream.\n34.1.6 Entitlements under this directive are available any time after the date on which an employee is officially notified in writing of an impending posting and continue to be available until the end of the last academic year that commenced while the employee was stationed abroad, subject to the provisions of section 34.8 and to limitations specified in subsection 34.10.1.\n34.1.7 Subsection 34.1.6 shall apply to a Head of Mission designate any time after the date of official direction to proceed with posting arrangements.\n34.1.8 Notwithstanding any of the other provisions of this directive, an education allowance or related expenses on behalf of a dependent child/student who resides with the employee's spouse or common-law partner who has chosen not to accompany the employee on posting shall not be authorized without the approval of the President of the Treasury Board as requested by the deputy head, on the recommendation of the appropriate foreign service interdepartmental coordinating committee.\n34.2 Elementary and Secondary Education at the Post\n34.2.1 Where a dependent child is being educated at the elementary or secondary level at a compatible educational facility at the employee's post, an education allowance for admissible education expenses shall be authorized in accordance with this section.\n34.2.2 The Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, shall establish post ceilings to reflect the cost of admissible education expenses at representative schools for each post where non-fee-paying schools are not compatible. The representative schools shall be taken from the roster of compatible schools, as recommended by the mission to the appropriate foreign service interdepartmental coordinating committee. Once schools have been approved as representative for a post, the deputy head may approve an allowance for admissible education expenses at any school on the post roster of compatible schools, up to the post ceiling established for the representative schools.\n34.2.3 The deputy head, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, shall establish a supplementary allowance, in addition to the post ceiling, for private tutoring and Roman Catholic instruction, on an individual basis.\n34.2.4 The deputy head may, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, establish an education allowance, on an individual basis, for private tutoring in subjects, except in junior and senior kindergarten, where, as a result of a relocation, or when the deputy head is satisfied that a change in school was necessary as the previous school was no longer a safe environment as described in subsection 34.1.5 for a particular child due to circumstances beyond the control of the employee and dependant, the following conditions are met:\n- the educational level of the child/student is below that of the class, form or grade which is attended as a result of a change in school, curriculum and/or culture; and\n- the tutoring is recommended by a competent educational authority to ensure compatibility of education.\n34.2.5 Private tutoring in subjects shall not be authorized where the academic deficiency is not attributable to a relocation, recognizing that parents would be responsible for private tutoring for their child/student in Canada where an academic deficiency exists.\n34.2.6 The deputy head may establish an education allowance, on an individual basis, where the representative school is not compatible for a particular child, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, for those posts where a post ceiling is not adequate for a particular child or has not been established because the representative school is a non-fee-paying school.\n34.2.7 Where an employee chooses to home school a child at post, the employee must inform the deputy head on an annual basis. An education allowance will not be approved for home schooling. Where the employee has opted to home school a child and then chooses to register the child at a school at a post during the same or subsequent academic year or in Canada upon return and where the educational level of the child is below that of the class, form or grade, an allowance for private tutoring will not be provided.\n34.3 Elementary Education in Canada\n34.3.1 Subject to subsections 34.1.8, 34.4.2, 34.4.4, 34.4.5, 34.4.6 and 34.4.7, the deputy head may authorize an education allowance for elementary education in Canada where compatible education at the post is not available for a particular child, or living conditions at the post are unhealthy for that child. The education allowance shall include the following:\n- non-resident school fees for attendance at a public school, and board and lodgings costs, as determined in accordance with subsection 34.4.5; or\n- admissible education expenses for attendance at a residential school where suitable board and lodging cannot be arranged for attendance at a public school, as determined in accordance with subsection 34.4.2.\n34.3.2 On assignment to a post outside Canada, the deputy head may authorize an education allowance for elementary education in Canada for a dependent student, notwithstanding that compatible education at the post is available for a particular child or living conditions at the post are not unhealthy for that child, in accordance with subsection 34.3.1, where:\n- the student attends an elementary educational institution in Canada, in order to complete the last year of elementary schooling; and\n- the maximum amount of the allowance shall not exceed the lesser of the post education ceiling or the residential school ceiling in Canada.\n34.3.3 Where an employee incurs expenses for provincial health insurance premiums on behalf of a dependant(s) resident in Canada, the provisions of section 18.9 of FSD 18 – Special Family Separation Assistance may apply.\n34.4 Secondary Education in Canada\n34.4.1 Subject to subsection 34.1.8, where an employee chooses to have a dependent student receive secondary education in Canada, the deputy head may authorize an education allowance for this purpose. The education allowance shall include the following:\n- non-resident school fees for attendance at a public school, and board and lodgings costs, as determined in accordance with this section; or\n- admissible education expenses for attendance at a residential school, when suitable board and lodging cannot be arranged for attendance at a public school, as determined in accordance with this section; and\n- board and lodging expenses for weekends, where a dependent student attends a five-day residential school and seven-day boarding facilities are not available.\n34.4.2 The maximum education allowance payable under paragraphs 34.3.1(b) and 34.4.1(b) shall be determined annually by the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, to reflect the actual aggregate costs for admissible education expenses at Ashbury College, Ottawa.\n34.4.3 In the event that Ashbury College ceases to provide co-educational residential facilities, the methodology for the determination of the maximum education allowance payable under this directive for residential schooling in Canada shall be determined by the NJC FSD Committee.\n34.4.4 The Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, shall establish an allowance for commercial storage expenses for a dependent student's personal effects between consecutive school years. At the discretion of the deputy head, and following the specific request of an employee, this allowance may include costs for packing and/or local transportation (pick-up and delivery) of the student's personal effects where it can be demonstrated that:\n- no other option is available or practicable;\n- it is a requirement of the commercial storage facility, where other storage facilities or arrangements are not available or practicable; or\n- the proposed arrangement is cost-effective, having regard to other possible arrangements for the storage of the student's effects.\n34.4.5 The maximum allowance payable under paragraphs 34.3.1(a) and 34.4.1(a) shall be determined annually by the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, to reflect 75% of the difference in cost between a boarding student and a day student at Ashbury College, less any surcharges.\n34.4.6 The maximum allowance payable under paragraph 34.4.1(c) shall be determined annually by the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, and shall not exceed the maximum allowance payable under subsection 34.4.5.\n34.4.7 Where a dependent student who has been enrolled in the French National curriculum system attends a lycée in Canada, the career foreign service employee may claim an allowance for actual admissible education expenses, including tuition in lieu of a non-resident school fee, up to the amount established for public education in Canada.\n34.4.8 On the basis of comparability, an allowance for actual admissible education expenses may be claimed on behalf of a dependent student receiving technical or vocational training at the secondary school level in Canada, up to the amount established for public education in Canada.\n34.4.9 Where an employee incurs expenses for provincial health insurance premiums on behalf of a dependant(s) resident in Canada, the provisions of section 18.9 of FSD 18 – Special Family Separation Assistance may apply.\n34.5 Secondary Education Away from Post but Not in Canada\n34.5.1 The deputy head may authorize an education allowance for a dependent child/student at the Canadian curriculum secondary school which is nearest to the employee's post, and which is inspected by the Ontario Ministry of Education, for employees posted outside North and South America. The allowance authorized under this section shall not exceed the education ceiling for secondary residential schooling in Canada, in accordance with section 34.4.\n34.5.2 Where education facilities at post are not compatible/available and a dependent student is being educated within the country of assignment but not at the employee's place of duty, or outside the country of assignment but not in Canada, which does not offer residential facilities, the details shall be reported to the appropriate foreign service interdepartmental coordinating committee to determine the amount of education allowance payable. This assistance may be extended to dependent students at the elementary level.\n34.5.3 Where a request for an allowance for a field trip has not been authorized under subsection 34.1.4, and where an allowance is authorized under subsection 50.1.1, the expenses incurred for travel from the educational facility, including expenses for a field trip, may be used to certify the use of the FSD 50 – Post Travel Assistance.\n34.6 Postsecondary Shelter Assistance\n34.6.1 Subject to subsection 34.1.8, the deputy head may authorize an allowance for actual costs incurred by an employee on behalf of a dependent student who has graduated from secondary school in Canada or has obtained equivalent educational status abroad for:\n- shelter for the full academic year which includes time for registration at the beginning of the term and for packing at the end of the term where the dependent student is in full-time attendance at a postsecondary educational institution which has been approved by the deputy head in the headquarters city or the employee’s last place of duty in Canada prior to the assignment abroad; or\n- shelter for the balance of the academic year where an employee is relocated from a post abroad during the course of the academic year and a dependent student, who resided with the employee and who is in full-time attendance at a postsecondary institution at the employee's post, chooses to remain at the old place of duty to complete the academic year; and\n- actual and reasonable commercial storage expenses, as determined by the deputy head, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, for a dependent student's personal effects between consecutive school years.\n34.6.2 For the purposes of paragraphs 34.6.1(a) and (b), reimbursement shall be limited to the annual maximum established by the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, on September 1 st of each year, to reflect the cost of single occupancy on-campus residence at the University of Ottawa. In claiming shelter assistance, an employee shall provide evidence of actual costs and of full-time attendance until the end of the academic year. For periods of less than a complete academic year, the Deputy Minister of Foreign Affairs shall establish a daily rate on the basis of the annual maximum.\n34.6.3 Where a student is receiving vocational or technical training which is not normally provided free of charge to residents, the provisions for postsecondary education shall apply.\n34.6.4 The provisions of this section do not apply to a student at the postsecondary level in Canada where the employee's spouse or common-law partner has chosen not to accompany the employee on posting or the postsecondary student is living with the other parent in Canada.\n34.6.5 The provisions of this section do not apply where the dependent student resides in the employee’s principal residence or a property owned by the employee and/or spouse or common-law partner.\n34.7 Refundable Deposit/Accountable Advance\n34.7.1 Where it is a condition of enrolment of a dependent child/student of an employee who is posted outside Canada that a refundable deposit be paid to an elementary or secondary level educational institution, the deputy head may authorize an accountable advance for admissible education expenses, equal to the amount of the deposit, which shall be accounted for within ten days from the date on which it is due to be refunded by the school.\n34.8 Relocation During an Academic Year\n34.8.1 Where an employee is relocated during an academic year from one post to another post or from a post to a place of duty in Canada, and:\n- the dependent child remains at the old place of duty, the deputy head, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, shall authorize an allowance for actual admissible education expenses, including board and lodging expenses, for the balance of the school year;\n- the dependent student has been educated at a location approved by the deputy head away from the employee's post; an allowance for actual admissible education expenses which had been approved shall continue for the balance of the school year; or\n- where expenses are incurred at another educational institution, an allowance for actual admissible education expenses shall be authorized for the balance of the school year in accordance with the appropriate section of this directive.\n34.9 Special Education Allowance\n34.9.1 The deputy head, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, may authorize a special education allowance, on an individual basis, for a dependent child/student with proven special education needs, based on programs normally provided without charge by the Ontario Ministry of Education and/or the Ontario Ministry of Community and Social Services.\n34.9.2 The allowance will be established based on costs incurred as specified in subsection 34.9.1 and may include expenses such as hourly fees charged by a teaching aide/assistant normally provided in a classroom, a support program or board and lodging.\n34.9.3 It is the responsibility of the employee to provide documentation in support of the special education allowance, such as, but not limited to, an assessment and recommendation by appropriate professionals.\n34.10 Allowance for Special Needs\n34.10.1 It is recognized that an employee may be made ineligible to receive or to continue to receive support under programs provided by the Ontario Ministry of Children, Community and Social Services, or equivalent in other provinces or territories, for dependants with special needs due to an assignment outside of Canada.\n34.10.2 Notwithstanding that the programs may not be provided in a school setting, the deputy head, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, may authorize an allowance, on an individual basis, to help address proven special needs.\n34.10.3 The employee must provide documentation that demonstrates eligibility to programs offered by the Ontario Ministry of Children, Community and Social Services, or equivalent in the province or territory of residence that they resided in, immediately prior to their assignment outside of Canada, which ceased, or was negated because of the assignment outside of Canada.\n34.11 Deputy Head Discretion\n34.11.1 Subject to paragraph 34.6.1(b), the assistance authorized pursuant to section 34.6 may, at the discretion of the deputy head, be paid until the end of the last academic year during which the dependent student attained the age of 23 years, except that reimbursement may only be authorized under paragraph 34.6.1(a) provided the employee remains abroad during this period.\n34.11.2 Section 34.8 may also be applied at the discretion of the deputy head in exceptional circumstances, where:\n- a dependent child is evacuated under FSD 64 – Emergency Evacuation and Loss; or\n- the school being attended by a dependent child/student becomes incompatible.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-41", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix A - Education Allowances - Annual Rates", "marginal_note": "Appendix A - Education Allowances - Annual Rates", "part": "Part V - Education and related care of dependant children", "division": "", "heading": "", "text": "Effective Date: August 1, 2025\nThis table reflects the maximum allowance rates in Canadian dollars which can be authorized under FSD 34 – Education Allowances for the 2025-2026 school year.\nFSD Reference Description Allowance Maximum in CAD Definition Compulsory mid-day meals Actual cost charged by the school minus the employee’s share of $3.27/day Definition School/Craft supplies Grades JK to 8 – $84.72/year adjusted by the post index if applicable Definition School/Craft supplies Grades 9 to 12 – $193.21/year adjusted by the post index if applicable Definition Employee share for IB Actual cost charged by the school minus the employee share of $325.00/year for the mandatory program and $185.00 per mandatory exam Definition Employee share for AP Actual cost charged by the school minus the employee share of $250.00/year for the mandatory program and $125.00 per mandatory exam Paragraphs 34.3.1(a) and 34.4.1(a) Public Education in Canada Actual cost charged by the appropriate school board Paragraphs 34.3.1(b) and 34.4.1(b) Residential School in Canada Tuition, board and lodging $84,700.00/year When the cost for board and lodging for long weekends (excluding school breaks) is not accounted for in the school fee schedule, cases will be reviewed by the appropriate foreign service interdepartmental coordinating committee on a case-by-case basis. Paragraph 34.4.1(a) Public Education in Canada Board and lodging only $38,970.00/year $3,429.75/month of which $926.03/month can be claimed for food Paragraph 34.4.1(c) Public education in Canada Board and lodging only $15,356.96/year $187.28/day Subsection 34.5.1 Secondary School Away from Post but not in Canada Tuition, board and lodging excluding the enrollment fee $84,700.00/year When the cost for board and lodging for long weekend (excluding school breaks) is not accounted for in the school fee schedule, cases will be reviewed by the appropriate foreign service interdepartmental coordinating committee on a case-by-case basis. Subsection 34.6.1 Postsecondary shelter assistance $6,684.37 maximum/trimester $20,053.10/year (based on three trimesters for a full-time student) $54.94/day Subsection 34.4.4 and paragraph 34.6.1(c) Commercial storage of effects in between school years $500/year", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-42", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 35 - Education Travel", "marginal_note": "FSD 35 - Education Travel", "part": "Part V - Education and related care of dependant children", "division": "", "heading": "", "text": "Scope\nIntroduction\nThis directive enables an employee to claim an allowance for travelling expenses for a dependent student where neither FSD 15 – Relocation nor FSD 51 – Family Reunion applies. It is not designed to supplement the provisions of these directives but to provide assistance for the payment of travelling expenses, which are normally incurred at the commencement and termination of an employee's assignment to a post, in sending a dependent student to an approved educational institution.\nIssuance and verification procedures are found in FSD 70 – Allowances and Reporting Requirements.\nDirective\n35.1 Application\n35.1.1 The allowance for travelling expenses payable pursuant to this directive shall be computed on the basis of the most suitable form of transportation as determined by the deputy head.\n35.1.2 The standard for air travel is economy class and this includes APEX, charters and other reduced fares. The lowest available airfare appropriate to a particular itinerary shall be sought when making bookings.\n35.2 Elementary and Secondary Level\n35.2.1 Where education allowances are being paid or will be paid pursuant to sections 34.3, 34.4 and/or 34.5 of FSD 34 – Education Allowances, the deputy head may authorize payment of an allowance for the actual and reasonable travelling expenses incurred by an employee in sending a dependent child or a dependent student to an elementary or secondary school that has been approved by the deputy head pursuant to section 34.1 of FSD 34 – Education Allowances. Payment of an allowance for the actual and reasonable travelling expenses may be approved:\n- from the employee's place of duty, where the dependent child has been residing with the employee at the post; or\n- from the employee's post, where relocation expenses on behalf of the dependent student have been authorized pursuant to section 15.29 of FSD 15 – Relocation; or\n- after notification in writing of an impending assignment to a post, from the employee's former place of duty in Canada, where the dependent student is not going to take up residence with the employee at the post but will be going directly from the former place of duty to the approved school; or\n- after notification in writing of an impending cross-posting, from the employee's former post, where the dependent student is not going to take up residence with the employee at the new post but will be going directly from the former post to the approved school; or\n- after notification in writing of an impending cross-posting, from the previously approved school, where the dependent student has been and will continue to be educated elsewhere than at the employee's post.\n35.2.2 Where a dependent student is being educated away from the post but not in Canada, the allowance for travelling expenses authorized, shall be limited to the cost of the travelling expenses between the post and the employee's headquarters city.\n35.2.3 Where an allowance for travelling expenses has been authorized pursuant to subsection 35.2.1 or 35.2.2, the deputy head may also authorize payment of an allowance for actual and reasonable travelling expenses incurred by an employee in sending a dependent student from the approved school to the employee's place of duty in Canada, on the employee's return to duty in Canada, or, at the discretion of the deputy head, in advance of the employee's return to duty in Canada.\n35.3 Postsecondary Level\n35.3.1 Where postsecondary shelter assistance is or will be paid pursuant to section 34.6 of FSD 34 – Education Allowances, the deputy head may authorize an allowance for payment of the travelling expenses incurred by an employee in sending a dependent student:\n- from the employee's post to a postsecondary educational institution in Canada, where the student has been residing with the employee;\n- from the employee's post to a postsecondary educational institution in Canada and return where a pre-enrollment examination or interview is mandatory at the educational institution;\n- from a secondary school, outside Canada at a location other than the employee's post, where an education allowance has been authorized pursuant to section 34.5 of FSD 34 – Education Allowances, to a postsecondary educational institution in Canada;\n- from the employee's post, where relocation expenses on behalf of the dependent student have been authorized pursuant to section 15.29 of FSD 15 – Relocation, to a postsecondary educational institution in Canada;\n- from a secondary school in Canada, where an education allowance has been authorized pursuant to section 34.4 of FSD 34 – Education Allowances, to a postsecondary educational institution in Canada.\n35.3.2 Where the postsecondary educational institution is in the employee’s headquarters city or last place of duty, the allowance for travelling expenses authorized for the dependent student shall be the cost of travel between the location of the dependent student as specified in subsection 35.3.1 and the location of the postsecondary educational institution in the employee’s headquarters city or last place of duty in Canada.\n35.3.3 Where postsecondary shelter assistance will not be paid pursuant to section 34.6 of FSD 34 – Education Allowances because the postsecondary educational institution is not in the employee's headquarters city or last place of duty in Canada, the allowance for travelling expenses shall be the cost of travel between the location of the dependent student as specified in subsection 35.3.1 and the location of the postsecondary educational institution minus an employee's share which will be based on the cost of the travelling expenses between the employee's headquarters city or last place of duty in Canada and the location of the postsecondary educational institution.\n35.4 Travel for a Person to Accompany\n35.4.1 The deputy head may authorize an allowance for return travelling expenses for one parent to accompany the student from the employee's post to the student's school, at the commencement of the first school year that the student is being educated away from the post, where:\n- an education allowance is authorized for a student at an elementary or secondary school under sections 34.3, 34.4 and/or 34.5 of FSD 34 – Education Allowances; or\n- a student graduating from a secondary school outside Canada and who is under the age of 21 at the start of the school year at a postsecondary educational institution in Canada.\n35.4.2 Where travel for a parent has been authorized in accordance with paragraph 35.4.1(a), it may again be authorized under paragraph 35.4.1(b) where applicable.\n35.4.3 Where a dependent student is being educated away from the post but not in Canada at the elementary or secondary levels, the allowance for travelling expenses authorized for the parent at post shall be limited to the cost of the travelling expenses between the post and the employee's headquarters city.\n35.4.4 Where the postsecondary educational institution is in the employee’s headquarters city or last place of duty, the allowance for travelling expenses authorized for the parent at post shall be the cost of travel between the post and the location of the postsecondary educational institution in the employee’s headquarters city or last place of duty in Canada.\n35.4.5 Where the postsecondary educational institution is not in the employee’s headquarters city or last place of duty in Canada, the allowance for travelling expenses shall be the cost of travel between the post and the location of the postsecondary educational institution minus an employee’s share which will be based on the cost of the travelling expenses between the employee's headquarters city or last place of duty in Canada and the location of the postsecondary educational institution.\n35.4.6 Return travelling expenses for the parent at post will not be authorized where a legal guardian of the dependent student resides in Canada except as provided for in subsection 18.7.2 of FSD 18 – Special Family Separation Assistance.\n35.4.7 When the deputy head is satisfied that operational requirements or other circumstances prevent the parent from accompanying the student from the post to the student's school, return traveling expenses for the parent can be authorized, subject to subsections 35.4.1, 35.4.2, 35.4.3, 35.4.4, 35.4.5 and 35.4.6, providing that the travel takes place within five calendar days from the date of the student's departure from post.\n35.5 Shipment of Personal Effects\n35.5.1 Where an allowance for travelling expenses has been authorized under this directive, the deputy head may authorize an allowance for actual and reasonable costs of shipping the dependent student's personal articles provided:\n- the weight of such articles does not exceed the appropriate weight limitation for an accompanying dependant in accordance with Appendix B of FSD 15 – Relocation, in addition to the maximum allowable weight of accompanying baggage transported free of charge by the carrier; and\n- personal articles in excess of those transported free of charge by the carrier are transported by the most economical means.\n35.5.2 Where exceptional circumstances justify an exception to the weight limitations in accordance with subsection 35.5.1, the details shall be reported to the appropriate foreign service interdepartmental coordinating committee.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-43", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 38 - Preventive Medical Services Expenses", "marginal_note": "FSD 38 - Preventive Medical Services Expenses", "part": "Part VI - Medical and related expenses", "division": "", "heading": "", "text": "Scope\nIntroduction\nThe employer wishes to ensure through preventive medical services that the general good health of employees and their dependants at posts outside Canada is maintained and that a tour of duty abroad will not have to be terminated because of the foreseeable or avoidable illness of an employee or dependant. Health Canada has been delegated authority to amend Appendix A – Schedule of Unhealthy Posts of this directive as and when required.\nDirective\n38.1 Application\n38.1.1 An employee and each dependant shall have the right, or may be required by the employer, to undergo chest x-ray examination, physical examination and laboratory or special examination or immunization as may be required, at the nearest place where suitable facilities exist as determined by the medical service provider as defined in FSD 2 – Definitions, and the results of such examinations shall be forwarded to the medical service provider if, the employee and/or dependant:\n- is residing at a post listed in Appendix A of this directive; or\n- is in full-time attendance at an educational institution away from the post and expenses are being paid pursuant to FSD 51 – Family Reunion.\n38.2 Preventive Medical Examinations\n38.2.1 The medical examinations referred to in section 38.1 and related hospitalization, if applicable, shall be administered in the manner prescribed by Health Canada, without charge to the employee, by a Canadian government facility, or by a private medical facility where the deputy head has authorized its use due to special circumstances or the absence of a Canadian government facility.\n38.2.2 Where medical examinations are administered pursuant to sections 38.1 and 38.3, the deputy head shall authorize:\n- payment of actual and reasonable medical expenses; and\n- payment of travelling expenses, where applicable.\n38.2.3 An assessment as to fitness for duty prepared by the medical service provider shall be submitted to the deputy head in respect of any medical examination administered pursuant to section 38.1. At the employee's request, the employer shall provide the employee with access to this assessment.\n38.3 Independent Medical Opinion\n38.3.1 Whenever a medical matter is at issue, the employee shall have the right to have a personal physician submit a written medical opinion to the medical service provider. Another assessment as to fitness for duty shall be submitted to the deputy head, taking into consideration the medical opinion of the employee's physician.\n38.3.2 On behalf of the employer, an independent written medical opinion which shall be taken into consideration in the assessment as to fitness for duty may be requested:\n- by the deputy head when the deputy head is not satisfied with the fitness for duty assessment provided in subsection 38.2.3 and a second written medical opinion has not been provided under subsection 38.3.1; or\n- by the medical service provider when it determines there is a significant variance between the written medical opinions provided in subsections 38.2.3 and 38.3.1.\n38.3.3 In making the decision concerning the assignment of an employee, the deputy head shall give consideration to the assessments as to fitness for duty submitted pursuant to subsections 38.2.3, 38.3.1 and 38.3.2.\n38.3.4 Where, after taking into account any assessment as to fitness for duty provided, the deputy head determines that an employee cannot be posted, or cannot continue an assignment abroad, the employee shall be so informed.\n38.4 Preventive Medical Expenses\n38.4.1 The deputy head may approve payment of the necessary expenses of immunizing an employee and dependant(s) against communicable disease, provided:\n- the immunization is recommended by Health Canada; and\n- such costs are not covered by local law.\n38.4.2 The deputy head may approve payment of the expenses incurred by an employee in securing preventive medicines, provided they have been prescribed by competent medical authority which is acceptable to the medical service provider.\n38.4.3 Where the deputy head determines that domestic help is required for security reasons, the deputy head may approve payment of the expenses of a medical examination, laboratory tests, chest x-rays and expenses of immunizing against communicable disease of the domestic help prior to employment and annually thereafter, provided:\n- the domestic help is one who is in regular contact with the employee or a dependant; and\n- such costs are not covered by local law.\n38.5 Paid Leave and Overtime\n38.5.1 Where it is necessary for a medical examination authorized under this directive to be conducted during normal working hours, the employee shall be considered to be on duty for the period required for such examination.\n38.5.2 Where an employee is required to undergo a medical examination authorized under this directive, and it is not possible to conduct such examination during scheduled working hours, the deputy head may authorize compensation for any overtime as provided for in the applicable collective agreement for the period required for such examination.\n38.6 Insurance Plan\n38.6.1 Expenses incurred by the employee pursuant to section 38.1 and subsections 38.3.1, 38.3.2, 38.4.1 and 38.4.2 shall not be a charge against the employee's health and hospitalization insurance plan.\n38.7 Unhealthy Posts\n38.7.1 For the purposes of this directive, the posts listed in Appendix A are classed as unhealthy on the advice of Health Canada.\n38.7.2 An unhealthy post is one where personnel are exposed to and may develop illnesses or diseases of a nature they would not develop or would be unlikely to develop in Canada.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-44", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix A - Schedule of Unhealthy Posts", "marginal_note": "Appendix A - Schedule of Unhealthy Posts", "part": "Part VI - Medical and related expenses", "division": "", "heading": "", "text": "Effective Date: April 1, 2025\nAbidjan, Ivory Coast Abuja, Nigeria Accra, Ghana Addis Ababa, Ethiopia Algiers, Algeria Amman, Jordan Ankara, Turkey Baghdad, Iraq Bamako, Mali Bandar Seri Begawan, Brunei Darussalam Bangalore, India Bangkok, Thailand Beijing, China Beirut, Lebanon Belgrade, Serbia Bogotá, Colombia Brasilia, Brazil Bridgetown, Barbados Bucharest, Romania Buenos Aires, Argentina Cairo, Egypt Caracas, Venezuela Chandigarh, India Chennai, India Chongqing, China Colombo, Sri Lanka Cotonou, Benin Dakar, Senegal Damascus, Syria Dar es Salaam, Tanzania Dhaka, Bangladesh Doha, Qatar Erbil, Iraq Georgetown, Guyana Guadalajara, Mexico Guangzhou, China Guatemala, Guatemala Hanoi, Vietnam Harare, Zimbabwe Havana, Cuba Ho Chi Minh City, Vietnam Hong Kong, China Islamabad, Pakistan Istanbul, Turkey Jakarta, Indonesia Johannesburg, South Africa Juba, Sudan Kabul, Afghanistan Kampala, Uganda Kandahar, Afghanistan Kathmandu, Nepal Khartoum, Sudan Kigali, Rwanda Kingston, Jamaica Kinshasa, Democratic Republic of Congo Kuala Lumpur, Malaysia Kuwait City, Kuwait Kyiv, Ukraine La Paz, Bolivia Lagos, Nigeria Lima, Peru Lusaka, Zambia Managua, Nicaragua Manila, Philippines Maputo, Mozambique Mexico City, Mexico Monterrey, Mexico Moscow, Russia Mumbai, India Nairobi, Kenya New Delhi, India Niamey, Niger Nur-Sultan, Kazakhstan (formerly Astana) Ouagadougou, Burkina Faso Phnom Penh, Cambodia Port-au-Prince, Haiti Port of Spain, Trinidad and Tobago Pretoria, South Africa Quetta, Pakistan Quito, Ecuador Rabat, Morocco Ramallah, West Bank Recife, Brazil Rio de Janeiro, Brazil Riyadh, Saudi Arabia San José, Costa Rica San Salvador, El Salvador Santiago, Chile Santo Domingo, Dominican Republic São Paulo, Brazil Seoul, South Korea Shanghai, China Taipei, Taiwan Tartu, Estonia Tegucigalpa, Honduras Tehran, Iran Tel Aviv, Israel Tripoli, Libya Tunis, Tunisia Ulaanbaatar, Mongolia Vientiane, Laos Wellington, India Yangon, Myanmar Yaoundé, Cameroon\nNotes:\n- Notwithstanding the provisions of section 107 of the Federal Public Sector Labour Relations Act , revisions to this Schedule shall not constitute a change in terms and conditions of employment for employees subject to the Foreign Service Directives.\n- Health Canada has the delegated authority to amend this Appendix as and when required.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-45", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 39 - Health Care Expenses", "marginal_note": "FSD 39 - Health Care Expenses", "part": "Part VI - Medical and related expenses", "division": "", "heading": "", "text": "Scope\nIntroduction\nThis directive provides financial assistance to employees who incur health care expenses outside Canada which exceed those permissible under the Comprehensive Coverage of the Public Service Health Care Plan (PSHCP) and the Public Service Dental Care Plan (PSDCP), subject to certain conditions as specified in this directive.\nDefinitions\nNote: This definition only applies to this directive.\nDependant ( personne à charge ) means each dependant or dependent student as defined in FSD 2 – Definitions, respectively, who resides with the employee at the post, or is in full-time attendance at an educational institution outside of Canada.\nDirective\n39.1 Application\n39.1.1 Subject to the provisions of section 39.2, where expenses have been incurred for health care, drugs or dental treatment in respect of an employee and/or a dependant which are in excess of eligible expenses under the Comprehensive Coverage of the Public Service Health Care Plan or the Public Service Dental Care Plan, the deputy head may authorize reimbursement to the employee of the amount in excess, provided:\n- the employee pays the deductible share under the Comprehensive Coverage of the Public Service Health Care Plan or the Public Service Dental Care Plan or the share which would have been applicable for insurance under these plans;\n- the employee pays any co-insurance applicable under the Comprehensive Coverage of the Public Service Health Care Plan or the Public Service Dental Care Plan or the amount of co-insurance which would have been applicable for insurance under these plans;\n- the expenses involved have been incurred pursuant to consultation with a medical practitioner or dentist acceptable to the medical service provider; and\n- the employee submits a claim under the Comprehensive Coverage of the Public Service Health Care Plan or the Public Service Dental Care Plan within the time constraints of the plan.\n39.1.2 Where the treating physician certifies that a psychiatrist is not available at the post and therefore recommends treatment by a psychologist, the deputy head may authorize reimbursement of psychologist fees which may be in excess of the maximum amount reimbursable under the Public Service Health Care Plan (PSHCP).\n39.1.3 The health care referred to in this directive may include para-medical care and the services of medical and dental specialists, provided such services have been recommended pursuant to consultation with a medical practitioner or dentist acceptable to the medical service provider.\n39.1.4 The amount payable under section 39.1 shall not exceed the amount over and above that which the employee is eligible to receive as a participant in any other plan of health insurance, such as expenses incurred outside Canada while still covered by a provincial health insurance plan.\n39.1.5 Each mission shall compile a roster of qualified local medical practitioners and dentists whom personnel at the post may consult. The roster should include medical internists, obstetricians, pediatricians and general practitioners and dental general practitioners and specialists.\n39.1.6 Where a Health Canada physician certifies, and where the appropriate foreign service interdepartmental coordinating committee recommends that the treatment that occurred is consistent with the treatment which would have occurred within a hospital in Ontario, the deputy head may authorize reimbursement of a claim that has been denied by the Public Service Health Care Plan because services were not provided in a hospital. Exception is made for the services of a midwife and anesthesia services for which the deputy head may authorize the reimbursement of a claim that has been denied by the Public Service Health Care Plan without the recommendation of the appropriate foreign service inter-departmental coordinating committee.\n39.1.7 In claiming for excess hospital costs, an adjustment will be made where an employee has less than maximum coverage. For example, an employee incurs excess costs of $200 per day for semi-private hospital coverage and has Level I coverage which provides a benefit of $60 per day rather than Level III coverage which provides a benefit of $220 per day. The claim would be reduced by the difference between Level III and Level I coverage, that is, $160, and the employee would receive an adjusted amount of $200 minus $160, or $40.\n39.1.8 Where eligible dental expenses under the Public Service Dental Care Plan which are incurred outside Canada are higher than the fee for the same service as set out in the Ontario fee guide used under the Public Service Dental Care Plan, and employees must as a result pay a higher co-payment amount as defined in the Public Service Dental Care Plan, employees may submit a claim, for payment under this directive, for that portion of the co-payment amount which exceeds the amount which they would have been required to pay if the treatment had occurred in Ontario. For example, and assuming the deductible has been paid and reimbursement under the Plan is at 50%, if under the Ontario fee guide the eligible expense for a service is $400 (with the employee paying $200) and outside Canada the eligible expense is $600 for the same service (with the employee paying $300 for the co-payment), then the cost to the employee for the co-payment is $100 more than it would be had the service been rendered in Ontario. The employee could then claim $100 under this subsection. This would place the employee outside Canada in the same position as the employee in Ontario. The amount of $100 which is in excess of eligible expenses under the Public Service Dental Care Plan could be considered under subsection 39.1.1.\n39.1.9 Where a claim is denied under the Public Service Dental Care Plan because it is for treatment which was previously claimed, and the required time has not elapsed before another claim may be made, the deputy head may authorize reimbursement in such amount as may be recommended by the Administrator of the Plan to reflect the amount which would otherwise have been payable under the Public Service Dental Care Plan (PSDCP) as an initial claim, plus any excess dental costs identified by the Administrator of the Plan and payable under this directive. This provision is designed to provide for those necessary additional costs resulting from initial incompetent/inadequate treatment, where the employee is no longer at the location where the original treatment took place or, in the opinion of Mission administration, cannot obtain redress from the original practitioner.\n39.1.10 Where a claim for a vaccination which would be provided free of charge in Ontario is reimbursed by the Public Service Health Care Plan (PSHCP) and a co-payment for the vaccination is charged to the employee, the amount of the co-payment can be reimbursed under the provisions of this directive.\n39.2 Expenses Due to Conditions at Post\n39.2.1 Health care expenses incurred at post, on behalf of a dependant, are treated in accordance with subsection 39.2.2 should they be incurred because of:\n- an illness due to conditions at a location where the employee and/or a dependant is or has been residing and which is of a type, the incidence of which is greater than in Canada as determined by the medical service provider; or\n- an injury resulting from an event at a location where an employee and/or dependant is or has been residing, and which would not normally occur in Canada, or which gives rise to circumstances not experienced in Canada as determined by the medical service provider.\n39.2.2 The deputy head shall, in determining the amount of reimbursement payable, as a result of illness or injury in accordance with section 39.1, include for payment:\n- the deductible share attributable to the difference between single and family coverage under the Comprehensive Coverage of the Public Service Health Care Plan or the Public Service Dental Care Plan as applicable; and\n- the actual amount of co-insurance for which the employee was responsible under the Comprehensive Coverage of the Public Service Health Care Plan or the Public Service Dental Care Plan.\n39.2.3 In reviewing claims for payment pursuant to subsection 39.2.1, the deputy head shall seek and take into consideration the advice of Health Canada in order to confirm that the illness or injury is attributable to conditions at post.\n39.2.4 Where an employee's medical, hospital or dental care insurance under the Comprehensive Coverage of the Public Service Health Care Plan is exhausted by expenses incurred as a result of an illness or injury described in subsection 39.2.1, the deputy head shall authorize payment of the amounts that would have been paid under such plans until such time as the employee's normal coverage is re-established.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-46", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 41 - Health Care Travel", "marginal_note": "FSD 41 - Health Care Travel", "part": "Part VI - Medical and related expenses", "division": "", "heading": "", "text": "Scope\nIntroduction\nAt a number of locations abroad, the standards of medical care and the extent of treatment facilities or specialist services are inadequate in comparison with those in Canada. Additionally, at several locations, while adequate health care/facilities exist, treatment costs are excessive. This directive is designed to ensure that an employee and/or dependant requiring health care for an acute medical condition or emergency medical condition or for accouchement have access to suitable health care facilities or services on a cost-effective basis as determined by the deputy head. Where an employee and/or dependant has travelled away from post under the provisions of this directive and the severity of the health situation results in the end of the assignment or the assignment ends during the health care travel, the provisions of FSD 15 – Relocation may be applied recognizing that the employee and/or dependant may not return to post.\nIssuance and verification procedures are found in FSD 70 – Allowances and Reporting Requirements.\nDefinitions\nNote: These definitions only apply to this directive.\nAcute medical condition ( condition médicale aiguë ) means an illness/injury with a rapid and abrupt onset requiring prompt treatment. It is in contrast to a chronic medical condition.\nChronic medical condition ( condition médicale chronique ) means a medical condition of long duration which may require on-going medical treatment. It is in contrast to an acute medical condition.\nDependant ( personne à charge ) means each dependant or dependent student, as defined in FSD 2 – Definitions respectively, who resides with the employee at the post, or is in full-time attendance at an educational institution outside of Canada.\nElective medical treatment/procedure ( traitement/intervention médical facultatif ) is defined as an investigation or treatment of a medical condition that is of a non-emergency nature and for which the normal provision of care can be planned with no expected detriment to the overall health or well-being of the employee and/or dependants.\nEmergency medical condition ( condition médicale urgente ) means a medical condition where the lack of provision of immediate health care is expected to have an impact on the health or well-being of the employee and/or dependants.\nRoutine medical examination (examen médical de routine) means a medical examination undertaken at pre-established intervals and not related to a change in the health status of the employee and/or dependants or a new or evolving medical condition not of an emergency/urgent nature which can be evaluated at a Canadian or equivalent medical centre during planned travel from the post. Examples include an annual physical examination or follow-up examination for a medical condition including a chronic medical condition, performed by any type of health care service provider.\nDirective\n41.1 Application\n41.1.1 This directive applies to the employee and/or dependant(s) as defined in this directive who require health care travel, when the deputy head determines health care is necessary for an acute medical condition, for an emergency medical condition or for accouchement; and\n- suitable health care facilities or services are not available locally; or\n- local treatment costs are excessive.\n41.1.2 This directive is not intended to facilitate routine medical examinations, appointments or treatments, including treatments for chronic medical conditions, or elective medical treatment/procedures. Employees and/or dependant(s) are responsible for scheduling appointments during planned travel away from the post if they do not have access to suitable medical facilities or services locally.\n41.1.3 The health care facilities or services referred to in this directive may include dental care, only for those posts listed in Appendix A of FSD 9 – Medical and Dental Examinations, and reasonable para-medical care.\n41.1.4 In determining whether health care travel is necessary subject to subsection 41.1.1, the deputy head shall seek the advice of a roster doctor as specified in subsection FSD 39.1.5 of FSD 39 – Health Care Expenses, the medical service provider as defined in FSD 2 – Definitions, or other qualified medical practitioner, as required.\n41.1.5 In assessing the suitability of health care facilities or services, the deputy head must take into account comparability with the standards of health care and the extent of treatment facilities or specialist services in Canada, the professional competency of medical practitioners, the quality of the post-operative care, cultural, social and political factors, as well as cost-effectiveness.\n41.1.6 Subject to subsections 41.1.4 and 41.1.5, where the deputy head approves health care travel, the deputy head shall authorize travel to the nearest suitable location, another suitable location, or Canada, subject to the specific circumstances of the case and cost-effectiveness, and shall approve expenses as outlined in this directive for:\n- an employee or dependant requiring health care travel; and\n- a young child who is obliged to accompany the parent requiring health care travel and/or another child subject to subsection 41.7.1 - Managerial Discretion; and\n- a person to accompany where the need is certified by a qualified medical practitioner.\n41.1.7 Subject to paragraph 41.1.6(b), when determining if expenses for accompanying dependent children should be authorized, the deputy head shall consider each case on its own merits taking into account such factors as the ages of the children and the availability and cost of child care services at the post.\n41.1.8 Where the need is certified by a qualified medical practitioner and, where the employee or a dependant is receiving inpatient treatment and it is either desirable or more economical to have the person who accompanied remain at the treatment centre for the duration of the treatment period, admissible expenses in accordance with section 41.2 shall be authorized.\n41.1.9 Travelling expenses may be paid for the person who accompanied to make a second trip to and from the treatment centre at the conclusion of the treatment period, where it is not necessary for the person to remain with the person being treated.\n41.1.10 Where an acute or emergency condition requires follow-up treatments as prescribed by appropriate medical authority, the provisions of this directive can be applied, subject to subsection 41.1.2.\n41.2 Admissible Expenses\n41.2.1 Subject to subsection 41.1.6, the deputy head shall authorize:\n- actual and reasonable travelling expenses as defined in FSD 2 - Definitions, including the lowest available airfare appropriate to a particular circumstance and/or itinerary, between the location of the employee or a dependant requiring health care, and the city where the treatment centre is located as determined by the deputy head;\n- accommodation in accordance with FSD 2 – Definitions, at the location of the treatment centre;\n- actual and reasonable expenses based on receipts for meals when in commercial accommodation only, at the location of the treatment centre. However, meals may not be claimed when in private accommodation;\n- one daily incidental expense allowance per family unit in accordance with the NJC Travel Directive at the location of the treatment centre; and\n- the cost of telephone calls in accordance with the NJC Travel Directive between the location of the person on health care travel and the family members at the employee’s post for the person receiving health care and for the person who accompanied and is not a family member. However, telephone calls may not be claimed where an incidental expense allowance is paid for travel within Canada or the continental U.S.A.\n41.3 Dependant Care\n41.3.1 The deputy head shall authorize payment of dependant care expenses in accordance with the provisions of the NJC Travel Directive.\n41.3.2 Where expenses for dependant care are incurred at a post, the maximum amount may be exceeded on the recommendation of the appropriate foreign service interdepartmental coordinating committee.\n41.4 Travel Leave\n41.4.1 Unless the deputy head otherwise directs, travel leave for the employee shall only be granted during normal working hours where it is not feasible for the employee to travel during non-working hours.\n41.5 Accouchement\n41.5.1 In cases of accouchement and subject to subsection 41.1.6, the deputy head shall also approve the payment of expenses as specified in section 41.2, both before and after the time of delivery where:\n- the common carrier approved by the deputy head to provide the most suitable and appropriate means of transportation places restrictions on the travel of the expectant mother or newborn infant; and/or\n- the visa or other re-entry regulations delay the return to the post; and/or\n- there is a medical requirement acceptable to the medical service provider.\n41.6 Medical Report\n41.6.1 When health care travel is authorized under this directive, a medical report from the attending physician acceptable to the medical service provider must be sent to the medical service provider as determined by the deputy head.\n41.6.2 Where Health Canada is the medical service provider, medical reports shall be sent to:\nPublic Service Occupational Health Program, Central Zone - NCR Clinic Specialized Health Services Directorate Corporate Services Branch Health Canada 171 Slater Street, 12 th Floor, P.L. 3712M Ottawa, ON K1A 0K9\nTel.: 1-855-312-1500 Fax: 613-990-9397\nE-mail: overseas.ncrclinic@hc-sc.gc.ca\n41.7 Managerial Discretion\n41.7.1 Notwithstanding the specific limitation prescribed in paragraph 41.1.6(b), the deputy head may exercise managerial discretion and authorize travel of a child, other than a young child, who is obliged to accompany the parent requiring health care travel.\n41.7.2 Notwithstanding the specific limitations prescribed in this directive, with the recommendation of the appropriate foreign service interdepartmental coordinating committee, the deputy head may authorize an additional amount to offset expenses which are incurred due to circumstances beyond the employee and dependants’ control such as quarantine requirements because of a public health measure.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-47", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 42 - Medical and/or Dental Expense Advance", "marginal_note": "FSD 42 - Medical and/or Dental Expense Advance", "part": "Part VI - Medical and related expenses", "division": "", "heading": "", "text": "Scope\nIntroduction\nDoctors, dentists and hospitals may not be prepared to wait for payment from medical, dental or hospitalization insurance plans. Accordingly, where the employee can demonstrate eligibility for future reimbursement for health care or dental expenses, either from the Comprehensive Coverage of the Public Service Health Care Plan or the Public Service Dental Care Plan or pursuant to the Foreign Service Directives, the employer will make an advance to the employee for the purpose of paying medical or dental expenses.\nThe intent of this directive is to provide an advance for admissible medical and dental expenses over $500 when the employee must pay the expenses at the time the treatment is received.\nDirective\n42.1 Application\n42.1.1 Where an employee incurs expenses for health and/or dental care and is eligible for reimbursement either from the Comprehensive Coverage of the Public Service Health Care Plan or the Public Service Dental Care Plan or pursuant to the Foreign Service Directives, the deputy head may authorize an advance to the extent of such expenses. Such advances shall be authorized only:\n- where the advance is not less than $500; and\n- where, subject to subsections 42.1.5, 42.1.6 and 42.1.7, the employee agrees to repay the advance within six months; and\n- where the employee submits an estimate of costs from the doctor, dentist or hospital representing 90% of the advance requested; and\n- on condition that the employee undertakes in writing on the Medical and/or Dental Expense Advance form to endorse and remit to the Receiver General for Canada any cheque issued by the underwriters or by the employer under the provisions of another foreign service directive in reimbursement for the medical or dental expenses for which the advance was authorized; and\n- in the case of an advance for dental expenses for dependants not covered by the Public Service Dental Care Plan (PSDCP), employees may be asked to provide proof of coverage.\n42.1.2 In order to protect employees from exchange rate fluctuations, advances may be calculated and reimbursed in Canadian dollars or in some other currency, where this is the currency used in all of the following:\n- the estimate of costs from the health care provider submitted by the employee in support of the medical/dental expense advance;\n- the payment for services for which the advance was approved; and\n- the reimbursement of the employee's claim of insurance.\n42.1.3 An employee shall not be eligible for an advance for medical expenses incurred following relocation to Canada when the employee's provincial insurance plan has been reinstated or when the doctor, hospital or other health care facility is prepared to await settlement from the employee's provincial or other medical insurance plan.\n42.1.4 Except as provided in subsection 42.1.7, where, for any reason, any cheque issued by the Plan Administrator or by the employer under the provisions of another foreign service directive in reimbursement for the medical or dental expenses for which the advance was authorized is not endorsed and remitted to the Receiver General for Canada by the employee, such advance shall be repaid upon receipt of such settlement.\n42.1.5 Except as provided in subsection 42.1.7, where an employee who has received settlement from the Plan Administrator or from the employer, fails to repay any outstanding portion of the advance within 60 days of the date(s) on which the settlement cheque(s) were issued, such outstanding portion of the advance shall be subject to recovery pursuant to the relevant provisions of the Financial Administration Act .\n42.1.6 Except where provided in subsection 42.1.7, where an advance has been authorized under this directive, the employee shall ensure that a claim under the Comprehensive Coverage of the Public Service Health Care Plan or the Public Service Dental Care Plan is submitted as soon as possible, notwithstanding the time requirements that the plans have in place for accepting claims. In the event that a claim is rejected under the plan because of lateness, the employee may not claim under FSD 39 – Health Care Expenses and shall be responsible for full repayment of the advance, which shall be subject to recovery pursuant to the relevant provisions of the Financial Administration Act .\n42.1.7 An extension of the repayment period may be granted where the deputy head is satisfied that exceptional circumstances beyond the reasonable control of the employee prevent an employee from repaying the advance granted pursuant to subsection 42.1.1 within the required period.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-48", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 44 - Holidays", "marginal_note": "FSD 44 - Holidays", "part": "Part VII - Holidays, leave and personal travel", "division": "", "heading": "", "text": "Scope\nIntroduction\nThis directive provides employees with the same number of paid holidays that they would be entitled to if they were serving in Canada. Furthermore, the deputy head may approve the substitution of local holidays for holidays designated in Canada for the employee.\nDirective\n44.1 Application\n44.1.1 An employee is entitled to the same number of designated holidays with pay per calendar year as would apply under a collective agreement or other appropriate authority for service in Canada.\n44.1.2 Notwithstanding the provisions of a collective agreement or other appropriate authority for service in Canada, the deputy head may substitute another holiday for a designated holiday to which the employee would be entitled in Canada, where that designated holiday is not recognized as a general holiday at the post.\n44.1.3 Where an employee serves at more than one location during a calendar year, the deputy head shall further adjust the designated holidays at post for that employee to ensure that such employee is granted the same number of designated holidays for the calendar year as are provided in a collective agreement or other appropriate authority for service in Canada.\n44.1.4 Where a holiday at the post falls on a day of rest for the employee, or where the employee is required to work on a holiday at the post, compensation or leave of absence with pay shall be authorized in accordance with the employee's collective agreement or other appropriate authority for service in Canada.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-49", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 46 - Post Leave Option", "marginal_note": "FSD 46 - Post Leave Option", "part": "Part VII - Holidays, leave and personal travel", "division": "", "heading": "", "text": "Scope\nIntroduction\nThis directive provides an employee with an optional benefit of ten days of Post Leave per year, in lieu of the provisions for a Post Specific Allowance under section 56.11 of FSD 56 – Foreign Service Incentive Allowances. Unless specifically requested, employees will receive the Post Specific Allowance rather than Post Leave.\nDirective\n46.1 Application\n46.1.1 An employee shall have the choice of electing for Post Leave, as outlined under this directive, or a Post Specific Allowance under section 56.11 of FSD 56 – Foreign Service Incentive Allowances, but not both. Unless Post Leave is specifically requested, an employee shall receive the Post Specific Allowance.\n46.1.2 To request a change from a Post Specific Allowance to Post Leave, or vice-versa, employees shall inform their headquarters FSD Administrator, in writing, two months prior to the date of the desired change. Employees may change their election no more than once per year.\n46.1.3 The deputy head shall grant Post Leave to an employee under the same conditions as vacation leave would be granted for the employee's occupational group, except that:\n- Post Leave credits are available for use at post, are portable between posts, and may be used in conjunction with relocation travel from post;\n- the total accumulation of Post Leave credits at any time shall not exceed 40 days; when this maximum is reached, the employee will automatically receive the Post Specific Allowance under section 56.11 of FSD 56 – Foreign Service Incentive Allowances, until such time as the employee reduces Post Leave credits below 40 days and again elects for the provisions of this directive for Post Leave;\n- on request, an employee may receive cash payment for any or all accrued Post Leave credits, on the basis of salary in effect on the date the request is made; and\n- Post Leave credits shall be cashed out on the employee's return to Canada, on the basis of salary in effect on the date of the employee's return to duty in Canada.\n46.1.4 Where an employee elects for Post Leave, credits shall be accumulated at the rate of 10/12 of a day for each completed month of service at a post, as defined in FSD 2 – Definitions, until:\n- completion of an employee's tour of duty (or tours of duty, in the case of cross-posting), to a maximum of 40 days; or\n- the last day of the month following two months' notification by the employee to change from Post Leave (FSD 46) to a Post Specific Allowance (section 56.11 of FSD 56).", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-50", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 47 - Leave for Post-Attributable Illness or Injury", "marginal_note": "FSD 47 - Leave for Post-Attributable Illness or Injury", "part": "Part VII - Holidays, leave and personal travel", "division": "", "heading": "", "text": "Scope\nIntroduction\nThis directive recognizes that an employee who is on assignment abroad may be absent from work due to an illness which is not endemic to Canada or an injury that would not normally occur in Canada and provides for leave taken for medical reasons (physical and/or psychological) as a result of a post-attributable illness or injury to not be charged to an employee's leave credits.\nDirective\n47.1 Application\n47.1.1 Where the medical service provider determines that an illness is not endemic to Canada, the deputy head may authorize leave for post-attributable illness, taking into account employer-supported programs.\n47.1.2 Where the medical service provider determines that an injury gives rise to circumstances not normally experienced in Canada, the deputy head may authorize leave for absences due to the injury for a period which is in excess of that which would normally be incurred in Canada, taking into account employer-supported programs.\n47.1.3 The provisions of subsections 47.1.1 and 47.1.2 shall apply regardless of the location of the employee's place of assignment at the time of absence.\n47.1.4 Other absences due to illness or injury not covered by this directive are subject to the provisions of the appropriate collective agreement or applicable regulations.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-51", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 48 - Other Leave", "marginal_note": "FSD 48 - Other Leave", "part": "Part VII - Holidays, leave and personal travel", "division": "", "heading": "", "text": "Directive\n48.1 Application\n48.1.1 The deputy head may grant more leave for family-related responsibilities or bereavement than a collective agreement or other authority permits for a similar situation if, in the opinion of management, its occurrence at a post imposes hardship beyond that which would occur in Canada. However, not more than eight additional days may be granted under this directive in respect of any one circumstance.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-52", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 49 - FSD Travel Bank", "marginal_note": "FSD 49 - FSD Travel Bank", "part": "Part VII - Holidays, leave and personal travel", "division": "", "heading": "", "text": "Scope\nIntroduction\nThis directive specifies the conditions which apply for the FSD Travel Bank, whereby the amounts relating to the following travel allowances, as applicable, are provided to employees for their use while on assignment abroad: FSD 50 – Post Travel Assistance, FSD 51 – Family Reunion and FSD 56.11 – Post Specific Allowance.\nThe provisions relating to the use of each allowance are specified in each directive and the provisions relating to the issuance and verification procedures are found in FSD 70 – Allowances and Reporting Requirements.\nDirective\n49.1 Post Travel Assistance\n49.1.1 An employee is eligible to receive an allowance under FSD 50 – Post Travel Allowance as specified in FSD 50 – Post Travel Allowance. Upon arrival at post, the amount of the allowance for the employee and eligible dependants will be added to the FSD Travel Bank.\n49.1.2 Where a new dependant arrives at post and there is an entitlement to a Post Travel Allowance for the dependant, the amount of the allowance will be added to the FSD Travel Bank.\n49.1.3 The employee is responsible for certifying the use of the allowance after the travel has occurred as outlined in subsection 70.4.1.\n49.1.4 Once the certification of the allowance has been approved, and where the employee is entitled to a subsequent post travel allowance, the amount of the subsequent allowance for the employee and eligible dependants will be added to the FSD Travel Bank.\n49.2 Family Reunion\n49.2.1 An employee may be entitled to receive an allowance under FSD 51 – Family Reunion when conditions outlined in FSD 51 are met. Upon arrival at post, the amount of the allowance for the employee’s dependants will be added to the FSD Travel Bank for the initial period of September 1 to August 30 or as specified in subsection 51.1.1.\n49.2.2 The employee must use the allowance for the number of trips allowable for each eligible dependant.\n49.2.3 Family reunion normally occurs at post. Prior approval from the deputy head is required for family reunion to occur away from the post, subject to section 51.11.\n49.2.4 The employee is responsible for certifying the use of the allowance after the travel has occurred for each dependant as outlined in FSD 70.4.1.\n49.2.5 Once the certification of the allowance has been accepted, and where the employee is entitled to family reunion travel for another year or portion thereof, the amount of the subsequent allowance for the eligible dependants will be added to the FSD Travel Bank.\n49.3 Post Specific Allowance\n49.3.1 An employee is eligible to receive an allowance under FSD 56.11 – Post Specific Allowance unless the employee has opted for FSD 46 – Post Leave Option. Upon arrival at post, the pro-rated amount of the allowance for the period ending May 31 st will be added to the FSD Travel Bank.\n49.3.2 By June 30 th of every year, the full amount of the allowance will be added to the FSD Travel Bank based on the rate which comes into effect on June 1 st , provided the employee’s assignment will extend the full year.\n49.3.3 Where the assignment will not extend the full year, a pro-rated amount of the allowance will be added to the FSD Travel Bank based on the expected end of assignment date. Adjustments will be made as required based on the first compensation day following the employee's last day on duty at the post.\n49.3.4 The employee is not required to certify the use of the allowance.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-53", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 50 - Post Travel Assistance", "marginal_note": "FSD 50 - Post Travel Assistance", "part": "Part VII - Holidays, leave and personal travel", "division": "", "heading": "", "text": "Scope\nIntroduction\nThis directive recognizes that it is in the interest of both management and employees that employees and their families have access to an allowance for Post Travel Assistance to visit Canada and/or travel away from the post during each posting, with more frequent travel provisions for employees at more difficult posts.\nIssuance and verification procedures are found in FSD 70 – Allowances and Reporting Requirements.\nDirective\n50.1.1 An employee and any dependant normally residing with the employee at a post, including primary and secondary school students who are being educated away from the post but not in Canada under the provisions of section 34.5 of FSD 34 – Education Allowances where educational facilities at the post are not compatible, shall be entitled to an allowance for Post Travel Assistance (PTA) to assist them in travelling from:\n- posts which are not listed in Appendix B of FSD 58 – Post Differential Allowance, once per tour of duty (including any extension), of three years or more; where an employee is assigned to a non-hardship post for a period of less than three years, such an employee shall only be entitled to an allowance at the end of the posting in accordance with subsection 50.4.1;\n- posts at Levels I and II in Appendix B of FSD 58 – Post Differential Allowance, once per two-year tour of duty plus one allowance for each additional year beyond two years;\n- posts at Levels I and II in Appendix B of FSD 58 – Post Differential Allowance, twice per three-year tour of duty, plus one allowance for each additional year beyond three years;\n- posts at Levels III, IV and V in Appendix B of FSD 58 – Post Differential Allowance, once for each year for the number of years of the tour of duty, plus one allowance for each additional year beyond the normal tour of duty.\n50.1.2 An employee and each eligible dependant shall use the allowance for travel on one or more trips outside the post.\n50.1.3 Where a PTA is authorized, dependants do not have to travel together or with the employee.\n50.1.4 All travel entitlements under this directive may be taken at any time during a posting, but all such travel entitlements automatically lapse on the termination of each posting.\n50.1.5 Where assistance has been authorized in accordance with FSD 18 – Special Family Separation Assistance, the allowance authorized under subsection 50.1.1 may be used by the employee and all the employee's dependants for certification under FSD 70 – Allowances and Reporting Requirements.\n50.1.6 Where a dependant is being educated away from the post but not in Canada under the provisions of section 34.5 of FSD 34 – Education Allowances where educational facilities at the post are not compatible, the allowance authorized under subsection 50.1.1 may be used for travel from the educational facility, including field trips which may not be otherwise covered under FSD 34 – Education Allowances.\n50.2 Employee-Couple\n50.2.1 This directive shall apply to each employee of an employee-couple. However, when both employees are at the same post, where a dependant is eligible for travel under this directive, only one employee may claim the entitlements under this directive for each dependant.\n50.3 Calculation and Certification of Allowance\n50.3.1 Where travel is authorized under subsection 50.1.1 and/or 50.4.3, the deputy head shall authorize a non-accountable allowance which is subject to certification and possible verification as outlined in FSD 70 – Allowances and Reporting Requirements.\n50.3.2 The allowance shall be established in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives for FSD 50 – Post Travel Assistance and section 56.11 - Post Specific Allowance effective June 1 st of each year as published in Appendix B of FSD 56 – Foreign Service Incentive Allowances to be equivalent to:\n- 80% of an unrestricted full economy airfare for return travel from the employee's post to the headquarters city; or\n- where there is no unrestricted full economy airfare for all or a portion of the journey, 100% of the highest available economy class airfare.\n50.3.3 Employees are required to certify that 75% of the allowance is spent on travel and travel-related expenses, including transportation, accommodation, meals and incidental travel expenses such as tours, entry fees etc. Certification is required on completion of the last travel or at the end of the posting, whichever is earlier, in accordance with FSD 70 – Allowances and Reporting Requirements. Pursuant to the provisions of section 70.4, employees must retain evidence of travel and may be required to demonstrate that the allowance has been used for the purpose intended.\n50.4 Deferred Relocation Travel\n50.4.1 In addition to the travel entitlements specified in subsection 50.1.1, an employee and any dependant normally residing with the employee at the post, including primary and secondary school students who are being educated away from the post but not in Canada under the provisions of section 34.5 of FSD 34 – Education Allowances where educational facilities at the post are not compatible, may request to travel between the post and the headquarters city, on the termination of each posting in accordance with section 15.3 of FSD 15 – Relocation.\n50.4.2 The employee does not have the option of deferring relocation travel under section 15.3 of FSD 15 – Relocation.\n50.4.3 The deputy head has the right to defer an employee's relocation travel to the headquarters city under section 15.3 of FSD 15 – Relocation for operational reasons. In such a case, the employee shall have one additional PTA under this directive for travel to the headquarters city during the new posting. This travel to the headquarters city must be identified on the FSD 70 Travel Certification form for FSD 50.\n50.4.4 Travel authorized under section 50.4 on termination of posting may only be authorized in conjunction with relocation travel under FSD 15 – Relocation and does not apply to situations of posting extension.\n50.5 Leave\n50.5.1 When the employee travels under subsection 50.1.1 of this directive, there is no minimum number of compensation days of leave with pay which must be taken.\n50.5.2 Employees are expected to travel during non-working hours; however, where travel is during working hours, the employee shall be charged the appropriate leave. An exception is made when travel is not possible during non-working hours (for example, all international flights are scheduled for morning, mid-week departures). In such exceptional situations, the deputy head shall grant an employee travel leave for a period sufficient to reach the destination of the travel. This period shall not exceed the travelling time by air required for a journey between the post and headquarters city.\n50.6 Additional Shipment of Goods\n50.6.1 An employee authorized to travel under this directive who is returning to a Level III, IV or V hardship post may arrange for the shipment of additional personal and household goods as an extension of the provisions of sections 15.13 to 15.15 of FSD 15 – Relocation. The employee will be entitled to either one piece of accompanied excess baggage per eligible traveller or one air shipment not to exceed 20 kilograms for the employee and for each accompanying dependant.\n50.6.2 The cost shall be limited to the lesser cost of either air cargo or accompanied excess baggage, as determined by the deputy head on the basis of the employee's weight entitlement for shipment from the employee's headquarters city to the employee's post at the time travel is taken.\n50.6.3 Such shipment may originate from one or more locations where such locations must be on the return routing to the post and must relate to the period of travel.\n50.6.4 An employee may claim the cost of charges for customs duties, taxes and/or clearance charges imposed by the host country on the air cargo/accompanied excess baggage.\n50.6.5 An employee is responsible for any demurrage or similar charges incurred as a result of fault, choice or negligence of the employee or dependant and for local transportation costs at the points of origin and destination of the shipment.\n50.7 Temporary Duty\n50.7.1 Where an employee travelling under the provisions of this directive is accompanied by a dependant and is instructed to report for temporary duty during the period of authorized travel, the deputy head may authorize the payment of the reasonable and actual living expenses for the period of temporary duty for a dependant who accompanies the employee, in accordance with section 15.11 of FSD 15 – Relocation.\n50.8 Change in Family Size\n50.8.1 Where a dependant arrives at post following the issuance of the allowance and the dependant meets the definition of normally residing with the employee at post as defined in FSD 2 – Definitions, an additional allowance may be added to the FSD Travel Bank. Where a dependant departs the post prior to the completion of the assignment, all or a portion of the allowance issued for that dependant may be recovered by the deputy head. Such recovery action may be waived when, in the opinion of the deputy head, there are extenuating circumstances beyond the control of the employee.\n50.9 Change in Post Rating Level\n50.9.1 Where the frequency of PTA changes as a result of a reduction in a post's Post Differential Allowance level under FSD 58 – Post Differential Allowance, this change shall not affect an employee at the post on the effective date of the reduction for the duration of the current tour of duty.\n50.9.2 Where the frequency of PTA changes as a result of an increase in a post's Post Differential Allowance level under FSD 58 – Post Differential Allowance, this change shall only affect an employee at the post on the effective date of the increase where the employee has approximately 12 months remaining in the tour of duty.\n50.10 Early Termination\n50.10.1 In cases of early termination of posting at the initiation of the employee or resignation before the end of the employee's tour of duty at a post, all or a portion of the allowance may be recovered by the deputy head. Such recovery action may be waived when, in the opinion of the deputy head, there are extenuating circumstances beyond the control of the employee. (See related provisions FSD 15.26 and FSD 15.27 of FSD 15 – Relocation.)\n50.11 Managerial Discretion\n50.11.1 Notwithstanding the specific limitations prescribed in subsection 50.1.1 of this directive, when the deputy head is of the opinion that the full year is not completed as a result of operational requirements which are beyond the employee’s control, the deputy head may pro-rate the allowance for the employee and any dependants who relocated at the same time as the employee.\n50.11.2 Notwithstanding the specific limitations prescribed in subsection 50.1.1 of this directive, when the deputy head is of the opinion that employees and/or dependants who are subject to the provisions of FSD 64 – Emergency Evacuation and Loss should be authorized to use the allowance provided under this directive to travel away from the evacuation location in lieu of from the post, the deputy head may authorize the use of the allowance issued from the employee’s post for travel.\n50.11.3 Notwithstanding the specific limitations prescribed in subsection 50.1.1 of this directive, in exceptional circumstances and with the recommendation of the appropriate foreign service interdepartmental coordinating committee, the deputy head may authorize the use of the allowance provided under this directive for expenses incurred at the post in lieu of away from the post.\n50.11.4 Where travel occurs during an emergency evacuation, travel must occur away from the post and from the evacuation location. Expenses covered under FSD 64 – Emergency Evacuation and Loss cannot be used to certify the use of FSD 50 – Post Travel Assistance.\n50.11.5 Notwithstanding the specific limitations prescribed in this directive, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, the deputy head may authorize an additional amount to offset expenses which are incurred due to circumstances beyond the employee and dependants’ control such as quarantine requirements because of a public health measure.\n50.11.6 Where managerial discretion is exercised:\n- the allowance is subject to the same conditions as a full allowance; and\n- the details shall be reported to the appropriate foreign service interdepartmental coordinating committee.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-54", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 51 - Family Reunion", "marginal_note": "FSD 51 - Family Reunion", "part": "Part VII - Holidays, leave and personal travel", "division": "", "heading": "", "text": "Scope\nIntroduction\nTo minimize the separation in families, where such separation is directly caused by the employee being assigned to a post, the employer provides for telephone calls and for reunion of families at public expense at least once a year.\nThe entitlement for family reunion travel under FSD 18 – Special Family Separation Assistance supersedes the provisions of this directive.\nFamily reunion travel provisions are summarized in Appendix A of this directive.\nDirective\n51.1 Application\n51.1.1 Entitlements under this directive shall be determined on the basis of a 12-month period commencing on September 1 st of each year, except for travel under section 51.9 by a dependant of an employee who has accepted an assignment on an unaccompanied basis, where entitlements shall be determined on the basis of the 12-month period commencing on the date of the employee's arrival at the post.\n51.1.2 In determining family reunion travel entitlements for periods of less than 12 months of service, the deputy head shall take into consideration the date of arrival of the employee at the post in relation to the academic year and the completed months of service as defined in FSD 2 – Definitions. For example, where travel is twice per 12-month period, the academic year is September 1 st to August 31 st and the employee is posted in January, travel would normally be authorized once, during the long school holiday recess, before the commencement of the first full 12-month period on September 1 st .\n51.1.3 Where travel is permissible under sections 51.4, 51.5, 51.6, 51.7, 51.8 or 51.10 for the same child, the total number of trips which may be authorized in a 12-month period shall not exceed four trips.\n51.2 Employee-Couple\n51.2.1 Subject to sections 51.1, 51.3 and 51.11, the deputy head may provide a non-accountable family reunion travel allowance to an employee or to one employee of an employee-couple, for the purpose of family reunion travel.\n51.2.2 Where an employee-couple accept assignments at different posts, the deputy head may authorize a family reunion travel allowance as follows:\n- up to two trips in a 12-month period for travel between posts, where either employee, including a dependent child residing with one employee of the employee-couple, may use the entitlement to travel to the post of the other employee; and\n- up to three trips in a 12-month period for travel by the child/student travelling to either post, which would otherwise have been authorized under sections 51.4, 51.5, 51.6 or 51.7 from the location of the child/student to either post.\n51.2.3 Where travel is in lieu of travel under section 51.4, for a child at the elementary or secondary school level in Canada, two trips must be for the purpose of family reunion with the employee-couple.\n51.2.4 Where travel is in lieu of travel under sections 51.5, 51.6 or 51.7, travel must be for the purpose of family reunion with the employee-couple.\n51.2.5 Travel for a child/student under section 51.2 is subject to the age and cost limitations as prescribed in sections 51.4, 51.5, 51.6, 51.7 or 51.8 as applicable.\n51.3 Family Reunion Travel Allowance\n51.3.1 Throughout this directive, the allowance for family reunion travel shall reflect:\n- the lowest available airfare appropriate to a particular itinerary, including APEX, charters and other reduced or discounted fares, for the most direct routing between the post and either the location of the dependant or the headquarters city, as applicable; and\n- an amount for local transportation costs to and from airports at the points of departure and/or destination; and\n- an amount to cover the expense for the first two checked pieces of baggage when the airline charges a fee; and\n- an amount to cover the expenses for meals, accommodation and local transportation to and from the airport for a necessary stopover, where it is not possible or practicable to arrange an itinerary which will permit continuing travel to the approved destination, when authorized in advance by the deputy head.\n51.3.2 In determining the amounts under subsection 51.3.1, the following criteria apply:\n- discount and reduced fares shall be selected prior to full fare economy where these rates are available; significant savings can be realized if flights are booked as far in advance as possible; employees are expected to make travel arrangements at least four to six weeks in advance of travel; unless there is a reason acceptable to the deputy head, full-fare economy shall not be authorized; and\n- where more than one rate is available for the same standard of air travel, depending on whether the ticket is purchased in Canada or at the post, the most economical airfare rate shall be used; and\n- where the employee purchases restricted tickets in advance to obtain a reduced fare, the employer will reimburse the cost of the fee necessary to change the ticket, should it be necessary to change the dates of travel for reasons beyond the reasonable control of the employee; and\n- if the dependant or employee prefers to drive, the family reunion travel allowance shall be based on the lower kilometric/mileage rate as defined in FSD 2 – Definitions for return travel between the location of the dependant and the post, up to the cost of the lowest available airfare determined in accordance with this section; and\n- where the costs are not known for the expenses specified in paragraph 51.3.1(b), (c) or (d), a supplementary allowance may be issued.\n51.3.3 Subject to 51.4.2(b), a minimum amount of time is not required between trips. Where the dependant’s status changes during the 12-month period, the deputy head may recover funds, as applicable.\n51.4 Dependent Student Travelling to Post – Elementary and Secondary Level\n51.4.1 A non-accountable family reunion travel allowance may be authorized by the deputy head for three return trips in a 12-month period for a dependent student who is in full-time attendance at a school where an education allowance is paid under FSD 34 – Education Allowances, for travel between the location of the student and the post, when the dependant is being educated:\n- in Canada at the elementary or secondary level; or\n- away from the post at the secondary level because schools at the post are not compatible.\n51.4.2 With respect to subsection 51.4.1:\n- the last year of entitlement shall be the 12-month period commencing September 1 st in which the 21 st birthday occurs; and\n- one of the trips must be taken during the long school holiday recess.\n51.5 Dependent Student Travelling to Post – Postsecondary Level – 21 Years Old or Younger\n51.5.1 A non-accountable family reunion travel allowance may be authorized by the deputy head for two return trips in a 12-month period for a dependent student who is in full-time attendance at a postsecondary educational institution, for travel between the location of the student and the post, up to the cost of travel between the headquarters city and the post for travel from Canada, or between the post and the headquarters city for travel from outside Canada, where the last year of entitlement shall be the 12-month period commencing September 1 st in which the 21 st birthday occurs.\n51.6 Dependent Student Travelling to Post – Postsecondary Level – 22 or 23 Years Old\n51.6.1 A non-accountable family reunion travel allowance may be authorized by the deputy head for one return trip in a 12-month period for a dependent student who:\n- is over the age of 21 but who has not yet attained 24 years of age; and\n- is in full-time attendance at an educational institution that has been approved by the deputy head, and is attending a recognized educational program, which could include work assignments between scheduled courses of instruction (e.g. co-op program).\n51.6.2 With respect to subsection 51.6.1, the allowance shall cover expenses incurred for travel between the location of the student and the post, up to the cost of travel between the headquarters city and the post for travel from Canada, or between the post and the headquarters city for travel from outside Canada.\n51.6.3 The last year of entitlement under subsection 51.6.1 shall be the 12-month period commencing September 1 st in which the 23 rd birthday occurs.\n51.7 Child Travelling to Post – Not a Dependent Student\n51.7.1 For the purpose of subsections 51.7.2 and 51.7.3, a child means the child of an employee, spouse, or common-law partner who:\n- is not a dependent student;\n- does not reside with the employee at the post; and\n- normally resides, and is in a dependent relationship with the employee, spouse, or common-law partner in Canada.\n51.7.2 A non-accountable family reunion travel allowance may be authorized by the deputy head for two return trips in a 12-month period, if the child has not yet attained 19 years of age, for travel between the location of the child and the post, up to the cost of travel between the headquarters city and the post for travel from Canada, or between the post and the headquarters city for travel from outside Canada, where the last year of entitlement shall be the 12-month period commencing September 1 st in which the 18 th birthday occurs.\n51.7.3 A non-accountable family reunion travel allowance may be authorized by the deputy head for one return trip in a 12-month period, if the child is over the age of 18 but has not yet attained 22 years of age, for travel between the location of the child and the post, up to the cost of travel between the headquarters city and the post for travel from Canada, or between the post and the headquarters city for travel from outside Canada, where the last year of entitlement shall be the 12-month period commencing September 1 st in which the 21 st birthday occurs.\n51.8 Child with Special Needs\n51.8.1 Where travel is by a dependent child with a mental or physical disability, including a dependent adult child as defined in FSD 2 – Definitions, and the airline will not accept the child to travel unaccompanied or the child cannot travel unaccompanied, or where the child is under 13 years of age, one of the trips available each year under sections 51.4, 51.5, 51.6 and 51.7 may be used for a person to accompany the child.\n51.8.2 Where a dependent child, including a dependent adult child as defined in FSD 2 – Definitions, with special needs is receiving care and/or training at or from an institution in Canada, by reason of a mental or physical disability, and travel in respect of that child has not been authorized during the preceding 12-month period under this directive, and neither parent has travelled to Canada under this directive with respect to another child, the deputy head shall authorize a family reunion allowance for actual and reasonable return travelling expenses between the employee's post and the location of the child, minus return travelling expenses between the location of the child and the headquarters city as follows:\n- twice a year for the employee and/or the employee's spouse or common-law partner (i.e. the employee and spouse or common-law partner cannot claim four individual trips by travelling separately); or\n- twice a year for a child with special needs and a person to accompany; or\n- once a year for the employee and/or the employee's spouse or common-law partner and once a year for a child with special needs and a person to accompany.\n51.8.3 Where one or both parents has/have travelled to Canada under this directive with respect to another child, this would count as one trip, as they would be expected to visit the child with special needs, including a dependent adult child as defined in FSD 2 – Definitions, at the same time. This would reduce the travel entitlement under this directive by one trip.\n51.9 Family Reunion for Unaccompanied Employees\n51.9.1 Subject to FSD 18 – Special Family Separation Assistance, unless otherwise specified in this section, where the employee’s dependants are not at post, the deputy head may authorize up to two trips per 12-month period for the dependants of that employee, as follows:\n- where the employee has accepted the assignment on an unaccompanied basis as defined in FSD 2 – Definitions, dependants have been relocated to another location under section 15.31 of FSD 15 – Relocation, the family reunion travel allowance shall be for return travel between the post and the location of the separated dependants;\n- where paragraph 51.9.1(a) does not apply, the family reunion travel allowance shall be for travel: between the post and the location of the separated dependants, up to the cost of travel between the post and the headquarters city; or between the location of the separated dependants and the post, up to the cost of travel between the headquarters city and the post, as applicable.\n51.10 Visiting under a Custody Arrangement\n51.10.1 Where a custody agreement is in place or where the child has not yet attained 22 years of age and there is no custody agreement because of the child's age, the deputy head may authorize payment of a family reunion travel allowance in accordance with this section.\n51.10.2 Travel under this section shall not exceed the frequency of travel permissible under sections 51.4, 51.5, 51.6 or 51.7.\n51.10.3 In applying subsections 51.10.6 and 51.10.7, where the location of the child's other parent is at a post outside Canada, and that parent is an employee, spouse, or common-law partner subject to the Foreign Service Directives, the family reunion travel allowance shall not be reduced to reflect the cost of travel between the child's other parent and the employee's headquarters city.\n51.10.4 In applying subsection 51.10.8, where the location of the child is at a post outside Canada with a parent who is an employee, spouse, or common-law partner subject to the Foreign Service Directives, the family reunion travel allowance shall not be reduced to reflect the cost of travel between the location of the child and the employee's headquarters city.\n51.10.5 In determining the employee's share of travelling expenses, the deputy head shall take into consideration the type and mode of transportation used, for example:\n- where travel is on an excursion ticket, the employee's share shall be based on excursion rates;\n- where travel for which the employee is responsible is in excess of 800 kilometres from the employee's headquarters city, Canadian airfare rates in effect on the date travel commences shall be used; or\n- where travel for which the employee is responsible is within 800 kilometres of the employee's headquarters city, the lesser of Canadian bus or rail costs shall be used.\n51.10.6 Where the employee, spouse, or common-law partner is responsible for travel for a dependent child, who is residing with the employee at the post or who is a dependent student as defined in FSD 2 – Definitions, to visit the other parent, a family reunion travel allowance may be authorized for up to two round trips in a 12-month period, less the cost of travel, if any, between the location of the child's other parent and the employee's headquarters city.\n51.10.7 In applying subsection 51.10.6, where the child is residing with the employee at the post and, where the best interests of the child would be met by reunion at the post with the child's other parent, such travel for the child's other parent for return travel only to the post, in lieu of travel by the child for reasons such as the age of the child, the child has a mental or physical disability, or special circumstances based on the recommendation of a health or education specialist, may be approved by the deputy head at the request of the employee, where the deputy head is satisfied that the intent of family reunion is best met at the employee's post.\n51.10.8 A family reunion travel allowance may be authorized for a child of the employee, spouse, or common-law partner, who does not qualify as a dependant under FSD 2 – Definitions for the sole reason that the child does not normally reside with the employee, spouse, or common-law partner, but the latter has visiting privileges with the child under the terms of a custody agreement, for up to two trips per 12-month period, from the location of the child to the employee's post, less the cost of travel, if any, between the location of the child and the employee's headquarters city.\n51.10.9 Where travel is permissible under subsections 51.10.6 and 51.10.8 for the same child, the total number of trips which may be authorized in a 12-month period shall not exceed two trips.\n51.10.10 Where travel is by a dependent child with a mental or physical disability and the airline will not accept the child unaccompanied, or where the child is under 13 years of age, one of the round trips available under this section may be used during the applicable 12-month period for a person to accompany the child.\n51.11 Family Reunion Away from Post\n51.11.1 While it is expected that family reunion will normally occur at the employee's post, at the employee's request and where the deputy head is satisfied that the intent of a family reunion is best met, a family reunion travel allowance may be authorized for a return trip between the post and the location of the child, student, spouse, or common-law partner, or the headquarters city, up to the total travelling expenses that would have been incurred for the travel to post by all eligible dependants/children under the applicable provisions of this directive, as applicable, for:\n- the employee, where travel is in lieu of the provisions of section 51.9 or subsection 51.10.8; or\n- the spouse/common-law partner, where travel is in lieu of the provisions of subsection 51.10.8; or\n- the employee and spouse/common-law partner and any dependent child residing with the employee at the post, where travel is in lieu of the provisions of sections 51.4, 51.5, 51.6, 51.7 and 51.8.\n51.11.2 In special circumstances, provided the deputy head is satisfied the intent of family reunion is best met, return travel may be authorized to a location on a routing to the post, for the employee and any dependant(s) eligible for travel under this directive, including dependants residing at the post, up to the cost of travel between post and headquarters city. The total travelling expenses incurred cannot exceed that which would have been incurred for the travel to post by all eligible dependants/children under the applicable provisions of this directive.\n51.11.3 Special circumstances under subsection 51.11.2, where reunion at a third location will facilitate reunion of the employee and all eligible dependants for family reunion travel under this directive, include any of the following:\n- security, health or environmental conditions at post make it unwise for dependants to visit;\n- a long flight or many time zone changes in proportion to the length of family reunion;\n- it is more convenient for the family to meet at a midway location because of individual work and/or school schedules; and/or\n- dependants may be in separate locations.\n51.11.4 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. Where travel for an employee, spouse, or common-law partner has been authorized in lieu of the provisions of section 51.10, the deputy head shall also authorize an allowance for actual and reasonable accommodation expenses incurred by the employee, spouse, or common-law partner in the headquarters city, for a period not to exceed five nights.\n51.11.5 When travel is approved from post, such travel shall liquidate one travel entitlement each for all eligible dependants, regardless of their locations or the frequency of travel entitlement.\n51.11.6 It is not the intent of this section to provide the employee and/or a dependant with additional vacation travel nor a trade-off, so that, for example, where there are two children away from post, the employee would seek to visit them six times during the entitlement period, thus resulting in a family reunion with some members but not others. Travel by one parent to visit one child would only be approved by the deputy head in unusual personal circumstances which require the presence of a parent at the location of the child, and which would achieve the objective of family reunion.\n51.12 Leave\n51.12.1 When family reunion travel is authorized for an employee under section 51.11, the employee shall be charged the appropriate number of leave credits except that, where the deputy head is not prepared to authorize family reunion at post because of unusual circumstances at post and it is not feasible for the employee to travel during non-working hours, travel leave shall be authorized for a period equal to:\n- the travelling time between the post and the location of the separated dependant, or an approved third location, pursuant to subsection 51.11.2, where travel is in lieu of the provisions of sections 51.4, 51.5, 51.6, 51.7, 51.8 or 51.9; or\n- the travelling time between the post and the destination, less the travelling time between the destination and the headquarters city, where travel is in lieu of the provisions of section 51.10; or\n- the travelling time between the post and the destination, up to the travelling time for a return journey to the employee's headquarters city, in all other cases.\n51.13 Telephone Calls with Dependants\n51.13.1 Where a dependent student is not residing at post and is eligible for family reunion travel under the provisions of sections 51.4, 51.5 or 51.6 or where a dependent child is not attending an educational institution but is eligible for family reunion travel under the provisions of sections 51.7 or 51.8 of this directive, an employee may request an allowance for one five-minute telephone call per month of service during an academic year between the location of the dependent student or child and the employee’s post.\n51.13.2 Where an employee-couple are assigned to different posts, each employee may request an allowance as specified in subsection 51.13.1.\n51.13.3 In determining the number of months of entitlement for periods less than a complete academic year, an allowance shall be given for each month of service during which the child attended school.\n51.13.4 Where an employee is claiming assistance for telephone calls in accordance with subsection 51.13.1, the allowance shall be pro-rated to reflect the number of months of entitlement relative to the 12-month period. In determining the number of months of entitlement for periods of less than a complete academic year, credit shall be given for each month during which the employee is assigned to a post for at least 10 compensation days.\n51.13.5 Where the employee is relocated to a new place of duty in Canada during the academic year, the deputy head may exercise discretion in applying the pro-rating under subsection 51.13.4.\n51.14 Attending the Birth of a Child\n51.14.1 Subject to section 41.5, the deputy head shall approve a Family Reunion Allowance for the spouse or common-law partner to be present at the birth of the child, for a period not to exceed five days. The allowance shall include:\n- travelling expenses in accordance with section 51.3 of this directive;\n- accommodation in accordance with FSD 2 – Definitions, at the location of the treatment centre if required; and\n- daily meal allowance in accordance with the NJC Travel Directive. The NJC Travel Directive incidental expense allowance is not payable.\n51.14.2 When an employee, spouse, or common-law partner adopts a child, including through surrogacy, and must travel from the post to accept physical custody of that child and/or be present for the birth, the deputy head shall reimburse, to the employee, the travelling expenses, up to the cost of travel from the post to the headquarters city, in accordance with FSD 2 – Definitions incurred by:\n- the employee and spouse or common-law partner, for the journey between the post and the location of the child; and\n- the employee, spouse or common-law partner and child, for the return journey.\n51.14.3 Where the location of travel for the adoption of a child, including through surrogacy, is the headquarters city or last place of duty, the deputy head may include in the allowance accommodation and meals for a period not to exceed five days as follows:\n- accommodation in accordance with FSD 2 – Definitions if required; and\n- daily meal allowance and the incidental expense allowance, in accordance with the NJC Travel Directive.\n51.14.4 Where subsections 51.14.1 and 51.14.2 are applicable, FSD 50 – Post Travel Assistance or FSD 56.11 – Post Specific Allowance may be used for travel of other dependants residing at post.\n51.15 Managerial Discretion\n51.15.1 Notwithstanding the specific limitations prescribed in this directive, on the recommendation of the appropriate interdepartmental foreign service coordinating committee, the deputy head may authorize an additional amount to offset expenses which are incurred due to circumstances beyond the employee and dependants’ control such as quarantine requirements because of a public health measure.\n51.16 Reporting\n51.16.1 Provisions for the issuance and verification of family reunion travel allowances are found in FSD 70 – Allowances and Reporting Requirements.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-55", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix A - Family Reunion Provisions", "marginal_note": "Appendix A - Family Reunion Provisions", "part": "Part VII - Holidays, leave and personal travel", "division": "", "heading": "", "text": "Effective Date: April 1, 2025\nThis appendix provides an overview of the family reunion provisions with reference to the relevant FSD 51 provision.\nDependent Student 21 Years of Age or Younger Education Level Location of Dependent Student Frequency Basis of Allowance Elementary Section 51.4 Canada 3 return trips in 12-month period September 1 to August 31 Return travel from the educational institution to post Secondary Section 51.4 Canada or Away from Post 3 return trips in 12-month period September 1 to August 31 Return travel from the educational institution to post Postsecondary Section 51.5 Canada or Away from Post 2 return trips in 12-month period September 1 to August 31 Return travel from the educational institution to post up to the cost of return travel from headquarters city to post Dependent Student 22 or 23 Years of Age Postsecondary Section 51.6 Canada or Away from Post 1 return trip in 12-month period Return travel from the educational institution to post up to the cost of return travel from headquarters city Dependent Child - Not a Dependent Student Age Location of Child Frequency Basis of Allowance 18 years of age or younger Subsection 51.7.2 Any location 2 return trips in 12-month period Return travel from the location of the child in Canada to post up to the cost of return travel from headquarters city to post or the cost of return travel from headquarters city to the post if the child is outside of Canada 19 to 21 years of age Subsection 51.7.3 Any location 1 return trip in 12-month period Return travel from the location of the child in Canada to post up to the cost of return travel from headquarters city to post or the cost of return travel from headquarters city to the post if the child is outside of Canada Unaccompanied Employee Traveller Location of Dependant Frequency Basis of Allowance Spouse/Common-law partner/ Children FSD 18 – Special Family Separation Assistance and paragraph 51.9.1(b) Canada Up to 2 return trips in 12-month period Return travel from the post to the location of the separated dependants(s) up to the cost of return travel from the post to the headquarters city or last place of duty in Canada Spouse/Common-law partner/ Children Paragraph 51.9.1(a) Third location under section 15.31 of FSD 15 - Relocation Up to 2 return trips in 12-month period Return travel from the post to the location of the separated dependants(s) as approved under section 15.31 of FSD 15 - Relocation Employee-Couple at Separate Posts Traveller Location of Traveller Frequency Basis of Allowance No children Paragraph 51.2.2(a) Post Up to 2 return trips in 12-month period Return travel from one post to the other post Dependent child(ren) residing with one parent Paragraph 51.2.2(a) Post Up to 2 return trips in 12-month period Return travel from one post to the other post Dependent children residing with each parent Paragraph 51.2.2(a) Post Up to 2 return trips in 12-month period Return travel from one post to the other post Child Under a Custody Arrangement Age of Child Location of Child Frequency Basis of Allowance Dependent Child (21 years of age or younger) Section 51.10 Post Up to 2 return trips in 12-month period Return travel from the post to the location of the other parent minus the cost of return travel from the location of the other parent to the headquarters city Dependent Child (21 years of age or younger) Section 51.10 Location of other parent Up to 2 return trips in 12-month period Return travel from the post to the location of the other parent minus the cost of return travel from the location of the other parent to the headquarters city\nNote: While family reunion is normally expected to occur at post, the provisions of section 51.11 – Travel Away From Post may be approved for travel to the location of the separated dependants or in a third location in lieu of the above travel.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-56", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 54 - Compassionate Travel", "marginal_note": "FSD 54 - Compassionate Travel", "part": "Part VII - Holidays, leave and personal travel", "division": "", "heading": "", "text": "Scope\nIntroduction\nA compassionate travel allowance is designed to compensate an employee at a post for those expenditures arising from the serious illness (including serious injury) of a dependent student or infirm child and the critical illness (including critical injury) or death of a parent of the employee or the employee's spouse or common-law partner, a brother or sister (including half-brothers and half-sisters) of the employee or the employee's spouse or common-law partner, or a member of the family unit, which are over and above those that would have been incurred had the employee been serving in the headquarters city. As well, there is a provision for travel to assist parents through a major life event such as on giving up the family residence and moving into an elder-care facility.\nThe provisions of this directive are not intended to cover all family emergencies. For situations not specifically included, employees should consider use of other travel provisions, such as FSD 50 – Post Travel Assistance and section 56.11 of FSD 56 – Foreign Service Incentive Allowances.\nDefinitions\nNote: These definitions only apply to this directive.\nFamily unit ( unité familiale ) means:\n- the employee;\n- the employee's spouse or common-law partner;\n- a dependent child, including a dependent adult child as defined in FSD 2 – Definitions;\n- a dependent student;\n- a child of the employee or of the employee's spouse or common-law partner, who continues to be in a dependant relationship, where such child was associated with the employee's family unit prior to the employee's posting, has not attained 21 years of age, is not residing at the post and cannot be deemed a dependent student as defined in FSD 2 – Definitions.\nNon-dependent child ( enfant non à charge ) means a child of an employee or of an employee's spouse or common-law partner, who does not qualify as a member of the family unit solely by reason of age and/or dependency, and excludes a child of a previous marriage who was not part of the family unit.\nParent ( parent ) means the natural or adoptive parent (or alternatively stepfather, stepmother or foster parent) of an employee or an employee’s spouse or common-law partner.\nDirective\n54.1 Application\n54.1.1 The travel entitlement shall normally reflect the lowest available airfare, although it is also recognized that discounted fares may not be available when it is necessary to arrange travel on short notice.\n54.1.2 In determining the employee's share of travelling expenses under the provisions of this directive, the deputy head shall take into consideration the type and mode of transportation used; for example:\n- the employee's share shall be calculated using the same class of fare as used in the compassionate travel;\n- where travel for which the employee is responsible is in excess of 800 kilometres from the employee's headquarters city, Canadian airfare rates in effect on the date travel commences shall be used; or\n- where travel for which the employee is responsible is within 800 kilometres of the employee's headquarters city, Canadian bus or rail costs, whichever are the lesser, shall be used;\n- when an employee has claimed travel by private motor vehicle, the employee's share shall be based on the lower kilometric/mileage rate for Ontario for travel from Ottawa to the destination and return; and\n- where Canadian airlines provide special fares or rebates for compassionate travel in the event of bereavement, the employee's share shall be based on the discounted fare, notwithstanding the fact that the actual airline used did not offer a compassionate discount, and travel on a Canadian airline was not available or timely.\n54.1.3 Employees shall ensure to apply for the appropriate compassionate rebates or refund. Any refund obtained by the employee shall be reimbursed to the Receiver General for Canada.\n54.1.4 In approving compassionate travel in the event of serious or critical illness (including serious or critical injury), the deputy head may require the employee to provide written confirmation by the attending physician.\n54.2 Employee-Couple\n54.2.1 Where an employee-couple is assigned to the same post, one employee shall be deemed to be the employee and the other employee deemed to be the spouse or common-law partner.\n54.3 Serious Illness/Injury – Dependent Student/Child with Mental or Physical Disability\n54.3.1 In the event of serious illness (including serious injury) of a dependent student or child receiving care or training at an institution in Canada, by reason of a mental or physical disability, including a dependent adult child, the deputy head shall authorize an allowance for the following expenses incurred by the employee or the employee's spouse or common-law partner and for an infant or small child who is obliged to accompany a parent on compassionate travel:\n- actual and reasonable return travelling expenses between the employee's post and the location of the child; and\n- actual and reasonable accommodation expenses at the location of the child, for any reasonable period as determined by the deputy head.\n54.3.2 When, in the opinion of the deputy head, the residential educational institution does not provide necessary care for the child, the deputy head shall authorize an allowance for actual and reasonable accommodation expenses for the child and actual and reasonable local transportation expenses to and from local health care facilities, the location of the child and the educational institution, for any reasonable period as determined by the deputy head.\n54.4 Critical Illness/Injury – Member of the Family Unit\n54.4.1 In the event of critical illness (including critical injury) of a member of the family unit not residing at the employee's post, or a child receiving care or training at an institution in Canada, by reason of a mental or physical disability, including a dependent adult child, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit:\n- actual and reasonable return travelling expenses for: the members of the family unit residing at the employee's post, to the location of a dependent student who is critically ill; and/or a dependent student, to the location of a dependent student who is critically ill; and/or a member of the family unit who is not a dependent student and is not residing at the employee's post, to the location of a dependent student who is critically ill, minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and the location of the member of the family unit who is travelling; and/or the members of the family unit, to the location of the member of the family unit (other than a dependent student) who is critically ill, minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and the location of the member of the family unit who is critically ill; and\n- actual and reasonable accommodation expenses for: the members of the family unit residing at the employee's post, at the location of a dependent student who is critically ill, for any reasonable period as determined by the deputy head; and/or a dependent student, at the location of a dependent student who is critically ill, for any reasonable period as determined by the deputy head; and/or a member of the family unit who is not a dependent student and is not residing at the employee's post, at the location of a dependent student who is critically ill, for any reasonable period as determined by the deputy head; and/or the members of the family unit, in the headquarters city when this is the location of the member of the family unit (other than a dependent student) who is critically ill, for a period not to exceed five nights.\n54.4.2 In the event of critical illness (including critical injury) of a member of the family unit residing at the employee's post, the deputy head shall authorize an allowance for actual and reasonable return travelling expenses for:\n- a dependent student, to the employee's post; and/or\n- a member of the family unit who is not residing at the employee's post and who is not a dependent student, to the employee's post, minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and the location of the member of the family unit who is travelling.\n54.5 Critical Illness/Injury - During Temporary Absence\n54.5.1 In the event of critical illness (including critical injury) of an employee who is on temporary duty away from the post, the deputy head may, in lieu of the corresponding provisions of the NJC Travel Directive, authorize an allowance for the following expenses incurred by members of the family unit:\n- actual and reasonable return travelling expenses for: the members of the family unit residing at the employee's post, to the location of the employee; and/or a dependent student, to the location of the employee; and/or a member of the family unit who is not a dependent student and is not residing at the employee's post, to the location of the employee minus an employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and the location of the member of the family unit who is travelling; and\n- actual and reasonable accommodation expenses at the location of the employee for any reasonable period as determined by the deputy head.\n54.5.2 In the event of critical illness (including critical injury) of a member of the family unit normally residing at the employee's post who is temporarily absent from the post for any reason other than temporary duty or for the purpose of undergoing medical treatment at a location approved by the deputy head, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit:\n- actual and reasonable return travelling expenses for: the members of the family unit residing at the employee's post, to the location of the member of the family unit who is critically ill, minus an employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and the location of the member of the family unit who is critically ill; and/or a dependent student, to the location of the member of the family unit who is critically ill, minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and the location of the member of the family unit who is critically ill; and\n- actual and reasonable accommodation expenses in the headquarters city when this is the location of the member of the family unit who is critically ill, for any reasonable period as determined by the deputy head.\n54.5.3 In the event of critical illness (including critical injury) of a member of the family unit normally residing at the employee's post who is undergoing medical treatment away from the post at a location approved by the deputy head, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit:\n- actual and reasonable return travelling expenses for: the members of the family unit residing at the employee's post, to the location of the member of the family unit who is critically ill; and/or a dependent student, to the location of the member of the family unit who is critically ill; and/or a member of the family unit who is not a dependent student and is not residing at the employee's post, to the location of the member of the family unit who is critically ill, minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and the location of the member of the family unit who is travelling; and\n- actual and reasonable accommodation expenses at the location of the member of the family unit who is critically ill, for any reasonable period as determined by the deputy head.\n54.6 Critical Illness/Injury – Unaccompanied Employee at Designated Post\n54.6.1 In the event of critical illness (including critical injury) of an unaccompanied employee where travel is not authorized for a member of the family unit, the deputy head may authorize an allowance for actual and reasonable return travelling expenses for a suitable person to the employee's post and/or to a location approved by the deputy head where the employee is undergoing medical treatment, minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the location of the person who is travelling and the headquarters city.\n54.7 Critical Illness/Injury – Single Parent Employee\n54.7.1 In the event of critical illness (including critical injury) of an employee who is a single parent, where the members of the family unit are all under 21 years of age, the deputy head may authorize an allowance for actual and reasonable return travelling expenses for a suitable person to the employee's post and/or to a location approved by the deputy head, where the employee is undergoing medical treatment, minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the location of the person who is travelling and the headquarters city.\n54.8 Critical Illness/Injury – Parent\n54.8.1 In the event of critical illness (including critical injury) of a parent as defined in this directive of an employee or of an employee's spouse or common-law partner, the deputy head may authorize an allowance for the following expenses incurred by the employee and/or the employee's spouse or common-law partner and by an infant or small child who is obliged to accompany a parent on compassionate travel:\n- actual and reasonable return travelling expenses incurred to the location of the relative who is critically ill, minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and the location of the relative; and\n- actual and reasonable accommodation expenses incurred in the headquarters city when it is the location of the relative who is critically ill, for a period not to exceed five nights.\n54.8.2 Subject to the definition of parent as defined in this directive, the provisions of subsection 54.8.1 can be requested throughout the employee’s career for up to two parents for the employee and up to two parents for the spouse.\n54.8.3 The provisions of subsection 54.8.1 may also be applied where parent(s) of an employee or of an employee's spouse or common-law partner, because of age and/or infirmity, require assistance which is not reasonably available from other family members, in a non-medical situation, and which is not covered by subsection 54.8.1. Travel will be limited to an employee or an employee's spouse or common-law partner, and an infant or small child who is obliged to accompany a parent. Such assistance shall normally be limited to once for the employee's parent(s) and once for the spouse's or common-law partner's parent(s) and recognizes a significant life event which requires filial assistance, such as disposing of the family home, or relocation of elderly parent(s) into a retirement residence or an assisted care facility. On the recommendation of the appropriate foreign service interdepartmental coordinating committee, this limitation may be exceeded in exceptional circumstances, such as where there are no other siblings and assistance is clearly required, for example in the case of deteriorating health which requires a subsequent move into another facility.\n54.8.4 Subject to the limitations of subsection 54.8.3, the provisions of subsection 54.8.1 also include situations of illness of aged parents, where the illness itself may not be critical, but family circumstance and/or the recommendation of the attending physician clearly indicate the attendance of the employee or the employee's spouse or common-law partner. This may be to make arrangements for continuing or future care, to assist with personal and/or financial arrangements, and to provide essential emotional support, which are a consequence of the illness.\n54.9 Death or Critical Illness/Injury – Non-Dependent Child\n54.9.1 In the event of death or critical illness (including critical injury) of a non-dependent child who no longer qualifies as a member of the family unit, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit:\n- actual and reasonable return travelling expenses for: the members of the family unit residing at the employee's post, to the location of the non-dependent child who is critically ill or the place of interment or memorial service (where this is in lieu of interment), minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and the location of the non-dependent child or the place of interment or memorial service (where this is in lieu of interment); and/or a dependent student, to the location of the non-dependent child who is critically ill or the place of interment or memorial service (where this is in lieu of interment), minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and the location of the non-dependent child or the place of interment or memorial service (where this is in lieu of interment); and\n- actual and reasonable accommodation expenses in the headquarters city for a period not to exceed five nights, when it is the location of the non-dependent child who is critically ill or is the place of interment or memorial service (where this is in lieu of interment), incurred by members of the family unit.\n54.9.2 In the event of death or critical illness (including critical injury) of a non-dependent child of a previous marriage of an employee or of an employee's spouse or common-law partner, where such child does/did not qualify as a member of the family unit, the deputy head shall authorize an allowance for the following expenses incurred by the parent of a non-dependent child and by an infant or small child who is obliged to accompany a parent on compassionate travel:\n- actual and reasonable return travelling expenses incurred to the location of the non-dependent child who is critically ill or the place of interment or memorial service (where this is in lieu of interment), minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and the location of the non-dependent child; and\n- actual and reasonable accommodation expenses incurred in the headquarters city, for a period not to exceed five nights, when it is the location of the non-dependent child who is critically ill or is the place of interment or memorial service (where this is in lieu of interment).\n54.10 Death or Critical Illness/Injury – Non-Custodial Parent\n54.10.1 In the event of death or critical illness (including critical injury) of the non-custodial parent of a child, who is residing with the employee at the post, or who is a dependent student as defined in FSD 2 – Definitions and is attending an educational institution outside Canada under the provisions of FSD 34 – Education Allowances, the deputy head shall authorize an allowance for the child and, when approved in advance by the deputy head, for the child's custodial parent or step-parent for:\n- actual and reasonable return travelling expenses to the location of the child's other parent or the place of interment or memorial service (where this is in lieu of interment), minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and the location of the child's other parent; and\n- actual and reasonable accommodation expenses in the headquarters city, for a period not to exceed five nights, when it is the location of the child's other parent or is the place of interment or memorial service (where this is in lieu of interment).\n54.11 Death or Critical Illness/Injury – Sibling\n54.11.1 In the event of death or critical illness (including critical injury) of a brother or sister (including half-brothers and half-sisters) of an employee or of an employee's spouse or common-law partner, the deputy head shall authorize an allowance for the following expenses incurred by the employee or the employee's spouse or common-law partner and for an infant or small child who is obliged to accompany a parent on compassionate travel and by the parent of the employee or of the employee's spouse or common-law partner who is a dependant in accordance with FSD 2 – Definitions and who is also the parent of the person who is critically ill or who has died:\n- actual and reasonable return travelling expenses incurred to the location of the relative who is critically ill or the place of interment or memorial service (where this is in lieu of interment), minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and the location of the relative; and\n- actual and reasonable accommodation expenses incurred in the headquarters city for a period not to exceed five nights, when it is the location of the relative who is critically ill or is the place of internment or memorial service (where this is in lieu of interment).\n54.12 Death – Member of the Family Unit\n54.12.1 In the event of death of a member of the family unit not residing at the employee's post, or a child receiving care or training at an institution in Canada, by reason of a mental or physical disability, including a dependent adult child, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit:\n- actual and reasonable return travelling expenses for: the members of the family unit residing at the employee's post, to the place of death and location of interment or memorial service (where this is in lieu of interment), minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and location of interment or memorial service (where this is in lieu of interment); and/or a dependent student, to the location of interment or memorial service (where this is in lieu of interment), minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and location of interment or memorial service (where this is in lieu of interment); and\n- actual and reasonable accommodation expenses for: the members of the family unit residing at the employee's post, at the place of death and in the headquarters city when it is the place of interment or memorial service (where this is in lieu of interment), for a period not to exceed five nights; and/or the members of the family unit not residing at the employee's post, in the headquarters city when it is the place of interment or memorial service (where this is in lieu of interment), for a period not to exceed five nights.\n54.12.2 In the event of death of a member of the family unit at the employee's post where interment takes place at the post, the deputy head shall authorize an allowance for actual and reasonable return travelling expenses incurred by members of the family unit who are not residing at the employee's post for:\n- a dependent student to the employee's post; and/or\n- a member of the family unit who is not a dependent student, to the employee's post, minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and the location of the member of the family unit who is travelling.\n54.13 Death During Temporary Absence\n54.13.1 In the event of death of a member of the family unit normally residing at the employee's post who is temporarily absent from the post for any reason other than temporary duty or for the purpose of undergoing medical treatment at a location approved by the deputy head, and interment or memorial service (where this is in lieu of interment) takes place away from the post, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit or a suitable person to accompany if required:\n- actual and reasonable return travelling expenses for: the members of the family unit residing at the employee's post, to the place of death and location of interment or memorial service (where this is in lieu of interment), minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and place of death and location of interment or memorial service (where this is in lieu of interment); and/or a dependent student, to the location of interment or memorial service (where this is in lieu of interment), minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and location of interment or memorial service (where this is in lieu of interment); and\n- actual and reasonable accommodation expenses in the headquarters city when it is the place of interment or memorial service (where this is in lieu of interment), for a period not to exceed five nights.\n54.13.2 In the event of death of a member of the family unit at the employee's post or at a location approved by the deputy head where the deceased, who normally resided at the employee's post, was undergoing medical treatment, and interment or memorial service (where this is in lieu of interment) takes place away from the post, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit or a suitable person to accompany if required:\n- actual and reasonable return travelling expenses for: the members of the family unit residing at the employee's post, to the place of death and location of interment or memorial service (where this is in lieu of interment), minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and location of interment or memorial service (where this is in lieu of interment); and/or a dependent student, to the location of interment or memorial service (where this is in lieu of interment), minus the employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and location of interment or memorial service (where this is in lieu of interment); and\n- actual and reasonable accommodation expenses for: the members of the family unit residing at the employee's post, at the place of death and in the headquarters city when it is the place of interment or memorial service (where this is in lieu of interment), for a period not to exceed five nights; and/or the members of the family unit not residing at the employee's post, in the headquarters city when it is the place of interment or memorial service (where this is in lieu of interment), for a period not to exceed five nights.\n54.14 Death – Parent\n54.14.1 In the event of death of a parent as defined in this directive of either employee or an employee's spouse or common-law partner, the deputy head shall authorize an allowance for the following expenses incurred by the employee and the employee's spouse or common-law partner and by a minor child (less than 18 years of age) who is obliged to accompany a parent on compassionate travel:\n- actual and reasonable return travelling expenses incurred to the place of interment or memorial service (where this is in lieu of interment), minus an employee’s share which shall be established pursuant to subsection 54.1.2 for return travelling expenses between the headquarters city and the place of interment or memorial service (where this is in lieu of interment); and\n- actual and reasonable accommodation expenses incurred in the headquarters city when it is the place of interment or memorial service (where this is in lieu of interment), for a period not to exceed five nights.\n54.14.2 Subject to the definition of parent as defined in this directive, the provisions of subsection 54.15.1 can be requested throughout the employee’s career, twice for the employee and twice for the spouse or common-law partner.\n54.15 Leave\n54.15.1 Where it is not feasible for the employee to travel during non-working hours to the destination and/or to the post, the deputy head shall authorize travel leave for an employee who is in receipt of an allowance under this directive for a period equal to the travelling time between the employee's post and:\n- the location of the dependent child, in the event of illness or death of a dependent child; or\n- the destination less the travelling time between the destination and the headquarters city in all other cases.\n54.16 Managerial Discretion\n54.16.1 In special situations the deputy head, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, may extend, on the basis of guidelines prepared by the National Joint Council Committee on Foreign Service Directives, the provisions of this directive which deal with the \"family unit\" to include reimbursement of travel assistance for children of the employee over the age of 21 years.\n54.16.2 Notwithstanding the specific limitations prescribed in this directive, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, the deputy head may authorize an additional amount to offset expenses which are incurred due to circumstances beyond the employee and dependants’ control, such as quarantine requirements because of a public health measure.\n54.17 Reporting\n54.17.1 Provisions for the issuance and verification of travel allowances under this directive are found in FSD 70 – Allowances and Reporting Requirements.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-57", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 55 - Post Living Allowance", "marginal_note": "FSD 55 - Post Living Allowance", "part": "Part VIII - Allowances and related provisions", "division": "", "heading": "", "text": "Scope\nIntroduction\nTo assist employees at posts where the cost of living is higher than in Ottawa/Gatineau, the employer provides a non-accountable allowance to compensate for the higher costs of purchasing goods and services at post.\nDirective\n55.1 Application\n55.1.1 The deputy head shall authorize a Post Living Allowance (PLA) for each employee serving at a post for which the post index is greater than 100, in accordance with Appendix A of this directive, where:\n- employees shall be compensated for the actual % of salary spent at post, calculated on the basis of their nominal salary, and reflecting the post index adjustment;\n- nominal salary is the mid-point of an employee's salary band, as shown in Appendix A of this directive; and\n- the post index expresses the price differential between the post and Ottawa, as reported to the deputy head on a monthly basis by Statistics Canada. https://www150.statcan.gc.ca/n1/en/catalogue/62-013-X\n55.2 Effective Date\n55.2.1 Except where otherwise provided, the PLA shall commence on the first compensation day following the employee's arrival at a post and shall cease on the first compensation day following the employee's last day of duty at that post.\n55.2.2 Where an employee is transferred from one post to another, the PLA calculated in accordance with subsection 55.1.1 shall continue until the day of the employee's arrival at the new post except, where:\n- that day is not a compensation day, in which case the PLA shall continue until the last compensation day immediately prior to the day of arrival at the new post; or\n- 25 compensation days have elapsed since the employee departed the previous post, in which case continuation of the PLA shall be subject to subsection 55.2.1 or 55.3.1 as applicable.\n55.3 Change to Salary\n55.3.1 The PLA shall be adjusted to reflect any change in the employee's gross annual salary, including acting pay for the performance of regular duties or for the performance of duties in another position on a temporary basis during an assignment at a post, where such change results in movement to a higher salary band for the purpose of determining the employee's nominal salary.\n55.3.2 Where a retroactive salary adjustment is authorized on or after October 1, 1989, for employees subject to these directives, either as a result of a collective agreement or unilateral action by the employer, the effective date of the employee's eligibility for a new rate of Post Living Allowance under FSD 55 shall be the effective date of the change in salary, not the date of the instrument effecting the change.\n55.4 Methodology\n55.4.1 Appendix A of this directive shall be revised, in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives :\n- on June 1 st of each year, to reflect annual inflation as reported by Statistics Canada which reflects the Consumer Price Index for the preceding twelve month period ending December 31 st ; and\n- on June 1 st following the publication of the results of Statistics Canada's Survey of Household Spending (SHS) conducted on a four-year cycle.\n55.4.2 A post index shall be applied by the deputy head on the validity date determined on the basis of statistical information provided on a monthly basis by Statistics Canada.\n55.4.3 Changes to the post index shall be effective on validity dates as follows:\n- in the case of changes resulting from a full-scale survey, on the first day of the month next following the month in which Statistics Canada has made its determination;\n- in the case of devaluation or revaluation of a currency, on the first day of the month next following such change;\n- in the case of revisions resulting from the monthly review of post indexes by Statistics Canada, on the first day of the month next following determination of the requirement for revision.\n55.4.4 International retail prices and costs surveys which are required to establish post indexes for the purpose of this directive are scheduled by Statistics Canada from time to time. Such surveys are to be completed in a timely manner, subject to operational requirements of the post being surveyed.\n55.4.5 Notwithstanding section 107 of the Federal Public Sector Labour Relations Act , a revision to a post index and resultant change in the PLA shall not constitute a change in terms and conditions of employment for an employee subject to the Foreign Service Directives.\n55.4.6 At posts where exchange rate information may be deficient with respect to the application of post index methodology by Statistics Canada, as agreed to in the NJC FSD Committee, employees may be required to document the exchange rates received for their purchases of local currency on a monthly basis.\n55.5 Temporary Absence\n55.5.1 Where an unaccompanied employee is absent from the post on temporary duty, under emergency evacuation conditions or on leave with pay, for more than 25 compensation days, the PLA shall cease on the 26 th compensation day and shall resume on the first compensation day following the employee's return to the post.\n55.5.2 Where an accompanied employee is absent from the post on temporary duty, under emergency evacuation conditions or on leave with pay, for more than 25 compensation days, the PLA:\n- shall continue to be paid as long as a dependant remains in the employee's residence at the post with the approval of the deputy head;\n- shall terminate on the first compensation day following the date of departure of the last of the dependants from the employee's residence at the post, or on the 26 th compensation day following the employee's departure, whichever is the later; and\n- shall resume on the first compensation day following either the return of the employee or of a dependant, with deputy head approval, whichever return date is the earlier.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-58", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix A - Annual Post Living Allowance – Nominal Salary", "marginal_note": "Appendix A - Annual Post Living Allowance – Nominal Salary", "part": "Part VIII - Allowances and related provisions", "division": "", "heading": "", "text": "Effective Date: June 1, 2025\nThis table reflects the adjustment which applies to the nominal salary as specified in section 55.1. The annual salary is in Canadian dollars.\nSalary Range Midpoint/ Nominal Salary Adjustment Lower Bound Upper Bound 40,450 41,449 40,950 1.118 41,450 42,449 41,950 1.095 42,450 43,449 42,950 1.073 43,450 44,449 43,950 1.051 44,450 45,449 44,950 1.031 45,450 46,449 45,950 1.011 46,450 47,449 46,950 0.993 47,450 48,449 47,950 0.975 48,450 49,449 48,950 0.957 49,450 50,449 49,950 0.941 50,450 51,449 50,950 0.925 51,450 52,449 51,950 0.910 52,450 53,449 52,950 0.895 53,450 54,449 53,950 0.881 54,450 55,449 54,950 0.867 55,450 56,449 55,950 0.854 56,450 57,449 56,950 0.842 57,450 58,449 57,950 0.829 58,450 59,449 58,950 0.818 59,450 60,449 59,950 0.806 60,450 61,449 60,950 0.795 61,450 62,449 61,950 0.784 62,450 63,449 62,950 0.774 63,450 64,449 63,950 0.764 64,450 65,449 64,950 0.754 65,450 66,449 65,950 0.745 66,450 67,449 66,950 0.736 67,450 68,449 67,950 0.727 68,450 69,449 68,950 0.718 69,450 70,449 69,950 0.710 70,450 71,449 70,950 0.702 71,450 72,449 71,950 0.694 72,450 73,449 72,950 0.686 73,450 74,449 73,950 0.679 74,450 75,449 74,950 0.671 75,450 76,449 75,950 0.664 76,450 77,449 76,950 0.657 77,450 78,449 77,950 0.651 78,450 79,449 78,950 0.644 79,450 80,449 79,950 0.638 80,450 81,449 80,950 0.632 81,450 82,449 81,950 0.625 82,450 83,449 82,950 0.620 83,450 84,449 83,950 0.614 84,450 85,449 84,950 0.608 85,450 86,449 85,950 0.603 86,450 87,449 86,950 0.597 87,450 88,449 87,950 0.592 88,450 89,449 88,950 0.587 89,450 90,449 89,950 0.582 90,450 91,449 90,950 0.577 91,450 92,449 91,950 0.572 92,450 93,449 92,950 0.567 93,450 94,449 93,950 0.563 94,450 95,449 94,950 0.558 95,450 96,449 95,950 0.554 96,450 97,449 96,950 0.549 97,450 98,449 97,950 0.545 98,450 99,449 98,950 0.541 99,450 99,999 99,725 0.538 100,000 100,000+ 100,000 0.537\nNotes:\n- This Appendix shall be adjusted annually on June 1 st in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .\n- Where an employee assigned abroad is in receipt of an annual salary which is lower than $40,450, the department must contact the NJC to obtain the information necessary to administer this allowance.\nFormula for Calculating Allowances\n- Select the salary range in which the annual salary falls.\n- Take the Midpoint/Nominal salary and multiply by the adjoining adjustment.\n- Take the product and multiply by the post index, e.g. 130, then divide by 100.\n- Subtract the product of #2 from the result, and you will have your annual Post Living Allowance.\n- In accordance with the methodology agreed to by the NJC FSD Committee, the maximum midpoint/nominal salary is $100,000 for the purpose of determining Post Living Allowance.\nExample 1\n- A salary of $69,700 falls into the salary range of $69,450 to $70,449, of which the Midpoint/Nominal salary is $69,950.\n- Multiply $69,950 by 0.710, which yields $49,665.\n- Multiply $49,665 by a post index of 130 (e.g.), then divide by 100.\n- The result is $64,565. Subtract $49,665 and the result is an annual Post Living Allowance of $14,900\nExample 2\n- A salary of $120,350 falls into the salary range of $100,000 to $100,000+, of which the Mid-point/Nominal salary is $100,000.\n- Multiply $100,000 by 0.537 which yields $53,700.\n- Multiply $53,700 by a post index of 130 (e.g.), then divide by 100.\n- The result is $69,810. Subtract $53,700 and the result is an annual Post Living Allowance of $16,110.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-59", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 56 - Foreign Service Incentive Allowances", "marginal_note": "FSD 56 - Foreign Service Incentive Allowances", "part": "Part VIII - Allowances and related provisions", "division": "", "heading": "", "text": "Scope\nIntroduction\nForeign Service Incentive Allowances consist of two tax-free allowances provided as incentives to foreign service.\nThe Foreign Service Premium is provided as an incentive to foreign service and as such recognizes that there are disutilities and disincentives, some of which may be financial, resulting from service outside Canada. The premium varies according to the employee's family configuration and service outside Canada and is payable to employees to whom the Foreign Service Directives apply in accordance with FSD 3 – Application and FSD 8 – Short-Term Assignments.\nThe Post Specific Allowance is a non-accountable travel allowance designed to assist employees in travelling from post and reflects 80% of return unrestricted full economy air fare between the employee's post and the headquarters city or where an unrestricted full economy airfare is not available, 100% of the highest available economy class airfare. This allowance is only available when an employee is not subject to the provisions of FSD 46 – Post Leave Option.\nDefinition\nNote: This definition only applies to this directive.\nChild ( enfant ) refers to a dependant as defined in FSD 2 – Definitions.\nDirective\n56.1 Application\n56.1.1 Unless otherwise indicated, this directive applies to career foreign service employees and to foreign assignment employees.\n56.2 Foreign Service Premium\n56.2.1 In accordance with this directive, the deputy head shall authorize the payment of a Foreign Service Premium to an employee on the basis of the employee's family configuration and service outside Canada, calculated in accordance with Appendix A of this directive.\n56.2.2 Appendix A of this directive shall be updated annually on April 1 st , in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .\n56.3 Employee-Couple\n56.3.1 Each employee of an employee-couple who is assigned to the same post shall receive the unaccompanied rate of Foreign Service Premium except that, where a dependant resides with the employee-couple at the post, one employee shall be considered as unaccompanied and the other employee as accompanied at the appropriate dependant rate.\n56.3.2 Each employee of an employee-couple who is assigned to different posts shall receive the unaccompanied rate of Foreign Service Premium except that, where a dependant resides with the employee, the employee shall be considered as accompanied at the appropriate dependant rate.\n56.4 Premium Rates\n56.4.1 Subject to sections 56.8 and 56.9, an employee shall be entitled to a Foreign Service Premium at the applicable rate as specified in Appendix A of this directive having regard for the employee’s step level and employee’s family configuration as defined in FSD 2 – Definitions. A single parent whose children are dependent students as defined in FSD 2 – Definitions shall be entitled to the accompanied by one dependant rate.\n56.5 Foreign Service Points\n56.5.1 Points shall be calculated for service outside Canada at the rate of one point per month of service as defined in FSD 2 – Definitions for all employees effective April 1, 1979. Points accumulated prior to April 1, 1979 were calculated as outlined in Appendix C of this directive – Foreign Service Premium Point Calculation Prior to April 1, 1979.\n56.5.2 Subject to section 56.10, points accumulated for service outside Canada are portable and non-lapsing. Consequently, progression from one step to the next higher step may occur in mid-tour.\n56.5.3 In determining the rate of Foreign Service Premium under this directive, an employee shall receive credit for Foreign Service Premium points earned under the Military Foreign Service Instructions (MFSI). This provision extends to public service employees with service under the MFSI and to members of the Canadian Forces where such service qualifies as continuous employment in the public service for leave and severance pay purposes.\n56.6 Foreign Service Steps\n56.6.1 In determining the appropriate step of Foreign Service Premium, an employee shall receive credit for service outside Canada and progression shall be based on points earned for such service.\n56.6.2 An employee shall receive the applicable Step I rate of Foreign Service Premium until 24 points have been accumulated.\n56.6.3 Subject to section 56.10, an employee shall receive:\n- the Step II rate of Foreign Service Premium upon accumulation of 24 points;\n- the Step III rate of Foreign Service Premium upon accumulation of 60 points;\n- the Step IV rate of Foreign Service Premium upon accumulation of 96 points;\n- the Step V rate of Foreign Service Premium upon accumulation of 132 points; and\n- the Step VI rate of Foreign Service Premium upon accumulation of 168 points.\n56.7 Effective Date\n56.7.1 Except where otherwise provided, unless an employee is cross-posted from one post to another post, in which case the Foreign Service Premium shall continue without interruption, an employee's entitlement to a Foreign Service Premium shall:\n- commence on the first compensation day following the employee's arrival at the post; and\n- cease on the first compensation day following the employee's last day on duty at the post.\n56.8 Change in Family Size\n56.8.1 Where an employee is in receipt of a Foreign Service Premium in accordance with section 56.2, the premium shall be adjusted to reflect a change in family size where a dependant, as defined in FSD 2 – Definitions:\n- takes up permanent residence with the employee at the post; or\n- ceases to be a dependant or takes up a separate domicile; or\n- departs the post permanently in advance of an employee.\n56.8.2 The change shall be effective on the first compensation day following the event except that, where a dependant has left the employee's post in advance of a cross-posting, such departure shall be considered as a temporary absence and the provisions of subsection 56.9.1 shall apply.\n56.9 Temporary Absence of Dependant\n56.9.1 Where an employee receives an accompanied rate of Foreign Service Premium in accordance with subsection 56.4.1, the premium shall be adjusted to reflect a change in family size where a dependant is temporarily absent from the employee's post for more than 25 compensation days. The change will be effective on the 26 th compensation day and shall resume on the first compensation day following the return of the dependant to the employee's post, except that:\n- this section shall not apply to an employee who is a single parent and is in receipt of the \"accompanied by one dependant\" rate of premium where the dependant is a dependent student under section 56.4; and\n- in cases of absence of a dependant from the employee's post, the deputy head may authorize continued payment of the Foreign Service Premium at the appropriate accompanied rate for a period of up to six months from the date of departure of the dependant, where, in the deputy head's opinion, such continuation will facilitate operational objectives. Such cases shall be reported to the appropriate foreign service interdepartmental coordinating committee.\n56.9.2 For the purposes of subsection FSD 56.9.1, where dependants are absent from the post for a continuous period of more than 25 compensation days and must quarantine at a location which is not the post due to local requirements, the Foreign Service Premium shall resume on the first compensation day following the commencement of the quarantine period rather than the return to the employee’s residence.\n56.10 Termination of Premium\n56.10.1 Notwithstanding section 56.6, no premium is payable, without the approval of the deputy head, to an employee who has served seven consecutive years at the same post. Where an exception is made, a report shall be made to the Treasury Board Secretariat outlining the program-related circumstances which justify this exception.\n56.10.2 Notwithstanding subsection 56.5.1, where payment of the premium has been terminated in accordance with subsection 56.10.1, the employee shall cease to accumulate points for service outside Canada during the period in which payment of the premium is not authorized.\n56.11 Post Specific Allowance\n56.11.1 Subject to the provisions of subsections 56.11.4 and 56.11.5, an employee is entitled to a non-accountable Post Specific Allowance, in accordance with Appendix B of this directive. The allowance is payable in accordance with subsections 49.3.1, 49.3.2 and 49.3.3.\n56.11.2 The allowance shall be established in accordance with the methodology agreed to by the NJC FSD Committee for FSD 50 – Post Travel Assistance and section 56.11 – Post Specific Allowance effective June 1 st of each year as described in the Guide to Rates and Allowances – Foreign Service Directives and as published in Appendix B of FSD 56 – Foreign Service Incentive Allowances to be equivalent to:\n- 80% of an unrestricted full economy airfare for return travel from the employee’s post to the headquarters city; or\n- where there is no unrestricted full economy airfare for all or a portion of the journey, 100% of the highest available economy class airfare.\n56.11.3 The intent of this allowance is to assist an employee with miscellaneous travel requirements, which are a consequence of foreign service. There is no requirement for employees to maintain or provide proof of travel.\n56.11.4 The Post Specific Allowance becomes payable:\n- on the first compensation day following the employee’s arrival at post unless the employee has elected for the provisions of FSD 46 – Post Leave Option; or\n- on such date as may be determined by the deputy head for employees who are subject to the provisions of FSD 46 – Post Leave Option and have accumulated 40 days of post leave credits in accordance with the provisions of FSD 46 – Post Leave Option.\n56.11.5 Except that, following receipt of a Posting Confirmation Form (or equivalent) and prior to arrival at post, an employee may request an advance of one year's Post Specific Allowance, for the purpose of a spousal job-hunting trip at the post, or for making arrangements at post for education of one or more accompanying dependants, or for travel of a dependant or other person on a house hunting trip. Where an advance has been authorized, the employee will be required to provide evidence that the allowance was used for the purpose it was issued.\n56.11.6 An employee may elect for post leave, in accordance with FSD 46 – Post Leave Option, in lieu of the Post Specific Allowance, at any time after the commencement of payment of the Post Specific Allowance, by advising their FSD Administrator in writing two months prior to the date of the desired change. Employees may change their election no more than once per year.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-60", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix A – Foreign Service Premium – Section 56.2", "marginal_note": "Appendix A – Foreign Service Premium – Section 56.2", "part": "Part VIII - Allowances and related provisions", "division": "", "heading": "", "text": "Effective Date: April 1, 2026\nThis table reflects the annual foreign service premium rates in Canadian dollars effective April 1, 2026.\nUNACCOMPANIED Steps I II III IV V VI Points (1-24) (25-60) (61-96) (97-132) (133-168) (169+) Premium 9,194 13,793 17,929 19,722 21,694 23,430 ACCOMPANIED BY ONE DEPENDANT Steps I II III IV V VI Points (1-24) (25-60) (61-96) (97-132) (133-168) (169+) Premium 12,873 19,308 25,105 27,613 30,376 32,804 ACCOMPANIED BY TWO DEPENDANTS Steps I II III IV V VI Points (1-24) (25-60) (61-96) (97-132) (133-168) (169+) Premium 15,448 23,169 30,124 33,132 36,447 39,365 ACCOMPANIED BY THREE DEPENDANTS Steps I II III IV V VI Points (1-24) (25-60) (61-96) (97-132) (133-168) (169+) Premium 16,221 24,328 31,626 34,790 38,270 41,331 ACCOMPANIED BY FOUR OR MORE DEPENDANTS Steps I II III IV V VI Points (1-24) (25-60) (61-96) (97-132) (133-168) (169+) Premium 17,029 25,545 33,207 36,531 40,183 43,402\nNote: This appendix shall be adjusted annually on April 1 st in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-61", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix B - Post Specific Allowance (PSA) – Section 56.11", "marginal_note": "Appendix B - Post Specific Allowance (PSA) – Section 56.11", "part": "Part VIII - Allowances and related provisions", "division": "", "heading": "", "text": "Effective Date: June 1, 2025\nThis table reflects the annual Post Specific Allowance (PSA) rates in Canadian dollars effective June 1, 2025, where the headquarters city is Ottawa.\nPost PSA (CAD) $ Abidjan, Cote d’Ivoire 7,166 Abu Dhabi, United Arab Emirates 5,545 Abuja, Nigeria 6,916 Accra, Ghana 4,478 Addis Ababa, Ethiopia 3,369 Algiers, Algeria 3,584 Amman, Jordan 3,451 Ankara, Turkey 6,445 Astana, Kazakhstan 4,575 Athens, Greece 3,369 Atlanta, USA 3,084 Auckland, New Zealand 7,137 Baghdad, Iraq 7,598 Bamako, Mali 3,703 Bandar Seri Begawan, Brunei Darussalam 11,329 Bangalore, India 5,261 Bangkok, Thailand 6,930 Barcelona, Spain 4,486 Beijing, China 12,211 Beirut, Lebanon 4,958 Belgrade, Serbia 4,143 Berlin, Germany 5,134 Berne, Switzerland 5,057 Bogota, Colombia 5,157 Boston, USA 1,740 Brasilia, Brazil 8,604 Bratislava, Slovakia 3,097 Bridgetown, Barbados 4,585 Brussels, Belgium 4,367 Bucharest, Romania 4,050 Budapest, Hungary 3,756 Buenos Aires, Argentina 8,652 Cairo, Egypt 2,659 Canberra, Australia 10,567 Chandigarh, India 5,405 Chicago, USA 3,026 Chongqing, China 11,459 Colombo, Sri Lanka 3,442 Colorado Springs, USA 3,476 Copenhagen, Denmark 3,738 Cotonou, Benin 7,311 Dakar, Senegal 6,517 Dallas, USA 3,439 Dar-es-Salaam, Tanzania 5,721 Denver, USA 3,472 Detroit, USA 2,896 Dhaka, Bangladesh 3,623 Doha, Qatar 3,606 Dubai, United Arab Emirates 4,083 Dublin, Ireland 4,661 Düsseldorf, Germany 5,232 Erbil, Iraqi Kurdistan 6,665 Geneva, Switzerland 4,913 Georgetown, Guyana 4,273 Guadalajara, Mexico 5,352 Guangzhou, China 12,046 Guatemala, Guatemala 6,495 Hague, Netherlands 4,196 Hanoi, Vietnam 12,527 Harare, Zimbabwe 3,660 Havana, Cuba 5,983 Helsinki, Finland 4,129 Ho Chi Minh, Vietnam 12,521 Hong Kong, China 5,136 Houston, USA 3,466 Islamabad, Pakistan 5,356 Istanbul, Turkey 6,269 Jakarta, Indonesia 8,097 Johannesburg, South Africa 6,425 Juba, Sudan 4,210 Kigali, Rwanda 5,203 Kingston, Jamaica 3,992 Kinshasa, Democratic Republic of Congo 7,488 Kuala Lumpur, Malaysia 14,875 Kuwait City, Kuwait 3,648 Kyiv, Ukraine 5,204 La Paz, Bolivia 7,058 Lagos, Nigeria 7,335 Lima, Peru 6,787 Lisbon, Portugal 3,943 London, UK 4,360 Los Angeles, USA 2,967 Lusaka, Zambia 3,830 Lyon, France 6,420 Madrid, Spain 4,491 Managua, Nicaragua 6,449 Manila, Philippines 8,948 Maputo, Mozambique 5,784 Mexico City, Mexico 4,793 Miami, USA 2,899 Milan, Italy 4,563 Minneapolis, USA 2,963 Monterrey, Mexico 4,841 Montevideo, Uruguay 8,065 Moscow, Russia 4,726 Mumbai, India 5,262 Munich, Germany 5,106 Nagoya, Japan 8,761 Nairobi, Kenya 3,783 New Delhi, India 5,222 New York, USA 1,877 Oslo, Norway 3,297 Ouagadougou, Burkina Faso 6,472 Panama City, Panama 5,808 Paris, France 4,499 Phnom Penh, Cambodia 13,457 Port-au-Prince, Haiti 8,103 Port-of-Spain, Trinidad and Tobago 4,426 Prague, Czech Republic 3,943 Pretoria, South Africa 6,425 Quito, Ecuador 7,063 Rabat, Morocco 7,695 Ramallah, West Bank 5,696 Reykjavik, Iceland 2,223 Riga, Latvia 4,120 Rio de Janeiro, Brazil 7,557 Riyadh, Saudi Arabia 3,938 Rome/Vatican, Italy 4,569 San Diego, USA 3,016 San Francisco, USA 3,483 San Jose, Costa Rica 4,411 San Salvador, El Salvador 5,460 Santiago, Chile 7,765 Santo Domingo, Dominican Republic 5,851 Sao Paulo, Brazil 7,544 Seattle, USA 3,476 Seoul, South Korea 4,682 Shanghai, China 12,309 Singapore, Singapore 6,830 Stockholm, Sweden 3,775 Suva, Fiji 4,328 Sydney, Australia 10,015 Taipei, Taiwan 3,280 Tallin, Estonia 4,074 Tegucigalpa, Honduras 5,595 Tel Aviv, Israel 5,714 Tokyo, Japan 8,512 Tunis, Tunisia 2,855 Ulaanbaatar, Mongolia 9,267 Vienna, Austria 4,397 Vientiane, Laos 9,232 Vilnius, Lithuania 3,681 Warsaw, Poland 3,658 Washington DC, USA 2,238 Wellington, New Zealand 3,722 Yangon, Myanmar (Burma) 6,124 Yaoundé, Cameroon 5,375 Yerevan, Armenia 3,960 Zagreb, Croatia 5,371\nNote: This appendix shall be adjusted in accordance with the methodology agreed to by the NJC FSD Committee and as described in the Guide to Rates and Allowances – Foreign Service Directives .", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-62", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix C - Foreign Service Premium Point Calculation Prior to April 1, 1979", "marginal_note": "Appendix C - Foreign Service Premium Point Calculation Prior to April 1, 1979", "part": "Part VIII - Allowances and related provisions", "division": "", "heading": "", "text": "Prior to April 1, 1979, the Foreign Service Premium points were calculated as follows:\n- before July 1, 1975, for foreign assignment employees, at the rate of one point per month of service from October 1, 1972, or from January 1, 1973, for those employees subject to the Foreign Service Regulations on December 31, 1972;\n- before July 1, 1975, for career foreign service employees, at the rate of one point per month of service;\n- between July 1, 1975, and April 1, 1979, for all employees, at the rate of: 1 point per month of service at posts which were not listed in Appendix B of FSD 58 – Post Differential Allowance (1975); 25 points per month of service at posts which were rated at Levels I and II in Appendix B of FSD 58 - Post Differential Allowance (1975); and 5 points per month of service at posts which were rated at Levels III and IV in Appendix B of FSD 58 - Post Differential Allowance (1975).", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-63", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 58 - Post Differential Allowance", "marginal_note": "FSD 58 - Post Differential Allowance", "part": "Part VIII - Allowances and related provisions", "division": "", "heading": "", "text": "Scope\nIntroduction\nThis allowance is payable in accordance with Appendices A and B of this directive in recognition of undesirable conditions existing at certain posts. The Deputy Minister of Foreign Affairs has been delegated authority to amend post rating levels, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, as and when required.\nDirective\n58.1 Application\n58.1.1 The deputy head shall authorize payment of a Post Differential Allowance at the applicable rate having regard for the post rating level and the employee's family configuration as defined in FSD 2 – Definitions, as shown in Appendix A of this directive, where:\n- the amounts of Post Differential Allowance shall be revised on April 1 st of each year in accordance with the methodology agreed to by the NJC FSD Committee, as described in the Guide to Rates and Allowances – Foreign Service Directives and shown in Appendix A of this directive; and\n- the post rating levels shall be established and/or amended by the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, as and when required, and shown in Appendix B of this directive.\n58.2 Employee-Couple\n58.2.1 The unaccompanied rate shall be paid to each employee of an employee-couple who are assigned to the same post, except that where a dependant resides with the employee-couple at the post, one employee shall be considered as unaccompanied and the other employee as accompanied at the appropriate dependant rate.\n58.2.2 The unaccompanied rate shall be paid to each employee of an employee-couple who are assigned to different posts, except that where a dependant resides with the employee, the employee shall be considered as accompanied at the appropriate dependant rate.\n58.3 Effective Date\n58.3.1 Except where otherwise provided, an employee's Post Differential Allowance shall commence at the appropriate rate on the first compensation day following the employee's/dependant's arrival at the post and shall cease on the first compensation day following the employee's last day on duty at the post.\n58.3.2 Where a dependant departs the post permanently in advance of an employee, the rate of Post Differential Allowance shall be reduced accordingly.\n58.4 Bonus Payment\n58.4.1 Following completion of 24 consecutive months of service as defined in FSD 2 – Definitions at one or more posts for which a Post Differential Allowance is payable, the Post Differential Allowance to which an employee is entitled, on the basis of family configuration and post rating level, shall be increased by 50%.\n58.4.2 The following situations of temporary absence from post or between posts do not constitute a break in the 24 consecutive months of service under subsection 58.4.1, but, at the same time, cannot be counted as service to establish eligibility for the 50% bonus payment:\n- on paid leave;\n- under emergency evacuation conditions;\n- on temporary duty; or\n- on leave without pay (including leave without pay at post).\n58.4.3 The bonus payment shall continue until the employee’s final departure from a post at which a Post Differential Allowance is payable. Eligibility to the bonus payment shall continue pursuant to this directive where:\n- the period of time spent on one or more assignments in Canada between an assignment to a post listed in Appendix B of this directive and an assignment to a post rated level I, II or III as listed in Appendix B does not exceed 30 consecutive months. A period of time spent on one or more assignments in Canada, includes any periods of leave without pay; or\n- the period of time spent on one or more assignments in Canada between an assignment to a post listed in Appendix B of this directive and an assignment to a post rated level IV or V as listed in Appendix B does not exceed 42 consecutive months. A period of time spent on one or more assignments in Canada includes any periods of leave without pay.\n58.4.4 Where an employee is in receipt of the bonus payment at a post listed in Appendix B of this directive and the rating level is revised during the assignment of the employee to a non-hardship level resulting in the termination of the payment of the Post Differential Allowance, the employee’s eligibility to the bonus payment shall be protected until the completion of the assignment, excluding any extensions, and subject to subsection 58.4.3.\n58.4.5 Assignments in Canada for purposes of paragraph 58.4.3(b) commence on the date:\n- the employee reports for duty in Canada; or\n- if an employee is granted leave without pay following final departure from post prior to reporting for duty in Canada, the start of leave without pay.\n58.4.6 The 50% bonus payment authorized under this section shall not be taken into consideration in calculating an additional amount of Post Differential Allowance or special payment under subsection 58.5.2.\n58.5 Additional Allowance due to Extraordinary Conditions\n58.5.1 In the event of extraordinary conditions arising out of active hostilities and/or natural disasters at a post, the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, shall implement one or more of the following measures:\n- establish a post rating level which recognizes extraordinary post conditions, where there was no Post Differential Allowance at the time;\n- revise the post rating level in effect at the time up to level V, to recognize extraordinary post conditions;\n- establish a special payment of up to 100% of the basic level V Post Differential Allowance to recognize extraordinary post conditions where a level V post rating was in effect at the time;\n- establish Respite Travel Assistance as necessary to provide for travel away from the post for the employee where travel provisions under the current directives are inadequate and where dependants are not authorized to be at post either as a result of an emergency evacuation or due to operational reasons where the deputy head directs an employee to accept an assignment on an unaccompanied basis;\n- in case of an emergency, establish or adjust a temporary post rating level in an extreme situation due to unexpected active hostilities or natural disaster, without the recommendation of the appropriate interdepartmental foreign service coordinating committee, where the Interdepartmental Hardship Post Committee cannot immediately assign a temporary post rating level. The new temporary post rating level would require a full review by the Interdepartmental Hardship Post Committee within three months of the temporary post rating level being established. The use of this discretion shall be reported annually as specified in subsection 70.5.1 of FSD 70 – Allowance and Reporting Requirements; and/or\n- recommend to the President of the Treasury Board such additional assistance as may be considered necessary, where current provisions are inadequate, because of unusual situations.\n58.5.2 Where assistance is provided under subsection 58.5.1, payments and assistance shall be reviewed on an ongoing basis as determined by the Deputy Minister of Foreign Affairs and at a minimum of twice per year to determine whether the assistance should continue or be revised until such time as the conditions can be accommodated within the normal Post Differential Allowance rating scale.\n58.5.3 The Deputy Minister of Foreign Affairs shall report to the NJC FSD Committee special payments in excess of 50% of the basic level V Post Differential Allowance and assistance authorized in accordance with paragraphs (c), (d) and (e) of subsection 58.5.1.\n58.5.4 Where a post rating level or special payment has been established in accordance with subsection 58.5.1, the additional amount of Post Differential Allowance which shall be payable over and above the Post Differential Allowance which was previously established shall be calculated as follows:\n- where there was no Post Differential Allowance authorized previously, the amount of Post Differential Allowance is the amount established in Appendix A of this directive on the basis of the post rating level and the employee's family size at the post;\n- where a level I, II, III or IV Post Differential Allowance was previously established, the additional amount of Post Differential Allowance is the difference between the basic amount of Post Differential Allowance in effect at the time and the basic amount of Post Differential Allowance up to level V as established in Appendix A of this directive on the basis of the employee's family configuration at the post;\n- where a level V Post Differential Allowance was previously established, the additional amount of Post Differential Allowance is the amount established as a special payment in accordance with paragraph 58.5.1(c) on the basis of the employee's family configuration at the post;\n- the additional amounts of Post Differential Allowance or special payments calculated in accordance with paragraphs 58.5.4(a), (b) and (c) shall be adjusted, where applicable, to reflect a change in the amount of basic Post Differential Allowance on April 1 st of each year; and\n- notwithstanding the provisions of subsections 58.6.1 and 58.6.2, the additional amounts of Post Differential Allowance or special payments shall be payable during the period of extraordinary conditions, as determined by the Deputy Minister of Foreign Affairs in accordance with subsection 58.5.1, except that payments shall be limited to the period during which an employee and/or dependant is/are exposed to extraordinary conditions and shall be adjusted to reflect the employee's family configuration at the post.\n58.5.5 The special payment or additional Post Differential Allowance paid pursuant to subsection 58.5.4 are to be calculated on the basis of the basic Post Differential Allowance and shall be paid in addition to the bonus payments generated pursuant to subsection 58.4.1.\n58.5.6 The provisions of subsection 58.5.4 shall apply to all employees at a post during the period in which an additional amount of Post Differential Allowance or special payment is established to recognize extraordinary conditions, including an employee on temporary duty, notwithstanding that such employee may not be otherwise subject to this directive.\n58.6 Temporary Absence\n58.6.1 Where an unaccompanied employee is absent from the post for any reason other than temporary duty or emergency evacuation for a continuous period of more than 25 compensation days, the Post Differential Allowance shall cease on the 26 th compensation day and shall resume on the first compensation day following the employee's return to the post.\n58.6.2 Where an unaccompanied employee is absent from the post due to temporary duty or emergency evacuation for a continuous period of more than 25 compensation days, the Post Differential Allowance shall cease on the 26 th compensation day unless the temporary duty or the emergency evacuation is at a location for which a Post Differential Allowance is payable. Where the location of the temporary duty or emergency evacuation is a location for which a Post Differential Allowance is payable, the Post Differential Allowance applicable to the temporary place of duty becomes payable on the 26 th compensation day at the temporary place of duty and ends on the first compensation day following the employee’s departure from the temporary place of duty.\n58.6.3 Where an employee is in receipt of a Post Differential Allowance at an accompanied rate, the rate of allowance shall be adjusted as follows:\n- where the employee and all dependants are absent from the post for any reason other than emergency evacuation for a continuous period of more than 25 compensation days, the allowance shall cease on the 26 th compensation day following their departure and shall resume at the appropriate rate, as applicable, on the first compensation day following the return of the employee and/or dependant(s) to the post;\n- where either the employee or the dependant(s) is/are absent from the post for any reason other than emergency evacuation for a continuous period of more than 25 compensation days, the rate of allowance shall be adjusted to reflect the change in family size as applicable on the 26 th compensation day following the departure of the employee and/or dependant and shall again be adjusted on the first compensation day following the employee's and/or dependant's return to the post;\n- where an employee is absent from the post on temporary duty at a location for which a Post Differential Allowance is not payable, the Post Differential Allowance shall be adjusted to reflect one dependant less at post;\n- where an employee is absent from the post on temporary duty at a location for which a Post Differential Allowance is applicable, the Post Differential Allowance applicable to the temporary place of duty shall become payable on the 26 th compensation day at the unaccompanied rate in addition to the rate applicable to the family configuration for the dependant(s) who continue to reside at the post except that in no case shall the allowance exceed the Post Differential Allowance which would be applicable were the employee and dependant(s) at the post with the higher post rating level; or\n- where an employee and/or dependant(s) are absent from the post under emergency evacuation at a location for which a Post Differential Allowance is applicable, the Post Differential Allowance applicable to the temporary location shall become payable on the 26 th compensation day of such emergency evacuation at the rate applicable to the family configuration located at the temporary location. Where the employee remains at the post, the Post Differential Allowance shall be payable as specified in paragraph (d) above.\n58.6.4 For the purposes of FSD 58.6.1 and 58.6.3, where an employee and/or dependants are absent from the post for a continuous period of more than 25 compensation days and must quarantine at a location which is not the post due to local requirements, the Post Differential Allowance shall resume on the first compensation day following the commencement of the quarantine period rather than the return to the post.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-64", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix A – Post Differential Allowance", "marginal_note": "Appendix A – Post Differential Allowance", "part": "Part VIII - Allowances and related provisions", "division": "", "heading": "", "text": "Effective Date: April 1, 2026\nThis table reflects the annual Post Differential Allowance (PDA) rates in Canadian dollars effective April 1, 2026.\nPost Rating Unaccompanied Accompanied by One Dependant Accompanied by Two Dependants Accompanied by Three Dependants Accompanied by Four or More Dependants ($) ($) ($) ($) ($) I 4,492 5,843 6,749 6,969 7,148 II 6,752 8,781 10,129 10,470 10,805 III 8,992 11,688 13,491 13,939 14,387 IV 13,491 17,538 20,239 20,913 21,583 V 17,988 23,385 26,982 27,879 28,781\nNote: The dollar amounts shall be adjusted annually on April 1 st in accordance with the methodology agreed to by the NJC FSD Committee as described in the Guide to Rates and Allowances – Foreign Service Directives .", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-65", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "Appendix B—Post Rating Levels and Additional Allowances", "marginal_note": "Appendix B—Post Rating Levels and Additional Allowances", "part": "Part VIII - Allowances and related provisions", "division": "", "heading": "", "text": "Effective Date: April 1, 2026\nThis table reflects the post rating levels and the additional allowances as established in accordance with paragraph 58.1.1(b) and section 58.5 of this directive.\nPost Post Rating Level Temporary Level/ Special Payment FSD 58.5.1 (Effective Date) Abidjan, Côte d'Ivoire IV Abu Dhabi, United Arab Emirates II III (2026/02/28 – 2026/04/30) Abuja, Nigeria V Accra, Ghana III Addis Ababa, Ethiopia V Algiers, Algeria V Amman, Jordan IV Ankara, Turkey III Astana, Kazakhstan (formerly Nur-Sultan) V Athens, Greece I Baghdad, Iraq V 20% (2026/02/01) Bamako, Mali V 15% (2026/02/01) Bandar Seri Begawan, Brunei Darussalam II Bangalore, India IV Bangkok, Thailand IV Beijing, China III Beirut, Lebanon V Belgrade, Serbia III Bogotá, Colombia IV Brasilia, Brazil III Bridgetown, Barbados II Bucharest, Romania II Buenos Aires, Argentina III Cairo, Egypt IV Chandigarh, India V Chongqing, China IV Colombo, Sri Lanka IV Cotonou, Benin IV Dakar, Senegal III Dar es Salaam, Tanzania V Dhaka, Bangladesh V Doha, Qatar III IV (2026/02/28 – 2026/04/30) Dubai, United Arab Emirates II III (2026/02/28 – 2026/04/30) Elblag, Poland I Erbil, Iraq V 20% (2024/11/01) Georgetown, Guyana IV Guadalajara, Mexico III Guangzhou, China III Guatemala, Guatemala IV Hanoi, Vietnam IV Harare, Zimbabwe IV Havana, Cuba V Ho Chi Minh City, Vietnam III Hong Kong, China I Islamabad, Pakistan V Istanbul, Turkey II Izmir, Turkey II Jakarta, Indonesia III Johannesburg, South Africa III Juba, South Sudan V 35% (2025/09/01) Khartoum, Sudan V Kigali, Rwanda III Kingston, Jamaica IV Kinshasa, Democratic Republic of Congo V Kuala Lumpur, Malaysia II Kuwait City, Kuwait III Kyiv, Ukraine III V (2022/10/01) La Paz, Bolivia IV Lagos, Nigeria V Lima, Peru III Lusaka, Zambia III Managua, Nicaragua IV Manila, Philippines III Maputo, Mozambique V Mexico, Mexico III Monterrey, Mexico III Montevideo, Uruguay II Moscow, Russia IV V (2024/02/01) Mumbai, India IV Nairobi, Kenya IV New Delhi, India V Ouagadougou, Burkina Faso V Panama City, Panama II Phnom Penh, Cambodia IV Port-au-Prince, Haiti V 60% (2025/12/01) Port of Spain, Trinidad and Tobago III Pretoria, South Africa III Pyeongtaek, South Korea I Quito, Ecuador III Rabat, Morocco III Ramallah, West Bank IV V (2025/04/01 – 2026/04/30) Rio de Janeiro, Brazil III Riyadh, Saudi Arabia V San José, Costa Rica III San Salvador, El Salvador IV Santiago, Chile III Santo Domingo, Dominican Republic IV São Paulo, Brazil III Seoul, South Korea I Shanghai, China III Sibiu, Romania II Suva, Fiji II Szczecin, Poland I Taipei, Taiwan II Tegucigalpa, Honduras IV Tel Aviv, Israel III V (2026/02/28 – 2026/04/30) Thule, Greenland II Tunis, Tunisia V Ulaanbaatar, Mongolia IV Valparaiso, Chile I Vientiane, Laos III Warsaw, Poland II Wellington, India III Yangon, Myanmar V Yaoundé, Cameroon V Yerevan, Armenia III\n* Special Risk Premium – paragraph 58.5.1(f)\nNotes:\n- The post rating levels and the additional allowances as shown in this appendix shall be revised and amended by the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, as and when required.\n- Notwithstanding section 107 of the Federal Public Sector Labour Relations Act , revisions to this appendix shall not constitute a change in terms and conditions of employment for employees subject to the Foreign Service Directives.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-66", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 64 - Emergency Evacuation and Loss", "marginal_note": "FSD 64 - Emergency Evacuation and Loss", "part": "Part IX - Departure from mission", "division": "", "heading": "", "text": "Scope\nIntroduction\nThis directive is designed to provide for the emergency evacuation of an employee and/or a dependant from a post in the event of hostilities, natural disaster or other threatening circumstances; to safeguard an employee's material possessions during such absence; and to provide compensation for any loss resulting from the event which causes the evacuation.\nThese related provisions recognize that emergency evacuation from a post may result in an unanticipated financial burden on the employees involved. The following provisions have been developed to assist in defraying such expenses during the period of evacuation.\nIt is the responsibility of individual departments which are or may be involved in evacuation procedures to coordinate the implementation of the provisions of FSD 64 and related directives.\nDirective\n64.1 Application\n64.1.1 The deputy head may authorize the emergency evacuation of an employee and/or a dependant from a post to a suitable location, including Canada. Where insufficient time or inadequate communications exist, the senior officer at the mission may authorize the emergency evacuation. If subsequent conditions warrant, the return to the post of the employee and/or a dependant may be authorized. The following conditions apply for the evacuation from a post:\n- hostilities, natural disaster or other threatening circumstances necessitate such evacuation in order to ensure the safety of the person concerned;\n- no effective purpose, in particular the protection and emergency evacuation of other Canadian nationals, would be served by having the employee remain on duty at the post; and\n- such evacuation is more reasonable and expedient than direct transfer to another post or to Canada in accordance with FSD 15 – Relocation.\n64.1.2 An employee evacuated pursuant to this directive is deemed to be on duty from the day of departure from the post until the return to that post or assignment to another post or to Canada as the case may be.\n64.2 Travelling and Living Expenses\n64.2.1 Where the deputy head has authorized an emergency evacuation of an employee and/or dependant from a post to an approved evacuation location, the deputy head shall authorize payment of the following expenses:\n- actual and reasonable travelling expenses between the post and the approved evacuation location;\n- actual and reasonable accommodation expenses for hotel accommodation, self-contained accommodation or, in accordance with the NJC Travel Directive, private non-commercial accommodation, as determined on a case-by-case basis by the deputy head;\n- meals in accordance with Appendix C or D, as applicable, of the NJC Travel Directive;\n- one daily incidental allowance per family unit in accordance with Appendix C or D, as applicable, of the NJC Travel Directive; and\n- the cost of telephone calls, in accordance with the NJC Travel Directive, from the approved evacuation location to the post where the employee and dependants are separated. However, telephone calls shall not be reimbursed where an incidental expense allowance is paid for travel within Canada or the continental U.S.A.\n64.3 Additional Expenses\n64.3.1 In addition to the provisions of subsection 64.2.1, where the deputy head has authorized an emergency evacuation of an employee and/or dependant from a post to an approved evacuation location, the deputy head may approve reimbursement for costs related to the evacuation which are not otherwise covered. Possible expenses include, but are not necessarily limited to:\n- the cost of two five-minute person-to-person long distance telephone calls, one to an employee's relative or designated next-of-kin and one, if applicable, to a spouse's or common-law partner's relative or designated next-of-kin;\n- shipment of pets, normally as accompanying baggage, or by air freight if necessary;\n- an accountable commercial transportation allowance of $100 CAD weekly at the approved evacuation location, except where: the approved evacuation location is the employee’s headquarters city and there is a PMV in storage, in which case the allowance is limited to one week; or an advance has been authorized for the purchase of a replacement vehicle and the employee and/or dependants have taken delivery of the replacement vehicle;\n- an additional accountable commercial transportation allowance in Canada, where a rental car is used for school transportation; and/or\n- boarding of pets: at the post for the period of the evacuation; or at the evacuation location in the event that hotels do not accept pets.\n64.3.2 The amounts specified in paragraphs 64.3.1(c) and (d) are not to exceed the amount as determined by the deputy head for rental of a mid-size vehicle on a monthly basis.\n64.4 Living Expenses in Temporary Accommodation at Post\n64.4.1 Where emergency evacuation conditions exist and the employee is required to remain at the post in temporary accommodation, the deputy head shall authorize payment to an employee for actual and reasonable expenses for accommodation and meals. Incidentals shall be paid in accordance with the NJC Travel Directive.\n64.4.2 Actual and reasonable expenses for meals should not normally exceed the full daily meal allowance for the post as specified in Appendix C or D, as applicable, of the NJC Travel Directive. However, where conditions at the post result in higher costs, the deputy head may authorize payment which exceeds the applicable full daily meal allowance.\n64.4.3 Where employees are required to share accommodation due to the emergency evacuation conditions at the post, the provisions of section 25.13 of FSD 25 – Shelter may apply.\n64.5 Accountable Advances for Purchase of Essential Household Effects\n64.5.1 Upon evacuation of the employee and/or dependants, the deputy head may authorize, on a case-by-case basis, one or more accountable advances to replace essential items of household effects, clothing or children's toys which have been left at the post and, in the event of evacuation to a third country, essential items which duplicate those in storage at headquarters. Advances may only be used to purchase items which duplicate items listed on the employee's inventories. Subsection 64.10.2 refers to both compensation and the recovery of advances provided under this section, where items which have been replaced are subsequently recovered. The maximum amount of the advance(s) shall not exceed:\n- $2,500 for an employee; or\n- $2,500 for the spouse or common-law partner of an employee, where an employee is not evacuated or the spouse or common-law partner of an employee precedes the employee on emergency evacuation; and\n- $1,000 for an employee where the employee's spouse or common-law partner has received an advance of $2,500; and\n- $1,000 for each dependant accompanying the employee and/or spouse or common-law partner on emergency evacuation.\n64.5.2 Notwithstanding that an employee and/or dependants may have received an advance for the purchase of essential items following emergency evacuation, where the mission has been unable to ship the employee's household effects, the deputy head may authorize a further accountable advance up to the depreciated value of the household effects left at the post from which the employee was evacuated, as listed in the employee's inventory, reduced by the amount of any previous advance made for the purchase of essential items left at the post, when:\n- the employee is officially notified of a cross-posting or an assignment to duty in Canada other than temporary duty; or\n- the family is reunited in permanent accommodation.\n64.5.3 Notwithstanding FSD 4 – Accountable Advances, an accountable advance may be issued to a dependant for any expenditure authorized under FSD 64 and related provisions where an employee accepts responsibility for repayment in accordance with this directive. Where such accountable funds are issued to a dependant, they are deemed to be issued to the employee.\n64.6 Removal of Household Effects from Long-Term Storage\n64.6.1 Where items stored pursuant to FSD 15 – Relocation are required by the employee and/or dependant, the deputy head may authorize the necessary arrangements and approve for payment the expenses for packing, crating, transporting, unpacking and other costs related to the removal of such effects.\n64.7 Safeguarding of Employees' Household Effects\n64.7.1 The deputy head at the mission is authorized to approve actual and reasonable expenditures of public funds in order to safeguard the material possessions of employees who are evacuated and employees who remain at post against the events which caused the evacuation.\n64.8 Damage and Loss of Employees' Household Effects\n64.8.1 The purpose of this section is to compensate an employee for damage/loss of personal and/or household effects, including monetary loss, where such loss is attributable to an emergency evacuation or to a natural disaster or catastrophic event which:\n- would only be insured by a \"high-risk\" policy of insurance; or\n- would have been avoided or minimized if the employee had not been evacuated; and/or\n- would otherwise have been covered by the employee's standard policy of insurance, which has been invalidated by the insurer.\n64.8.2 Subject to subsection 64.8.6, where an employee has suffered damage and/or loss of material possessions because the events described in section 64.1 have occurred, whether or not there has been an emergency evacuation, the deputy head may authorize compensation for such damage/loss up to the maximum amount established in section 15.19 of FSD 15 – Relocation for damage and/or loss of household effects, and for monetary loss only in the form of bank deposits, up to an amount equal to six months' salary, where:\n- compensation shall be determined in accordance with the relevant provisions of FSD 15 – Relocation, for damage and/or loss of household effects on relocation, as appropriate;\n- the employee shall submit an updated inventory following emergency evacuation which is based on the inventory of effects shipped to the post and clearly indicates any additions or deletions to the inventory subsequent to arrival at the post;\n- for those items obtained after arrival at post and not yet added to the employee's inventory, reimbursement will be considered on the basis of proof of purchase and possession acceptable to the deputy head;\n- the inventory for relocation to the post will be used where inventories have not been updated prior to the evacuation;\n- the amount of compensation, if any, to be paid for monetary loss, where the deputy head considers that the employee has not taken reasonable precautions against such loss, shall be determined by the appropriate foreign service interdepartmental coordinating committee; and\n- compensation shall include the amount of any insurance deductible charged against a special high-risk insurance policy which provides protection from natural disasters, civil unrest, or other events which may cause an emergency evacuation.\n64.8.3 Where employees are evacuated and do not return to post, claims up to $500 for the loss of foodstuffs and perishable items will be accepted without receipts. Alternatively, claims beyond this amount should be supported by receipts, for all losses claimed.\n64.8.4 Where employees are evacuated and return to post, claims up to $500 for the loss of foodstuffs and perishable items shall be considered by the deputy head on the recommendation of mission administration. Alternatively, claims beyond this amount may be considered, when supported by receipts, for all losses claimed.\n64.8.5 It is the employee's responsibility to take out a standard tenant's policy of insurance for personal and household effects. Except as specified in subsections 64.8.1, 64.8.7 and 64.8.8, a claim for damage/loss of effects which would be covered by such a policy will not be considered under this directive.\n64.8.6 Any reimbursement from insurance or other source received by the employee as payment for incurred losses shall be reported by the employee and deducted from the compensation referred to in this section.\n64.8.7 In the absence of a standard tenant's policy of insurance for personal and household effects, an employee may only claim compensation for damage/loss of effects where:\n- a standard tenant's policy of insurance for personal and household effects would not cover the risk or would be invalidated by that risk; or\n- the damage/loss would have been avoided or minimized if the employee had not been evacuated.\n64.8.8 The amount of compensation payable for damage/loss of effects shall be reduced by an amount determined by the deputy head, on the advice of the appropriate foreign service interdepartmental coordinating committee, to reflect the cost of a standard tenant's policy in Ottawa for personal and household effects, on the basis of the employee's inventory, for the period of time from the date of occupancy of permanent accommodation at the post to the end of the policy year in which the evacuation occurred.\n64.9 Deemed Loss\n64.9.1 The deputy head may, on the advice of the Head of Mission, and with the concurrence of the appropriate foreign service interdepartmental coordinating committee, deem effects to have been lost following an emergency evacuation if recovery has not been effected within 12 months of the employee's departure from the post.\n64.10 Compensation for Damage/Loss\n64.10.1 Compensation for loss of personal and household effects which are not recovered following emergency evacuation shall be in accordance with the provisions of FSD 15 – Relocation for compensation for damage and/or loss of household effects.\n64.10.2 Compensation for damage/loss of personal and household effects which are subsequently recovered following emergency evacuation shall be in accordance with the provisions of FSD 15 – Relocation, related to damage and/or loss except that the employee shall have the option of:\n- retaining recovered articles which have been duplicated under the provisions of section 64.9, in which case compensation shall be limited to one-half of the replacement cost value of the articles recovered; or\n- refusing acceptance of recovered articles which have been duplicated under the provision of section 64.9, in which case compensation shall be in accordance with the replacement cost value of the articles recovered, and ownership of such articles shall vest in the Crown.\n64.10.3 The employee has the right to claim compensation for damage/loss of personal and household effects in accordance with this directive or FSD 15 – Relocation, except that an employee shall not claim compensation for the same article more than once, whether under the provisions of the Foreign Service Directives or a private insurance policy.\n64.10.4 In the case of damage or loss for which compensation is not otherwise payable under this directive or under FSD 15 – Relocation, the deputy head may request the President of the Treasury Board to authorize the payment of such reasonable compensation as is considered appropriate, having regard to the circumstances.\n64.11 Accounting and Claim Procedure for Damage and Loss\n64.11.1 An employee who has been issued an advance under these provisions shall submit receipts to substantiate the purchase of essential household effects, clothing and children's toys within 90 days of the issuance of the advance.\n64.11.2 Where there is actual or deemed damage/loss of household effects, an employee who has received an accountable advance under these provisions shall submit a claim for compensation to settle the advance in accordance with the provisions of this directive and FSD 15 – Relocation, damage and/or loss of household effects related provisions within 90 days, whichever is the earliest, from the date:\n- of taking possession of household effects;\n- the deputy head establishes that household effects have been lost; or\n- effects are \"deemed lost\" by the deputy head.\n64.11.3 Where an employee has not received an advance under these provisions and there is an actual or deemed damage/loss of household effects, the employee shall submit a claim for compensation in accordance with FSD 15 – Relocation, subject to the provisions of section 64.10.\n64.11.4 An employee who has received an accountable advance in accordance with these provisions and who is not submitting a claim against the Crown for damage/loss of household effects, shall account for such advance in full:\n- immediately upon settlement from a third party, for example, private insurer; or\n- within 90 days from the date of taking possession of household effects, whichever is earlier.\n64.12 Private Motor Vehicle (PMV)\n64.12.1 Where an employee has been unable to sell the PMV privately and the mission has been unable to sell or ship the PMV within six months of the employee's evacuation, the employee shall have the following options:\n- ask the mission to continue efforts to ship; or\n- ask the mission to continue efforts to sell; or\n- request Crown purchase, in which case the deputy head shall arrange for the purchase of the PMV by the Crown.\n64.12.2 Where the PMV is purchased by the Crown, the following purchase price shall apply:\n- for a PMV more than one year old, the retail value as determined by the deputy head on the recommendation of the appropriate foreign service interdepartmental coordinating committee: as at time of shipping, where the employee/dependant has not taken possession of the PMV at the post; or as at time of the employee's evacuation, where the PMV has been in use at the post, except that where the Head of Mission has authorized safe storage of the PMV prior to the employee's evacuation, the retail value shall be determined at the time the PMV is placed in safe storage; or\n- for a PMV less than one year old, the retail value as determined by the deputy head on the recommendation of the appropriate foreign service interdepartmental coordinating committee, or purchase cost depreciated by 2% per month for each month from the date of possession, excluding periods where the Head of Mission has authorized safe storage, whichever is the greater, except that where the employee/dependant has never taken possession of the PMV, no depreciation shall apply.\n64.12.3 An employee may request an accountable advance for the purchase of a replacement PMV at any time within six months of an evacuation. The advance shall not exceed the estimated purchase price of the PMV left at the post, as determined under subsection 64.12.2 and shall be repaid in full at the time:\n- the PMV at the post is purchased by the Crown; or\n- the PMV at the post is sold privately; or\n- the employee/dependant takes delivery of the PMV; or\n- the replacement vehicle is sold; or\n- one year from the date of the employee's evacuation, whichever is earliest.\n64.12.4 Should an employee not elect for the accountable advance under subsection 64.12.3, the employee may request an accountable advance for a replacement PMV for use by evacuated dependants, where the employee remains at the post and the dependants are evacuated for a period of more than 30 days. The advance shall not exceed the retail value of the PMV at the post as determined under subsection 64.12.2 and shall be repaid in full at the time:\n- the employee's dependants return to the post;\n- the replacement vehicle is sold;\n- the employee is subsequently evacuated; or\n- the employee is reassigned, whichever is earliest.\n64.12.5 Where an employee is subsequently evacuated, the provisions of subsection 64.12.3 apply.\n64.12.6 Where an employee is reassigned from a post where evacuation procedures are still in effect and is unable to sell or to ship the PMV, the deputy head may authorize Crown purchase of the PMV, the purchase price to be determined as in subsection 64.12.2.\n64.12.7 Where a motorcycle is the employee’s only PMV at post, the provisions of FSD 64.12 can be applied for a motorcycle.\n64.12.8 Where normal insurance coverage does not apply to damage or loss of a PMV due to riot, insurrection or like risks, a claim may be made in accordance with the general principles of international law concerning state responsibility. In unusual circumstances, a submission for compensation for damage or loss to a PMV may be made to the President of the Treasury Board.\n64.13 Impact of an Emergency Evacuation on Other FSD Provisions\n64.13.1 The posting loan repayments continue throughout the period of an emergency evacuation. However, at the request of the employee, the repayments may be suspended from the date of evacuation of the employee. No interest shall be calculated on the principal during the period of suspension.\n64.13.2 Where the repayment of the posting loan has been suspended, the repayment shall resume on return to post, on cross-posting, or on assignment to duty in Canada, other than temporary duty, with the repayment period extended to recognize the period of suspension.\n64.13.3 Where an employee and accompanying dependant(s) have been evacuated in accordance with the provisions of this directive, shelter cost shall continue to be paid in accordance with FSD 25 – Shelter.\n64.13.4 Where a dependent child is evacuated under this directive, section 34.8 of FSD 34 – Education Allowances may be applied at the discretion of the deputy head.\n64.13.5 Subject to managerial discretion as outlined in subsection 50.11.2, an employee and/or dependants may be authorized to use the provisions of FSD 50 – Post Travel Assistance for travel away from the approved evacuation location.\n64.13.6 Family Reunion may be authorized by the deputy head for travel to the approved evacuation location in lieu of travel to the post, subject to the provisions of FSD 51 – Family Reunion.\n64.13.7 The provisions of FSD 55 – Post Living Allowance apply as specified in section 55.5 – Temporary Absence.\n64.13.8 The provisions of FSD 56 – Foreign Service Incentive Allowances, section 56.2 – Foreign Service Premium apply as specified in section 56.9 – Temporary Absence of Dependant.\n64.13.9 The provisions of FSD 58 – Post Differential Allowance apply as specified in section 58.6 – Temporary Absence.\n64.13.10 Where the deputy head determines that an employee and/or dependants who were evacuated pursuant to this directive will not return to post, employees shall receive notification in writing of the decision and the provisions of these directives shall apply as follows:\n- the provisions of FSD 15 – Relocation shall apply with the exception of the travelling expenses commencing on the date of notification of relocation;\n- where the employee and/or dependants were not evacuated to the headquarters city or new place of duty, actual and reasonable travel expenses from the approved evacuation location to the employee’s headquarters city or new place of duty will be approved under this directive;\n- where a spouse or common-law partner is relocated to the headquarters city as specified in subsection 64.13.10 and the employee continues the assignment at the post, FSD 18 – Special Family Separation Assistance may apply; and\n- where the deputy head determines that an employee and/or dependants who were evacuated pursuant to this directive will be posted to another post in lieu of returning to the headquarters city, the deputy head shall determine whether the provisions of FSD 15 – Relocation will apply for the relocation of the employee and/or dependants from the former post to Canada to the new post or directly from the former post to the new post. Where the deputy head determines that the provisions of FSD 15 – Relocation will apply from the former post to the new post directly, the deputy head may continue to apply the provisions of this directive.\n64.14 Managerial Discretion\n64.14.1 At the discretion of the deputy head, subsection 64.6.1 may be applied to effects remaining at the employee's post.\n64.14.2 At the discretion of the deputy head, personal clothing which the employee has duplicated and which remains in storage away from the employee's place of duty may be deemed to have been lost.\n64.14.3 At the discretion of the deputy head, all or any of these provisions may be extended to employees who are reassigned from a post where evacuation procedures are in effect.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-67", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 66 - Death Abroad of an Employee or Dependant", "marginal_note": "FSD 66 - Death Abroad of an Employee or Dependant", "part": "Part IX - Departure from mission", "division": "", "heading": "", "text": "Scope\nIntroduction\nWhere an employee or a dependant dies abroad during the period of the employee's assignment, the employer may authorize the payment of certain expenses related to the occurrence, which are in excess of expenses which would have been incurred had death occurred at the employee's headquarters city.\nDirective\n66.1 Application\n66.1.1 Where an employee dies at a post, the deputy head may authorize payment of:\n- the cost at the place where death occurred for ambulance, hearse, embalming or cremation, outside case (not a coffin), and any other essential costs in excess of those which would have been incurred had death occurred at the employee's headquarters city; and\n- transportation expenses of the body from the place where death occurred to the place of internment less the transportation expenses that would have been incurred between the place of interment and the employee's headquarters city.\n66.1.2 The payments, as specified in paragraphs 66.1.1(a) and 66.1.1(b), shall be reduced by any amount payable under worker's compensation or other appropriate laws for funeral and transportation expenses.\n66.1.3 The deputy head may authorize the payment of expenses itemized in subsection 66.1.1 in the event of the death of a dependant who was residing with the employee at the post, or was a dependent student.\n66.1.4 In the event of the death of an employee or a dependant as specified in subsection 66.1.3, notwithstanding other benefits, various FSDs may be impacted or invoked or may no longer apply, including but not limited to the following:\n- FSD 3 – Application, subsection 3.8.7;\n- FSD 15 – Relocation, subsections 15.12.4 – Illness, injury, death while travelling; 15.26.1(c) and FSD 15.26.3 – Termination of assignment outside Canada; 15.27.3(b) - Early termination of posting;\n- FSD 25 – Shelter, subsections 25.2.6 – Crown Held Accommodation; FSD 25.3.8 – Privately Leased Accommodation; FSD 25.9.6 – Utilities and other expenses; FSD 25.11 – Start and end date of Shelter Cost;\n- FSD 54 – Compassionate Travel, section 54.13 – Death during temporary absence;\n- FSD 55 – Post Living Allowance, section 55.2 – Effective Date;\n- FSD 56 – Foreign Service Premiums, section 56.7 – Effective Date; section 56.8 – Change in Family Size;\n- FSD 58 – Post Differential Allowance, section 58.3 – Effective Date.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-fsd-dse-68", "doc_type": "directive", "act_code": "fsd-dse", "act_short": "Foreign Service Directives", "act_name": "NJC Foreign Service Directives", "section": "FSD 70 - Allowances and Reporting Requirements", "marginal_note": "FSD 70 - Allowances and Reporting Requirements", "part": "Part IX - Departure from mission", "division": "", "heading": "", "text": "Scope\nIntroduction\nThis directive sets out the administrative procedures relating to the issuance, use, certification and verification of travel allowances and the reporting requirements under the Foreign Service Directives.\nDefinition\nNote: This definition only applies to this directive.\nDeputy Head (administrateur général ) is the deputy head of the employing department, except where arrangements have been made with the Department of Foreign Affairs, Trade and Development for the administration of the Foreign Service Directives, in which case the reports shall be submitted by the Department of Foreign Affairs, Trade and Development.\nDirective\n70.1 Travel Allowances – Application\n70.1.1 One of the conditions of the tax-free travel allowances is that they are spent only for the specific purpose identified by the employer.\n70.1.2 The onus is on the employee to demonstrate that the funds were spent for the specific purpose for which they were issued.\n70.1.3 The issuance, certification and verification procedures apply to the following travel allowances:\n- FSD 35 – Education Travel;\n- FSD 50 – Post Travel Assistance;\n- FSD 51 – Family Reunion;\n- FSD 54 – Compassionate Travel; and\n- FSD 58.5.1(d) – Respite Travel Assistance.\n70.2 Travel Allowances – Issuance of the Allowances\n70.2.1 Allowances for FSD 50 – Post Travel Assistance and FSD 51 – Family Reunion may be issued in accordance with FSD 49 – FSD Travel Bank.\n70.2.2 Allowances for FSD 35 – Education Travel, FSD 54 – Compassionate Travel and FSD 58.5.1(d) – Respite Travel Assistance shall be issued as close to the proposed date of travel as possible, taking into account the need to book tickets in advance.\n70.2.3 With regards to allowances identified in FSD 70.2.2, the employee must present a signed travel plan that identifies proposed travel and anticipated costs to the extent of the allowance. It is understood that travel plans may change, and planned travel may have to be cancelled or amended. Amendments to the plan may be made as necessary.\n70.3 Travel Allowances - Use of the Allowances\n70.3.1 Where an allowance is issued for travel as specified in subsection 70.1.3, employees must certify the use of the allowance as outlined in section 70.4.\n70.3.2 FSD 50 – Post Travel Allowance is a fixed allowance which must be spent on travel and travel-related expenses, whether on one trip or more.\n70.4 Travel Allowances – Certification and Verification of the Use of the Allowances\n70.4.1 While the allowances specified in subsection 70.1.3 are non-accountable allowances, the employee is required to certify the use of each allowance and may be required to demonstrate that the allowance has been used for the purpose intended as follows:\n- for allowances issued under FSD 50 – Post Travel Assistance, employees are required to certify that everyone for whom an allowance has been issued has travelled and that at least 75% of an allowance issued for each individual was spent on travel and travel-related expenses, including transportation, accommodation, meals and incidental travel expenses such as tours, entry fees, etc. When travel is by PMV or rental vehicle, vehicle rental, fuel, oil, road/bridge tolls, ferries and other transportation charges/fees may be included, but may not be based on a kilometric/mileage rate; and\n- for the following allowances, employees are required to certify the use of the full amount of the allowance: FSD 35 – Education Travel; FSD 51 – Family Reunion Travel; FSD 54 – Compassionate Travel; and FSD 58.5.1(d) Respite Travel Assistance.\n70.4.2 Within 30 days of completion of travel or at the end of the posting, whichever is earlier, employees must complete and submit a Travel Certification Form which will form the basis for any subsequent audit. In addition, the allowance may be verified.\n70.4.3 Where the employee certifies an amount lower than the percentage identified in subsection 70.4.1 or cannot provide documentation in the event of an audit, the amount to be reimbursed is the difference between the amount certified and the full amount of the allowance.\n70.4.4 Employees are required to retain evidence of travel to support the purpose of the allowance for a period of seven years. Supporting documentation must demonstrate that expenditures were incurred outside the post. If employees cannot demonstrate that the allowance has been used for the purpose intended when requested to do so, the allowance will be adjusted and reduced by that portion of the allowance the use of which cannot be substantiated.\n70.4.5 Under normal circumstances, a further travel allowance under the same Foreign Service Directive for the same traveller will not be issued until the employee has completed the certification, and the verification requirement, if requested, regarding a previous travel allowance.\n70.5 Reporting Requirements\n70.5.1 The deputy head, as defined in this directive, shall submit a report by December 1 st of every year for the period of November 1 st of the previous year to October 31 st of the current year to the Treasury Board of Canada Secretariat at fsd.dse@tbs-sct.gc.ca . The report shall include the following:\n- total number of employees at posts under the full or partial provisions of the FSDs;\n- on designation of a dependant, pursuant to paragraph (c) of the definition of Dependant under FSD 2 – Definitions, providing the details involved;\n- use of managerial discretion to provide individual treatment to an employee-couple on relocation pursuant to subsection 15.2.1 of FSD 15 – Relocation;\n- use of managerial discretion to provide additional financial assistance for local transportation pursuant to subsection 15.22.4 of FSD 15 – Relocation;\n- use of managerial discretion under section 15.33 - Managerial Discretion of FSD 15;\n- use of FSD 18 – Special Family Separation Assistance pursuant to subsection 18.11.1;\n- use of managerial discretion under subsection 18.11.2 of FSD 18 – Special Family Separation Assistance;\n- use of managerial discretion under section 56.10 of FSD 56 – Foreign Service Incentive Allowances to continue the payment of the premium to an employee who has served seven consecutive years at the same post;\n- use of managerial discretion to continue payment of the Foreign Service Premium during the temporary absence of a dependant pursuant to paragraph 56.9.1(b) of FSD 56 – Foreign Service Incentive Allowances; and\n- approval of additional assistance provisions under section 58.5 – Additional Allowance Due to Extraordinary Conditions of FSD 58 – Post Differential Allowance.\n70.5.2 In addition to the above annual report, the deputy head, as defined in this directive, shall submit departmental reports as requested by the Treasury Board Secretariat.\n70.5.3 The NJC FSD Committee shall receive reports as specified below:\n- changes to section 3 – Operations Allowances of the Military Foreign Service Instructions (MFSI) pursuant to subsection 3.4.2 of FSD 3 – Application as applicable;\n- the official routing for relocation travel between posts and Ottawa, including any authorized stopovers, by June 30 th of every year; and\n- a consolidated report of items outlined in subsection 70.5.1 by January 31 st of every year.", "history": "", "last_amended": "", "current_to": "", "citation": "Foreign Service Directives", "source_url": "https://www.njc-cnm.gc.ca/directive/fsd-dse/en" }, { "id": "directive-d4-1", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Collective Agreement", "marginal_note": "Collective Agreement", "part": "General", "division": "", "heading": "", "text": "This directive is deemed to be part of collective agreements between the parties to the National Joint Council (NJC) and employees are to be afforded ready access to this directive.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-2", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Grievance Procedure", "marginal_note": "Grievance Procedure", "part": "General", "division": "", "heading": "", "text": "In cases of alleged misinterpretation or misapplication arising out of this directive, the grievance procedure, for all represented employees within the meaning of the Federal Public Sector Labour Relations Act will be in accordance with Part 15 of the National Joint Council By-Laws . For unrepresented employees, the departmental grievance procedure applies.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-3", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Effective Date", "marginal_note": "Effective Date", "part": "General", "division": "", "heading": "", "text": "This directive is effective on June 1, 2025, unless otherwise specified.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-4", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Application", "marginal_note": "Application", "part": "General", "division": "", "heading": "", "text": "This directive applies to employees in the Public Service.\nPublic Service defined as:\n- all departments and other portions of the Public Service of Canada listed in Schedules I and IV of the Financial Administration Act ; and\n- any employer listed in Schedule V of the Financial Administration Act , who is a member of the National Joint Council and who has opted to follow this directive.\nSubject to the above noted paragraphs, this directive excludes:\n- members of the Canadian Armed Forces, and\n- employees who occupy positions in the lightkeepers occupational group.\nPersons:\n- employed for a specified term of less than three (3) months, or\n- not ordinarily required to work more than one-third of the normal working hours of a full-time employee of the same occupational group and level (part time worker), or\n- who are students covered by the Terms and Conditions of Employment for Students\nare not eligible for any of the benefits provided in Part III of this directive. They are, however, eligible for the allowances paid at their particular headquarters.\nFor the purposes of this directive, employees who reside outside their headquarters and commute daily from their residence to work shall:\n- be deemed to be residing at the headquarters, if their residence is in a location that is or would qualify as an isolated post; or\n- be considered an employee without dependants, if the residence is in a location that is not or would not qualify as an isolated post.\nThe application of this directive to the employees in the Ships' Officers and Ships' Crews occupational groups is outlined in Appendix E.\nPart VI of this directive is concerned only with employees who are \"permanent\" occupants of government housing provided in Canada. It does not apply to employees on travel status or otherwise considered transient, or to employees living outside Canada.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-5", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Purpose and Scope", "marginal_note": "Purpose and Scope", "part": "General", "division": "", "heading": "", "text": "The purpose of this directive is to facilitate the recruitment and retention of staff delivering government programs in isolated locations. Its provisions are designed to assist in offsetting some of the higher costs and to recognize the unique challenges associated with living and working in isolated posts. It also describes how employees will be treated when renting crown owned accommodations. These provisions do not constitute income or other compensation that would open the way for personal gain.\nUnder the Canadian Human Rights Act , and the Treasury Board Directive on the Duty to Accommodate Persons with Disabilities in the Federal Public Service, as amended from time to time, it is the employer's duty to ensure that the employee with a disability(ies) is fully accommodated to the point of undue hardship. Decisions and practices flowing from this directive shall be inclusive and barrier free.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-6", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Responsibility", "marginal_note": "Responsibility", "part": "General", "division": "", "heading": "", "text": "Treasury Board of Canada Secretariat: Treasury Board of Canada Secretariat shall revise relevant portions of this directive as required from time to time on the recommendation of the National Joint Council, and advise departments who in turn will notify employees in writing of any changes that may affect them. Treasury Board of Canada Secretariat shall also advise departments on and monitor their interpretation and application of this directive.\nStatistics Canada: Statistics Canada shall conduct research and surveys with respect to the Fuel and Utilities Differential (F&UD) and the Living Cost Differential (LCD) Allowances and shall verify the Environment Allowance (EA) levels during their survey visits and report the results to the Treasury Board of Canada Secretariat.\nContracted Service Provider (CSP): The contracted service provider is responsible for the provision of base shelter values (BSVs), upon departmental request. The contracted service provider shall provide the revised BSVs. Reporting shall be limited to the property address requested and the revised BSVs.\nDepartments shall maintain an inventory of all self-contained government-owned or managed living accommodation. By October 15 of each year departments shall provide the contracted service provider with complete lists of living accommodation subject to the annual review that it operates. These lists shall include all information necessary to locate and identify each unit (i.e. location, address, building and appraisal numbers, type of accommodation, number of rooms, bedrooms, floor area, type of construction, an indication of changes which have occurred to the property, and a list of separately-provided parking). Accommodation lists and requests for appraisals shall be addressed to the contracted service provider.\nRequests for appraisals of newly acquired living accommodation or accommodation to be leased shall be addressed to the contracted service provider.\nHealth Canada: Health Canada is responsible for determining whether employees and their dependant(s) are medically fit for assignment to an isolated post. Health Canada, in accordance with the Treasury Board’s Directive on Occupational Health Evaluations, is also responsible for the ongoing occupational health evaluation of employees and dependants serving at isolated posts.\nDepartments: Departments shall assign a Designated Departmental Coordinator (DDC) who is responsible for the departmental application of the directive.\nDepartments shall ensure that each employee is provided with access to or a copy of this directive upon request. Employees in government housing shall also be supplied in writing with: the BSV for their unit; information showing how the rental charge was established from the BSV; and the name of the departmental administrator to contact for information, questions, complaints, etc. Departments shall develop comprehensive information packages on the directive (i.e. list of questions and answers, eligibility criteria for the allowances and benefits etc.).\nEmployee: Employees should familiarize themselves with the Isolated Posts and Government Housing Directive and to seek clarification and/or assistance from their Designated Departmental Coordinator with respect to the application and/or interpretation of the directive, as needed.\nFailure to do so may result in recovery of overpayments.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-7", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Reports", "marginal_note": "Reports", "part": "General", "division": "", "heading": "", "text": "When required by the Treasury Board of Canada Secretariat, the deputy head shall submit a consolidated departmental report.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-8", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Allowances", "marginal_note": "Allowances", "part": "General", "division": "", "heading": "", "text": "In order to qualify as an isolated post, a location must meet the criteria outlined in Part II qualifying it for an environment allowance. Qualification for an environment allowance is a prerequisite for all other allowances and, subject to subsection 1.14.2, for benefits under this directive, except for the special location allowance.\nEnvironment Allowance (EA): The EA is assessed according to five classification levels by allocating points for the population, climate and availability of commercial transportation or access by all-weather roads. (See Section 1.7 and Appendix H, section 1 for qualifying criteria.)\nLiving Cost Differential (LCD): An LCD is payable at an isolated post where prices for goods and services are at least 15% higher than those available in the location identified as its point of comparison as measured by Statistics Canada and is intended to assist employees in meeting those costs. The amount of LCD depends on the price differentials, as measured by Statistics Canada, between an isolated post and its point of comparison. (See Section 1.8 and Appendix H, section 2 for qualifying criteria.)\nFuel and Utilities Differential (F&UD): An F&UD is payable at designated isolated posts where prices for fuel and utilities are at least 15% higher than the National Average Expenditure due to transportation costs and consumption rates inherent to the geographical location. (See Section 1.9 and Appendix H, section 3 for qualifying criteria.) It is intended to assist employees to offset those associated costs.\nShelter Cost Differential (SCD): An SCD is payable at designated isolated posts where the average monthly rent for three-bedroom accommodation, based on census data on shelter, is higher than the national average threshold. The national average threshold is calculated by adding 15% to the monthly average rent for three-bedroom accommodation at the 12 points of departure as defined in the IPGHD. (See Section 1.10 and Appendix H, section 4 for qualifying criteria.)\nSpecial Location Allowance: A special location allowance is payable to employees at locations listed in Appendix G. (See Section 1.11 and Appendix H, section 5 for qualifying criteria.)", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-9", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Definitions", "marginal_note": "Definitions", "part": "General", "division": "", "heading": "", "text": "All-weather road ( route praticable en tout temps ) means a gravel or higher standard road that extends between a location and a place named in the definition of point of departure that is impassable for less than three consecutive weeks during freeze-up and three consecutive weeks during break-up periods, and includes daily ferry service.\nAppropriate governing and/or delegating authority ( autorisation appropriée ) , with reference to an employee, means one or more of the following that is applicable to the employee in the circumstances:\n- an Act of Parliament or a statutory instrument made thereunder,\n- a current collective agreement,\n- a current compendium of terms and conditions of employment, or\n- a Treasury Board of Canada Secretariat authority other than this directive.\nAssignment/Assigned to isolated post ( affectation/affecté au poste isolé ) for the purposes of this directive, means employment at the isolated post/employed at the isolated post.\nAvailability to the public ( disponibilité au public ) refers to the situation in which an employee, as the occupant of a particular residence, is recognized as a government official and therefore may be called upon by the public outside normal working hours.\nBase shelter value (BSV) ( valeur de base des logements (VBL) ) is the value assessed by the contracted service provider for the occupation of a housing unit, and accounts for the physical and locational characteristics of the unit and external influences. The BSV excludes utilities (heat, electricity, water and sewer), furniture and appliances. It also excludes any rental charge adjustment and/or special reduction.\nCommon-law partner ( conjoint de fait ), see definition of Spouse or common-law partner .\nDepartment ( ministère ) means a department or other portion of the public service of Canada:\n- listed in Schedules I and IV to the Financial Administration Act, or\n- listed in Schedule V to the Financial Administration Act and which is a member of the National Joint Council of the Public Service of Canada.\nDependant ( personne à charge ), with reference to an employee, means a person, other than an employee or a member of the Canadian Armed Forces receiving an \"isolation allowance\" under the Compensation and Benefit Instructions for the Canadian Armed Forces, who resides with the employee at the employee's headquarters residence and is:\n- the spouse of that employee or the person named in the common-law partner declaration, or\n- one for whom the employee is eligible to claim a tax credit under the Income Tax Act, or\n- a biological child, stepchild, adopted child, or legal ward who: is unmarried with no spouse or common law partner and is under the age of 18, or, is dependant on the employee by reason of mental or physical disability, or has not yet attained 24 years of age and is in full-time attendance at a recognized educational institution.\nDeputy head ( administrateur général )\n- in relation to a department named in Schedule I of the Financial Administration Act , its deputy minister,\n- in relation to any portion of the core public administration named in Schedule IV of the Financial Administration Act , or in relation to any separate agency named in Schedule V of the Financial Administration Act, its chief executive officer, or if there is no chief executive officer, its statutory head, or if there is neither, the person who occupies the position designated under subsection 11(2) of the Financial Administration Act , in respect of that portion or that separate agency.\nEconomy airfare ( classe économique ) means a return full fare economy class ticket (fully refundable) on most commercial airlines. Economy class is the standard class of air travel and excludes first and business class or equivalents.\nEmployee ( fonctionnaire ) means, subject to the Application section, a person who is employed in a department or with a separate employer which is a member of the NJC.\nEmployee with dependants ( fonctionnaire avec personnes à charge ) is an employee with whom at least one dependant resides at the employee's headquarters residence.\nEmployee without dependants ( fonctionnaire sans personnes à charge ) means an employee with whom no dependant resides at the employee's headquarters residence.\nFiscal year ( année financière ) means the period beginning on the first day of April in one year and ending on the thirty-first day of March in the next year.\nGovernment housing ( logement de l'État )is residential accommodation, owned or leased by the Government of Canada, intended primarily for employees of the Government of Canada. Such accommodation may be either:\n- self-contained, i.e. a single-family dwelling (detached, semi-detached or row housing) or apartment, or\n- shared accommodation, i.e. a self-contained dwelling where employees have private bedrooms but share common areas.\nGross household income ( revenu brut du ménage ) is the total gross income, in whatever form received, of all members of the family, or of an individual, where applicable, excluding:\n- earnings of children or funds for the tuition of children in regular attendance at recognized institutions of learning such as scholarships, bursaries and contributions from non-resident family members,\n- earnings of a working spouse or common-law partner up to the amount that may be claimed as a \"spouse or common-law partner amount\" as specified in the CRA’s current Federal Income Tax and Benefit pubication, as amended from time to time.\nHeadquarters ( lieu d'affectation ) means the isolated post to which the employee is assigned.\nImmediate family ( famille immédiate ) for employees, means father, mother (or alternatively stepfather, stepmother, or foster parent), brother, sister, spouse, common-law partner resident with the employee, child (including child of the common-law partner), grandchild, grandparent, stepchild or ward of the employee, father-in-law, mother-in-law and relatives permanently residing in the employee's household or with whom the employee permanently resides.\nIsolated post ( poste isolé ) means a location named in Appendix A.\nNJC Relocation Directive (RD) ( Directive sur la réinstallation du CNM ) is the National Joint Council Directive pertaining to relocation, as applicable, as amended from time to time.\nNormal working hours ( heures de travail normales ) means the number and schedule of hours that a full-time indeterminate employee is required to work pursuant to an appropriate governing authority.\nOffensive noise ( bruits gênants ) includes any recurring noise which disturbs the quiet enjoyment of the premises, e.g. noises which originate within the building such as generators or communications equipment such as telephones, doorbell, etc., and noises which may be associated with crisis situations (e.g. patients in nursing stations, disorderly inmates, etc.). Also, employees on \"shift work\" who occupy shared accommodation are considered to be subject to \"moderate\" offensive noise, when there are other occupants of the same shared accommodation who also work shift work. Noises that originate from outside the building such as aircraft, motorboats, motor vehicles, etc., shall be accounted for by the BSV.\nPart-time employee ( employé à temps partiel ) means a person employed to work less than the normal daily or weekly hours of work established for a full-time employee of the same occupational group and level.\nPoint of comparison ( point de comparaison ) specifically refers to Vancouver, Edmonton, Saskatoon, Winnipeg, Toronto, Montreal or St.John's. Price differences at each isolated post are measured against those prevailing in one of the above-noted cities as established by the National Joint Council Isolated Posts and Government Housing Committee. These price differentials are calculated on items that fall within the approved Basket of Goods and Services included in Isolated Posts Living Cost Differential Indexes.\nPoint of departure ( point de départ ) means Vancouver, Edmonton, Calgary, Saskatoon, Winnipeg, Toronto, Ottawa, Montreal, Quebec City, Moncton, Halifax, or St. John's, whichever of these places is the nearest to the headquarters of an employee by the most practical route and means of transportation.\nPoint of origin ( point d’origine ) – means:\n- the last place in Canada where employees permanently resided prior to their assignment to an isolated post, or\n- where paragraph (a) does not apply or employees are not returning to the place referred to in paragraph (a), the place in Canada determined by the deputy head to be their point of origin.\nPrivate non-commercial accommodation ( logement particulier non commercial ) means private dwelling or non-commercial facilities where the traveller does not normally reside.\nPublic transportation (transport public) means any form of transportation that charges set fares, runs fixed routes and is available to the public such as buses, subways, ferries and trains.\nPublic use of living facilities ( usage du logement par le public ) involves the use by the public or other government employees of the private living facilities provided to the occupant such as bathroom, bedroom, communications equipment, etc.\nRelocation ( réinstallation ) means the authorized move of an employee from one place of duty to another or the authorized move of an employee from the employee's place of residence to the employee's first place of duty upon appointment to a position in the public service.\nRelocation upon end of employment (réinstallation en fin d'emploi) – means a limited relocation provided as a result of the termination of employment - ceases to be an employee by reason of retirement, disability, workforce adjustment, resignation, completed specified period appointment, disciplinary or non-disciplinary termination, or rejection on probation.\nRent ( loyer ) means the monthly amount charged to an employee for the occupation and use of a government housing unit. It includes fuel and utilities charges, where applicable.\nRoad kilometres ( kilomètres routiers ) means the official distance shown on the most recent provincial or territorial highway map or through the use of electronic mapping systems as determined by the IPGH committee.\nSeasonal employee ( employé saisonnier ) means a person appointed on an indeterminate basis who works for one or more specified portions of a fiscal year, each year.\nShelter charge ( frais de logement ) means the amount assessed for a government housing unit after deducting from the base shelter value any rental charge adjustment and/or special reduction. It does not include fuel and utilities charges.\nSpecial location ( localité spéciale ) means a place named in Appendix G.\nSpouse or common-law partner ( époux ou conjoint de fait ) The term common-law partner refers to a person living in a conjugal relationship with an employee for a continuous period of at least one year. The term spouse refers to the person married to the employee.\nTransportation expenses ( frais de transport ) means the expenses referred to in the NJC Relocation Directive or the Travel Directive that are incurred by an employee and any of the employee's dependants for transportation.\nTravel Directive ( Directive sur les voyages ) means the National Joint Council (NJC) Travel Directive, as amended from time to time.\nTravelling expenses ( frais de voyage ) means the expenses referred to in the NJC Relocation Directive or the Travel Directive that are incurred by an employee and any of the employee's dependants for accommodations, meals and incidentals.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-10", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Rates", "marginal_note": "Rates", "part": "Part I - Administration of Allowances", "division": "", "heading": "", "text": "1.1 Less than Normal Hours\n1.1.1 When the hours of work of employees are less than normal hours of work, the employees shall, on a daily basis, be paid allowances for each hour worked to a maximum of the daily rate of allowances of full-time indeterminate employees of the same classification, group and level.\n1.2 Calculations\n1.2.1 The amount of employees' allowances shall be calculated and paid in the same manner as their salaries or wages are calculated and paid pursuant to an appropriate governing authority.\n1.2.2 In calculating the amount of an allowance to which employees are entitled, there shall not be included in the number of hours worked by them:\n- any hours worked in excess of the normal working hours for that classification, group and level, and\n- subject to section 1.14, any hours for which salary or wages are not paid.\n1.3 Reduction\n1.3.1 When the cost of transportation of food, fuel or other supplies is borne by or on behalf of the employer and is not considered in the determination of the allowances, the deputy head shall prescribe a reduction that is appropriate to that cost in the rates of the following allowances:\n- a living cost differential,\n- a fuel and utilities differential, and\n- a special location allowance.\n1.4 Dependant Becomes an Employee\n1.4.1 When employees cease to be employees with dependants because a person referred to in the definition of dependant becomes an employee, they may request a reconsideration of the matter by submitting the relevant facts to their deputy head in writing.\n1.4.2 On receipt of the written statement of facts from employees, the deputy head may deem them to be employees with dependants or without dependants for purposes of this directive.\n1.5 Employee Becomes a Dependant\n1.5.1 Where both members of a couple are employed with the federal government at an isolated post and have no dependants, each person is considered to be an \"employee without dependants\" for the purposes of the payment of the allowances.\n1.5.2 If one member goes on leave without pay for reasons other than maternity leave or parental leave, that person forfeits the allowances, but can be considered the dependant of the person who continues to work. The \"working\" employee can be deemed, for the period of the leave without pay, as an \"employee with dependants\" and have the allowances adjusted accordingly.\n1.5.3 If and when the employee on leave without pay returns to work, the allowances will be readjusted to the \"employee without dependants\" rate in both cases.\n1.6 Dependants Who Are Members of the Canadian Armed Forces\n1.6.1 For purposes of payment of the allowances mentioned in sections 1.7 to 1.10, where an employee has one or more dependant(s) and one is the employee's spouse or common-law partner and:\n- resides with the employee at the headquarters residence, and\n- is a member of the Canadian Armed Forces receiving an isolation allowance at the \"accompanied\" rate under the \"Compensation and Benefit Instructions for the Canadian Armed Forces\",\nthe employee shall be deemed to be an employee without dependants.\n1.6.2 If that spouse or common-law partner is receiving an isolation allowance at the \"unaccompanied\" rate, the employee shall be deemed to be an employee with dependants.\n1.6.3 Subsections 1.6.1 and 1.6.2 apply in this manner regardless of the number of additional dependants.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-11", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Types", "marginal_note": "Types", "part": "Part I - Administration of Allowances", "division": "", "heading": "", "text": "1.7 Environment Allowance (EA)\n1.7.1 Employees shall be paid an EA, at the rate set out in Appendix B that is appropriate to the environment classification of their headquarters as set out in Appendix A.\n1.7.2 For purposes of this section, where both members of a couple are federal employees and have no dependants then both of them shall be deemed to be employees without dependants.\n1.7.3 For purposes of this section, where both members of a couple are federal employees and have dependants then one of them shall be deemed to be an employee with dependants and the other to be an employee without dependants.\n1.8 Living Cost Differential (LCD)\n1.8.1 Employees not subject to section 1.15 shall be paid an LCD, at the rate set out in Appendix C that is appropriate to the living cost classification of their headquarters as set out in Appendix A:\n- For purposes of this section, when both members of a couple are federal employees, the total amount of their rates for the LCD shall not exceed 100% of the rate for an employee with dependants.\n- Normally, that total shall be equally apportioned to each employee at 50% of the rate for employees with dependants. However, if both members of the couple sign a joint declaration requesting that one of them be considered an employee with dependants and the other a dependant, their employing department(s) shall make the appropriate arrangements to do so.\n1.8.2 An employee subject to section 1.15 shall be paid an LCD at the rate established in Appendix C as \"Reduced Rates – Living Cost Differential\" that is appropriate to the living cost classification attributed to their headquarters, as defined in Appendix A.\n1.9 Fuel and Utilities Differential (F&UD)\n1.9.1 Employees shall be paid an F&UD, at the rate set out in Appendix D, that is appropriate for the fuel and utilities classification of their headquarters as set out in Appendix A, provided they are paying fuel and utility charges directly to the supplier. If the employer pays the fuel and utility charges directly to the supplier, employees shall not be paid the F&UD allowance.\n1.9.2 When more than one employee occupies the same HQ residence and share the expenses for fuel and utilities, the total amount of their rates for the F&UD shall not exceed the rate for an employee with dependants, and the total shall be apportioned to each employee in proportion to the percentage of the expenses for fuel and utilities paid by each employee.\n1.9.3 An employee without dependants not sharing the expenses for fuel and utilities shall receive the F&UD at the rate for an employee without dependants.\n1.10 Shelter Cost Differential (SCD)\n1.10.1 An SCD is payable, at the rates set out in Appendices K-1 and K-2, to employees in private accommodation and in government housing at qualifying isolated posts to help offset the higher shelter charges experienced there.\n1.10.2 For the purposes of this section, where more than one federal government employee occupy the same headquarters residence, the total amount of SCD payable for the residence shall not exceed 100% of the full rate set out in Appendices K-1 and K-2.\n1.10.3 The SCD is established based on Statistics Canada data at the census sub-division level, shelter for three-bedroom accommodation. An isolated post qualifies for the SCD if the average monthly rent at the isolated post is higher than the national average threshold. When the average rent at post is not available, Statistics Canada will assign the nearest census division for the purpose of determining the eligibility of an isolated post and calculate the SCD amount should the location qualify. (See Appendix H, section 4 for qualifying criteria)\n1.10.4 For years when census data on shelter is not released by Statistics Canada, the SCD will be indexed annually by the average “all items” territorial Consumer Price Index (May to May) until the census data on shelter is available at which point the SCD will be reassessed for all isolated posts.\n1.10.5 Private Accommodation : For employees occupying private accommodation at qualifying locations, the SCD is the difference between the average monthly rent for three-bedroom accommodation at the isolated post, based on Census data on shelter and the national average threshold.\nThe difference between the average monthly rent for three-bedroom accommodation at the isolated post and the national average threshold is multiplied by twelve to establish the annual SCD amount which is payable to the employee. (See Appendix K-1 and Appendix O for examples.)\n1.10.6 Government Housing: The SCD rate for employees with dependants in government housing at qualifying locations is the same as employees in private accommodation. The rate for employees in government housing at qualifying locations without dependants is 60% of the rate for an employee with dependants. (see Appendix K-2)\n1.11 Special Location Allowance\n1.11.1 Employees at a location listed in Appendix G shall be paid a special location allowance rate equal to the total amount of the rates set out in Appendices C and D.\n1.12 Temporary Dual Residence Assistance\n1.12.1 Employees shall be paid temporary dual residence assistance at the rate established by, and in accordance with, the NJC Relocation Directive when, at the time of their assignment, their headquarters is a location:\n- listed in Appendix F, or\n- in respect of which the National Joint Council determines that no suitable accommodations for employees with dependants are available, and\n- they are required, for that reason only, to maintain a separate residence at a location other than their headquarters for persons who would be dependants if they resided at the headquarters residence.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-12", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Exceptions", "marginal_note": "Exceptions", "part": "Part I - Administration of Allowances", "division": "", "heading": "", "text": "1.13 Travel Status\n1.13.1 Persons at an isolated post who are in travel status pursuant to the NJC Travel Directive and whose headquarters are not isolated posts are not subject to this directive.\n1.14 Leave Without Pay or Absence Without Leave\n1.14.1 Subject to subsections 1.14.2, 1.17.4 and 1.17.5 and this section, employees shall not be entitled to the allowances and benefits of this directive in respect of any period during which they are granted leave without pay pursuant to an appropriate governing authority.\n1.14.2 Employees who are granted leave without pay for reasons of illness or injury-on-duty shall not be eligible for the benefits of Part III of this directive, except for those described in section 3.2 (Non Elective Medical or Dental Treatment) and Part V (Relocation upon End of Employment).\n1.14.3 Employees on maternity/parental leave without pay who remain at the isolated post continue to be entitled to the allowances of this directive and to the benefits of subsection 3.2.1.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-13", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Charges", "marginal_note": "Charges", "part": "Part I - Administration of Allowances", "division": "", "heading": "", "text": "1.15 Meals or Rations\n1.15.1 When employees and their dependants, if any, are provided with meals or rations by or on behalf of the employer, they shall be charged for meals or rations at the rates specified in Appendix I.\n1.15.2 The meals and rations charges shall be amended on August 1 of each year.\n1.15.3 When fewer than three meals per day are normally provided to employees and their dependants, the rates shall be reduced by one-third for each meal not provided.\n1.15.4 The rations provided to an employee by or on behalf of the employer shall not be sold or bartered by or on behalf of that employee.\n1.15.5 The amounts charged to employees pursuant to this section shall be deducted from the amount of any allowance payable to them pursuant to this directive.\n1.15.6 The Treasury Board of Canada Secretariat may, in accordance with the approved methodology, vary the rates specified in Appendix I.\n1.15.7 When the rates are changed, each employee shall be given written notice of the change. Such change shall be effective on the first of the month following the employee's receipt of the written notice, or the effective date of the change, whichever is the later.\n1.15.8 The rates to be charged for meals or rations have been abated to reflect the time employees are absent from their headquarters. Consequently, there should be no further reduction when employees are absent for short periods such as vacation leave, designated paid holidays, sick leave, lieu time off, etc.\n1.15.9 During absences for extended periods for reasons such as leave without pay that result in cessation of allowances, the deputy head may adjust the meals and rations rate correspondingly.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-14", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Special Circumstances", "marginal_note": "Special Circumstances", "part": "Part I - Administration of Allowances", "division": "", "heading": "", "text": "1.16 Absence on Travel Status\n1.16.1 Subject to this section, when employees are absent from their headquarters and are paid transportation or travelling expenses in respect of that absence, their allowances shall, on the 31 st calendar day of absence:\n- cease, if they are employees with dependants and none of their dependants remain at their headquarters,\n- revert to the employee without dependants rate, if they are employees with dependants and one of their dependants remains at their headquarters, or\n- remain at the employee with dependants rate, if they are employees with dependants and more than one of their dependants remains at their headquarters.\n1.16.2 When employees referred to in subsection 1.16.1 are entitled to a F&UD, they shall continue to receive that differential, provided they:\n- maintain a headquarters residence during their absence, and\n- do not sublet it.\n1.16.3 Nothing in this section shall be construed to affect the allowances of employees who are granted leave for vacation, compensatory or lieu time off with pay pursuant to an appropriate governing authority and who:\n- remain at their headquarters, or\n- return to their headquarters at the conclusion of the leave or time off.\n1.17 Absence for Illness or Injury\n1.17.1 Subject to this section, when employees are absent from their headquarters, having been granted sick or injury-on-duty leave with pay, their allowances shall, on the 31 st calendar day of absence:\n- cease, if they are an employee with dependants and none of their dependants remain at their headquarters,\n- revert to the employee without dependants rate, if they are an employee with dependants and one of their dependants remains at their headquarters, or\n- remain at the employee with dependants rate, if they are employees with dependants and more than one of their dependants remains at their headquarters.\n1.17.2 When employees referred to in subsection 1.17.1 are entitled to a F&UD and SCD, they shall continue to receive that differential, provided they:\n- maintain their headquarters residence during their absence, and\n- do not sublet it.\n1.17.3 The deputy head may authorize the continued payment of allowances for not more than 60 additional calendar days of absence when employees, due to illness or injury, have been granted sick or injury-on-duty leave with pay and have been absent from their headquarters for more than 30 calendar days.\n1.17.4 The deputy head may authorize the payment of allowances for not more than 30 calendar days when employees have been granted sick leave without pay.\n1.17.5 When employees are, or are expected to be, absent for a period in excess of the periods above by reason of the illness or injury in respect of which they were granted leave, the President of the Treasury Board may authorize the continued payment of allowances to those employees.\n1.18 Dependant Delayed\n1.18.1 Subject to this section, when employees begin a period in respect of which allowances are payable without any dependants, but they establish to the satisfaction of their deputy head that a dependant intends to reside with them at their headquarters residence during the entire term of their assignment there, the amount of any allowance shall be calculated at the rate for an employee with dependants from the day the period commences, if the dependant arrives at the headquarters within 90 calendar days of that day.\n1.18.2 Subject to this section, when no dependants remain at the headquarters residences of employees for periods in excess of 90 calendar days, the amount of any allowances of those employees shall be calculated at the rate for an employee without dependants for the period commencing on the 91 st day of the absence and ending on the day before the day on which employees again have dependants at their headquarters residences.\n1.18.3 When employees referred to in this section satisfy their deputy head that their dependant's absence for a period in excess of 90 calendar days:\n- was unforeseen,\n- was beyond the control of the dependant and the employees, and\n- is temporary,\ntheir deputy head may direct that the employees' allowances shall continue to be calculated at the rate for employees with dependants for such further period of time as the deputy head determines.\n1.19 Dependant, Shared Custody\n1.19.1 Subject to this section, when employees satisfy their deputy heads, by means of a court order or declaration signed by both parents, that they have joint custody and joint residency of their children, the children shall be considered dependants for the period they reside with the employees.\n1.19.2 Should the rates of the employees' allowances change as a result of the above, an average annual rate will be calculated based on the length of time the employees should be paid the employee without dependants and employee with dependants rates and they will be paid the same bi-weekly rate during the fiscal year. If changes in employees' situation results in a change to their entitlements, for example they leave the isolated post or the public service, their entitlements will be recalculated and necessary adjustments will be made.\n1.19.3 Except for section 3.2, the entitlements of the dependants, referred to in subsection 1.19.1, to the benefits of this directive shall be pro-rated based on the percentage of time they reside with the employee at the isolated post during the fiscal year.\n1.19.4 Section 3.2 shall apply to the children referred to in subsection 1.19.1 provided they are residing at the isolated post where the employee resides at the time of the necessary travel.\n1.19.5 Where employees only have visitation privileges in respect of their children, the children will be considered dependants if they reside with the employees at the employee's headquarters residence for a period of 30 or more consecutive days and:\n- the changes, if any, in the rates of the allowances payable to the employees shall apply for the entire period the children reside with the employee,\n- the other benefits of the directive, except for section 3.2, for which the children may be eligible during their stay with the employee, shall be pro-rated based on the percentage of time the children reside with the employees at their headquarters residence during the fiscal year, and\n- section 3.2 shall apply for the period the children reside with the employee at the headquarters residence.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-15", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Part II - Designation and Payments", "marginal_note": "Part II - Designation and Payments", "part": "", "division": "", "heading": "", "text": "2.1 Designation and Effective Date\n2.1.1 The locations named in Appendix A are hereby designated as isolated posts.\n2.1.2 The period of eligibility for the payment of allowances and benefits shall commence on the later of:\n- 00:01 hour of the day that the employee arrives at the headquarters,\n- midnight of the last day in respect of which the employee is paid any transportation or travelling expenses as a result of the assignment to an isolated post, and\n- 00:01 hour of the day the employee returns to work after a period of leave without pay ends.\n2.1.3 A location is deemed an isolated post effective the date approved by the Isolated Posts and Government Housing Committee.\n2.1.4 An isolated post shall have environment allowance, living cost differential, and fuel and utilities differential classifications as set out in Appendix A.\n2.2 Termination\n2.2.1 The period of eligibility for the payment of allowances and benefits shall end at midnight on the earlier of the day immediately preceding:\n- the first day in respect of which employees are paid any transportation or travelling expenses as a result of their relocation from their headquarters,\n- the day they cease to be employees, or\n- 00:01 of the first day in respect of which the employee begins a period of leave without pay.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-16", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Criteria", "marginal_note": "Criteria", "part": "Part II - Designation and Payments", "division": "", "heading": "", "text": "2.3 Determining Levels\n2.3.1 Subject to section 1.14, qualification for an EA is a prerequisite for all other allowances and benefits under this directive, except for the special location allowance. Locations are deemed an isolated post effective the date as determined by the Isolated Posts and Government Housing Committee.\n* Payments of allowances and benefits are pro-rated based on complete months of service as defined under subsection 3.8.3.\n2.3.2 The classifications of isolated posts (Appendix A) are determined in accordance with the following criteria, set out in Appendix H:\n- population,\n- climate, and\n- availability of commercial transportation or access by all-weather roads.\n2.3.3 North of 60 th Parallel : Upon written request of a deputy head, a location that is north of the 60 th parallel of latitude shall be designated as an isolated post and shall be classified at environment level 1 or any higher level determined by the criteria set out in Appendix H, section 1.\n2.4 Population\n2.4.1 The population of a location is the number of people who inhabit that location as set out in:\n- the most current census of population of Canada,\n- a provincial or municipal record of population, or\n- a record of any other local authority.\n2.4.2 The population of a location may be fixed by the Treasury Board of Canada Secretariat on the recommendation of the National Joint Council, when that population:\n- cannot be clearly determined pursuant to subsection 2.4.1, or\n- is the aggregate of the populations of locations that are amalgamated with, or close to, that location.\n2.5 South of the Sixtieth\n2.5.1 Population less than 10,000 : A location south of the 60 th parallel of latitude may be designated as an isolated post if:\n- it has a population of less than 10,000, and\n- it is not accessible by means of an all-weather road, or\n- it is accessible by means of an all-weather road, but is more than: 161 kilometres by road from a location south of the 60 th parallel of latitude with a population of more than 10,000, and 322 kilometres by road from a location south of the 60 th parallel of latitude with a population of more than 50,000, and\n- it is entitled to 45 points or more in accordance with the EA criteria set out in Appendix H, section 1.\n2.5.2 Population 10,000 – 15,000 : When an isolated post south of the 60 th parallel of latitude attains a population of 10,000 but not more than 15,000, it shall remain in Appendix A if it is:\n- not accessible by an all-weather road, or\n- accessible by means of an all-weather road and is more than 1,610 kilometres by road from a location south of the 60 th parallel of latitude with a population of more than 100,000.\n2.5.3 Population more than 15,000 : When the population of an isolated post south of the 60 th parallel of latitude exceeds 15,000, it shall be deleted from Appendix A.\n2.5.4 An isolated post south of the 60 th parallel of latitude, located less than 161 kilometres by road from an isolated post referred to in subsection 2.5.2, shall remain in Appendix A until:\n- the population of the isolated post referred to in subsection 2.5.2 exceeds 15,000, or\n- its deletion is recommended for other reasons pursuant to this part.\n2.6 Additions and/or Deletions to Appendix A\n2.6.1 The Treasury Board of Canada Secretariat may:\n- add to Appendix A the name of a location that conforms with the rules prescribed in subsection 2.3.3 and section 2.5, or\n- delete from Appendix A the name of a location that does not conform with the rules prescribed in subsection 2.3.3 and section 2.5.\n2.7 Additions and/or Deletions to Appendix G\n2.7.1 The Treasury Board of Canada Secretariat shall direct the addition of the name and classification of a location to Appendix G when that location conforms to the criteria set out in Appendix H, section 5.\n2.7.2 The Treasury Board of Canada Secretariat shall delete the name of a location from Appendix G when that location does not conform to the criteria set out in Appendix H, section 5.\n2.8 Deletion of a Location or Reduction of an Allowance\n2.8.1 The Treasury Board of Canada Secretariat shall cause each employee affected to receive written notice of the change, when:\n- a location is deleted from Appendix A,\n- the rates set out in Appendix B, C, D or K are reduced,\n- the LCD or F&UD classification of a location is reduced, or\n- a location does not qualify for SCD.\n2.8.2 The Treasury Board of Canada Secretariat shall specify via Information Notice to Departments the effective date of any change to an allowance. Within 60 days of receiving the notification from the Treasury Board of Canada Secretariat, departments shall provide a written notice to each employee affected by the change (email is considered an acceptable written notice).\n2.8.3 EA and LCD : When written notices have been received by employees that the location no longer qualifies for EA or LCD, the amount of their EA and/or their LCD Allowance (as applicable) shall be reduced by the amount of the decrease, at a rate of $100.00 per month, starting on the first day of the fourth calendar month after the month in which written notice was received, until the allowance(s) has been reduced to zero.\n2.8.4 F&UD and SCD : When the F&UD and SCD of a location is deleted, it shall terminate on the first day of the fourth calendar month after the month in which the employee received written notice.\n2.8.5 Travel Assistance Benefits : When a location no longer qualifies for EA, the benefits referred to in Part III shall end on the first day of the fourth calendar month after the month in which written notice was received, if the employee affected by the change was entitled to them on the date that the change was made.\n2.8.6 Relocation Upon End of Employment :\n- The benefits referred to in sections 5.2 and 5.11 shall not terminate if the employee affected by the change was entitled to them on the date the change was promulgated.\n- The benefits referred to in section 5.4 shall not terminate if the employee affected by the change was entitled to them on the date the change was promulgated, provided that the employee had completed five years of continuous employment at an isolated post at the time of the change.\n2.9 Changes to Appendix A, F or G\n2.9.1 The Treasury Board of Canada Secretariat may, with respect to a location named in Appendix A, F or G, establish, vary, or delete any classification of that location in conformance with the criteria.\n2.9.2 The Treasury Board of Canada Secretariat may delete the name of a location from Appendix F when:\n- the National Joint Council determines that there are suitable accommodations available for employees with dependants at the headquarters of the employee, or\n- the location is deleted from Appendix A.\n2.10 Rates Established or Changed\n2.10.1 The rates set out in Appendices B, C, D and K are hereby established with the approved methodologies for the EA, the LCD, the F&UD and the SCD respectively. Annual reviews and updates are not subject to written notifications as described in section 2.13.\n2.10.2 The Treasury Board of Canada Secretariat may, in accordance with the approved methodologies, vary the rates set out in Appendices B, C and K, effective on the dates specified in the approved methodologies.\n2.10.3 When the change is not in accordance with the approved methodologies, the President of the Treasury Board, on the recommendation of the National Joint Council, may vary the rates set out in Appendix B, C or K, effective on the dates specified by the President.\n2.10.4 The President of the Treasury Board, on the recommendation of the National Joint Council, may vary the rates set out in Appendix D, effective on the date specified by the President.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-17", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Effects of Changes", "marginal_note": "Effects of Changes", "part": "Part II - Designation and Payments", "division": "", "heading": "", "text": "2.11 Addition to Appendix A\n2.11.1 When a location is added to Appendix A pursuant to section 2.6:\n- the EA, LCD, the F&UD and SCD (if applicable) are payable from the date specified by the Treasury Board of Canada Secretariat, and\n- the employee affected is eligible for the other benefits of the directive from the effective date of the addition.\n2.12 Increase to Classification\n2.12.1 EA : When the environment classification of an isolated post is raised,\n- the increase to the EA is effective on the date specified by the Treasury Board of Canada Secretariat, and\n- the change in the associated benefits, if any, is effective on the date the increase is announced.\n2.12.2 LCD : When the LCD classification of a location referred to in Appendix A or G is raised, the change shall be effective on the first day of the month following the month in which the Treasury Board of Canada Secretariat receives notification of the change from Statistics Canada.\n2.12.3 F&UD : When the F&UD classification of a location referred to in Appendix A or G is raised, the change shall be effective on the date determined by the Treasury Board Secretariat.\n2.12.4 SCD : When the SCD of a location referred to in Appendix K is raised, the change shall be effective on the date determined by the Treasury Board Secretariat.\n2.13 Reduction to Classification\n2.13.1 The Treasury Board of Canada Secretariat shall cause each employee affected to receive written notice of the change, when:\n- the rates set out in Appendix B, C, D or K are reduced, or\n- the EA, LCD and F&UD classifications, or the SCD of a location are reduced.\n2.13.2 The Treasury Board of Canada Secretariat shall specify via Information Notice to Departments the effective date of any change to an allowance. Within 60 days of receiving the notification from the Treasury Board of Canada Secretariat, departments shall provide a written notice to each employee affected by the change (email is considered an acceptable written notice).\n2.13.3 EA : When written notices have been received by employees, the amount of their EA shall be reduced by:\n- one-half of the amount of the decrease, on the first day of the fourth calendar month after the month in which written notice was received, and\n- the balance of the amount of the decrease, on the first day of the 13th calendar month after the month in which written notice was received.\n2.14 Other Allowances and Benefits\n2.14.1 The total amount of the reduction in the LCD, the F&UD, the SCD, and/or the special location allowance resulting from a reduction in the classification shall be effective on the first day of the fourth calendar month after the month in which written notice was received.\n2.14.2 Any change to the benefits of the employees affected by a reduction in the classification of the EA shall be effective on the first day of the fourth calendar month after the month in which written notice was received.\n2.15 Assignment after Effective Date of Change\n2.15.1 Employees whose assignment began on or after the date that a reduction of any allowance was made shall be:\n- deemed to have received any written notice referred to in this part, and\n- paid allowances calculated at the rate in effect, as if they had received such written notices on the earliest date that other employees received that notice.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-18", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Travelling and Transportation Expenses", "marginal_note": "Travelling and Transportation Expenses", "part": "Part III - Expenses and Leave", "division": "", "heading": "", "text": "3.1 Accountable Advances\n3.1.1 The deputy head may authorize an accountable advance to an employee in anticipation of admissible expenses which can be reimbursed under sections 3.2, 3.3, and 3.4. Such an advance shall not be unreasonably withheld.\n3.1.2 An employee who receives an accountable advance shall account for and repay in full any unexpended balance within ten days after the purpose for which the advance was made has been fulfilled.\n3.1.3 When an employee fails to account for an advance or to repay in full any unexpended balance within the time limits specified in subsection 3.1.2, no further advances are to be paid to that employee until the outstanding advance has been accounted for.\n3.2 Non-Elective Medical or Dental Treatment\n3.2.1 Employees who are granted leave without pay for the following reasons are also entitled to the benefits of this section: illness, injury-on-duty, or maternity/parental leave.\n3.2.2 Subject to this section, when employees or their dependants obtain medical or dental treatment at the nearest location in Canada where adequate medical or dental treatment is available, as determined by the attending medical or dental practitioner, and they satisfy their deputy head by means of a certificate of the attending medical or dental practitioner that the treatment:\n- was not elective,\n- was not available at their headquarters, and\n- was required without delay,\nthe deputy head shall authorize reimbursement of the transportation and travelling expenses in respect of that treatment.\nNotes:\n- The lower kilometric rate will apply except where there is no air service from the headquarters to the nearest location in Canada where adequate medical or dental treatment is available.\n- Where there is no public transportation from the headquarters to the air service, the kilometric rate for government business travel shall be paid from the employee's headquarters to the nearest source of public transportation to the air service.\n- An attending medical/dental practitioner means the qualified practitioner who has treated the patient at the isolated post. Patient includes the employee or the employee's dependant(s).\n- There may be occasions when a delay of several weeks or possibly longer may occur before the patient can receive the treatment. This section applies when the delay is due to the fact that the facilities or medical practitioners at the treatment centre were not available immediately.\n- Employees on non-elective medical or dental travel may elect for private non-commercial accommodation.\n3.2.3 Expenses under this section shall not be reimbursed for orthodontic treatment that is aesthetic or cosmetic in nature. However, they are reimbursable when a dental practitioner certifies treatment is required for newborn infants afflicted with cleft lips and palates, for persons involved in accidents involving broken jaws or seriously damaged teeth and for persons having severely handicapping malocclusions causing severe masticatory dysfunction.\n3.2.4 The expenses shall include the expenses of any person, other than the person who obtains treatment, if the deputy head is satisfied that:\n- the treating physician has determined it is necessary for the person who obtains the treatment to be escorted during the period of travel, or\n- no suitable arrangements for the care of the dependants can be made at the isolated post, and they must therefore accompany the person obtaining treatment.\nNote:\nDependant care as defined by the Travel Directive shall apply only for expenses that are incurred as a result of travelling and are additional to expenses the employee would incur when not travelling.\n3.2.5 When employees are granted benefits pursuant to this section and the deputy head is satisfied that:\n- the treatment or the transportation was unavoidably prolonged, or\n- the attending medical or dental practitioner has certified that the continued presence of the escort referred to in subsection 3.2.4 is required for purposes of the treatment, or\n- the presence of the dependants referred to in subsection 3.2.4 is warranted, and\n- meals and accommodation are not provided free of charge to the persons referred to in this section,\nthe deputy head shall authorize the reimbursement to employees of the transportation and travelling expenses that are incurred in respect of themselves, their dependants and escort. Receipts are required for all expenses (including meals) except for incidental expenses. All claims for reimbursement must be submitted no later than 12 months following the date of the treatment.\nNote: Refer to subsections 3.11.1, 3.11.3 and section 3.12 for provisions relating to travel time and transportation delays.\n3.3 Compassionate Travel and Expenses\n3.3.1 When employees are granted leave with pay by reason of there being an illness in their immediate family, that is certified as critical by a qualified medical practitioner and that requires them to travel from their headquarters to another location and back, the employer shall reimburse the lesser of:\n- an amount equal to \"compassionate\" airfare from the headquarters to the point of departure and return, if carriers at the headquarters offer \"compassionate\" airfares, or\n- an amount equal to the cost of the regular return economy airfare between the headquarters and the point of departure, if carriers at the headquarters do not offer \"compassionate\" airfares, or\n- the actual costs incurred for return travel between the headquarters and the location of the family member. Receipts are required for all expenses (including meals) except for incidental expenses.\n3.3.2 Employees are to inquire and avail themselves of \"compassionate\" or discounted fares whenever possible.\n3.3.3 The benefits provided by this section shall be extended to:\n- the employee and the employee's spouse or common-law partner, with respect to the critical illness of their biological child, stepchild, adopted child or legal ward,\n- the employee or the employee's spouse or common-law partner, with respect to the critical illness of other members of the employee's immediate family, or\n- another dependant taking the place of the spouse or common law partner if the spouse or common law partner does not accompany the employee, or the employee does not accompany the spouse or common law partner.\nNote: Refer to subsections 3.11.1, 3.11.3 and section 3.12 for provisions relating to travel time and transportation delays.\n3.4 Bereavement Travel Expenses\n3.4.1 When employees are granted leave with pay for a bereavement in the immediate family and they travel from their headquarters to another location and back, the employer shall reimburse the lesser of:\n- an amount equal to \"compassionate\" airfare from the headquarters to the point of departure and return, if carriers at the headquarters offer \"compassionate\" airfares, or\n- an amount equal to the cost of the regular return economy airfare between the headquarters and the point of departure, if carriers at the headquarters do not offer \"compassionate\" airfares, or\n- the actual costs incurred for return travel between the headquarters and the location of the family member. Receipts are required for all expenses (including meals) except for incidental expenses.\n3.4.2 Employees are to inquire and avail themselves of \"compassionate\" or discounted fares whenever possible.\n3.4.3 The benefits provided by this section shall be extended to:\n- the employee and the employee's spouse or common-law partner, with respect to the death of their biological child, stepchild, adopted child or legal ward,\n- the employee or the employee's spouse or common-law partner, with respect to the death of other members of the employee's immediate family, or\n- another dependant taking the place of the spouse or common law partner if the spouse or common law partner does not accompany the employee, or the employee does not accompany the spouse or common law partner.\nNotes:\n- Refer to subsections 3.11.1, 3.11.3 and section 3.12 for provisions relating to travel time and transportation delays. See Appendix O for examples.\n- Reimbursement of expenses related to Compassionate or Bereavement Travel applies to the actual day(s) of travel from the headquarters to the point of departure or location of family member and from the location of family member or point of departure back to the headquarters.\n3.5 Vacation Travel Assistance (VTA)\n3.5.1 The Treasury Board of Canada Secretariat will publish the amount of the VTA for each isolated post in the spring of each fiscal year on a date agreed to by the Isolated Posts and Government Housing Committee (IPGHC). In addition, for those isolated posts with an EA classification of 4 or 5, on a date agreed to by the IPGHC, a second VTA will be published and paid out in the fall of each fiscal year. These rates are separate and distinct and cannot be combined. Treasury Board of Canada Secretariat will notify departments of the rates.\n3.5.2 The VTA payments shall be limited to:\n- once in each fiscal year for the employee whose headquarters has an EA classification of 1, 2 or 3,\n- twice in each fiscal year for the employee whose headquarters has an EA classification of 4 or 5,\n- where the employee arrives on or after October 1, once in that fiscal year in which at a headquarters having an EA classification of 4 or 5, or\n- where the employee is expected to terminate the assignment on or before September 30, once in that fiscal year if the headquarters has an EA classification of 4 or 5.\n3.5.3 The maximum number of VTA payments that can be received in a fiscal year is two (2). VTA is fixed on a per person basis and applies to the employee and applicable dependants over the age of 2.\n3.5.4 Employees must apply for VTA in writing.\n3.5.5 Employees may choose to request one VTA (regardless of the classification level of their isolated post) for persons who would qualify under the definition of dependant if they were not attending a post-secondary educational institution on a full-time basis away from the headquarters, once in each fiscal year to proceed from and return to the headquarters.\n3.5.6 For purposes of VTA, when at least one dependant of the employee is also an employee and lives with them at their headquarters residence, one of them shall be deemed to be an employee and the other to be a dependant.\n3.6 VTA Qualification Period\n3.6.1 Employees who have been reimbursed relocation expenses pursuant to Part IV of this directive and have moved from a non-isolated location to an isolated post must wait three months from the date of their relocation to the post to qualify for VTA.\n3.6.2 Local hires initially appointed to a position at the post must also wait three months from the date of their appointment to qualify for the VTA.\n3.6.3 Employees who have been reimbursed relocation expenses pursuant to Part IV of this directive and have moved from one isolated post to another isolated post are not subject to the three-month waiting period.\nNote: Employees who resign from the Public Service in a fiscal year for which they have received any benefits pursuant to section 3.5 may be subject to recovery action. Refer to section 3.8 for complete details.\n3.7 Vacation Travel Assistance Entitlement\n3.7.1 Employees working at headquarters that have airports will be paid an amount equivalent to the return full fare economy class airfare between the headquarters and the point of departure. The payment will include the Goods and Services Tax (GST) and provincial or territorial sales tax, as applicable. The payment excludes airport fees, departure taxes, NAVCAN surcharges, travel agent fees, and other miscellaneous fees.\n3.7.2 Where the airline whose rates are being used for VTA offers a percentage discount of the full fare economy class airfare on the basis of the age of a child, this rate will be used for the VTA for the child. Child rates for the purposes of VTA apply to children aged 2 through 12. Children under age 2 receive the child VTA rate upon proof of airfare ticket purchase.\n3.7.3 Employees working at headquarters that do not have airports will be paid:\n- the VTA equivalent to a return full fare economy class airfare between the nearest airport and the point of departure, and the return lower kilometric rate for the driving distance between the headquarters and the nearest airport, or\n- the return lower kilometric rate for the driving distance between the headquarters and the point of departure, where the most practical and direct means of reaching the point of departure is by road.\n3.7.4 Where there is no airport at the headquarters and the distance between the headquarters and the nearest airport or between the headquarters and the point of departure is 250 km or more, the employee and dependant(s) will each receive $100 for miscellaneous expenses each way.\n3.7.5 There is no requirement to travel, or take leave, or lieu time off to receive the VTA payment. VTA is payable to the employee, for the employee and each applicable dependant, subject to subsections 3.5.2 and 3.7.2.\n3.8 Recovery of Vacation Travel Assistance (VTA)\n3.8.1 No recovery will be made when employees cease to be employees by reason of their retirement, disability, a work force adjustment or termination for reasons other than breaches of discipline or misconduct.\n3.8.2 Subject to this section, when employees, except those referred to in sections 5.2 and 5.11, resign from the Public Service or permanently relocate out of the isolated post to a location not listed in Appendices A or G, having received any benefits pursuant to section 3.5 within the preceding three months (if the headquarters has an environment classification of 4 or 5) or within the preceding five months (if the headquarters has an environment classification of 1, 2 or 3) the amount of these benefits shall be:\n- deducted from the amount that would have been paid pursuant to Part V, or\n- considered a debt owing the Government when there are insufficient funds payable pursuant to this part or employees are not eligible to any benefits of this part.\n3.8.3 When the headquarters has an environment classification of 4 or 5, the amount of the benefits recoverable shall be pro-rated as follows:\nDeparture # of VTA payments Recovery Apr. 1 to Sept. 30 1 A Apr. 1 to Sept. 30 2 A plus 2 nd payment Oct. 1 to Mar. 31 1 Nil Oct. 1 to Mar. 31 2 B\nA means (Number of incomplete months of service between April 1 and September 30) X 1 st payment ÷ 6.\nB means (Number of incomplete months of service between October 1 and March 31) X 2 nd payment ÷ 6.\nPayment(s) ( paiement(s) ) means the benefits of section 3.5 received within three months preceding the date of resignation.\nIncomplete months of service ( mois de service incomplets ) means calendar months in which the employee did not earn at least 10 days' pay.\n3.8.4 When the headquarters has an environment classification level of 1, 2 or 3, the amount of benefits recoverable shall be pro-rated as follows:\n(Number of incomplete months of service in the fiscal year) X payment ÷ 12.\nPayment(s) ( paiement(s) ) means the benefits of section 3.5 received within five months of the date of resignation.\nIncomplete months of service ( mois de service incomplets ) means calendar months in which the employee did not earn at least 10 days' pay.\nNote: Subject to subsection 3.8.1, the provisions of this section shall apply to all employees, including local hires, whether or not they relocate from the isolated post.\n3.9 Part-time and Seasonal Employment\n3.9.1 Subject to the Application section of this directive, part-time and seasonal employees shall be entitled to the benefits of section 3.6, in the same proportion as their total annual hours of work compared to the total annual hours of work of a full-time employee occupying a position at the same occupational group and level (prorating).\n3.10 Adoption of a Child\n3.10.1 When an employee adopts a child and must travel from the headquarters to accept physical custody of that child, the deputy head shall reimburse, to the employee, the transportation and travelling costs incurred by\n- the employee and spouse or common-law partner, for the journey between the headquarters and the location of the child, and\n- the employee, spouse or common-law partner and child, for the return journey,\nin an amount not to exceed the cost that would have been incurred had the journey been made to the point of departure and return by the mode(s) of transportation used by the employee.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-19", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Leave", "marginal_note": "Leave", "part": "Part III - Expenses and Leave", "division": "", "heading": "", "text": "3.11 Travel Associated with Leave with Pay\n3.11.1 Once per fiscal year, for headquarters with an EA classification of 1, 2, or 3, or twice per fiscal year for headquarters with an EA classification of 4 or 5, when employees travel from their headquarters for vacation purposes, they shall be granted time off with pay, in lieu of being required to travel on a working day or on a day of rest, for a period that is the lesser of:\n- two days, or\n- the actual and reasonable time required to travel from headquarters to the point of departure or destination (if less), and return.\n3.11.2 Employees claiming time off with pay for vacation travel shall submit a request for vacation or other paid leave, for a period that is contiguous to the period of time off with pay being claimed. Employees must satisfy the deputy head that travel will take or has taken place.\n3.11.3 When employees are reimbursed transportation or travel expenses pursuant to sections 3.2, 3.3 or 3.4, and the travel time granted pursuant to an appropriate governing authority is insufficient for them to travel to the point of departure and return, they shall be granted leave with pay for a period that is the lesser of:\n- two days, or\n- the actual and reasonable time required to travel from headquarters to the point of departure and return.\n3.11.4 If regular flight schedules do not allow for an employee to reach the point of departure without an overnight stopover, the employee may be granted up to 3 days leave with pay.\n3.12 Transportation Delays\n3.12.1 On each occasion that employees are granted the benefits of section 3.11, deputy heads shall, if they are satisfied that the time required to travel was prolonged by reason of transportation delays beyond the control of those employees, grant up to five additional days of leave with pay.\n3.12.2 Deputy heads may, if they are satisfied that leave in excess of the leave granted pursuant to this section was required for the reason described in this section, grant additional leave with pay.\n3.12.3 When employees are granted benefits pursuant to this section, deputy heads shall authorize the reimbursement of transportation and travelling expenses incurred by employees and their dependants, if they are satisfied that the commercial carrier does not pay these expenses in those circumstances. Receipts are required for all expenses (including meals) except for incidental expenses.\n3.13 Elective Medical or Dental Treatment\n3.13.1 If employees or any of their dependants must travel from their headquarters to another location to obtain elective medical or dental treatment that is not available at their headquarters, they shall be granted, during a fiscal year, a maximum of 3 additional days of leave with pay for the actual time that is required to travel and obtain the treatment.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-20", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Part IV - Relocation to an Isolated Post", "marginal_note": "Part IV - Relocation to an Isolated Post", "part": "", "division": "", "heading": "", "text": "Employees authorized to relocate under the NJC Relocation Directive or the Royal Canadian Mounted Police (RCMP) Relocation Directive to or from isolated post headquarters will be governed by the applicable relocation directive and subject to the restrictions and provisions of this part. In the event that there is a discrepancy between the relocation directive and the Isolated Posts and Government Housing Directive (IPGHD), the IPGHD will take precedence.\n4.1 Conditions\n4.1.1 For the purposes of this part, family members who are permanently residing with employees, but who are precluded from qualifying as dependants under the Income Tax Act because they receive pensions, shall be deemed to be dependants.\n4.2 Occupational Health Evaluation Prior to Relocation to an Isolated Post\n4.2.1 The employer must ensure through preventive services that employees and their dependants are medically fit prior to relocating to an isolated post. Before someone can be assigned to an isolated post, an Occupational Health Evaluation for isolated posts must be carried out for that person and any dependant to determine their medical, physical, dental and psychological fitness to live at the isolated post.\n4.2.2 Departments will provide Health Canada with the names of employees proposed for relocation to isolated posts and with the proposed posting schedule.\n4.2.3 Employees proposed for relocation to an isolated post, and their dependants, if any, will complete a confidential form and submit it to Health Canada.\n4.2.4 Health Canada will review the confidential form(s) completed by employees and prospective employees to determine whether any further evaluations are required.\n4.2.5 If Health Canada determines that additional health details are required, the employee will be informed they are responsible to obtain this information, and the department will be responsible for any costs.\n4.2.6 Health Canada will provide a report to the deputy head and advise whether the employee and dependant(s) are medically fit for relocation to an isolated post.\n4.2.7 Where Health Canada identifies concerns in meeting the health requirements specified in the Occupational Health Evaluation Guide, and the individual continues not to fully meet these requirements upon further medical testing, if done, the employing department will make every effort, up to the point of undue hardship, to accommodate the individual.\n4.2.8 The final report to the employing department shall not contain confidential medical information. Confidential medical information from the Occupational Health Evaluation is available to the prospective employee and employee under the Privacy Act or may be obtained informally by the employee from Health Canada.\n4.2.9 The deputy head shall authorize the payment of the medical examination under this part.\n4.3 Furnished Accommodation – Weight Limitations\n4.3.1 Subject to this section, when furnished accommodation is provided, the amount of the relocation expenses on the move into or out of the headquarters, attributable to the transportation of the household and personal effects of employees and their dependants, shall not exceed the lesser of:\n- the amount actually incurred for that transportation, and\n- the amount that would have been incurred if the aggregate of the maximum weights of those household and personal effects, including containers, did not exceed 900 kg in respect of the employee, plus 900 kg in respect of their first dependant, plus 225 kg in respect of each additional dependant.\n4.3.2 The deputy head may reduce the weight of the household and personal effects that may be transported at public expense when:\n- similar furniture or appliances are part of the furnishings of the accommodation, or\n- aircraft is the most practical and economical means of transportation.\n4.3.3 The weight limitations referred to in this section shall be increased by:\n- 15 per cent if the shipment is by air or road,\n- 25 per cent if the shipment is by rail, or\n- 30 per cent if the shipment is by watercraft.\n4.3.4 When employees transfer from one isolated post to another, the deputy head may authorize reimbursement for the transportation of household and personal effects that exceed the weight limits.\n4.3.5 When the deputy head is satisfied that, through no fault of the employees, their household and personal effects authorized for shipment at government expense exceed the weight limits, the additional costs incurred in transporting their household and personal effects may be authorized.\n4.3.6 The weight of objects used for disability-related needs (such as motorized wheelchair, etc.), shall not be considered as part of the weight of the employee's household and personal effects for the purposes of the weight limitations.\n4.3.7 Shipment of Automobiles or Recreational Vehicles : When the shipment of automobiles or recreational vehicles, such as snowmobiles, boats, motorcycles, etc., is authorized pursuant to the NJC or RCMP Relocation Directive, the weight of these items shall not be considered as part of the weight of the employee's household and personal effects for the purposes of the weight limitations.\n4.3.8 The deputy head should use discretion when authorizing the shipment of private motor vehicles. The shipment should be authorized only to locations where there are roads and where employees normally use private motor vehicles. Deputy heads may authorize a short-term rental (maximum four months) of a vehicle (not including insurance or mileage) by an employee awaiting the shipment of their private motor vehicle if the cost of said rental is less than the cost of immediate shipment.\n4.3.9 Employees wishing to ship into their headquarters vehicles purchased after their relocation to that location shall do so at their own expense.\n4.3.10 Upon the employee's relocation out of the isolated post, a vehicle shipped in at the employee's expense will be shipped out at the employer's expense, provided the isolated post the employee is leaving is one to which vehicles are normally shipped as per subsection 4.3.8 of this directive.\n4.3.11 When employees are transferred from one isolated post to another, they are entitled to be reimbursed for the costs incurred in receiving some or all of the household and personal effects and private motor vehicles that may have been placed in storage pursuant to section 4.4. If they will be occupying furnished accommodation, the combined weight of the furniture and effects being shipped from the place of storage and the former isolated post will be subject to the conditions outlined in section 4.4.\n4.4 Furnished Accommodation - Storage of Effects\n4.4.1 Section 4.4 must be read in combination with the Relocation Directive.\n4.4.2 When, by reason only of the limits referred to in section 4.3, any part of the household and personal effects of employees are not transported to their headquarters and deputy heads are satisfied that it is necessary to store those effects, they shall arrange for and authorize the payment of the cost in respect of those household and personal effects, of:\n- packing and crating,\n- transportation to the nearest adequate storage facilities,\n- storage charges,\n- insurance,\n- transportation from the place of storage to the place of duty or the point of origin of that employee, and\n- unpacking and uncrating.\n4.4.3 The deputy head shall, upon receipt of evidence of storage payment, authorize the reimbursement to employees of storage costs incurred for up to two private motor vehicles that they own at the time of assignment, or replacements for vehicles placed in storage at the time of assignment, in accordance with the NJC Relocation Directive, when employees are assigned to headquarters where:\n- employees at the headquarters do not normally use private motor vehicles, and\n- the employer does not ship vehicles.\n4.4.4 Notwithstanding subsection 11.8.3 of the NJC Relocation Directive, the authority for payment of the costs referred to in this section shall end on the expiration of:\n- the month in which employees should have taken possession of their goods, or\n- the third month after the termination of employment.\n4.4.5 Deputy heads shall, not later than five years after the household and personal effects were placed in storage pursuant to this section, review the matter and may authorize payment of the costs of the continuation of the storage, or the shipment of the household and personal effects to the employee.\n4.5 Delay of Dependant's Relocation\n4.5.1 Subject to deputy head approval of a delay of dependant's relocation, when employees will be occupying fully furnished accommodations, the total of:\n- the weights of the effects that may be transported for the dependant(s), and\n- the weights of all other effects transported pursuant to this part,\nshall not exceed the limits referred to in section 4.3.\n4.6 Delayed Shipment of Household Effects\n4.6.1 Subject to this section, when persons who have not formerly been eligible for the provision of this directive:\n- are assigned to an isolated post for a period of one year or more, and\n- have been reimbursed for the transportation of household and personal effects, the aggregate weight of which is less than the limits referred to in section 4.3, they shall, at any time during the first 12 months of their assignment, be reimbursed for the transportation costs of additional household and personal effects, if the balance of the term of their assignment to that isolated post is for six months or more at the date of shipment of those additional effects.\n4.6.2 The total weight of the effects that are transported, pursuant to this section and section 4.3, shall not exceed the limits referred to in section 4.3.\n4.7 Excess Luggage\n4.7.1 Subject to section 4.3, deputy heads shall direct that employees be reimbursed for the extra charges actually incurred for transporting excess luggage of a weight that is not more than 90 kg when the deputy heads are satisfied that:\n- employees require certain parts of their household and personal effects on the date of their arrival at their headquarters, and\n- those effects will not arrive at their headquarters on or before the date of their arrival there.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-21", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Expenses and Entitlements", "marginal_note": "Expenses and Entitlements", "part": "Part V - Relocation Upon End of Employment", "division": "", "heading": "", "text": "5.1 Application\n5.1.1 A person employed for a specified term or part-time is eligible for the benefits provided in this part when:\n- assigned to an isolated post for a period of three months or more, and\n- required to work more than one-third of the normal working hours of a full-time indeterminate employee of the same occupational group and level.\n5.1.2 Employees who are granted leave without pay for the following reasons shall be eligible for the benefits of this part: illness, injury-on-duty or maternity/parental leave.\n5.1.3 When employees have completed five or more continuous years of service at isolated posts and are relocated out of the isolated post upon the end of employment, the deputy head shall authorize reimbursement for transportation of the household and personal effects that exceed the weight limits, up to a maximum of 450 kg in excess weight.\n5.1.4 The benefits for relocation upon end of employment do not apply to locally hired employees.\n5.2 Retirement, Disability, Workforce Adjustment, Non-Disciplinary Termination\n5.2.1 When employees have completed a period of five or more continuous years of employment at isolated posts, and ceased to be employees by reason of:\n- their retirement under the Public Service Superannuation Act ,\n- termination of employment for reason of medical retirement,\n- a workforce adjustment,\n- termination of employment pursuant to section 12(1)(d) and (e) of the Financial Administration Act , for reasons other than breaches of discipline or misconduct,\nthey shall be reimbursed the relocation expenses referred to in section 5.8, in an amount that does not exceed the amount that would be incurred in relocating to their point of origin.\n5.3 Resignation (less than one year)\n5.3.1 Employees who resign from the Public Service and who have not completed at least one continuous year of employment at the isolated post or have not completed their specified term of employment (if less than a year), shall not be entitled to relocation, transportation and/or travelling assistance, in respect of themselves and/or their dependants.\n5.4 Resignation (one year or more)\n5.4.1 Employees who resign from the Public Service, having received any benefit pursuant to the NJC Relocation Directive and having completed one or more continuous years of employment at isolated posts, shall be reimbursed the expenses referred to in section 5.8 in an amount that does not exceed the amount that would be incurred in relocating to the point of departure.\n5.5 Completed Specified Period Appointment (less than one year)\n5.5.1 When employees have been reimbursed transportation and/or travelling expenses to an isolated post, and have completed a specified period of appointment of less than one year at an isolated post, they shall be reimbursed the amount of the transportation and travelling expenses they incur in leaving the isolated post for:\n- themselves, if assigned for a period of less than three months, or\n- themselves and their dependants, if assigned for a period of three months or more,\nup to the amount of the expenses that would be incurred if travelling to the point of departure.\n5.6 Completed Specified Period Appointment (one to five years)\n5.6.1 When employees have completed their specified period of appointment of one to five years at an isolated post and have been at their headquarters for more than one year and less than five years, they shall be reimbursed the expenses referred to in section 5.8, in an amount that does not exceed the amount that would have been incurred in relocating to the point of departure.\n5.7 Disciplinary Termination\n5.7.1 Where employment is terminated for disciplinary reasons (pursuant to section 12(1)(c) of the Financial Administration Act ) and the employee has completed at least five continuous years of employment at isolated posts, the employee shall be reimbursed those expenses referred to in section 5.8 up to an amount that would be incurred in relocating to the point of departure.\n5.8 Reimbursement of Expenses\n5.8.1 Subject to this part (see Appendix J), the total of the relocation expenses, in accordance with the NJC Relocation Directive, that may be reimbursed to employees who relocate to a location other than their headquarters or to accommodations at the headquarters as a direct result of being required to vacate government-owned or government-leased accommodations, shall be limited to:\n- the relocation expenses for household and personal effects and private motor vehicles or recreational vehicles, including those that may be in storage pursuant to section 4.4,\n- transportation and travelling expenses for employees and their dependants, and\n- up to six days' interim accommodation, except if the employment ends pursuant to sub-section 5.2, in which case it shall be up to fifteen days of interim accommodation.\n5.8.2 Whenever employees are eligible for reimbursement of expenses under this part they shall, upon request, be granted an accountable advance. The advance should normally be provided before the trip begins. However, when this is not possible, the advance should be given at the first location en route where such payment is feasible.\n5.9 Entitlements of Persons Who are no Longer Dependants\n5.9.1 For the purpose of this part, the following persons shall be deemed dependants:\n- an unmarried person who was a dependant on the date the employee was assigned to the headquarters, and who is permanently residing with the employee, and\n- family members who are permanently residing with the employees but who are precluded from qualifying as dependants under the Income Tax Act because they are in receipt of pensions.\n5.10 Time Limit to Incur Expenses\n5.10.1 Subject to this section, no amount may be paid in respect of expenses that are incurred later than the ninetieth (90 th ) calendar day following termination of employment.\n5.10.2 When transportation for household and personal effects is not available within the 90-day period, expenses may be reimbursed if the effects are transported at the earliest date transportation is available.\n5.10.3 Deputy heads may, under exceptional circumstances, extend the period for a period of up to six months.\n5.10.4 When an employee dies, the time period may be extended for such longer period as the deputy head deems necessary.\n5.10.5 The President of the Treasury Board may, on written application, authorize the payment of amounts that are prohibited by this section.\n5.11 Death of an Employee or Dependant\n5.11.1 Subject to this section, when an employee or their dependant dies, the deputy head shall authorize the reimbursement to those employees or their estates of the expenses incurred in:\n- the preparation of the remains for transportation, other than the cost of embalming or cremation,\n- the extra cost in respect of a container for the remains, if required by the carrier, and\n- the transportation expenses in respect of the remains from the headquarters to the final place of rest in Canada, or to the last place in Canada from which the remains are to be transported to the final place of rest outside Canada.\n5.11.2 When an employee dies and the surviving dependants relocate, they shall be reimbursed the benefits of section 5.8 in an amount that does not exceed the amount that would have been incurred in relocating to their point of origin.\n5.11.3 The weight restrictions specified in subsection 4.4.1 shall be determined as if the relocation occurred immediately before the death of the employee.\n5.11.4 When an employee dies and the surviving dependants travel from the headquarters to attend the funeral, the deputy head shall direct that the transportation and travelling expenses incurred by them in respect of that travel be reimbursed in an amount not to exceed the amount that would have been incurred in travelling to the point of departure and back by the mode(s) of transportation used by them.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-22", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Part VI - Government Housing", "marginal_note": "Part VI - Government Housing", "part": "", "division": "", "heading": "", "text": "6.1 General\n6.1.1 To carry out its responsibilities, the Government of Canada must be able to house employees in all parts of the country. Employees are normally responsible for securing their own accommodation. It is not the intent of the directive to provide government housing to employees who own residential accommodation in the location.\n6.1.2 Government accommodation is only provided where:\n- it is necessary for the delivery of government programs to combine an employee's place of work and residence or for the employee to live at the job location, or\n- no suitable living accommodation is available in the vicinity.\n6.1.3 It is the policy of the government that occupants of government housing be accorded treatment equivalent to that accorded to persons renting similar accommodation from private or commercial sources. Rents for government housing must be fair and equitable and be based on the following principles:\n- they should not form part of an employee's compensation, and\n- they should reflect any factors which affect the quiet enjoyment or the privacy of the occupant and thus the value of the accommodation.\n6.2 Priorities\n6.2.1 Where government housing is provided, subject to the criteria in the application section, departments shall maintain a priority list and allocate suitably sized vacant units in accordance with the following descending order of priorities:\n- employees, residing in government housing, requesting to move to a more suitable unit in the same pool as a result of changing household size, medical or other compelling reasons,\n- employees moving to the location and having no permanent accommodation at the location,\n- employees not residing in government housing at that location but having inadequate accommodation, requesting to move by reason of changing family circumstances, loss of previous accommodation or other reasons based on personal need, and\n- local residents, housing associations or organizations (these are charged the government lease rate and utilities for the unit on a month-to-month basis).\n6.3 Rent\n6.3.1 The rent to be paid for a unit will be calculated as follows:\nBase shelter value (as provided by the contracted service provider) or phased in BSV (for units not yet at market rent)\nLESS\nadjustments and/or special reductions (per Sections 6.7 and 6.8, as applicable) = SHELTER CHARGE\nPLUS\nfuel and utilities charges (per Section 6.14, as applicable) = RENT\n6.3.2 Employee couples – spouses or common-law partners : For purposes of this section, when spouses or common-law partners are both federal employees, they shall sign and remit, to the employing department(s), a joint declaration indicating which of the two shall be charged the rent.\n6.4 Allocation of Accommodation\n6.4.1 Housing Norm : When providing government housing, departments shall allocate appropriate size dwellings on the premise of one bedroom for each household member, where available.\n6.4.2 Departments have the responsibility of ensuring that the initial assignment of accommodation is appropriate. Employees will be given accommodation options, where practicable, on a first-come, first-served basis.\n6.4.3 An employee residing in government housing who later requests and is provided with a different unit at the same location, will be responsible for the resulting costs.\n6.4.4 Should the employer require that the employee move, the employing department shall absorb the relocation costs (including the move of household goods and effects, interim accommodation, meals and incidentals). Receipts are required for all expenses including meals, except incidental expenses. Full rent will continue to accrue until the move takes place.\n6.5 Occupancy Agreement\n6.5.1 No formal landlord-tenant relationship exists between the government and employee-occupants of government-provided accommodation. However, departments and occupants will sign occupancy agreements so that mutual responsibilities are clearly understood. Appendix L provides a sample generic occupancy agreement and related terms and conditions. Departments are encouraged to utilize this document to ensure the uniform treatment of occupants. Additional clauses may be appended to these terms and conditions to reflect particular local requirements.\n6.5.2 The Occupancy Agreement for Government Housing (Appendix L) shall apply equally to each occupant of the shared, self-contained accommodation.\n6.5.3 Requirements for sharing should form part of the generic agreement for employee occupancy of government-provided accommodation, e.g. attachments to the agreement, in order to clarify responsibilities of individual occupants.\n6.6 Base Shelter Value (BSV)\n6.6.1 BSVs of self-contained accommodation are determined utilizing processes and analysis as may be necessary to ensure BSVs are fair and equitable throughout Canada:\n- where a market can be identified locally, dwellings of similar size, type and condition, or\n- where no viable market exists, dwellings of similar size, type and condition in the nearest location where a viable market exists, with appropriate local adjustments.\n6.7 Rental Charge Adjustments\n6.7.1 Employee Without Dependants: Where an employee without dependants is allocated a unit larger than the housing norm, the rent shall be 60% of shelter charge and utilities (full rent) for that dwelling. If a one-bedroom unit is available and the employee requests a larger unit, the full rent will be paid for that larger dwelling.\n6.7.2 Employee With Dependants: There will be no adjustment when an employee with one or more dependants is assigned a unit that is smaller or larger than the housing norm.\n6.7.3 Shared Self-contained Accommodation: It is not the intent of this provision to require an employee and dependant(s) to share self-contained accommodation with another employee.\n6.7.4 For purposes of this section, when the employer requires two or more employees, who would normally live separately to share accommodation, their individual share of the BSV and utilities charges shall be prorated by the number of employee occupants (i.e. 2 employees - each share is 50% of total for unit; 3 employees - each share is 33.3% of total for unit).\n6.7.5 When an employee without dependants shares self-contained accommodation with another employee, the reduction referred to in subsection 6.7.1 shall not apply.\n6.7.6 Loss of Privacy and Quiet Enjoyment: Departments shall apply a \"Loss of Privacy and Quiet Enjoyment\" adjustment when warranted. The adjustments for varying types and frequencies of intrusions are outlined in the following table. The maximum adjustment shall not exceed 50% of the BSV or phased-in BSV.\nIntrusion Type Frequency High Moderate Low Availability to the Public 30% 20% 10% Public Use of Living Facilities 20% 13% 6% Offensive Noise 20% 13% 6%\nFrequency: The frequency of the occurrence of the intrusion should be judged as follows:\n- high: on average, more than twice per week\n- moderate: on average, more than twice per month\n- low: on average, less than twice per week or month.\n6.8 Special Reductions - Maintenance Problems\n6.8.1 The shelter charge determined in the preceding sections may only be further reduced in the following circumstances:\n- All parties will make every effort to correct problems as soon as possible. Where serious maintenance problems are not corrected within 30 days, the department may suspend all or part of the rent charge until the problems are corrected,\n- The reduction of the shelter charge for maintenance problems should only be temporary and should only be made where damage to the accommodation was no fault of the occupant. For example, disruption of normal services, breakdown in sewer and water facilities, leaks, serious health and safety concerns, etc.\n6.9 Rental Charges Ceiling\n6.9.1 Provincial/territorial rent control legislation does not apply to the federal government. However, where the rent charge exceeds 25% of gross household income, the employee may apply to the department to have the rate reduced to this value. This application must be made within 20 working days of receipt of notification of the rental charge and must include the necessary details to substantiate the household income. Such request shall not be unreasonably denied.\n6.9.2 This provision applies only in locations where no public housing is immediately available.\n6.9.3 The actual household income data on the date of application shall be used and retroactive salary increases thereafter shall be ignored, until the next annual rent review.\n6.10 Furnishings\n6.10.1 Self-contained living accommodation is provided with furniture where it is cost-beneficial to the Crown. This should take into account the cost of moving an employee's furniture in and out of the location as compared to the cost of providing and maintaining the furniture at the posted location and paying the cost of storing the employee's furniture and effects. No additional charge will be imposed to the tenant for furnished living accommodation.\n6.11 Residential Standards\n6.11.1 The Crown must provide and maintain residential property in a state of repair that:\n- complies with health, safety and housing standards, and\n- having regard to the age, character and location of the rental unit, makes it suitable for occupancy.\n6.11.2 Departments shall maintain existing government housing units to conform to the National Building Code of Canada .\n6.12 Annual Review\n6.12.1 Rental charges for government housing shall be reviewed and adjusted annually. The normal date for implementation of revised charges will be August 1 of each year.\n6.12.2 Occupants shall be given three months notice of any change in rent as the result of the annual review and such changes shall not be applied retroactively. To meet the August 1 implementation date, occupants must be advised in writing no later than April 30 th .\n6.12.3 Occupants shall be given a three months' notice of any increase for reasons other than the annual review, and such changes shall not be applied retroactively. Decreases in charges for these reasons will be effective the day the occupant is so advised. All overpayments by the occupants will be adjusted retroactively to the date of error/change.\n6.13 Residential Parking\n6.13.1 Where covered residential parking (garage or carport) forms part of a single-family dwelling (detached, semi-detached or row house) and is located on the property, the charge for this facility will be included in the BSV. Where parking is provided separately (i.e. off the property) or is for occupants of apartments, a separate charge will be imposed, determined by the contracted service provider.\n6.14 Fuel and Utility Charges\n6.14.1 To the extent practicable, government housing shall be individually metered for utilities (heat, electricity and water) with the occupant paying consumption charges directly to the supplier (see Section 1.9). When it is not feasible to individually meter government-owned self-contained living accommodation, the Government of Canada is the supplier.\n6.14.2 The occupant will be charged for utilities on the basis of living space at $1.6548 per m 2 multiplied by the Consumer Price Index (CPI 2002 = 100) for utilities as established by Statistics Canada for January of each year.\n6.14.3 Where all of the utilities are not provided, the charge to the occupant shall be a percentage of the amount calculated as follows:\n- 50 per cent for fuel,\n- 40 per cent for electricity, and\n- 10 per cent for water.\n(See Appendix O for examples.)\n6.14.4 Where government-owned living accommodation is not individually metered:\n- the department will pay to the supplier the actual costs incurred for utilities, and\n- will charge the occupant the formula rate indicated above.\n6.14.5 This practice will continue until the units have been adequately retrofitted. Nevertheless, the occupant is responsible for ensuring that consumption is kept to a minimum consistent with environmental conditions and normal comfort levels.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-23", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Appendix A – Classification of Isolated Posts", "marginal_note": "Appendix A – Classification of Isolated Posts", "part": "", "division": "", "heading": "", "text": "October 1, 2025\nPost Environment Allowance Living Cost Differential Fuel & Utilities Differential Ahousat, BC 3 1 — Aklavik, NT 4 10 30 Alert, NU 5 — — Alert Bay, BC 2 3 — Anahim Lake, BC (includes Anahim Lake I.S. no 799) 2 1 1* (2024/10/01) Arctic Bay/Ikpiarjuk, NU 5 16 19* (2024/10/01) Arviat, NU 4 7 30 Assumption, AB (see Hay Lake Reserve) Atlin, BC 2 1 15* (2024/10/01) Attawapiskat, ON 3 11 30 Baie Verte, NL 2 1 — Baker Lake/Qamanit'uag, NU 4 8 30 Bearskin, ON 4 14 — Beauval, SK 2 1 21 (2024/10/01) Beaver Creek Mile 1202, YT 3 3 16* (2024/10/01) Behchokò, NT 3 3 30 Belcher Islands, NU (see Sanikiluaq) Bella Bella, BC (includes Bella Bella I.S. no 802) 3 3 — Bella Coola, BC (includes Hagensborg) 2 0 — Berens River, MB 2 7 9 (2024/10/01) Big Trout Lake, ON 4 12 25 (2024/10/01) Black Lake, SK 3 9 30 (2024/10/01) Blanc Sablon, QC 3 3 0 Bloodvein I.S. No. 504, MB 3 — 9 (2024/10/01) Brig Bay, NL 3 — 5* (2024/10/01) Brochet, MB 4 8 30 Broughton Island, NU (see Qikiqtarjuaq) Buffalo Narrows, SK 2 2 21 (2024/10/01) Burgeo, NL 1 — — Burin, NL 1 — — Burnt Islands, NL 2 — — Cambridge Bay/Iqaluktuuttiaq, NU 5 10 30 Carcross, YT (includes Tagish) 2 0 11* (2024/10/01) Carmacks, YT 2 1 14* (2024/10/01) Cartwright, NL 4 4 13* (2024/10/01) Cat Lake, ON 3 13 — Channel Port aux Basques, NL 1 — — Charlottetown, NL 4 0 13* (2024/10/01) Chemawawin, MB (includes Easterville) 3 1 9 (2024/10/01) Chisasibi, QC 3 3 0 Churchill, MB 4 8 16 (2024/10/01) Clyde River/Kangiqtugaapik, NU 5 16 18* (2024/10/01) Conne River, NL 3 1 — Coral Harbour/Salliq, NU 4 14 30 Cow Head, NL 3 — — Cranberry Portage, MB 3 — 10 (2024/10/01) Cross Lake, MB 3 — 10 (2024/10/01) Cumberland House, SK 2 2 24 (2024/10/01) Daajing Giids, BC (formerly Queen Charlotte) 3 3 — Dawson, YT 3 4 16* (2024/10/01) Dease Lake, BC 2 4 9* (2024/10/01) Deer Lake, ON 3 14 22 (2024/10/01) Deline, NT 4 13 30 Deschambault Lake, SK 2 2 — Eabametoong/Fort Hope, ON 3 10 — Easterville, MB (see Chemawawin) — Ethelbert, MB 2 — 7 (2024/10/01) Faro, YT 3 2 14* (2024/10/01) Fermont, QC 3 2 1* (2024/10/01) Flin Flon, MB/Creighton, SK 1 0 12 (2024/10/01) Flowers Cove, St. Barbe District, NL 3 — 6* (2024/10/01) Fogo Island, NL 2 1 — Fond du Lac, SK 3 11 30 (2024/10/01) Fort Albany, ON 4 10 21 (2024/10/01) Fort Chipewyan, AB 3 7 30 Fort Frances, ON 1 3 0 Fort Good Hope, NT 4 13 30 Fort Liard, NT 3 4 30 Fort McPherson, NT 4 10 30 Fort Nelson, BC 1 2 0 Fort Providence, NT 3 5 30 Fort Resolution, NT 3 8 30 Fort Severn, ON 4 16 — Fort Simpson, NT 3 6 30 Fort Smith, NT 2 4 30 Fort Vermilion, AB 2 1 8 (2024/10/01) Forteau, NL 3 1 13* (2024/10/01) Fox Lake Reserve, AB 3 4 23 Fraser, BC 3 2 — Garden Hill, I.S., Island Lake, MB 3 3 10 (2024/10/01) Garden River (Garden Creek), AB 3 2 17 (2024/10/01) Gillam, MB 4 1 14 (2024/10/01) Gjoa Haven/Uqsuquqtuuq, NU 5 12 30 God's Lake Narrows, MB 4 7 10 (2024/10/01) God's River, MB 4 7 9 (2024/10/01) Goose Bay/Happy Valley, NL 3 1 — Grand Bank, NL (includes Fortune) 1 0 2* (2024/10/01) Grand Rapids, MB 3 1 9 (2024/10/01) Green Lake, SK 3 — 21 (2024/10/01) Grise Fiord/Aujuittuq, NU 5 16 20* (2024/10/01) Haines Junction, YT 2 1 13* (2024/10/01) Harbour Breton, NL 2 — — Harrington Harbour, QC 4 3 — Hartley Bay/Kulkayu, BC 3 3 — Havre St. Pierre, QC 2 1 — Hay Lake Reserve, AB (includes Assumption) 3 2 6 (2024/10/01) Hay River (Enterprise), NT 2 3 30 Head of Bay d'Espoir, NL 2 1 — Hermitage, NL 2 — — High Level, AB 2 1 9 (2024/10/01) Hopedale, NL 4 7 15* (2024/10/01) Hudson Bay, SK 2 — 0 Igloolik, NU 5 12 18* (2024/10/01) Igluligaarjuk/Chesterfield Inlet, NU 5 12 30 Île-à-la-Crosse, SK 2 2 20 (2024/10/01) Îles de la Madeleine, QC (includes Cap-aux-Meules, L'Étang du Nord, Fatima, Havre Aubert, Havre aux Maisons, Île d'Entrée) 1 0 — Inuvik, NT 4 7 30 Iqaluit, NU 4 11 15* (2024/10/01) John d'Or Prairie Reserve, AB 3 2 17 (2024/10/01) Kangiqsujuaq, QC 4 11 12* (2024/10/01) Kasabonika, ON 4 13 — Kashechewan Indian Reserve, ON 4 12 30 Kee-Way-Win Indian Reserve, ON 4 16 23 (2024/10/01) Kegaska, QC 3 2 — Kimmirut, NU 5 12 16* (2024/10/01) Kinngait/Cape Dorset, NU 4 12 15* (2024/10/01) Kugaaruk, NU 5 15 18* (2024/10/01) Kugluktuk/Qurluqtuq, NU 4 11 30 Kuujjuaq, QC 4 11 14* (2024/10/01) L'Anse-aux-Meadows, NL 4 — 5* (2024/10/01) La Loche, SK 2 4 19 (2024/10/01) La Ronge, SK 1 1 0 Labrador City, NL 3 2 — Lac Brochet, MB 4 8 30 Lansdowne House, ON 3 14 24 (2024/10/01) Leaf Rapids, MB 4 — 13 (2024/10/01) Little Gold, YT 4 4 — Little Grand Rapids Reserve, MB 3 7 9 (2024/10/01) Lutselk'e, NT 4 9 30 Lynn Lake, MB 4 2 13 (2024/10/01) Makkovik, NL 4 7 13* (2024/10/01) Mary's Harbour, NL 4 0 13* (2024/10/01) Masset, BC 3 2 — Mayo, YT 3 3 14* (2024/10/01) Mistissini, QC 2 — — Moose Lake, MB 3 1 10 (2024/10/01) Muskrat Dam Indian Reserve, ON 4 12 25 (2024/10/01) Nahanni Butte, NT 4 7 30 Nain, NL 4 7 15* (2024/10/01) Natuashish, NL 4 7 15* (2024/10/01) Naujaat, NU 5 12 20 New Osnaburgh, ON (includes Pickle Lake) 3 4 25 (2024/10/01) New Richmond, QC (includes New Richmond Station) 2 — — New-Wes-Valley, NL 2 1 — Norman Wells, NT 4 10 30 North Spirit Lake Indian Reserve, ON 3 14 23 (2024/10/01) North West River, NL (includes Sheshashiu) 4 1 0 Norway House, MB 3 0 10 (2024/10/01) Ogoki, ON 4 10 — Old Crow, YT 4 13 30 Oxford House/Bunibonibee, MB 3 5 10 (2024/10/01) Pangnirtung/Pangnituuq, NU 4 16 16* (2024/10/01) Pauingassi, I.S., MB 3 7 9 (2024/10/01) Paulatuk, NT 5 16 30 Peawanuck, ON 4 16 25 (2024/10/01) Pelee Island, ON 3 1 — Pelican Narrows, SK 2 2 30 (2024/10/01) Pelly Crossing, YT 3 2 14* (2024/10/01) Pierceland, SK 2 1 0 Pikangikum, ON 3 14 22 (2024/10/01) Pinehouse, SK 2 1 28 (2024/10/01) Pleasant Camp, BC 3 4 — Pond Inlet/Mittimatalik, NU 5 13 19* (2024/10/01) Poplar Hill Indian Reserve, ON 3 14 19 Poplar River Reserve, Negginan, MB 3 7 9 (2024/10/01) Port Alice, BC 2 1 — Port aux Choix, NL 3 — 5* (2024/10/01) Port Hardy, BC 1 — — Port Hope Simpson, NL 4 0 13* (2024/10/01) Port McNeill, BC 1 — — Port Saunders, NL 3 — — Postville, NL 4 7 13* (2024/10/01) Pukatawagan, MB 3 5 11 (2024/10/01) Qikiqtarjuaq, NU 5 16 17* (2024/10/01) Queen Charlotte, BC (see Daajing Giids) Rainy River, ON 2 4 — Rankin Inlet/Kangiqiniq, NU 4 8 16* (2024/10/01) Red Bay, NL 4 2 11* (2024/10/01) Red Earth Creek, AB 2 0 16* (2024/10/01) Red Sucker Lake, MB 4 6 10 (2024/10/01) Resolute/Qausuittuq, NU 5 16 20* (2024/10/01) Rigolet/Kikiak, NL 4 4 12* (2024/10/01) Roddickton, NL 3 — 5* (2024/10/01) Ross River, YT 3 4 13* (2024/10/01) Sachigo Lake, ON 4 12 25 (2024/10/01) Sachs Harbour, NT 5 16 30 St. Anthony, NL (includes St. Anthony East) 3 — 5* (2024/10/01) St. Lewis, NL 4 0 13* (2024/10/01) St. Theresa Point, MB 3 3 10 (2024/10/01) Salluit, QC 4 11 12* (2024/10/01) Sandspit, BC 3 4 — Sandy Bay, SK 3 2 30 (2024/10/01) Sandy Lake, ON 3 14 24 (2024/10/01) Sanikiluaq, NU 4 13 12* (2024/10/01) Sanirajak/Hall Beach, NU 5 12 18* (2024/10/01) Shamattawa, MB 4 6 30 Shoal Lake, SK 2 — 17 (2024/10/01) Shoal River/Pelican Rapids, MB 2 1 9 (2024/10/01) Sioux Lookout, ON 1 4 18 (2024/10/01) Snow Lake, MB 3 2 10 (2024/10/01) South Indian Lake, MB 4 4 — Southend, Reindeer Lake, SK 3 2 — Stanley Mission, SK 2 1 25 (2024/10/01) Stewart, BC 2 0 0 Stony Rapids, SK 3 9 30 (2024/10/01) Summer Beaver, ON 4 12 25 (2024/10/01) Swan River, MB 2 — 7 (2024/10/01) Tadoule Lake, MB 4 8 30 Takla Landing, BC 2 4 — Taloyoak, NU 5 14 30 Telegraph Creek, BC 2 4 1* (2024/10/01) Teslin, YT 2 1 12* (2024/10/01) Tikirarjuak/Whale Cove, NU 5 13 30 Tsay Keh, BC 3 4 10* (2024/10/01) Tuktoyaktuk, NT 5 10 30 Tulit'a, NT 4 12 30 Ulukhaktok, NT 5 16 30 Wabasca-Desmarais, AB 2 0 5 (2024/10/01) Wabush, NL 3 2 — Wasagamack, MB 4 3 10 (2024/10/01) Waterhen Lake, SK 2 1 — Watson Lake, YT 2 2 14* (2024/10/01) Weagamow Lake, ON 4 11 21 Webequie, ON 4 13 25 (2024/10/01) West St. Modeste, NL 3 1 13* (2024/10/01) Wha Ti, NT 4 8 30 Whitehorse, YT 1 — 12* (2024/10/01) Winnipegosis, MB 2 — 7 (2024/10/01) Wollaston Lake, SK 4 6 — Yellowknife, NT 1 2 30 York Landing, MB 4 7 14 (2024/10/01)\n* Employee must be notified in writing.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-24", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Appendix B – Environment Allowance", "marginal_note": "Appendix B – Environment Allowance", "part": "", "division": "", "heading": "", "text": "Effective Date: August 1, 2025\nSalaried Employees Hourly Rate (based on a 40hr/week) Hourly Rate (based on a 37.5hr/week) Classification of Post for Environment Allowance Employee With Dependants $ per year Employee Without Dependants $ per year Employee With Dependants $ per hour Employee Without Dependants $ per hour Employee With Dependants $ per hour Employee Without Dependants $ per hour 1 3,796 2,278 1.82 1.09 1.94 1.16 2 4,762 2,857 2.28 1.37 2.43 1.46 3 7,129 4,277 3.42 2.05 3.64 2.19 4 9,783 5,870 4.69 2.81 5.00 3.00 5 13,630 8,178 6.53 3.92 6.97 4.18\nThe hourly rate is determined by dividing the annual rate listed above by 52.176 and then dividing the result by the scheduled weekly hours of work for a full-time employee as indicated in the relevant collective agreement or compensation plan (e.g., 37.5 hours, 40 hours etc.).", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-25", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Basket of Goods and Services", "marginal_note": "Basket of Goods and Services", "part": "Appendix C – Living Cost Differential", "division": "", "heading": "", "text": "Effective Date: August 1, 2025\nSalaried Employees Hourly Rate (based on a 40 hr/week) Hourly Rate (based on a 37.5 hr/week) Classification of post for living cost differential Employee With Dependants $ per year Employee Without Dependants $ per year Employee With Dependants $ per hour Employee Without Dependants $ per hour Employee With Dependants $ per hour Employee Without Dependants $ per hour 1 6,548 3,929 3.14 1.88 3.35 2.01 2 8,419 5,051 4.03 2.42 4.30 2.58 3 10,290 6,174 4.93 2.96 5.26 3.16 4 12,161 7,297 5.83 3.50 6.22 3.73 5 14,032 8,419 6.72 4.03 7.17 4.30 6 15,903 9,542 7.62 4.57 8.13 4.88 7 17,774 10,664 8.52 5.11 9.08 5.45 8 19,644 11,787 9.41 5.65 10.04 6.02 9 21,515 12,909 10.31 6.19 11.00 6.60 10 23,386 14,032 11.21 6.72 11.95 7.17 11 25,257 15,154 12.10 7.26 12.91 7.75 12 27,128 16,277 13.00 7.80 13.86 8.32 13 28,999 17,399 13.89 8.34 14.82 8.89 14 30,870 18,522 14.79 8.87 15.78 9.47 15 32,741 19,644 15.69 9.41 16.73 10.04 16 33,676 20,206 16.14 9.68 17.21 10.33\nThe hourly rate is determined by dividing the annual rate listed above by 52.176 and then dividing the result by the scheduled weekly hours of work for a full-time employee, as indicated in the relevant collective agreement or compensation plan (e.g., 37.5 hours, 40 hours etc.).", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-26", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Basket of Goods and Services", "marginal_note": "Basket of Goods and Services", "part": "Appendix C – Living Cost Differential", "division": "", "heading": "", "text": "See Subsection 1.8.2\nEffective Date: August 1, 2025\nSalaried Employees Hourly Rate (based on a 40 hr/week) Hourly Rate (based on a 37.5 hr/week) Classification of post for living cost differential Employee With Dependants $ per year Employee Without Dependants $ per year Employee With Dependants $ per hour Employee Without Dependants $ per hour Employee With Dependants $ per hour Employee Without Dependants $ per hour 1 4,584 2,292 2.20 1.10 2.34 1.17 2 5,893 2,947 2.82 1.41 3.01 1.51 3 7,203 3,601 3.45 1.73 3.68 1.84 4 8,513 4,256 4.08 2.04 4.35 2.18 5 9,822 4,911 4.71 2.35 5.02 2.51 6 11,132 5,566 5.33 2.67 5.69 2.84 7 12,441 6,221 5.96 2.98 6.36 3.18 8 13,751 6,876 6.59 3.29 7.03 3.51 9 15,061 7,530 7.22 3.61 7.70 3.85 10 16,370 8,185 7.84 3.92 8.37 4.18 11 17,680 8,840 8.47 4.24 9.04 4.52 12 18,990 9,495 9.10 4.55 9.71 4.85 13 20,299 10,150 9.73 4.86 10.37 5.19 14 21,609 10,804 10.35 5.18 11.04 5.52 15 22,919 11,459 10.98 5.49 11.71 5.86 16 23,573 11,787 11.30 5.65 12.05 6.02\nThe hourly rate is determined by dividing the annual rate listed above by 52.176 and then dividing the result by the scheduled weekly hours of work for a full-time employee, as indicated in the relevant collective agreement or compensation plan (e.g., 37.5 hours, 40 hours etc.).", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-27", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Appendix D - Fuel and Utilities Differential", "marginal_note": "Appendix D - Fuel and Utilities Differential", "part": "", "division": "", "heading": "", "text": "Rate of Allowance Salaried Employees Hourly Rate Employees Classification of Post for Fuel and Utilities Differential Employee with dependants $ Per Year Employee without dependants $ Per Year Employee with dependants $ Per Hour Employee without dependants $ Per Hour 1 125 75 .06 .04 2 375 225 .18 .11 3 625 375 .30 .18 4 875 525 .42 .25 5 1,125 675 .54 .32 6 1,375 825 .66 .40 7 1,625 975 .78 .47 8 1,875 1,125 .90 .54 9 2,125 1,275 1.02 .61 10 2,375 1,425 1.14 .68 11 2,625 1,575 1.26 .76 12 2,875 1,725 1.38 .83 13 3,125 1,875 1.50 .90 14 3,375 2,025 1.62 .97 15 3,625 2,175 1.74 1.04 16 3,875 2,325 1.86 1.12 17 4,125 2,475 1.98 1.19 18 4,375 2,625 2.10 1.26 19 4,625 2,775 2.22 1.33 20 4,875 2,925 2.34 1.40 21 5,125 3,075 2.46 1.48 22 5,375 3,225 2.58 1.55 23 5,625 3,375 2.70 1.62 24 5,875 3,525 2.82 1.69 25 6,125 3,675 2.93 1.76 26 6,375 3,825 3.05 1.83 27 6,625 3,975 3.17 1.90 28 6,875 4,125 3.29 1.97 29 7,125 4,275 3.41 2.05 30 7,375 4,425 3.53 2.l2\nThe hourly rates listed above are applicable to those employees whose scheduled hours of work are 40 per week.\nFor those employees whose scheduled hours of work are other than 40 per week, the hourly rate shall be determined by dividing the annual rate listed above by 52.176 and then dividing the result by the scheduled weekly hours of work for a full-time employee, as indicated in the relevant collective agreement or compensations plan.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-28", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Appendix E – Application to Ships' Officers and Ships' Crews", "marginal_note": "Appendix E – Application to Ships' Officers and Ships' Crews", "part": "", "division": "", "heading": "", "text": "DEFINITIONS\nEligible SO and SC ( SO et SC admissibles ) – means ships' officers and ships' crews who:\n- are assigned to a vessel, the home port of which is an isolated post, and\n- maintain and reside, during their non-working hours, in a residence at the home port, at any other isolated post or at a location which would qualify as an isolated post.\nHome port (port d'attache) means the same as defined in the appropriate governing authority.\nSC (équipages de navires) means ships' crews.\nSO (officers de navires) means ships' officers.\nCRITERIA FOR EMPLOYEE WITHOUT DEPENDANTS OR EMPLOYEE WITH DEPENDANTS RATES\nEligible SO and SC shall, subject to this appendix, be eligible for the allowances and benefits of the directive at the rates and entitlements established for the home port and shall be considered:\n- employee without dependants, if they have no dependants residing with them at the home port,\n- employee without dependants, if they reside at another isolated post or at a location that would qualify as an isolated post, or\n- employee with dependants, if they have dependants residing with them at the home port.\nLIMITATIONS TO RATES AND ENTITLEMENTS\nThe living costs differential shall be calculated as follows:\n- for employee without dependants status, 35 per cent of the employee with dependants rate for the period they are supplied with meals or an allowance in lieu, and 100 per cent of the employee without dependants rate for the period they are not supplied with meals or an allowance in lieu, or\n- for employees with dependants status, 70 per cent of the employee with dependants rate for the period they are supplied with meals or an allowance in lieu, and 100 per cent of the employee with dependants rate for the period they are not supplied with meals or an allowance in lieu.\nNotes:\n- When possible and subject to periodic adjustments as a result of changes to the levels or rates, an average annual rate may be calculated, based on the above, for the payment of the living costs differential and employees may be paid the same bi‑weekly rate during the fiscal year. If the employees leave the home port or the public service during the fiscal year, the living cost differential payable for the period they were at the home port will be recalculated and the necessary adjustments will be made.\n- The environment allowance, fuel and utilities differential and other entitlements of the directive shall be paid and administered in the same manner as for any other employees at the home port, except that the maximum benefits payable for those eligible SO and SC who do not reside at the home port are those payable to eligible SO and SC located at the home port.\n- The maximum allowable expenses, pursuant to sections 3.2, 3.3, 3.4, and 3.5, for eligible SO and SC who reside and travel from isolated posts other than their home port, shall be the lesser of the maximum allowable expenses for travelling from the isolated post where they reside and the maximum allowable expenses that would have been allowed had they travelled from the home port.\n- The amount of relocation expenses that may be reimbursed to eligible SO and SC pursuant to Parts IV and V of the Directive shall be the amount of relocation expenses incurred in relocation from the isolated posts where they reside or the relocation expenses that would have been incurred had they relocated from the home port, whichever is the lesser.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-29", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Appendix F – Posts Subject to Special Conditions for Separation Expense", "marginal_note": "Appendix F – Posts Subject to Special Conditions for Separation Expense", "part": "", "division": "", "heading": "", "text": "See section 1.12 (revised April 15, 2009)\nAlert, NU\nClyde River, NU\nCoral Harbour, NU\nEureka, NU\nHall Beach, NU\nResolute, NU", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-30", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Appendix G–Special Locations", "marginal_note": "Appendix G–Special Locations", "part": "", "division": "", "heading": "", "text": "See subsection 1.11.1\nOctober 1, 2025\nPost Living Cost Differential Fuel & Utilities Differential Faust, AB 0 4 (2024/10/01) Geraldton, ON 0 30 Grande Cache, AB 0 4 (2024/10/01) Heron Bay, ON 0 30 High Prairie, AB 0 1 (2024/10/01) Loon Lake, SK — 0 Manning, AB 0 3 (2024/10/01) Marathon, ON 0 30 McLennan, AB 0 2 (2024/10/01) Nelson House, MB 0 13 (2024/10/01) Porcupine Plain, SK 1 0 Split Lake, MB 1 14 (2024/10/01) The Pas, MB (includes Opaskwayak Cree Nation, MB) — 9 (2024/10/01) Wabowden, MB — 10 (2024/10/01)\n* Employee must be notified in writing.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-31", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Appendix H – Criteria for Determining Levels", "marginal_note": "Appendix H – Criteria for Determining Levels", "part": "", "division": "", "heading": "", "text": "1. Environment Allowance (EA)\nThis allowance becomes payable when a post has satisfied those criteria governing its eligibility to be considered isolated under Sections 2.3 to 2.5 inclusive of this directive. The EA is assessed on the basis of population, climate and access. Points are allocated for various degrees of these factors as shown below. Subject to subsection 1.14.2, the payment of this allowance is a basic prerequisite to all other provisions of this directive, except the Special Location Allowance, which is outlined in Section 5 of this appendix.\nPopulation factor\nPopulation Points 1 – 24 70 25 – 99 50 100 – 499 40 500 – 999 35 1,000 – 1,999 30 2,000 – 4,999 25 5,000 – 7,499 15 7,500 – 9,999 5 10,000 or more 0\nClimate factor\nPoints 10 - 100\nThe features of this factor are the degree of wind-chill, the length of the period of darkness, annual precipitation and temperature variations. This factor is assessed from a climatological index map (prepared by the Climatological Division – Meteorological Branch – Department of Transport – Canada – 1969).\nClimate Index Points 80 100 75 95 70 90 65 85 60 80 55 75 50 60 45 55 40 50 35 35 30 30 25 25 20 20 15 15 10 10\nAccess factor\nAccessibility criteria are applied in the assessment of locations. Recognition is applied to two situations: \"posts with no all‑weather road access\" and \"posts with all‑weather road access\". Points are awarded as follows:\nPosts with no all-weather road access\nPoints No all-weather road (automatically assigned) and, additional points allocated as follows 15 No scheduled air or rail passenger services; or 15 Scheduled service 1 to 3 days per week; or 10 Scheduled service more than 3 days per week. 5 Maximum points possible 30\nPosts with all-weather road access\nPoints Over 803 kilometres from a population centre more than 15,000; or 15 483 to 803 kilometres from a population centre more than 15,000; or 10 402 to 482 kilometres from a population centre more than 15,000; or 5 Less than 402 kilometres from a population centre more than 15,000. 0 Maximum points possible 15\nClassification level\nThe point values as determined by the above factors are totaled to calculate the appropriate EA classification level:\nLevel of Post Point Range Does not qualify 0 – 44 1 45 – 54 2 55 – 69 3 70 – 99 4 100 – 134 5 135 or higher\nThe dollar amounts of EA are determined by referring the appropriate classification level of the post to Appendix B of this directive.\nUsing the criteria outlined in Part II and Appendix H of this Directive; Statistics Canada will review the EA level of a post during LCD survey visits and report discrepancies to the Treasury Board of Canada Secretariat.\nNote: the classification levels have now been placed in an ascending order.\n2. Living Cost Differential (LCD) Allowance\nAn LCD may be authorized at certain isolated posts where abnormally high prices prevail for food (purchased from stores and restaurants), household supplies and operations, household/tenant insurance premiums, transportation expenses, personal care supplies and services, pharmaceutical products (excluding prescribed drugs), entertainment supplies, rental of cablevision/satellite services, reading materials, tobacco and alcoholic beverages. This allowance for the isolated post becomes effective when the price of these goods and services, as measured by Statistics Canada, reaches an index level of 115 or higher in relation to an index of 100 at the point of comparison.\nWhen Statistics Canada is unable to measure the LCD index by reason of the lack of response to surveys by employees, the National Joint Council, on the recommendation of the Isolated Posts and Government Housing Committee, may recommend the reduction or deletion of the applicable LCD index.\nThe rate of the allowance is related to the expenditures of Canadian families of 2 or more, on the approved basket of goods and services, as reported by Statistics Canada annually.\nThere are 16 LCD levels, which reflect 5-point ranges, and the following table illustrates the LCD classification levels applicable to the various index differential ranges. A price index at any point within a given range is measured from the mid‑point of that range.\nPrice Index Differential Ranges Post Classification 115-119 1 120-124 2 125-129 3 130-134 4 135-139 5 140-144 6 145-149 7 150-154 8 155-159 9 160-164 10 165-169 11 170-174 12 175-179 13 180-184 14 185-189 15 190 16\nThe dollar amounts of the LCD are determined by referring the appropriate classification levels of the post to Appendix C of this directive.\nPoints of Comparison\nLiving Cost Differential indexes express the relationship, at a given point in time, between retail prices for an approved basket of goods and services at isolated posts in areas of Canada and the prices in one of the points of comparison as follows:\nSt. John's, NL: Newfoundland and Labrador Montreal, QC: Gaspé Peninsula (QC) Îles de la Madeleine (QC) North Shore of Quebec Hudson/James Bay (QC) Nunavut (Baffin) & Ungava Bay Labrador City, NL Wabush, NL Toronto, ON: James Bay, ON Peawanuck, ON Pelee Island, ON Seine River, ON Winnipeg, MB: Manitoba Northwestern Ontario Nunavut (Kivillaq) Saskatoon, SK: Saskatchewan, SK Edmonton, AB: Alberta Northwest Territories Cambridge Bay, NU Gjoa Haven, NU Kugluktuk, NU Taloyoak, NU Fort Nelson, BC Toad River, BC Vancouver, BC: British Columbia Yukon\n3. Fuel and Utilities Differential (F&UD) Allowance\nAn F&UD shall only be paid at designated isolated posts where the following conditions are met:\n- employees are required to pay for one or both of the actual fuel or utilities consumption directly to the supplier(s) or indirectly through an identifiable portion of their rent, and the isolated post experiences 6,000 Celsius degree-days or more annually; or the cost of F&UD is at least 15 per cent greater than the base city average cost.\nThe differential paid, determined by referring the appropriate classification level of the post to Appendix D of this directive, is based on the differential between the National Composite Billing cost for fuel and utilities plus 15 per cent, and the calculated F&UD cost at the isolated post.\n4. Shelter Cost Differential (SCD) Allowance\nStatistics Canada follows the steps outlined below to establish the list of qualifying locations and associated rates that are submitted to the Isolated Posts and Government Housing Committee for approval:\n- The census data on shelter will be used to establish a national average monthly rent for three-bedroom accommodations based on the average rent for three-bedroom accommodation at the 12 points of departure identified in the directive.\n- This average rent at the 12 points of departure shall be multiplied by 15% to achieve the national average threshold which will establish the baseline for SCD eligibility.\n- The isolated post will qualify for SCD if the average monthly rent for three-bedroom accommodation at the isolated post is higher than the national average threshold. The national average threshold is calculated by adding 15% to the monthly average rent for three-bedroom accommodation at the 12 points of departure as defined in the Isolated Posts and Government Housing Directive.\n- When the average rent at post is not available, Statistics Canada will assign the nearest census division for the purpose of determining the eligibility of an isolated post and calculate the SCD amount should the location qualify.\n- The monthly amount of the SCD for the isolated post shall be established by calculating the difference between the average monthly rent at the isolated post and the national average threshold.\n- This difference multiplied by twelve establishes the annual SCD amount.\n5. Special location allowance\nLocations will be added to Appendix G when:\n- a post is deleted from Appendix A and it qualified for an LCD or an F&UD at the time it was deleted, or\n- a location is 129 km or more from a location having a population of 10,000 or more, is 257 km or more from a location having a population of 50,000 or more, received 45 points or more in accordance with Section 1 of this appendix and qualifies for a living cost and/or an F&UD.\nThe aggregate amount of the allowance will be the sum of the appropriate rates of the LCD and the F&UD.\nWhen the location no longer meets the criteria for the LCD and the F&UD outlined in this appendix it will be deleted from Appendix G.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-32", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Appendix I – Meals or Rations", "marginal_note": "Appendix I – Meals or Rations", "part": "", "division": "", "heading": "", "text": "Effective date: August 1, 2025\nWhen employees and their dependants (if any) are provided with meals or rations by or on behalf of the employer, they shall be charged:\n- $650.95 per month per person aged 12 years and over for meals and rations; or\n- one-half of the rates referred to in paragraph (a) per person under the age of 12 years.\n* Further detailed information on these charges is provided in Section 1.15 of the Isolated Posts and Government Housing Directive.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-33", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Appendix J – Relocation Upon End of Employment (see Part V)", "marginal_note": "Appendix J – Relocation Upon End of Employment (see Part V)", "part": "", "division": "", "heading": "", "text": "Effective Date: March 1, 2017\nREASON FOR TERMINATION OF EMPLOYMENT TIME AT POST(S) RELOCATION EXPENSES REIMBURSED NO ENTITLE- MENT Transportation and travelling expenses to point of departure for employee Transportation and travelling expenses to point of departure for employee and dependants Relocation to point of departure of household and personal effects, PMV, RV, transportation and travelling expenses for employee and dependants, up to 6 days of interim accommodation Relocation to point of origin of household and personal effects, PMV, RV, transportation and travelling expenses for employee and dependants, up to 15 days of interim accommodation Retirement, Disability, Non-Disciplinary Termination < 5 years X Retirement, Disability, Workforce Adjustment, Non-Disciplinary Termination 5 or more years X Resignation < 1 year X Resignation 1 year or more X Completed Specified Period Appointment < 3 months X Completed Specified Period Appointment 3 months to < 1 year X Completed Specified Period Appointment 1 to 5 years X Disciplinary Termination (Sec. 12.(1)(c) of FAA) < 5 years X Disciplinary Termination (Sec. 12.(1)(c) of FAA) 5 or more years X Rejected on probation X", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-34", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Appendix K-1 – Shelter Cost Differential (SCD) – Qualifying Locations – Private Accommodation", "marginal_note": "Appendix K-1 – Shelter Cost Differential (SCD) – Qualifying Locations – Private Accommodation", "part": "", "division": "", "heading": "", "text": "Shelter Cost Differential National Threshold for 2023 = $1,612.\nThe Shelter Cost Differential National Threshold is the average rent for 3-bedroom accommodation at the 12 points of departure, multiplied by 15%.\nEffective Date: August 1, 2025\nIsolated Post Location Employee Rate $ per year Employee Rate $ per hour (based on a 40 hr/week) Hourly Rate (based on a 37.5 hr/week) Alert, NU 2,090 1.00 1.07 Arctic Bay/Ikpiarjuk, NU 2,090 1.00 1.07 Beaver Creek Mile 1202, YT 545 0.26 0.28 Cambridge Bay/Iqaluktuuttiaq, NU 3,584 1.72 1.83 Clyde River/Kangiqtugaapik, NU 2,090 1.00 1.07 Fort Chipewyan, AB 4,108 1.97 2.10 Grise Fiord/Aujuittuq, NU 2,090 1.00 1.07 Haines Junction, YT 545 0.26 0.28 Inuvik, NT 97 0.05 0.05 Iqaluit, NU 6,325 3.03 3.23 Mayo, YT 545 0.26 0.28 Old Crow, YT 545 0.26 0.28 Pelly Crossing, YT 545 0.26 0.28 Qikiqtarjuaq, NU 2,090 1.00 1.07 Resolute/Qausuittuq, NU 2,090 1.00 1.07 Ross River, YT 545 0.26 0.28 Sanikiluaq, NU 2,090 1.00 1.07 Teslin, YT 545 0.26 0.28 Whitehorse, YT 3,933 1.88 2.01 Yellowknife, NT 6,773 3.25 3.46\n* Employee must be notified in writing.\nEmployees with or without dependants residing in private accommodation at the qualifying posts noted above will receive the Shelter Cost Differential (SCD) at the rate indicated.\nThe hourly rate is determined by dividing the annual rate listed above by 52.176 and then dividing the result by the scheduled weekly hours of work for a full-time employee, as indicated in the relevant collective agreement or compensation plan (e.g., 37.5 hours, 40 hours etc.).", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-35", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Appendix K-2 – Shelter Cost Differential (SCD) – Qualifying Locations – Government Housing", "marginal_note": "Appendix K-2 – Shelter Cost Differential (SCD) – Qualifying Locations – Government Housing", "part": "", "division": "", "heading": "", "text": "Shelter Cost Differential National Threshold for 2023 = $1,612.\nThe Shelter Cost Differential National Threshold is the average rent for a 3-bedroom accommodation at the 12 points of departure, multiplied by 15%.\nEffective Date: August 1, 2025\nSalaried Employees Hourly Rate (based on a 40 hr/week) Hourly Rate (based on a 37.5 hr/week) Isolated Post location Employee With dependants $ per year Employee Without dependants $ per year Employee With dependants $ per hour Employee Without dependants $ per hour Employee With dependants $ per hour Employee Without dependants $ per hour Alert, NU 2,090 1,254 1.00 0.60 1.07 0.64 Arctic Bay/ Ikpiarjuk, NU 2,090 1,254 1.00 0.60 1.07 0.64 Beaver Creek Mile 1202, YT 545 327 0.26 0.16 0.28 0.17 Cambridge Bay/ Iqaluktuuttiaq, NU 3,584 2,151 1.72 1.03 1.83 1.10 Clyde River/Kangiqtugaapik, NU 2,090 1,254 1.00 0.60 1.07 0.64 Fort Chipewyan, AB 4,108 2,465 1.97 1.18 2.10 1.26 Grise Fiord/Aujuittuq, NU 2,090 1,254 1.00 0.60 1.07 0.64 Haines Junction, YT 545 327 0.26 0.16 0.28 0.17 Inuvik, NT 97 58 0.05 0.03 0.05 0.03 Iqaluit, NU 6,325 3,795 3.03 1.82 3.23 1.94 Mayo, YT 545 327 0.26 0.16 0.28 0.17 Old Crow, YT 545 327 0.26 0.16 0.28 0.17 Pelly Crossing, YT 545 327 0.26 0.16 0.28 0.17 Qikiqtarjuaq, NU 2,090 1,254 1.00 0.60 1.07 0.64 Resolute/Qausuittuq, NU 2,090 1,254 1.00 0.60 1.07 0.64 Ross River, YT 545 327 0.26 0.16 0.28 0.17 Sanikiluaq, NU 2,090 1,254 1.00 0.60 1.07 0.64 Teslin, YT 545 327 0.26 0.16 0.28 0.17 Whitehorse, YT 3,933 2,360 1.88 1.13 2.01 1.21 Yellowknife, NT 6,773 4,064 3.25 1.95 3.46 2.08\n* Employee must be notified in writing.\nThe hourly rate is determined by dividing the annual rate listed above by 52.176 and then dividing the result by the scheduled weekly hours of work for a full-time employee, as indicated in the relevant collective agreement or compensation plan (e.g., 37.5 hours, 40 hours etc.).", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-36", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Appendix L – Occupancy Agreement for Government-owned Accommodations", "marginal_note": "Appendix L – Occupancy Agreement for Government-owned Accommodations", "part": "", "division": "", "heading": "", "text": "I, ____________________________________, hereby offer to rent ____________________________ (hereinafter called the premises) from the Government, on the following terms and conditions:\n- The rental period is to commence on the ___________ day of ___________, ________ and will terminate 30 days after written notice of the termination has been given by either party, except that the employing department may waive this requirement where, for operational reasons, a move on lesser notice is required.\n- Non-payment of rent and termination of employment shall be considered reasonable grounds for notice of termination of this agreement.\n- The employee's department shall ensure that each employee occupying Government Housing is provided with access to or a copy of the Isolated Post and Government Housing Directive.\n- It is a condition of this agreement that the occupant be an employee and remain so during the entire period of this agreement.\n- The occupant shall pay for the rent, by monthly payroll deduction or by other means in exceptional circumstances, in amounts which are prescribed by the Isolated Post and Government Housing Directive, as amended from time to time. The employer shall provide three months written notice of changes in the rent (as per section 6.12.3).\n- Where Government-owned furniture and equipment is supplied, an inventory thereof will be listed and attached to this agreement and signed by the occupant after having received and inspected the same. The furniture shall remain on the premises and the occupant shall pay to the Government, through deductions from salary or other monies payable to the occupant by the Government, the cost of repairing or replacing any such furniture damaged, lost or stolen during the period of occupancy, fair wear and tear excepted.\n- The premises are to be in good repair on possession, except for those deficiencies listed on the premises condition inspection report. During the rental period the Government will make repairs as necessary to the main fabric of the dwelling (i.e., permanent elements of the building, including approaches, external landscaping, entrances and exits, those parts commonly used by more than one occupant, those parts normally available to the public and all technical areas associated with the property management and functions). Other repairs to keep the premises in good condition, fair wear and tear excepted, will be made by the occupant. A premises condition inspection certificate shall be signed by both the occupant and a duly authorized officer of the Government on initial occupancy and when the premises are vacated.\n- A duly authorized officer of the Government may, during the rental period, on a minimum of 24 hours' advance notification, except in situations of emergency, enter the premises for the purpose of inspecting its state of repair and cleanliness and to have maintenance work done. The officer or government representative may order necessary repairs to be made due to any act or neglect of the occupant. In the case of pool housing supplied by Public Services and Procurement Canada (PSPC), the employing department will reimburse PSPC for the cost of repairs. The occupant shall reimburse the employing department through deductions from salary or other monies payable to the occupant by the Government, for the cost of making any such repairs, other than repairs to the fabric of the dwelling.\n- The occupant shall report promptly all leaky faucets, toilets and other deficiencies or damage. Failure to do so shall be the occupant's financial responsibility. Plumbing blockages resulting from the occupant's negligence are also the occupant's financial responsibility.\n- The occupant shall use and occupy the rented premises as a private dwelling only and shall not carry on or permit to be carried on therein any trade or business unless otherwise authorized in writing by the employing department, and in the case of pool housing the employing department in conjunction with PSPC. Further, the occupant shall not sublet or assign the premises.\n- The occupant may keep certain pets on the rented premises. However, the Government may limit the kind and number of such pets or prohibit them entirely.\n- The occupant shall indemnify and save the Government harmless from all liabilities, fines, suits, claims, demands and actions of any kind or nature for which the Government shall or may become liable and suffer by reason of any breach, violation or non-performance by the occupant of any term or provision herein or by reason of any death or injury resulting from, occasioned to or suffered by any person or any property by reason of any act, neglect or default on the occupant's part of any member of the occupants family or household or guests. Notwithstanding anything in this agreement to the contrary such indemnification in respect of any such breach, violation or non-performance, damage to property, injury or death occurring during the term of the rental period shall survive the termination of the rental period.\n- The occupant is fully responsible for damage to or loss of personal effects while occupying Government Housing and as such the occupant is responsible to carry the appropriate tenant insurance.\n- Rents charged to employees for shared accommodation shall follow procedures set out in the Isolated Post and Government Housing Directive.\n- The occupant shall comply with the attached rules and regulations and any other regulations which the Government may from time to time make to ensure the proper care, cleanliness and safety of the premises or to prevent nuisances. Further, the occupant shall comply with all statutes, regulations and by-laws of any federal, provincial or municipal authority which affect the premises or their use and occupation.\nThis offer shall be deemed to have been accepted upon its approval by a duly authorised officer of the Government.\nDated at ______________________ this ___________________ day of ______________________\nEmployee Signature: Witness Signature:\nThe undersigned, on behalf of the Government, accepts the above offer to rent:\nDated at ______________________ this ___________________ day of ______________________\nDepartmental Signature for the Government (in case of Pool Housing, PSPC signatory): Witness Signature: Name: Name: Title: Title:", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-37", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Responsibilities", "marginal_note": "Responsibilities", "part": "Appendix L – Occupancy Agreement for Government-owned Accommodations", "division": "", "heading": "", "text": "Government responsibilities:\n- The Government shall provide living accommodation complete with heating, electrical, water and sewage disposal facilities: in addition, furniture and equipment, where necessary, shall be provided in accordance with standard inventory lists.\n- Whenever a new employee moves into Government accommodation, the Government representative at the site, together with the new occupant, shall carry out an inspection of the building to check its condition as well as the furniture and equipment inventory. The occupant shall certify the accuracy, and be provided with a copy, of the condition report and the inventory. The Government shall be responsible for making good all deficiencies noted during the inspection.\n- The Government shall ensure the accommodation is reasonably maintained and all costs of such maintenance required as the result of normal wear and tear will be borne by the Government.\n- As part of ongoing maintenance, the Government shall be permitted access to the unit in order to refurbish it as necessary. This includes such refurbishments as painting (interior and exterior), replacing flooring, upgrading fixtures, upgrading kitchens and bathrooms, etc.\n- The Government shall repair or replace all furniture, where furniture continues to be provided, which has become unserviceable as the result of normal wear and tear.\n- When an employee moves from Government-owned accommodation, the Government representative at the site, together with the occupant, shall carry out an inspection of the building and check the inventory. Charges for repair and replacement, other than normal wear and tear, shall be assessed against the employee.\n- In the case of Pool Housing, a Specific Service Agreement (SSA) will be issued to the Employee's department.\n- When an occupant's employment terminates and has dependants in full time attendance at a recognized educational institution, the occupant and/or their dependants shall have the right to remain in the accommodation until the end of the current school year if necessary or other reasonable period as determined by the employing department, until other suitable accommodation is found, subject to the following. The provision may be cancelled with a minimum of three (3) months' notice if the accommodation is required for operational use by the Government, e.g. the arrival of a replacement employee. All benefits and allowances cease upon termination of employment.\nResponsibilities of the occupant:\n- The occupant shall use good housekeeping practices and procedures in the day-to-day upkeep of the accommodation.\n- The occupant shall not alter the premises without written consent from the Government; in the case of Pool Housing, consent must be obtained from PSPC. This includes: redecorating of the premises, such as, wall papering, painting or varnishing, installation of wires, cables, satellite dishes, or aerials upon the roof, other parts of the building or premises, including yards and surrounding areas, and installation of additional major electrical appliances, hot tubs, etc. and construction of fences, recreation rooms or buildings, such as garages, greenhouses, or pet houses/enclosures. Where permission is granted for such additions, applicable city and municipal by-laws governing the same shall be adhered to, the occupant must bear their total cost and they must be completed within a reasonable time for inspection by the Government representative and, thereafter, kept in a good state of repair. Constructed additions which are permanently affixed to the premises or property shall not be demolished or removed by the occupant upon termination of the occupancy. Where an addition is removed the area is to be returned to original state.\n- The Government shall supply the initial complement of light bulbs, including fluorescent, and fuses for each initial occupancy, but all replacements are the responsibility of the tenant.\n- Occupants of premises are responsible for the normal maintenance and repair of the dwelling which they occupy; this will include: the replacement of broken windows, screens, the replacement or refastening of hinges and latches on kitchen cupboards, window and door hardware, broken electrical globes and covers, etc., replacement of weather stripping damaged during occupancy, and the maintenance of the grounds forming part of the accommodation in a condition satisfactory to the Government and making suitable arrangements to have the following attended to during periods of absence: removal of snow and ice from sidewalks, steps, etc., cutting the grass, fertilizing, watering, raking and reseeding as required, and control of leaves.\n- Occupants must park in designated parking areas. The Government shall have the right to remove any vehicle parked in other areas and costs for vehicle removal and restoration of area, will be the responsibility of the occupant.\n- Nothing shall be done or permitted which will create a fire hazard. This shall include the following: no kerosene, gasoline, or other flammable material shall be kept on the premises except in proper containers and in reasonable amounts; all fire escapes and exits shall be kept free of obstructions, the occupant shall not alter or interfere with the electrical wiring, fixtures or electrical panels of the premises, wiring across the fuses or bridging fuse plugs in any manner is strictly forbidden, stoves and range hoods, shall be kept clean and free of excessive grease, and occupants must clean and change, as necessary, the furnace air filters and humidifier pads, which are provided by the Government.\n- The occupant shall not allow ashes, garbage, unserviceable vehicles or other loose objectionable material to accumulate in or about the building, yard or passages on the premises and shall at all times keep the accommodation in clean and wholesome condition. Upon the occupant's failure to keep the rented premises in clean and neat condition, the Government shall have the right to enter the rented premises upon two days written notice, clean up the said premises, and charge the expenses to the occupant.\n- Should an occupant fail to comply with any of the above clauses, the Government may order the work to be done and assess the cost of such work against the occupant. Such failure by the occupant may be considered reasonable grounds for termination of the occupancy and the occupant may, at the option of the Government, be given notice to vacate the premises.\n- The occupant is expected to exercise discretion and common sense in the use of utilities: to turn off electrical lights when not needed, to ensure Christmas decorations are only energised from December to mid-January, to ensure windows are kept closed during winter months, to conserve water, particularly hot water, and to use plug-in timer for vehicle, set appropriately for temperature and conditions. The occupant is responsible for ensuring the premises utility consumption is reasonable, as any prudent tenant would.\n- The occupant is responsible for the premises during the entire period of occupancy and may be assessed all or a portion of the cost of repairs for any damage or maintenance to the grounds or premises, furniture and equipment that may be required and can be shown to be the occupant's responsibility, whether or not such damage occurred or maintenance was required during a period the occupant was absent from the premises. In the event of an absence from the premises for a period of time up to 24 hours, the occupant must make the arrangements in regard to the care of the premises for the period of such absence. Should the absence exceed a 24-hour period, the occupant must advise the Government representative as to the arrangements made and the period involved. If necessary the Government can make periodic inspections. However, the Government will not inspect units which are occupied or have pets. Should the occupant fail to make appropriate arrangements or notify the Government representative, and damage occurs to the premises during the period of absence, the full cost of repair of such damage shall be assessed against the occupant.\n- The occupant shall, immediately before the termination of the occupancy, clean the unit to a level acceptable to the Government. Upon the occupant's failure to meet the acceptable standard of cleanliness at departure, the employing department, or PSPC in the case of pool housing, shall have the right to clean the unit. The occupant shall reimburse the employing department through deductions from salary or other monies payable to the occupant by the Government, for the cost of cleaning. In the case of pool housing, the employing department is responsible to reimburse PSPC for the cost of cleaning.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-38", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Appendix M – Calculation of Rent for Government Housing", "marginal_note": "Appendix M – Calculation of Rent for Government Housing", "part": "", "division": "", "heading": "", "text": "EMPLOYEE NAME : Unit #: Address : Per the Isolated Post and Government Housing Directive (IPGHD) DEPENDANTS : Name of Spouse/Common-Law Partner: Name(s) and age(s) of Dependant(s):\nRENT CALCULATION PER IPGHD 1. Monthly CSP Appraised Base Shelter Value (BSV) or: 1 Phased-In Base Shelter Value 2. Adjustments per IPGHD (if applicable) A. Allocation of Accommodation (Sec. 6.7.1) ___ % of Block 1 = Employee without dependants 2 B. Shared Self-Contained (Sec.. 6.7.4/6.7.5) ___% of Block 2 = 3 C. Loss of Privacy/Quiet Enjoyment (Sec. 6.7.6) ___% of Block 3 = 4____________ 3 - 4 = (Not to exceed 50 % of BSV) 5 3. Utilities (Fuel/Electricity/Water supplied @ 100 %) A. Utility Factor (Sec. 6.14.2) $1.6548 (Sec. 6.14.4 IPGHD) X January CPI ( https://www150.statcan.gc.ca/t1/tbl1/en/tv.action?pid=1810000401 ) ___________________________ = Utility Factor 100 B. Utility Charge Size of unit ___ sq. m. x Utility Factor _____ 6 TOTAL MONTHLY RENT PER IPGHD 5+6= 7\nCalculation Sheet Prepared by:\n________________________ Name (Please print) _____________________ Signature _________________ Date The rental period is to commence on the : _____________________________\nOccupant:\n_________________________ Name (Please print) _____________________ Signature _________________ Date", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-39", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Appendix N – Common-Law Partner Declaration", "marginal_note": "Appendix N – Common-Law Partner Declaration", "part": "", "division": "", "heading": "", "text": "Subject to the definition of \"spouse or common-law partner,\" this declaration will serve to designate an individual as a common-law partner for purposes of the Isolated Post and Government Housing Directive and for the relevant benefits to be accorded thereunder.\nWe, ______________________________ and _____________________________ solemnly declare that our relationship is and has been demonstrated by our cohabitation in a conjugal relationship. This relationship is and has been recognized for a period of at least one year in the community or communities in which we have lived. ***\nWhere these conditions cease to exist, we acknowledge the right of the deputy head to cease payments made on the basis of the existence of such conditions.\nWhere these conditions do not in fact exist, we acknowledge the right of the deputy head to recover the amounts of money paid on this basis.\n*** In specific cases, this declaration may be used where there has been a break in the period of cohabitation for reasons beyond the control of the employee or the individual to be designated as common-law partner.\nSigned _____________________________ Employee\n___________________________________ Common-law partner\n___________________________________ Date\nSigned _____________________________ for the Deputy Head\n___________________________________ Date", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d4-40", "doc_type": "directive", "act_code": "d4", "act_short": "Isolated Posts and Government Housing Directive", "act_name": "NJC Isolated Posts and Government Housing Directive", "section": "Appendix O – Examples", "marginal_note": "Appendix O – Examples", "part": "", "division": "", "heading": "", "text": "Shelter Cost Differential (SCD) (section 1.10)\n- Average rent for a 3-bedroom accommodation at the isolated post based on Census data on shelter: $1,800.00/month\n- Average 3-bedroom accommodation (all-types) at the 12 points of departure as provided by Statistics Canada is: $1,250.00/month\n- National average threshold: $1,250.00 + ($1,250.00 X (15/100)) = $1,437.50/month\nLocation qualifies for SCD: $1,800.00 is higher than the national average threshold $1,437.50 Monthly SCD amount: $1,800.00 - $1,437.50 = $362.50 Annual SCD amount: $362.50 X12 = $4,350.00\nBereavement Travel Expenses ( section 3.4)\nNote: the following examples are provided to clarify Sections 3.3 and 3.4. The airfares cited are not necessarily accurate.\nExample 1\nAn employee in Yellowknife flies to Winnipeg and back and pays $500. The point of departure for Yellowknife is Edmonton. The regular return economy airfare between Yellowknife and Edmonton is $600, and airlines in Yellowknife offer a compassionate fare of $300. In this example, the employee would be reimbursed $300 (the amount of the compassionate fare between the headquarters and the point of departure), because it is the lesser amount.\nExample 2\nAn employee in Iqaluit flies to Rankin Inlet and back and pays $500. The point of departure for Iqaluit is Ottawa. The regular return economy airfare between Iqaluit and Ottawa is $1100 and airlines in Iqaluit offer compassionate fares of $550. In this example, the employee's actual expense of $500 would be reimbursed, because it is the lesser amount.\nExample 3\nAn employee in Fond-du-Lac flies to London, England and back and pays $1300. The point of departure for Fond-du-Lac is Saskatoon and no carriers in Fond-du-Lac offer compassionate fares. The regular return economy airfare between Fond-du- Lac and Saskatoon is $750. In this example, the employee would be reimbursed $750, because it is the lesser amount.\nFuel and Utility Charges (section 6.14)\nAs an example, if we were to use the 2016 January CPI of 152.4 for Water, Fuel and Electricity, the following formula would be used to complete the calculation for the fuel and utilities charges.\nNote: The monthly CPI can be found at the following website: Statistics Canada . Please select Table 4-2 Shelter (click on the HTML button to be able to view Water, fuel and electricity for Canada). For purposes of this exercise, one would choose the January 2016 CPI Index.\nExample\nFor a unit which is 120 square meters (approximately 1,300 square feet).\nCalculation\nUtility Factor (for example purposes only)\n$1.6548 multiplied by 152.4 (January CPI) then divided by 100 – to equal $2.52 (utility factor).\nUtility Charge\nSize of unit 120 sq. m. multiplied by utility factor of $2.52 to equal $302.40 utility charge per month.", "history": "", "last_amended": "", "current_to": "June 1, 2025", "citation": "Isolated Posts and Government Housing Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d4/en" }, { "id": "directive-d6-1", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Principles", "marginal_note": "Principles", "part": "", "division": "", "heading": "", "text": "The following principles were developed jointly by the Bargaining Agent Side representatives and the Employer side representatives to the National Joint Council (NJC). These principles are the cornerstone of managing government relocations and shall guide all employees and managers in achieving fair, reasonable and modern relocation practices across the public service.\nTrust - increase the amount of discretion and latitude for employees and managers to act in a fair and reasonable manner.\nFlexibility - create an environment where management decisions respect the duty to accommodate, best respond to employees’ needs and interests, and consider operational requirements in the determination of relocation arrangements.\nRespect - create a sensitive, supportive relocation environment and processes which respect employees’ needs.\nValuing people - recognize employees in a professional manner while supporting employees, their families, their health and safety in the relocation context.\nTransparency - ensure consistent, fair and equitable application of the Directive and its practices.\nModern relocation practices - introduce relocation management practices that support the principles and are in keeping with relocation industry trends and realities; develop and implement an appropriate relocation accountability framework and structure.", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-2", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "General", "marginal_note": "General", "part": "", "division": "", "heading": "", "text": "Collective agreement\nThis directive is deemed to be part of collective agreements between the parties represented on the National Joint Council (NJC), and employees are to be afforded ready access to this directive.\nGrievance procedure\nIn cases of alleged misinterpretation or misapplication arising out of this directive, the grievance procedure, for all represented employees within the meaning of the Federal Public Sector Labour Relations Act , will be in accordance with section 15.0 of the NJC By-Laws. For unrepresented employees the departmental or agency grievance procedure applies.\nDefinitions\nAccommodation ( logement )\n- Commercial Accommodation ( logement commercial ) - lodging facilities such as hotels, motels, corporate residences or apartments.\n- Crown-owned living accommodation ( logement de l’État ) - living accommodation owned, leased, rented or whose occupancy is otherwise controlled by the Government of Canada.\n- Interim accommodation ( logement provisoire ) - refers to days for which living expenses are paid at the new place of duty when an employee is unable to move into the new residence.\n- Self-contained accommodation ( logement autonome ) – a commercial accommodation that is equipped so that employees may prepare and consume meals. This accommodation may also have laundry facilities.\n- Temporary accommodation ( logement temporaire ) - accommodation for which living expenses are paid at the start and/or the end of the relocation to the new place of duty or both.\nActively Marketed ( sur le marché de façon active ) - for the purpose of this directive, under normal circumstances a principal residence will be considered “actively marketed” for sale when:\n- the principal residence is continuously listed for sale (except for brief interruptions, e.g. to change brokers or listings) through a licenced real estate agent (realtor);\n- the listing price is consistent with the suggested list price in the appraisal;\n- the employee is acting in good faith to dispose of the residence;\n- no reasonable offers are refused; and\n- the property is not rented to tenants for any period of time.\nActual and reasonable expenses ( Frais réels et raisonnables )\n- the actual expenses incurred, supported by proof of payment, e.g. receipts and vouchers; and\n- the reasonable amount that the employer judges to be both appropriate and justifiable based on experience of what such costs should be in the circumstances, and within the limits of this directive.\nAppointee ( personne nommée ) - a person recruited from outside the public service and appointed or on assignment to a department or agency listed in Schedules I and IV of the Financial Administration Act. On relocation to the first place of employment, a person is deemed not to be an employee for the purposes of this directive. Members of the Canadian Forces on initial appointment to the public service are considered to have the status of appointees.\nArm’s length transaction ( transaction sans lien de dépendance ) - an arm’s length transaction is one that is consummated between two or more non-related parties. Conversely, a non-arm’s length transaction is any transaction consummated between two or more related parties.\n- Related individuals include direct-line descendants (grandparents, parents, children, and so on), as well as spouse or common-law partners, brothers, sisters, and in-laws.\n- Related individuals also include non-immediate family members such as cousins, aunts, uncles, nephews and nieces.\nIn transactions considered to be non-arm’s length, participants have the potential to manipulate a transaction for their benefit.\nCentral removal services (CRS) ( services centraux de déménagement ) – Central headquarters unit at Public Services and Procurement Canada responsible for the administration of the contract for the delivery of household goods moving services for all relocation within Canada.\nContracted Relocation Service Provider (CRSP) [ fournisseur de services de r éinstallation (FSR) ] - private sector company contracted by the Government of Canada to administer the relocation services for employees in accordance with this directive.\nDependant ( personne à charge ) – a person who resides full-time with the employee at the employee’s residence, or a person who resides outside the employee’s residence and for whom the employee has formally declared a responsibility for assistance and/or support, and who is:\n- the spouse of that employee; or\n- the biological child, stepchild, adopted child including a child adopted by aboriginal people under the Custom Adoption Practice, or legal ward of that employee or of the employee’s spouse who is both dependent on the employee for support and is: under 18 years of age; or dependent on the employee by reason of mental or physical disability; or in full-time attendance at a school or other education institution that provides training or instruction of an educational, professional, vocational or technical nature; or\n- ]the parent, grandparent, brother, sister, uncle, aunt, niece, nephew or grandchild of that employee or of the employee’s spouse who is both dependent on the employee for support and is: under 18 years of age; or dependent on the employee by reason of mental or physical disability; or in full-time attendance at a school or other education institution that provides training or instruction of an educational, professional, vocational or technical nature.\nNote:\nA formal declaration may be either a signed statement by the employee or a legal document.\nDeputy head ( administrateur général ) - in relation to a department, the deputy minister; and in relation to any other part of the public service, the chief executive officer, or, if there is no chief executive officer, the person designated by the Governor in Council as the deputy head for the purposes of the Public Service Employment Act.\nDoor-to-door ( porte-à-porte ) – a door-to-door move is a synchronized move from the principal residence at origin to the new principal residence at destination where efforts are made by the employee to minimize the need for interim accommodation, meals and miscellaneous expenses as much as possible.\nEmployee ( fonctionnaire ) - a person employed in the federal public service and whose salary is paid out of the Consolidated Revenue Fund.\n- Full-time employee ( fonctionnaire à temps plein ) – means a person whose normal scheduled hours of work are those of a full-time employee in accordance with the collective agreement;\n- Part-time employee ( fonctionnaire à temps partiel ) - part-time employee means a person whose normal scheduled hours of work are less than those of a full-time employee in accordance with the collective agreement, but not less than one-third of those hours;\n- Seasonal employee ( fonctionnaire saisonnier ) – means a person whose period of work is of a seasonal nature;\n- Term employee ( fonctionnaire nommé pour une période déterminée ) – means a person whose period of work is for a determined period of time.\nEmployee-requested relocation ( réinstallation à la demande du fonctionnaire ) - a relocation resulting from a formal request made by an employee for compassionate or other personal reasons and for which the costs involved are to be reimbursed in accordance with Part XII.\nEmployer ( employeur ) - Her Majesty in right of Canada as represented by the Treasury Board, and includes persons authorized to exercise the authority of the Treasury Board.\nExceptional circumstances ( circonstances exceptionnelles ) – means rare and unforeseeable circumstances, normally outside of the employee’s control.\nHousehold goods and effects ( effets mobiliers ) - the furniture, household equipment and personal effects of an employee or appointee and dependants, but does not include automobiles, livestock and pets.\nIsolated post ( poste isolé ) - a place named in Appendix A of the Isolated Posts and Government Housing Directive.\nLiving expenses ( frais de subsistance ) - the expenses incurred for food and overnight accommodation. It may also include incidental expenses such as laundry, valet service, gratuities, local telephone calls and local transportation, as specified in this directive.\nMobile home and double-wide removable home ( maison mobile et maison mobile double ) - are considered to be synonymous terms for purposes of this directive and mean a transportable, detached, single-family dwelling which is an employee’s principal residence and which contains by design the normal amenities for continuous year-round occupancy. The unit is connected to utilities and is designed to stand on a specially prepared site, although these preparations do not include a permanent foundation. The unit is designed and built to be towed or moved by road. This definition does not include: a lean-to or other attached living space, fencing or similar items, travel trailers, camping trailers and the like, or any type of self-propelled vehicle such as a motor home or pick-up coach.\nMortgage ( hypothèque ) - means a loan registered as a mortgage on a property. It is for a fixed amount and may not be re-advanced as the borrower pays down the mortgage. It will mature when the term is up and the borrower has the choice to renew with his current lender or switch to another lender for the remaining balance. Payments are made on a fixed schedule and involve payments of principal and interest. For greater clarity, a mortgage does not include any loan which allows the borrower to access funds for other purposes, such as Home Equity Lines of Credit.\nNew principal residence ( nouvelle résidence principale ) - a single-family dwelling purchased or rented at the new workplace which will become the employee’s principal residence following the relocation.\nNon-Accountable Incidental Expenses Allowance ( Indemnité pour les faux frais non soumis à une justification ) - an allowance that employees do not have to account for upon relocation i.e. receipts are not required but should be retained.\nPet ( animal de compagnie ) - any animal that normally resides in the family home and is kept for companionship (if the animal is allowed in the living room, it can be moved). Large animals such as horses or sheep or large numbers of domestic animals, such as a cattery, or a kennel of dogs, are not considered pets.\nPersonal Declaration ( déclaration ) – means a written statement signed by the employee attesting to and listing the expenses for payment without receipt.\nPersonal Motor Vehicule (PMV) [ véhicule automobile personnel - (VAP) ] - for purposes of shipment, means a sedan, sports car, station wagon, mini van, pick-up, or 4-wheel drive vehicle of three-quarter ton rating or less, registered in the employee’s name or in the name of the spouse or common-law partner, or a dependant, the primary purpose of which is for family conveyance. This definition excludes racing cars, campers, and any other vehicle which does not meet the above criteria.\nPrincipal residence ( résidence principale ) - a single-family dwelling owned or rented and occupied by the employee or dependant residing with the employee, which was occupied continuously at the time the relocation at public expense was authorized and which is recorded as the employee’s permanent address on the departmental or agency personnel file. Temporary or seasonal accommodation is excluded from this definition.\nReceipt ( reçu ) - an original document or electronic/paper copy showing the date and amount of expenditure paid by the employee.\nRelocation ( réinstallation ) - the authorized move of an employee from one workplace to another. The move consists of the relocation from the principal residence occupied while working at the old workplace, to the new principal residence that will be occupied while working at the new workplace. For greater clarity, the employee must relocate to a new principal residence to be eligible for the reimbursement of relocation expenses.\nSingle-family dwelling ( habitation unifamiliale ) - living quarters containing the normal amenities necessary for continuous year-round occupancy. The dwelling must be structurally separate and have an entrance or entrances from outside the building or from a common hall, lobby, vestibule, or stairway inside the building.\nSpouse or common-law partner ( conjoint ou conjoint de fait ) - the term “common-law partner” refers to a person living in a conjugal relationship with an employee for a continuous period of at least one year. The term “spouse” refers to the person married to the employee.\nThird-party service provider rates and fees ( taux et frais des fournisseurs de service tiers ) - contracted ceiling amount charged by the Contracted Relocation Service Provider to the Government of Canada for providing third-party real-estate, legal, building inspection and rental assistance services.\nTransferee ( personne transférée ) - the employee being relocated from one place of residence to a new destination to perform duties of a position within the public service.\nTravelling expenses ( frais de voyage ) - the transportation and living expenses incurred en route to the new workplace.\nWorkplace/Place of Duty ( lieu de travail )\n- Permanent/Regular ( permanent/régulier ) - the single permanent location determined by the employer at, or from which, an employee ordinarily performs the work of his or her position or reports to;\n- the workplace of employees who are employed as Ships’ Officers or Ships’ Crews shall be deemed to be a suitable structure, as determined by the employer: at the location of the home port of their vessels, for employees whose normal duties are performed aboard a vessel; or at the location where employees normally perform their duties when they are not employed on a vessel.", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-3", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Part I - National Joint Council Relocation Directive", "marginal_note": "Part I - National Joint Council Relocation Directive", "part": "", "division": "", "heading": "", "text": "1.1 Effective Date\n1.1.1 This Directive comes into effect January 1, 2021.\n1.2 Purpose and Scope\n1.2.1 The purpose of this directive is to ensure fair treatment of employees authorized by the employer to relocate to a new principal residence at a new regular workplace consistent with the principles above. The aim is to relocate an employee in the most efficient fashion, at the most reasonable cost to the public while having a minimal detrimental effect on the employee and his/her family and on departmental operations.\n1.2.2 This directive provides a personalized approach for each participant’s particular needs. It has two facets:\n- a policy formula that marries direct reimbursement of expenses, over which the employee has little control, and an individualized approach to benefits providing an opportunity for the employee to select what is best for him/her (within a given Fund) given his/her own family or unique circumstances; and\n- a contract with a CRSP who will provide the employee with professional assistance at every step of the relocation with the view of presenting the employee with every reasonable opportunity to maximize the available benefits. This includes relocation planning, marketing assistance and destination services along with several other enhanced relocation services.\n1.2.3 This directive will ensure access to professional relocation services advice at every step of the employee’s move. An employee makes the final decision to accept or reject professional advice provided.\n1.2.4 This directive and any limitations thereto are published as policy and not as permissive guidelines. Discretion, be it at the employee, managerial or departmental level, shall be confined to those provisions where discretion is specifically authorized.\n1.2.5 Relocation expenses must be directly attributable to the relocation, and must be clearly reasonable and justifiable. They must not upgrade the financial position of the employee and must be supported by receipts as stipulated within this directive. The provisions shall provide only for the employee’s legitimate expenses, without opening the way for personal gain or for the underwriting of extravagances.\n1.2.6 Entitlements not identified within this directive will not normally be reimbursed unless deemed to result from exceptional circumstances. Deputy head or delegated departmental authority is required for payment of such expenses.\n1.2.7 Employees requesting reimbursement of entitlements not identified within this directive must provide a written submission to the Departmental National Coordinator (DNC) who shall then forward the submission with its recommendation to the deputy head or delegated departmental authority for approval.\n1.2.8 The applicable rates and allowances contained in the NJC Travel Directive, as modified from time to time by the NJC, shall form part of this directive unless otherwise stated within this directive. They shall be applied to all eligible participants irrespective of age, sex, marital or family status, or disability.\n1.2.9 Travel and shipment of household goods and effects (HG&E) provisions shall comply with the provisions of the current NJC Travel Directive and the Household Goods Removal Service contract, unless otherwise specified in this directive.\n1.3 Inquiries\n1.3.1 Inquiries concerning the shipment of personal and household effects and automobiles should be directed to the Central Removal Service (CRS).\n1.3.2 Inquiries concerning commercial travel and accommodation reservations should be directed to the Government of Canada Travel Service Supplier.\n1.3.3 Inquiries concerning tax should be directed to Canada Revenue Agency (CRA).\n1.3.4 Inquiries regarding the provisions of this directive should be directed to Departmental National Coordinators (DNC).\n1.4 Application\n1.4.1 This directive applies to employees who work in:\n- all departments and other portions of the public service of Canada listed in Schedules I and IV of the Financial Administration Act; and\n- organizations listed in Schedule V of the Financial Administration Act that are members of the NJC and that have opted to follow this directive.\n1.4.2 Subject to section 2.1 Authorization, this directive applies to:\n- term employees appointed to indeterminate positions;\n- term employees whose period of employment is to be longer than one (1) year;\n- employees on assignment of more than one (1) year’s duration;\n- employees on Leave Without Pay (LWOP) for less than one (1) year; or\n- employees on priority status in accordance with the Public Service Employment Act (PSEA) and the Public Service Employment Regulations (PSER) or employer-specific priority status policies.\nNote:\nWhere the assignment and/or term is for less than three (3) years, the provision on sale and purchase of property will not apply (see section 13.5).\n1.4.3 The 40 km rule: should the relocation not meet the 40 km rule, relocation benefits may be taxable.\n1.4.4 Normally, relocation shall only be authorized when the employee’s new principal residence is at least 40 km (by the shortest usual public route) closer to the new place of work than his/her previous residence, in accordance with subsection 248(1) of the Income Tax Act.\n1.4.5 The formula for calculating the distance can be found in Appendix A (CRA’s form T1-M E (99) “Claim for Moving Expenses.”).\n1.4.6 This directive does not apply to:\n- employees whose relocation is governed by the Foreign Service Directives or other authorities (e.g. the RCMP, Canadian Armed Forces); or\n- employees on educational or developmental leave within Canada and employees on assignment or interchange within and outside the public service for periods of less than one (1) year.\n1.4.7 Public service organizations not referred to in subsection 1.4.1 of this directive may request to be included under this directive by the Program Authority at Treasury Board Secretariat.\n1.5 Transitional Provisions\n1.5.1 This directive only applies to relocations which were authorized on or after January 1, 2021. Relocations authorized prior to this date are subject to the provisions contained in the NJC Relocation Directive, effective April 1, 2009.", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-4", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Part II - Administration", "marginal_note": "Part II - Administration", "part": "", "division": "", "heading": "", "text": "2.1 Authorization\n2.1.1 When the employer has determined that relocation is required, the employer shall authorize the relocation and ensure that all relocation arrangements are consistent with the provisions of this directive. The Departmental National Coordinator (DNC), specifically identified for this program, is required to issue approval in certain areas of this directive, on behalf of the deputy head.\n2.1.2 The authorization shall be in advance in writing. A relocation is considered authorized when the relocation file has been successfully registered by the employer with the CRSP. The employee shall not incur any expenses under this directive until the initial consultation with the CRSP has taken place. This authorization shall be provided at least 30 days prior to the date the employee must report at the new workplace, as stated in the relevant staffing document, unless a shorter period is personally authorized by the deputy head or the delegated departmental authority.\n2.1.3 The employer shall authorize the CRSP in writing to provide contracted relocation services to the employee referred.\n2.1.4 The CRSP is not authorized to reimburse any expenses that are not covered by this directive, or expenses that are over and above the established contractual rates of this directive.\n2.1.5 In exceptional circumstances, the Departmental National Coordinator (DNC), on behalf of the deputy head, may post authorize relocation expenses incurred up to 30 days prior to the date of registration with the CRSP. Unless authorized under this section, the employer shall not be responsible for expenses incurred prior to authorization of the relocation.\n2.1.6 The employer shall not be responsible for such expenses, unless and until the relocation is subsequently authorized and the employee may be ineligible for some entitlements.", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-5", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Responsibilities", "marginal_note": "Responsibilities", "part": "Part II - Administration", "division": "", "heading": "", "text": "2.2 Employer Responsibilities\n2.2.1 The employer shall:\n- ensure that this directive is available to relocating employees at the employees’ normal workplace during the employee’s working hours;\n- determine that a relocation is necessary;\n- register the relocation with the CRSP;\n- advise the employee being relocated not to proceed with any relocation-related activities prior to initial consultation with the CRSP;\n- provide the relocating employee with the necessary leave to carry out all activities related to the relocation;\n- allow flexibility of reporting dates to enable the employee to coordinate relocation activities effectively and in the most cost-effective manner;\n- ensure employees are reimbursed for actual and reasonable relocation expenses (via the CRSP) within the limits of this directive;\n- initiate the removal of household effects, by forwarding to CRS a completed \"Requisition for Removal Services\"; and\n- ensure that accommodation of employee needs is provided to the point of undue hardship.\n2.2.2 On behalf of the employer, DNCs specifically identified for this program, who are required to issue approvals in certain areas of this directive, shall:\n- be familiar with both this directive and other directives as required;\n- recommend, interpret, approve, process payment, review and audit expense claims/entitlements;\n- work closely with departmental authorities to ensure that: no inappropriate funding/relocation commitments are made to employees; the correct pre-authorization process is followed; and no employee starts a relocation without having had the contracted counselling from the CRSP;\n- provide instructions and/or advice in writing, either through the CRSP or directly, when requested by an employee; and\n- provide the CRSP with all relevant information to assist in the coordination of the employee's move and to minimize the time spent in interim accommodation.\n2.2.3 On behalf of the employer, the CRSP shall:\n- provide services as specified in the contract and in this directive;\n- establish contact with the referred employee within 48 hours and confirm personal information and counselling dates as per the contract;\n- ensure that the timing of the relocation, and the travelling associated with it is planned to minimize disruptions to family life, and to minimize the costs to the employer;\n- verify and approve relocation expense claims before reimbursement;\n- advance funds to the employee immediately prior to the house-hunting trip or the movement of HG&E; and\n- process claims as soon as possible after receiving fully completed expense claims with supporting documentation.\n2.2.4 The employer shall, in consultation with the CRSP, initiate the removal of household effects, by forwarding to CRS a completed “Requisition for Removal Services”. CRS will provide the employee with a copy of “Removal Instructions”, which provide a detailed summary of the employee’s and the mover’s responsibilities concerning the removal of household effects.\n2.2.5 The employer shall provide the relocating employee and spouse or common-law partner, if applicable, with the necessary leave to carry out all activities related to the relocation.\n2.3 Employee Responsibilities\n2.3.1 The employee shall:\n- become familiar with the provisions of this directive and consult with the CRSP prior to engaging in any relocation-related activities;\n- inform the employer or its suppliers of needs that may require accommodation;\n- follow instructions and/or advice on the relocation process, given by the CRSP;\n- require that the instruction and/or advice be provided in writing when the employee feels that it contradicts this directive;\n- consult with the DNC for clarification on the instruction and/or advice provided, when necessary;\n- ensure that an “arm’s length” relationship exists when selecting service providers;\n- ensure that any rebate from the service provider be paid to the Receiver General of Canada, if the Government of Canada pays for the fees charged for those services;\n- submit within 90 days after the date of the employee’s arrival at the new workplace, or the date the dependant(s) arrive(s), whichever is later, a complete relocation expense claim with necessary supporting documentation as required by this directive; and\n- make full restitution immediately upon notification to the CRSP, at the end of the relocation process, if he or she has received funds that should not have been provided.\n2.3.2 The employee should be aware that:\n- proceeding with relocation related transactions prior to authorization or incurring expenses beyond those allowable under this directive could result in such expenses not being reimbursed;\n- refusing the instruction and/or advice of the DNC, when this instruction and/or advice does not contradict this directive, could result in relocation problems and additional personal cost; and\n- eligibility for some or all the provisions of this directive may be forfeited if he/she signs contracts (realtor, lawyer, appraisers, pre-sale, etc.), or has been reimbursed directly by the employer for relocation related expenses.\n2.3.3 Employees who are in the process of dissolving a marriage or spousal union, or who are in a situation of indefinite separation that may result in dissolution must inform the CRSP and provide confirmation of separation in the form of a declaration or legal separation agreement.\n2.4 Departmental Controls\n2.4.1 User departments/agencies are to assume the program delivery costs in accordance with the approved fee-for-service schedule.\n2.4.2 All requests for reimbursement that fall within the intent of this directive, but whose special circumstances have not been specifically addressed, must be forwarded through normal channels directly to the designated DNC at the head office.\n2.5 Forms and Files\n2.5.1 Specific directions shall be incorporated in departmental procedures as follows:\n- the specific relocation provisions arranged for an employee-requested relocation for personal reasons (see subsection 2.3.3) shall be placed on the employee's relocation file; reimbursement shall be confined to the terms agreed to, and shall be subject to the limitations of this directive;\n- the pre-authorization to travel \"Travel Authority and Advance\" form, shall be completed prior to the move and placed on the employee's relocation file; and\n- when an isolated post is not involved, a record of all time extensions authorized, and of long-term storage approved shall be placed on the employee's relocation file.\n2.6 Receipts\n2.6.1 Where reimbursement for authorized expenses is sought, the employee is expected to submit receipts for the expenses incurred.\n2.6.2 In exceptional circumstances, where the employee certifies that a receipt was lost, accidentally destroyed or unobtainable, a personal declaration may replace the receipt.\n2.7 Spousal relocation\n2.7.1 If an employee with a spouse or common-law partner is relocated, and the spouse or common-law partner is also an employee who is relocated to the same location within one year of the registration of the file, this directive shall apply as for an employee and spouse or common-law partner and not as two separate employees.\n2.7.2 If an employee with a spouse or common-law partner is authorized to relocate, and the spouse or common-law partner (who is not an employee) expects to receive relocation benefits from their employer, the employee must choose either to receive relocation benefits through their spouse’s or common-law partner’s employer, or through this Relocation Directive; the employee may not claim both. This choice must be made within 15 working days from the employee’s receipt of notification of the registration of the file and before any relocation expenses are incurred.\n2.7.3 Time-off with pay shall also be granted to the spouse or common-law partner who is also an employee.\n2.8 Advances\n2.8.1 An employee shall be advanced funds (via the CRSP) to assist in meeting personal expenses incurred in the relocation such as a house hunting trip (HHT), travel and interim accommodation.\n2.8.2 To ensure that the employee has full use of the proceeds of the sale of the former residence, the employee may also request an advance of an amount equal to the calculated real estate and legal fees. This amount may be issued directly to the legal firm, provided that a written offer of purchase has been received and subject to the residence being listed through a licensed real estate firm. Such advances may be made in accordance with the Accountable Advances Regulations, and shall only be made immediately prior to the date the funds will be required.\n2.9 Employer-requested Relocation\n2.9.1 Employer-requested relocations are relocations within Canada, including employee relocations that result from staffing actions except on initial appointment.\n2.10 Employee-requested Relocation\n2.10.1 In an “employee-requested relocation” assistance shall be provided in accordance with Part XII.\n2.11 Initial Appointment\n2.11.1 Relocation provisions for appointees to the public service or other persons who are not employees before they are authorized to relocate at public expense are found in the Initial Appointees Relocation Program (IARP), which can be found on the Treasury Board Secretariat website.\n2.12 Expense Claims\n2.12.1 An employee claiming relocation expenses must submit a detailed and itemized account, in the form required. The claim must conform to the following requirements:\n- the account must be submitted within 90 days after the date of the employee’s arrival at the new workplace, or the date the dependant(s) arrive(s), whichever is later [but within one (1) year];\n- the claim shall be supported by receipted vouchers for each item in the claim except: kilometric allowance, expenses for taxis under $12, expenses for meals and miscellaneous incidental expenses, and amounts paid for accommodation other than in commercial establishments;\n- the claim shall be supported by any other information required; and\n- the claim shall be signed or digitally signed by the employee, certifying that all the amounts claimed have been paid.\n2.13 Cancellation of Relocation\n2.13.1 In accordance with section 2.1 Authorization, the employer shall reimburse an employee for expenses incurred when a relocation is cancelled by the employer for work-related reasons that are beyond the employee’s control in compliance with this directive.\n2.13.2 Upon official notification of cancellation, it is the responsibility of the employee to terminate any arrangements in process except for the removal of effects or the move of a mobile home, which the employer will terminate through the CRS.\n2.13.3 An employee who wishes to cancel a relocation prior to the household goods and effects being moved must request approval to cancel the relocation from the DNC. The DNC may approve the cancellation of the relocation if the DNC is satisfied cancellation is appropriate in the circumstances. Once the household goods and effects have been loaded the relocation may not be cancelled at the employee’s request.\n2.13.4 Reimbursable expenses will vary according to the stage of the relocation. Reimbursable expenses are those which in the opinion of the deputy head or delegated departmental authority, are reasonable in the circumstances, not exceeding the limits prescribed in this directive. Normally, little expense is involved until the employee disposes of a principal residence. For example, an employee renting accommodation may have terminated the lease and may be unable to retain the accommodation; or an employee owning a principal residence may have sold it and may be obliged to vacate. In the latter case, although the employee may be able to have the sale set aside by agreement with the purchaser, a real estate fee may be payable. In either case, when the employer is satisfied that the employee must vacate the accommodation, a local move of household effects shall be approved, along with incidental relocation expenses in the appropriate amount.\n2.13.5 The employer will reimburse an employee for a wide range of incidental expenses related to a relocation. The expenses must be directly attributable to the move, must be clearly reasonable and justifiable, and must not upgrade the financial position of the employee.\n2.13.6 The incidental expenses must be supported by receipts, the reimbursement of which is subject to judgment by the recommending authority that the expenses are within the intent of the provision and are reasonable in the circumstances.\n2.13.7 Reimbursement of payments made for rent in advance [see Temporary Dual Residence Assistance (TDRA)] of the move, or for legal fees on purchase of a principal residence, may also be approved.\n2.13.8 If the employee’s employment with the Government of Canada terminates for any reason during the relocation, the expenses incurred following the date of termination of employment are not reimbursable under this directive.\n2.14 Relocation while on Travel Status\n2.14.1 If an employee is authorized to relocate while in travel status at the new workplace, such circumstances shall change the status from travel to relocation. If the employee is eligible for assistance such as TDRA, it shall be approved. The assistance shall start the day following the effective date of written relocation notification.\n2.15 Time Limits\n2.15.1 There is a one (1) year time limit to receive reimbursement on a relocation from the date of registration with the CRSP. Based on exceptional circumstances, employees may be granted an extension of up to three months by submitting a request to the Departmental National Coordinator (DNC).", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-6", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Part III - Relocation Entitlements", "marginal_note": "Part III - Relocation Entitlements", "part": "", "division": "", "heading": "", "text": "3.1 Introduction\n3.1.1 This directive provides a customized approach for each participant’s particular needs. It applies to eligible employees relocating within Canada. It provides employees with access to professional relocation services such as planning, marketing assistance and destination services throughout every step of the employee’s move.\n3.1.2 This directive is designed to encourage and facilitate door-to-door moves thereby eliminating the need for additional assistance such as TDRA, etc., through improved move management.\n3.2 Provision Overview\n3.2.1 This directive is divided into two separate yet interdependent components: Core Fund and Personalized Fund. The Core Fund is further divided into two components, the Basic Core and the Core Customized. Entitlements listed in this section are explained in more detail in other sections of the Directive.\n3.3 Core Relocation Fund\nBasic Core Fund\n3.3.1 The purpose of this section is to describe the Basic Core entitlements available to employees who are relocating. It includes those basic provisions covering the reimbursement of eligible expenses, such as real estate commissions and legal fees, which are directly reimbursed by the employer via its CRSP, and includes some enhancements such as relocation planning and destination services.\n3.3.2 Basic Core entitlements within described parameters are 100% funded by the department unless specifically stated otherwise. For example, an employee who incurs real estate commission expenses for $15,000 would be reimbursed the $15,000.\n3.3.3 For information on the conditions and limitations of particular entitlements, refer to the appropriate section of the Directive. The following is an overview of the entitlements available to relocating employees under the Basic Core Fund:\nAn Overview\n- Appraisal fees - sale of home\n- Building/structural inspection (on purchase)\n- Business telephone calls - HHT\n- Car shipment - 1 personal motor vehicle (PMV)\n- Cleaning of one residence\n- Counselling - relocation planning\n- Dependant care\n- House hunting trip expenses\n- Interim accommodation, meals & miscellaneous allowance\n- Legal fees - acquisition of home\n- Legal fees - disbursement\n- Legal fees - sale of home\n- Legal fees - acquisition of lease\n- Long-term storage (isolated posts only) mortgage breaking penalties - non-portable mortgages only\n- Mortgage interest differential on purchase (non-portable mortgage)\n- Power of attorney fees\n- Private sale assistance\n- Real estate commission (sale)\n- Rent in advance of a move\n- Rent and lease liability\n- Rental agency finding fees\n- Shipment of household goods 20,000 lb/9,071.94 kg\n- Shipment of mobile home - with limitations\n- Storage in transit\n- TDRA (six months of actual expenses)\n- Travel to new destination expenses\n3.3.4 While the utilization of the Basic Core Fund of this directive is not mandatory, there is no provision under any circumstances for those items that are not used, to be exchanged or assigned any monetary value which could be added to the Core Customized Fund of the Directive. The employee who chooses not to use the Basic Core Fund entitlements forfeits them. For example, an employee who opts not to go on a HHT foregoes a Core entitlement and will not receive a monetary value for this action.\nCore Customized Fund\n3.3.5 The Core Customized Fund includes items that can be reimbursed, up to the value calculated from pre-budgeted amounts within the Core Customized Fund entitlements.\n3.3.6 This fund is provided by the employer to allow employees to claim other elements of a move that are not covered under the Basic Core Fund. It provides the flexibility to choose items that best meet the employees’ relocation needs.\n3.3.7 The amount of money available in an employee’s Core Customized Fund is determined by the funding formula (see Appendix B) and is different for each employee based upon his/her personal circumstances. Since this fund is for the sole purpose of enhancing a move, unused or remaining monies shall be returned to the department and are not payable to the employee.\n3.3.8 The Core Customized Fund cannot be used to supplement expenses covered by the Personalized Fund.\n3.3.9 For information on the conditions and limitations of a particular entitlement, refer to the appropriate section within this directive. The following is an overview of entitlements available to relocating employees under the Core Customized Fund:\n- Adjustments/alterations to furniture/fixtures\n- Additional appraisals costs\n- Additional insurance (shipment of HG&E)\n- Boarding of pets (HHT)\n- Bridge financing - interest only\n- Building inspection\n- Car rental – upgrade\n- Crating\n- Dependant care\n- Dependants - travelling expenses\n- HHT/DHIT additional expenses/days\n- Home relocation loan – interest\n- Home renovation (disabled family)\n- Incidental relocation expenses\n- Interim accommodations, meals and miscellaneous relocation allowance\n- Marketing incentives\n- Miscellaneous shipping expenses\n- Mortgage default insurance\n- Premium professional cleaning expenses\n- Property management fees\n- Property maintenance fees\n- Shipment of antiques/art\n- Shipment of boats\n- Shipment of pets (with certain limitations)\n- Shipment of RVs\n- Shipment of 2nd and additional PMVs\n- Shipment of trailers\n- Short term loan - interest\n- Spousal services\n- Travel expenses for dependants\n- TDRA inclusive of rent in advance\n3.3.10 Calculation of the Core Customized funding shall be determined from the chart found in Appendix B. For more detailed information on the conditions and limitations on any part of the calculation, please refer to the appropriate area within this section.\n- Real Estate Commission - The first element used to calculate the Core Customized Fund varies based upon the accommodation status at the time of relocation notification as follows: Homeowner: the greater of $1000 or 35% of the real estate commission payable based upon the established appraised value of the home to a maximum of $5,250. (applicable taxes excluded); Renter: A renter at origin will be credited with $1,000; The sale price of the principal residence will be used in lieu of an appraisal to establish the funding envelope should an employee’s principal residence be sold within the time that a letter of offer has been received and before the consultative process commences with the CRSP.\n- Transportation of Family - The second element used to calculate the Core Customized Fund is the cost of one-way transportation to the location of the new workplace. For calculation purposes only, the funding will be based on the distance, one-way, between the former and new workplace, multiplied by the family size, multiplied by the appropriate kilometric rate as per the Department of Finance annual rate (rate based on point of origin), and multiplied by 35%. In those instances where the employee and dependants are transported to the new destination via the employer’s owned/leased transportation, employees will not be entitled to this element of the Core Customized Fund and the mileage calculation from the origin post to the new post will not apply.\n- Transportation of Household Goods - The third element used to calculate the Core Customized Fund is based upon the cost of shipping an average of 1,000 lb/453.60 kg household goods per unit/room from one location to another. Household goods exclude vehicles of any kind. Qualifying Rooms Include: kitchen, bedrooms (including bedrooms in finished basement), living room, recreation room, family room, dining room, basement, garage (not condos and apartments), out-building/storage shed (limit of one), storage room (separate from apartment) confirmed via appraisals for home owners and a signed listing for renters. An employee sharing accommodations is entitled to shipment of HG&E weight factor based on the rental formula. Example: 3 people rent a 3-bedroom house and rent is based on “the/a room”. The employee is entitled to the weight factor of one (1) room. If the rental formula is based on the entire premises divisible by the number (3) of shared tenants, then the employee is entitled to 1/3 of the entire number of rooms. This applies to articles shipped under the Core Fund that the moving firm will accept on a straight-weight basis only (policy centre confirmed rates). In those exceptional cases where labourers are flown into remote communities for packing, etc., this cost will be excluded from the formula configuration being used.\n3.3.11 Spousal Services - The following services provided to the employee’s spouse or common-law partner may be reimbursed from the Core Customized Fund:\n- employment search;\n- employment assistance;\n- travel to/from interviews;\n- preparation of CV; and\n- photocopy and transmittal costs for transcripts of academic records.\n3.3.12 Expenses are subject to CRA policy and guidelines.\n3.3.13 Receipts are required.\n3.3.14 A taxable benefit could result from these reimbursements.\n3.4 Personalized Fund\nPurpose\n3.4.1 The amount of money in the Personalized Fund is generated from savings/incentives and allowances as described in subsection 3.4.5.\n3.4.2 Reasonable and justifiable expenses exceeding the Core Fund limitations, which fall within the intent of this directive and are supported by original receipts, may also be claimed from the Personalized Fund.\n3.4.3 The employee will have the final decision on how the Personalized Fund is to be expended; however, amounts that exceed third-party rates/fees (e.g. real estate commissions, legal fees, inspection fees, etc.) will not be reimbursed.\n3.4.4 Upon completion of the move or at the end of one year, whichever comes first, any remaining monies from the Personalized Fund will be paid out to the employee. It should be noted that any pay out from the Personalized Fund is taxable.\n3.4.5 Calculation of the Personalized Fund – The calculation of the Personalized funding formula shall be determined from the chart in Appendix C. For more detailed information on the conditions and limitations on any part of the calculation, please refer to the appropriate area within this section.\n- Non-Accountable Incidental Expenses Allowance - Employees shall receive the Non-Accountable Incidental Expenses Allowance credited to the Personalized Fund in an amount of $650. This allowance shall be paid 30 days in advance of the move date of the HG&E.\n- Transfer Allowances - Employees shall receive a Transfer Allowance equivalent to two (2) weeks salary. The allowance is based on the annual salary effective on the date of appointment at the new location and shall be paid 30 days in advance of the move date of the HG&E.\n3.4.6 Transferable Savings to Personalized Fund - Employees may increase their Personalized Fund by realizing savings in the following ways:\n- Real Estate Commission Savings - Employees who elect not to sell their homes at their former workplace may transfer 80% of the real estate commission fees that would have been payable had the home been sold (taxes excluded) to the Personalized Fund; the employee must exercise this option within fifteen working days of receiving the first appraisal report. For greater clarity, subsequent appraisals, if any, do not extend the elect not to sell period; the amount payable is calculated on the appraised value at pre-negotiated real estate commission rates, capped at $12,000; those taking this credit must sign a waiver foregoing any future reimbursement by the Crown of real estate fees, legal fees or other related disposal costs for the property in question; and\n- Savings from a Shorter House Hunting Trip (HHT) - Employees authorized to drive 650 km or less one-way and who have successfully completed the HHT in less than 5 days may transfer 100% of all lodging, meals, and incidental savings for the unused days (capped at $250) to the Personalized Fund. A normal length HHT consists of the following: 5 days meals and incidental allowance (HHT) + 2 days (travel status); 5 nights accommodation (HHT) + 1 night accommodation (travel status); for example, an employee and spouse or common-law partner departed on Sunday and returned on Wednesday used 3 days meals and 3 nights accommodation. The employee could transfer the cost of 2 days meals for each of the employee and the spouse or common-law partner and 2 nights accommodation and 2 days incidentals up to a maximum of $250 to the Personalized Fund; or\n- Incentive for Staying over a Saturday Night - Employees on HHT who fly and arrange their itinerary so that they save the department airfare costs by staying over a Saturday night at destination shall receive $250 into their Personalized Fund. Savings are based upon return full fare economy airfare from point of origin to final destination, direct/non-stop (except when the carrier forces a connection/stopover such as flight from Halifax to Whitehorse); Stay over must be at destination, not en route; Does not apply to employees relocating into Crown homes or facilities;\n- Hotel-Motel Room Reduction Savings/ Incentive - An employee who uses less than his or her hotel room entitlement (see section 4.9), based on family size, shall receive a flat rate incentive of $50.00 per night which will be transferred to the Personalized Fund;\n- Transportation of Household Goods Below the Pre-move Estimate - When an employee reduces the amount of HG&E being shipped under the core envelope to the new location they qualify for the Transportation of Household Goods Below the Pre-move Estimate incentive. The incentive is based on the difference between the CRS pre-move estimate conducted by the van lines prior to the move and the actual weight of goods which are shipped. The employee whose entire shipment of HG&E is below the established pre-move estimate shall have 80% of the savings resulting from the lower amount shipped transferred to their Personalized Fund. This entitlement is subject to the following: the shipment of vehicles are not included for calculation purposes; and employees who are proceeding unaccompanied are not entitled to this benefit.", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-7", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Part IV - House Hunting Trip (HHT)", "marginal_note": "Part IV - House Hunting Trip (HHT)", "part": "", "division": "", "heading": "", "text": "4.1 Purpose\n4.1.1 The House Hunting Trip (HHT) is meant to provide an employee with the opportunity to secure suitable accommodation at the workplace.\n4.1.2 The HHT should result in most moves being door-to-door, hence considerably reducing the cost for interim accommodation, meals, and incidental expenses and eliminating unnecessary storage in transit costs.\n4.1.3 Employees who plan to re-occupy a previously occupied residence, or who have already secured accommodation, or who have been assigned an “Official” Crown-owned or leased accommodation associated to special functions, are not entitled to a HHT. However, entitlement exists for a destination home inspection trip (DHIT).\n4.2 Travel Status\n4.2.1 Before proceeding on an HHT/DHIT, prior approval must be received from the manager. An employee who is relocating to a new post (including Isolated Posts) where a viable market exists is eligible for an HHT. Employees are deemed to be on travel status for the normal duration of the HHT (5+2 days). Annual leave/ compensatory time off may be used when the HHT is extended beyond the normal duration. Reimbursement of allowable HHT expenses shall be paid as if the employee or spouse or common-law partner, or both, were in travel status in accordance with the relevant module of the NJC Travel Directive. Only one incidental expense shall be paid per family.\n4.3 Savings from a Shorter HHT and Incentive for Staying Over a Saturday\n4.3.1 Employees may schedule their HHT in order to benefit from provisions that enable them to transfer funds into their Personalized Fund. See paragraphs 3.4.6(b) and (c).\n4.4 Travel Time\n4.4.1 Total travel time shall not exceed two (2) days, except when distances and/or connections are such that the total return journey cannot be accomplished in that period. In such cases, additional travel time shall be authorized by the Departmental National Coordinator and those expenses shall be paid from the Core Fund.\n4.4.2 However, additional travel time and related expenses, resulting from the employee selecting a different mode of transportation other than that which would normally have been used, will be paid from the Personalized Fund.\n4.4.3 Annual/compensatory time off (authorized leave) will be used for these additional days.\n4.5 Funding Overview\n4.5.1 The benefits related to House Hunting Trips (HHT) are paid from the Basic Core and Core Customized Funds as follows:\nBenefit Basic Core Fund Core Customized Fund HHT: Accommodation: 5 + 1 nights; Meals: 5 + 2 travel days; Incidentals : 5 + 2 travel days Employee and spouse or common law partner Children and/or other dependants; HHT extends beyond 5 + 1 nights because no appropriate accommodation is found Extended HHT (family issues): Accommodation: up to 2 days; Meals: up to 2 days; Incidentals: up to 2 days - see 4.08 Employee, spouse or common-law partner, children and/or other dependants. Accommodation and meals Extended HHT (finding elder care accommodation): Accommodation: up to 2 days; Meals: up to 2 days; Incidentals: up to 2 days (see section 4.8) Employee, spouse or common law partner, children and/or other dependants. Accommodation and meals Destination Home Inspection Trip (DHIT): Accommodation: 2 + 1 nights; Meals: 2 + 2 travel days; Incidentals: 2 + 2 travel days - see 4.19 Employee/spouse or common-law partner (one person only) Rental Car mid-size car only 6 days (HHT); 3 days (DHIT) Return Transportation Employee and spouse or common law partner Children and/or other dependants Telephone Calls Local/long distance - business calls only No reimbursement for calls home Dependant Care - 7 days Actual expenses within limitations Expenses for extra HHT/DHIT days and above the Basic Core Boarding of Pets Actual expenses Commuting on HHT Kilometric expenses for 5 days\n4.6 Duration of HHT\n4.6.1 An employee or spouse or common-law partner, or both, may be authorized a HHT of up to 5 days (5 nights) duration at the new location. The total duration of the HHT shall not normally exceed 7 days (6 nights) total, inclusive of travel time.\n4.6.2 An employee who has taken a HHT, and who subsequently decides not to relocate, shall not be required to reimburse the department for the cost of the HHT.\n4.7 Extended HHT\n4.7.1 Employees may use funds from the Core Customized Fund to extend the duration of their HHT by up to 4 days as follows:\n- Family Issues - a maximum of 2 days for locating day care, school, and/or making specialized medical arrangements; and/or\n- Finding Accommodation - a maximum of 2 days to find suitable accommodation (other than principal residence) such as elder care facilities.\n4.8 Additional Travelling Expenses for Children/Other Dependants\n4.8.1 Employees who wish to have their children and/or other dependants accompany them on a HHT may do so by utilizing funds from the Core Customized Fund.\n4.9 Hotel/Motel - Occupancy Principles\n4.9.1 The number of rooms that an employee shall be entitled to while proceeding to the new location is based on family size. The following outlines the room entitlement by family size:\n- family size of 1 = 1 room for 1 person;\n- family size of 2 = 1 room;\n- family size of 3 to 5 = 2 rooms;\n- family size of 6 or 7 = 3 rooms;\n- family size of 8 or more = 4 rooms.\n4.10 Accommodation Cost\n4.10.1 Employees will be reimbursed actual and reasonable commercial lodging expenses within the city rate limit or average range (as applicable) found in the Accommodation and Car Rental Directory published by Public Services and Procurement Canada.\n4.10.2 Employees who are entitled to two or more rooms may instead choose to occupy a suite. Such cost will be paid from the Basic Core Fund but the employee will not be eligible for the hotel-motel room reduction savings/incentive.\nBasic Core Fund\n4.10.3 The employee and/or spouse or common-law partner are entitled to 6 nights maximum inclusive of travel time.\nCore Customized Fund\n4.10.4 The employee and/or spouse or common-law partner are entitled up to an additional 4 nights.\n4.10.5 Children and/or other dependants are entitled up to a maximum of 10 nights.\n4.10.6 An employee who uses less than his or her hotel room entitlement, based on family size, shall receive an incentive of $50.00 per night which will be transferred to the Personalized Fund.\n4.11 Meals and Incidentals\n4.11.1 An employee shall be paid the daily meal allowance in accordance with the NJC Travel Directive meal rates per person per day plus only one incidental allowance per family unit per day as follows:\nBasic Core Fund\n4.11.2 The employee and/or spouse or common-law partner are entitled to 7 days maximum inclusive of travel time.\nCore Customized Fund\n4.11.3 Children and/or other dependants are entitled to a maximum of 11 days of a meal allowance for each dependant.\n4.11.4 The employee and/or spouse or common-law partner are entitled to a maximum of 4 days.\n4.12 Transportation\n4.12.1 Employees shall be provided with the most practical and economical return transportation from the place of duty to the new location and will be reimbursed for related expenses in accordance with the transportation provisions in the relevant module of the NJC Travel Directive.\n4.12.2 All travel via a commercial carrier shall be arranged by the Government’s contracted travel services.\n4.12.3 There will be no reimbursement from either the Basic Core or Core Customized Funds for travel arrangements made outside of this contractor.\n4.12.4 Employees and spouse or common-law partner are entitled to:\nBasic Core Fund\n- commercial transportation; or\n- reimbursement of expenses in accordance with the kilometric rate established by the NJC Travel Directive when using a Personal Motor Vehicle (PMV). Where it is practical, an employee may travel to the house-hunting destination at the end of a regular workday or on weekends; Core Customized Fund\n- children and/or other dependants are entitled to commercial transportation expenses when travel is authorized.\n4.13 Local Transportation\n4.13.1 To conduct house hunting/home inspection, an employee may be reimbursed the following:\nBasic Core Fund\n- Car Rental – Mid-size car (HHT/DHIT) up to a maximum of six (6) days (HHT); or three (3) days (DHIT) reimbursement of actual and reasonable mid-size car rental expenses; actual and reasonable gas expenses; parking and toll charges for six (6) days (HHT)/three (3) days (DHIT); or\n- Personal Motor Vehicle (HHT/DHIT) actual mileage driven calculated at NJC Travel Directive kilometric rate; parking and toll charges for six (6) days (HHT)/three (3) days (DHIT).\n4.14 Telephone Calls\nBasic Core Fund\n4.14.1 The cost of telephone calls and faxes related to the house hunting. Receipts should be provided if available.\n4.14.2 No “calls home” will be reimbursed, as the cost of telephone calls home is included in the incidental expense allowance.\n4.15 Dependant Care\n4.15.1 The costs associated with dependant care as a result of the HHT shall be reimbursed in accordance with the NJC Travel Directive.\n4.15.2 Employees shall be reimbursed for dependant care costs additional to any existing dependant care arrangements, based on a maximum per day/night as follows:\nBasic Core Fund\n- actual and reasonable dependant care expenses up to a daily maximum of $35 Canadian, per household, with a declaration; or\n- up to $75/night with a receipt;\n- up to 7 days; Core Customized Fund\n- expenses in excess of the Basic Core Fund are subject to availability of funds.\n4.16 Boarding of Pets\n4.16.1 An employee shall be reimbursed actual expenses from the Core Customized Fund for the boarding of household domestic pets while on HHT.\n4.17 More than One HHT\n4.17.1 An employee may take more than one HHT.\n4.17.2 Expenses in excess of the Basic Core entitlement of 5 days must be paid from the Core Customized Fund.\n4.18 Destination Home Inspection Trip (DHIT)\n4.18.1 Employees who plan to re-occupy a previously owned residence, or who have already secured accommodation, or who have been assigned an “Official” Crown-owned or leased accommodation associated to special functions, are entitled to a home inspection trip. Employees who qualify for a DHIT are entitled to:\nBasic Core Fund\n- Return and local transportation (employees or spouse or common-law partners);\n- Up to two (2) travel days;\n- Up to two (2) days at destination [three (3) nights accommodation, three (3) days meals and incidentals], to conduct inspection or to finalize arrangements for school or for elder care.\n4.19 HHT on Arrival at the New Location\n4.19.1 Where no HHT was utilized in advance of the departure/report date, an employee may be reimbursed from the Basic Core Fund reasonable HHT expenses such as dependant care/car rental, while occupying Interim Accommodation at the new workplace.\n4.19.2 An employee may claim the above expenses; however, the amount of Interim Accommodation, Meals and Miscellaneous Relocation Allowance (IAM&MA) which would normally have been authorized shall not be increased.\n4.19.3 For greater clarity, an employee unable to take a HHT because of operational requirements and who has not secured a residence prior to departure date shall proceed to the new location and will be authorized up to 15 days IAM&MA from the Basic Core Fund. Expenses for childcare and a car rental may also be reimbursed if necessary. However, the 15 days of IAM&MA shall not normally be extended. Any extensions to IAM&MA shall be administered in accordance with Part V.", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-8", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Part V - Interim Accommodation, Meals and Miscellaneous Relocation Allowance (IAM&MA)", "marginal_note": "Part V - Interim Accommodation, Meals and Miscellaneous Relocation Allowance (IAM&MA)", "part": "", "division": "", "heading": "", "text": "5.1 Purpose\n5.1.1 The payment of IAM&MA either at the point of origin and/or at destination is meant to reimburse employees for living costs incurred when they cannot occupy their own living accommodation because:\n- they are required to relocate on short notice;\n- they are already on duty at the new location (travel status ceases upon acceptance of letter of offer), and cannot vacate their property at origin and relocate their HG&E immediately upon acceptance of letter of offer;\n- their effects are being packed or unpacked; or\n- they are waiting to move into their own accommodation at the new location.\n5.2 Responsibilities\n5.2.1 Employees shall attempt to coordinate the move of HG&E as closely as possible with their reporting date/the disposal of their old residence, and the occupancy of their new residence in order to minimize the time spent in interim accommodation.\n5.2.2 Managers shall allow flexibility of reporting dates to enable the employee to coordinate relocation activities effectively and in the most cost-effective manner.\n5.3 Principles and Authorization\n5.3.1 Approval to occupy interim accommodation is not automatic nor is it an entitlement. Prior approval for IAM&MA must be obtained from the Departmental National Coordinator or his/her designate within the department/region.\n5.3.2 IAM&MA expenses shall normally be reimbursed only for the consecutive period the employee remains necessarily separated from his/her HG&E; or when permanent accommodation has not been obtained/occupied and suitable alternate accommodation is not available.\n5.3.3 Employees who must remain in interim accommodation as a result of delays in the delivery of their HG&E caused by the department or its contracted agents, will be reimbursed actual and reasonable expenses within prescribed limits for the entire consecutive period that the employees are awaiting the delivery of their HG&E.\n5.4 Funding Overview\n5.4.1 Within the prescribed limits, employees will be reimbursed living expenses as follows:\nEntitlements Short notice/change of status Up to 60 days interim accommodations at new destination Pack, load and clean Accommodation - up to 3 days Meals - up to 3 days (NJC Travel Directive rates) Miscellaneous Allowance - up to 3 days Awaiting household goods and effects and/or accommodation Accommodation - Up to 15 days excluding any pack/load and unload/unpack days paid Meals - Up to 15 days excluding any pack/load and unpack/unload days paid. (First 10 days full meal rates; 65% of meal rates for period beyond) Miscellaneous allowance - Up to 15 days 15 additional days (accommodation and meals) may be authorized by the Departmental National Coordinator - conditionally Unload and unpack Accommodation - up to 2 days Meals - up to 2 days Miscellaneous allowance - up to 2 days\n5.4.2 The source of funding for these expenses are as follows:\nBenefit Basic Core Fund Core Customized Fund Short notice/change of status Employee Pack, load and clean 3 days Accommodation, meals, and daily miscellaneous allowance Employee, spouse or common-law partner, and children Other dependants Interim accommodation Accommodation, meals, and daily miscellaneous allowance Employee, spouse or common-law partner, and children - first 15 days Employee, dependants – up to 15 additional days Other dependants- first 15 days Unload & unpack 2 days Accommodation, meals, and daily miscellaneous allowance Employee, spouse or common-law partner, and children Other dependants\n5.5 Detailed Provisions and Procedure\n5.5.1 The movement of an employee’s HG&E to the new location will not normally be authorized until the employee has found suitable permanent accommodation.\n5.5.2 Meals are payable during the unpack day regardless of whether or not the professional mover or employee does the unpacking.\n5.5.3 In cases where additional time may be required for example for cleaning or inspection of the accommodation, a maximum of 2 days of additional IAM&MA may be authorized at the beginning of the move by the Departmental National Coordinator through the receiving manager and reimbursed from the Core Customized/Personalized Funds.\n5.6 60-day Interim Accommodation - Short Notice/Change of Status\n5.6.1 When authorized pursuant to section 2.1, the Departmental National Coordinator shall approve up to 60 days interim accommodation for employees who:\n- are required to relocate on short notice; or\n- are already on duty at the new location and cannot vacate their property at origin and relocate their HG&E immediately upon acceptance of letter of offer.\n5.6.2 IAM&MA shall cease on the day the employee lists the principal residence, or moves HG&E, whichever occurs first. If the employee remains responsible for two residences, the provisions in section 8.13 take effect the day following the end of IAM&MA.\n5.7 IAM&MA\n5.7.1 The CRSP may approve up to 15 days IAM&MA when the employee is separated from their HG&E. These days are separate from IAM&MA provided during the packing, loading, unpacking and unloading of HG&E.\n5.7.2 The Departmental National Coordinator may approve an additional 15 days of IAM&MA in the following situations:\n- a market where there is a limited selection of housing;\n- the HG&E were not available for delivery to the new residence because of delays caused by the moving company;\n- an employee was denied a change in reporting date when such a change could have eliminated the requirement for additional IAM&MA; or\n- permanent accommodation has not been obtained/occupied and suitable alternate accommodation is not available.\n5.7.3 Approval of the additional 15 days IAM&MA referred to in subsection 5.7.2 shall not be granted in the following situations:\n- when interim accommodation is the result of a decision to await occupancy of a certain type of permanent accommodation even though there is other suitable accommodation available;\n- when the household goods could have been delivered within the initial 15 days; or\n- when awaiting occupancy of Crown-owned/leased (unless designated) or private accommodation (rented/purchased/under construction), is a personal decision.\n5.8 Accommodation\n5.8.1 Employees will be reimbursed actual and reasonable commercial lodging expenses within the city rate limit or average range (as applicable) found in the Accommodation and Car Rental Directive published by Public Services and Procurement Canada.\n5.8.2 Employees entitled to two or more rooms may instead choose to occupy a suite. Such cost will be paid from the Basic Core Fund but the employee will not be eligible for the hotel-motel room reduction savings/incentive.\n5.8.3 Accommodation expenses will be paid out of the Basic Core and Core Customized Funds as specified in the tables in subsections 5.4.1 and 5.4.2.\n5.8.4 An employee who uses less than his or her hotel room entitlement, based on family size, shall receive an incentive of $50.00 per night which will be transferred to the Personalized Fund.\n5.8.5 Employees are expected to seek out and occupy self-contained accommodation on arrival at destination rather than the higher priced hotel-motel type accommodation.\n5.8.6 The occupancy standards outlined in the HHT trip provisions (see Part IV) shall apply - no luxury accommodation will be funded.\n5.8.7 Employees in private accommodation are entitled to an accommodation allowance of $50 per night from the Basic Core Fund payable per family/household for each night of occupancy.\n5.8.8 No receipts are required.\n5.8.9 Family occupying both commercial and private accommodation will be reimbursed only one amount - the commercial rate.\n5.9 Meal Allowances\n5.9.1 The NJC Travel Directive daily meal allowances will apply.\n5.9.2 The employee, spouse or common-law partner, dependants are each entitled to a meal allowance as specified in the tables in subsections 5.4.1 and 5.4.2 (except for Isolated Posts – actual and reasonable expenses will be paid).\n5.9.3 An employee is entitled to a meal allowance on the first and last day of IAM&MA regardless of when the movers arrive at the residence.\n5.9.4 After the first 10 days of interim accommodation (excluding pack and unpack days), the meal rate will be reduced to 65% of the daily meal allowance.\n5.10 Daily Miscellaneous Relocation Expense Allowance\n5.10.1 Entitlement to the Daily Miscellaneous Relocation Expense Allowance is outlined in the tables in subsections 5.4.1 and 5.4.2.\n5.10.2 This allowance is provided for up to 15 days only and is applicable for dependants.\n5.10.3 The allowance is calculated as follows:\n- Employee: 12% of daily meal allowance (NJC Travel Directive rate);\n- Spouse or common law partner, dependants and extended family, each person: 6% of daily meal allowance.\n5.11 Dependant Care\n5.11.1 Dependant care expenses incurred during the packing, loading and unloading and unpacking of HG&E will be reimbursed in accordance with the NJC Travel Directive as follows:\nBasic Core Fund\n- actual and reasonable dependent care expenses up to a daily maximum of $35, per household, with a declaration; or\n- up to a daily maximum of $75, per household, with a receipt; and\n- up to 2 days at origin and 2 days at destination; Core Customized Fund\n- any additional days that may have been authorized.", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-9", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Part VI - Travel to the New Location", "marginal_note": "Part VI - Travel to the New Location", "part": "", "division": "", "heading": "", "text": "6.1 Purpose\n6.1.1 It is the responsibility of the department to provide employees and dependants with transportation, accommodation, meals and incidentals when they are relocating from one workplace to another, within Canada. When travelling to the new location, employees and their family are subject to the NJC Travel Directive meal rates and the Daily Miscellaneous Relocation Expenses Allowance (see subsection 6.5.2).\n6.1.2 An employee with a special needs dependant may require the assistance of a medical or care attendant during travel to the new location. Costs associated with the attendant’s round trip, including transportation, meals and accommodation will be paid through the Core Customized Fund.\n6.1.3 Commercial travel arrangements shall be made through the Government’s contracted travel services.\n6.2 Funding Overview\n6.2.1 The benefits outlined in this part are paid from both the Basic Core Fund and the Core Customized Fund as follows:\nBenefit Basic Core Fund Core Customized Fund Transportation Employee, spouse or common-law partner and children Other dependants, medical or care attendant Meals Employee, spouse or common-law partner and children (NJC Travel Directive daily meal rates) Other dependants, medical or care attendant Miscellaneous relocation expense allowance Employee: 12% - NJC Travel Directive daily meal rates Spouse or common-law partner and children: 6% - NJC Travel Directive daily meal rates Other dependants: 6% NJC Travel Directive daily meal rates Accommodation Employee, spouse or common-law partner and children Other dependants, medical or care attendant\n6.3 Transportation\nSelecting the Mode of Transportation\n6.3.1 The department shall determine the most appropriate means of transportation for travel to the new location in consultation with the employee and the Departmental National Coordinator. The following factors should be taken into account:\n- cost, duration, convenience, safety, and practicality;\n- the family circumstances at the time of the move;\n- the employee’s needs and interests;\n- the employee’s reporting date at the new workplace;\n- the existence of an acceptable road network between the old and the new workplaces, and the weather conditions that prevail at that time;\n- the delivery date of the HG&E; and\n- the time required to reach the new location.\n6.3.2 When a mode of transportation has been approved, it is expected that the family unit shall travel by such mode. Exceptions may be pre-authorized by the Departmental National Coordinator. Where pre-authorization is not provided, the employee is responsible for all additional costs resulting from the change to the means of transportation.\n6.3.3 All official air travel arrangements on a commercial carrier shall be made via the Government’s contracted travel services.\n6.3.4 When authorized to travel by commercial carrier, employees will be reimbursed for related expenses in accordance with the transportation provisions in the relevant module of the NJC Travel Directive.\n6.3.5 Reasonable costs resulting from an authorized stop-over for the transaction of official government business (en route) or delays encountered as a result of illness are reimbursable.\n6.3.6 Business class upgrade is not authorized for travel within Canada.\nPMV as Primary Mode of Transportation\n6.3.7 In the interests of safe driving, when employee-driven vehicles are authorized, employees shall not normally be expected to drive more than 500 km on any day when the employee has not worked. Trips marginally longer may occur when the employee attempts to reach final destination on a given day.\n6.3.8 Employees authorized to travel by PMV to the new location shall be reimbursed as follows:\n- PMVs driven – NJC Travel Directive kilometric rate;\n- Motorcycles – NJC Travel Directive kilometric rate;\n- Trailers that can be towed - reimbursed at 50% of the NJC Travel Directive kilometric rate; Basic Core Fund\n- One PMV/motorcycle;\n- One trailer; Core Customized Fund\n- 2 nd and additional vehicles driven/towed.\nPMV Passenger\n6.3.9 An employee who travels as a passenger in a PMV may claim a kilometric allowance:\n- if the operator of the vehicle is not eligible to claim a kilometric allowance;\n- actual and reasonable payments made to the operator may be reimbursed; and\n- this amount is not to exceed the kilometric allowance detailed above.\n6.3.10 A receipt is required when a reimbursement is requested for payment made to the operator of the vehicle.\nBasic Core Fund\n6.3.11 Actual and reasonable payments subject to kilometric allowance limitation.\n6.3.12 When the employee travels as a passenger in a PMV, the operator of which is eligible to claim a kilometric allowance, the employee will not be reimbursed for any kilometric allowance.\nFerry and Toll Charges\n6.3.13 Actual and reasonable expenses for road, ferry, bridge, tunnel tolls and parking charges are reimbursable.\n6.3.14 Funding shall be determined by the manner in which the kilometric allowance is funded (i.e. toll costs incurred for a second vehicle shall be paid from the Core Customized Fund).\nCommercial Carriers as Primary Mode of Transportation\nBasic Core Fund\n6.3.15 Expenses for employee, spouse or common-law partner, and children are reimbursable under the Basic Core Fund.\nCore Customized Fund\n6.3.16 Expenses for other dependants are reimbursable under the Core Customized Fund.\n6.4 Accommodation\n6.4.1 Employees will be reimbursed actual and reasonable commercial lodging expenses within the city rate limit or average range (as applicable) found in the Accommodation and Car Rental Directive published by Public Services and Procurement Canada.\n6.4.2 Employees entitled to two or more rooms may instead choose to occupy a suite. Such cost will be paid from the Basic Core Fund but the employee will not be eligible for the hotel-motel room reduction savings/incentive.\n6.4.3 An employee who uses less than his or her hotel room entitlement, based on family size, shall receive an incentive of $50.00 per night which will be transferred to the Personalized Fund.\n6.4.4 The occupancy standards outlined in the HHT trip provisions shall apply.\nPrivate Accommodation\n6.4.5 Employees in private accommodation are entitled to an accommodation allowance payable per family/household for each night of occupancy as follows:\nBasic Core Fund\n- $50.00 per night/family;\n- receipts are not required;\n- a family occupying both private and commercial accommodations will be reimbursed only the commercial rate.\n6.5 Meal Allowances\n6.5.1 The employee, spouse or common-law partner, and dependants are entitled to meal allowances as specified below:\n- the NJC Travel Directive meal allowances apply;\n- each dependant will be entitled to a meal allowance.\n6.5.2 The Daily Miscellaneous Relocation Expense Allowance is calculated as follows:\n- employee: 12% of daily meal allowance (NJC Travel Directive).\n- each dependant: 6% of daily meal allowance.\n6.6 Stop Over or Delays while En Route\n6.6.1 Authorized Stop Over - Additional travel time and costs resulting from an authorized stop over for the transaction of official government business (en route) or delays encountered as a result of illness are reimbursable from the Basic Core Fund.\n6.6.2 Non-authorized Stop Over - Employees authorized to travel by PMV or other non-commercial means, who make a stop-over for personal reasons, shall not be provided with any additional travel time. There will be no reimbursement of costs resulting from such a stop.\n6.6.3 Under normal circumstances, an employee will stay each night at a different location while en route to the new destination. However, an employee who spends two (2) nights at the same location shall be reimbursed the normal travelling expenses (for the distance to be covered between the old and the new workplace).\n6.7 Separated Dependants\n6.7.1 When the employee and family have been relocated, one or more dependants (who had lived in the family home at the time of the relocation) may remain at the old location (e.g. to complete an educational term or for some other justifiable reasons).\n6.7.2 When such dependants rejoin the family group:\n- travelling expenses to the new place of residence shall be reimbursed in accordance with this directive;\n- incidental travel expenses shall not be paid; and\n- under no circumstances will expenses (e.g. during mid-term break) for holiday travel to join the family be considered.", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-10", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Part VII - Rental Accommodation", "marginal_note": "Part VII - Rental Accommodation", "part": "", "division": "", "heading": "", "text": "7.1 Purpose\n7.1.1 To enhance the employee’s mobility by assisting in the vacating and/or leasing of rented principal residences.\n7.2 Responsibilities\n7.2.1 Employees vacating rental accommodation should attempt to schedule their departure to avoid lease liability payments.\n7.2.2 Employees should seek rental accommodation which will be available at the time of their intended move, in order to reduce payment of rent in advance, or interim accommodation costs.\n7.2.3 Employees shall consult and/or discuss prospective terms of lease with their Relocation Consultant for professional clarification.\n7.3 Funding Overview\n7.3.1 The benefits outlined in this part are paid from the Basic Core Fund and if need be, the Core Customized Fund as follows:\nBenefit Basic Core Fund Core Customized Fund Rent or lease liability Up to three (3) months rent or in excess of three months as required by law Professional cleaning of residence Up to $100 (taxes included) Costs over Basic Core Rent in advance of move (TDRA) 2 months' rent Additional months Rental agency finding fees Actual expenses at pre-negotiated corporate rates TDRA See section 7.8\n7.4 Rent or Lease Liability\n7.4.1 An employee who incurs rent or lease liability in order to dispose of his/her rented accommodation will be reimbursed as follows:\nBasic Core Fund\n- an amount up to the equivalent of three (3) months’ rent; or\n- amounts required by law in excess of three (3) months’ rent **.\n** An alternative arrangement should be explored to determine if a less costly settlement could be arranged. All findings and approval must be directed to the Departmental National Coordinator.\n7.4.2 The employee must consider all options that minimize the employer’s costs such as sublet arrangements (with assistance from rental search firms if appropriate) or payment of mandatory penalties for early termination of a lease. The department will consider family circumstances before requesting the employee terminate his or her lease.\n7.4.3 TDRA will be provided in those instances where one or more dependants remain behind until completion of the regular school term.\n7.5 Reimbursement for Property Damages\n7.5.1 There is no entitlement to reimbursement for rent or lease liability that results from property damage by the employee.\n7.5.2 Any damage resulting from a sub-let arrangement remains the employee’s responsibility and will not be reimbursed.\n7.6 Professional Cleaning of Former Residence\n7.6.1 The employee may be reimbursed actual and reasonable expenses for the cost of professional cleaning of the former residence after the household effects have been loaded, and at the new residence before or after the unloading of furniture - maximum entitlement under the Basic Core Fund is not to exceed $100 (taxes included) in total for cleaning as follows:\nBasic Core Fund\n- up to a maximum of $100 (inclusive of taxes); Core Customized Fund\n- expenses in excess of the Core Fund.\nNote:\nReceipt/proof of payment is required.\n7.7 Rental Search Fees\n7.7.1 Employees are entitled to be reimbursed for the services of a Rental Search Agency (RSA) to find permanent rental accommodation.\n7.7.2 Assistance shall not exceed two (2) days, and is to be paid from the Basic Core Fund.\n7.7.3 Employees will be reimbursed actual and reasonable expenses for services provided by professional rental firms up to the pre-negotiated corporate rates.\n7.7.4 Where established rates and services have not been negotiated, reimbursement will be up to an amount equivalent to the pre-negotiated corporate rates in similar locations.\n7.7.5 Where an employee uses the services of an RSA during the HHT phase to locate permanent rental accommodation and subsequently decides to purchase a residence instead, and has not moved in or signed a lease, the RSA fees will not be deducted from the purchasing costs.\n7.7.6 When the employee engages the services of an RSA and subsequently chooses to cancel the services and fails to notify the Rental Find Firm (7 days or more) prior to arrival, he/she will be personally responsible for any cancellation fee charges.\n7.8 Temporary Dual Residence Allowance (TDRA)\n7.8.1 TDRA is provided when the employee, due to circumstances outside the employee’s control, must temporarily maintain two residences. There are two situations which are covered by this provision:\n- when employees must lease accommodation before their arrival at the new workplace, they shall be reimbursed up to the cost of two (2) months’ rent out of the Basic Core Fund, with the following conditions: reimbursement shall be calculated from the first day of the lease at the new workplace and cease on the date the employee vacates the former residence; should the period of assistance exceed two (2) months, further assistance may be paid out of the Core Customized Fund; when an employee originally moved as a renter, then subsequently purchased a residence, and was reimbursed legal fees and other associated acquisition costs, the employee shall repay any financial assistance paid from the Basic Core Fund under this provision; when this provision is used, interim accommodation shall be limited to the day following delivery of the employee’s furniture and effects;\n- when one or more dependants of an employee remain at the former place of duty to complete an educational term (middle school, secondary school - current semester, college/university - current school year), or for some other justifiable reason the employee shall be given an allowance of $525/month to help defray the dependants’ living costs.\n7.8.2 The following conditions apply:\n- this assistance is not payable if other TDRA is being paid; and\n- eligibility is for a maximum of 180 days or until the end of the school year.\n7.9 Weekend Travel Home while on TDRA\n7.9.1 This entitlement applies to employees with dependants who remain in the family home.\n7.9.2 When a door-to-door move is not possible, employees shall be entitled to travel home on weekends while on TDRA. The total number of weekend travel home trips shall not exceed:\n- two (2) trips over the initial thirty (30) days of the TDRA;\n- four (4) trips over the initial sixty (60) days of the TDRA; and\n- five (5) trips over the period of the TDRA.\n7.9.3 Payment of these transportation expenses comes from the Basic Core Fund.\n7.10 Legal Fees\n7.10.1 For employees who rent accommodation at destination, legal fees incurred in approving the form and legality of a lease shall be reimbursed as an incidental expense under the Basic Core Fund.", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-11", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Part VIII - Sale of Home", "marginal_note": "Part VIII - Sale of Home", "part": "", "division": "", "heading": "", "text": "8.1 Purpose\n8.1.1 To enhance the employee’s mobility by assisting in the disposal of a principal residence at the former workplace.\n8.2 Home Equity Assistance (HEA)\n8.2.1 Employees who sell their home at a loss may be reimbursed the difference between the original purchase price and the sale price as follows:\nBasic Core Fund\n- 80% of the loss, to a maximum of $15,000; Core Customized Fund\n- in excess of the Basic Core entitlement.\n8.2.2 Any reductions of the purchase price based upon deferred maintenance shall not be included when calculating HEA. For example, if an inspection of a residence reveals that the furnace must be replaced and if the asking price is reduced in lieu of replacing the furnace, this amount is excluded under HEA.\n8.3 Occupancy Requirements\n8.3.1 There is no entitlement for the reimbursement of expenses associated with the sale of a property unless the employee, his/her dependants or both, immediately prior to official notification of the posting, occupied the residence as the principal residence (as defined by CRA).\n8.4 Lot Size\n8.4.1 The reimbursement of expenses in this directive is limited to a lot size of not in excess of 1.235 acres (0.500 hectare) or less, unless otherwise required by zoning law, but not to exceed 4 acres (1.619 hectares).\n8.4.2 When an employee sells land or acreage as a parcel with the principal residence, the employee shall only be reimbursed for that portion of the cost which results from the sale of the residence together with the lot size limitations as indicated above.\n8.5 Co-Ownership\n8.5.1 Where the principal residence is co-owned by a person who is not the spouse or common-law partner or a dependant of the employee:\n- only that portion of the expenses directly proportional to the employee’s legal share of the property shall be reimbursed;\n- the employee must provide such information regarding the percentage of ownership the CRSP requires.\n8.6 Funding Overview\n8.6.1 The benefits outlined in this part are paid from both the Basic Core Fund and if need be, the Core Customized Fund as follows:\nBenefit Basic Core Fund Core Customized Fund Real estate commission Established corporate rates Legal fees and disbursements Established corporate rates Appraisal fees One professional appraisal One additional if deemed necessary Mortgage breaking penalties Employee chooses not to buy; or cannot buy: 3 months’ interest maximum, or $5,000 - whichever is less Employee did not port the mortgage when this was an option - Personalized Funds: Up to 3 months’ interest, or $5,000 - whichever is less Attending fees/power of attorney As per this directive TDRA Up to 6 months maximum Actual and reasonable costs Additional months Commuting assistance Up to 3 months maximum $500 /month maximum Structural inspection As described in section 8.16 Home equity assistance Up to $ 15,000 Amounts in excess of Basic Core funds Professional cleaning - former/new residence $100 maximum (tax included) Amounts in excess of Basic Core funds Capital improvements Marketing incentives As recognized by CRA Property management fees\n8.7 Real Estate Commission\n8.7.1 Employees shall be reimbursed actual real estate commissions under the Basic Core Fund not exceeding the rates established with the CRSP.\n8.8 Legal Fees\n8.8.1 Employees shall be reimbursed expenses incurred to complete the sale of the property from the Basic Core Fund as follows:\n- legal fees and disbursements including applicable taxes;\n- legal expenses incurred to provide clear title to a property.\n- land survey costs if the employee’s lawyer/notary certifies that: the last survey is more than five (5) years old; or observable changes have been made to the lot since the last survey; or by law, the vendor is required to provide a survey.\n- charges levied by the lender for the disposal of a first or second mortgage on the property, but not both.\n8.9 Appraisal Fees\n8.9.1 A professional appraisal helps the employee to establish a realistic asking price for the principal residence. Employees shall be reimbursed for the cost of:\nBasic Core Fund\n- one professional appraisal (Directive specific) not exceeding pre-negotiated rates; Core Customized Fund\n- a second appraisal if desired by the employee.\n8.10 Mortgage-Breaking Penalties\n8.10.1 When an employee incurs a mortgage early repayment penalty he or she shall be reimbursed an amount not exceeding three (3) months’ interest or $5,000, whichever is less and as follows:\nBasic Core Fund\n- employees purchasing at the new location who cannot port mortgage;\n- employees who rent at the new location;\n- employees who are unable to buy because of a requirement to occupy Crown housing; Personalized Funds\n- employees who purchase at the new location and who decide not to port their mortgage when portability was an option.\n8.11 Attending Fees or Power of Attorney\n8.11.1 Fees for the preparation of a Power of Attorney are not normally reimbursable. However, such fees may be reimbursed from the Basic Core Fund if the employee was prevented from being present for operational reasons.\n8.12 Temporary Dual Residence Assistance (TDRA)\n8.12.1 Employees shall be reimbursed actual and reasonable expenses associated with maintaining two residences.\n8.12.2 The purpose of TDRA is to assist employees with the costs associated with maintaining a second residence when circumstances prevent the employee from disposing of the principal residence at origin and making a door-to-door move. Employees shall be reimbursed actual and reasonable expenses associated with maintaining a second residence in each of the following four family situations:\n- the employee moves HG&E and family;\n- the employee proceeds unaccompanied;\n- the employee ships HG&E – leaves one or more dependents at origin; or\n- one or more dependents precede the employee.\n8.12.3 Employees may only receive TDRA for one of the four situations above at a time, and TDRA provides for a different range of benefits in each of these situations. Employees may change from one family situation to another at any point and continue to receive TDRA, however this does not extend the maximum 180 consecutive day period for which an employee can receive TDRA benefits.\n8.12.4 Specific provisions related to each situation eligible for TDRA are listed below.\n8.12.5 Employee Moves HG&E and Family - When an employee and dependants proceed to a new place of duty and the former residence remains unsold, vacant, and is being actively marketed, the following benefits shall be reimbursed on the unsold property:\n- interest charges on a first or on a second mortgage if there are no charges on the first mortgage;\n- property taxes;\n- utilities (i.e. electricity and heating);\n- property maintenance (snow removal, lawn cutting, etc.);\n- additional insurance costs; and\n- rental of mobile home pad.\n8.12.6 Expenses under subsection 8.12.5 will be charged to the following funding accounts:\nBasic Core Fund\n- actual and reasonable expenses;\n- 180 days (six months) maximum; Core Customized Fund\n- period(s) in excess of six months (180 days).\n8.12.7 Employee Proceeds Unaccompanied - An employee preceding the family to the new location has a choice of temporary/permanent accommodation. The costs of this accommodation shall be reimbursed as follows. Accommodation other than permanent accommodation must be approved by the Departmental National Coordinator before the employee secures such accommodation.\n- Interim Accommodation - Employees proceeding alone to the new place of duty shall be reimbursed interim accommodation expenses from the Basic Core Fund to a maximum of seven (7) days in order to secure semi-permanent accommodations.\n- Commercial Accommodation (Hotels/Apartment-Hotels) Basic Core Fund actual and reasonable lodging expenses inclusive of parking, laundry charges, etc.; 180 days (six months) maximum; 65% of dinner rate; Core Customized Fund period in excess of six months (180 days).\n- Private Accommodations or Room & Board Basic Core Fund actual and reasonable lodging expenses up to customary boarding and lodging rates for that location; up to 180 days (six months); no meal allowances are payable. Core Customized Fund lodging expenses in excess of the Basic Core Fund; no meal allowances are payable; for persons in private accommodation, deductions in the monthly allowance shall be made if the period of absence exceeds one week. Reductions shall be proportionate to the period of the absence.\n- New Permanent Family Home - rented or purchased - When an employee proceeds unaccompanied to a new workplace and the former residence remains unsold and is being actively marketed, the following benefits are reimbursable on the property at the new location: rental costs inclusive of associated living expenses such as parking, laundry charges, and furniture rental; utilities (i.e. basic telephone, cable and electricity); interest charges on a first or second mortgage if there are no charges on the first mortgage; property taxes; rental of mobile home pad; Basic Core Fund actual and reasonable expenses; up to 180 days (six months); Core Customized Fund period in excess of the Basic Core Fund.\n- Government Owned or Controlled Accommodation Basic Core Fund reimbursement of actual costs for meals provided, accommodation and incidentals; when these living quarters are self-contained with meal preparation facilities, the only expenses reimbursed shall be the cost of utilities and laundry (not dry cleaning) when these are not provided free of charge to the employee.\n8.12.8 Employee ships HG&E - leaves one or more dependants at origin - When one or more dependants of an employee remain at the former workplace to complete an educational term (middle school, secondary school - semester, university - current school year), or for some other justifiable reason, the only living expenses reimbursed are as follows:\nBasic Core Fund\n- $525/month for actual and reasonable living expenses;\n- up to 180 days (six months); Personalized Funds\n- amounts in excess of the Basic Core Fund.\nNotes:\n- When the employee or family, or both, are relocated, but one or more dependants (who had lived in the family home at the time of the relocation) remain at the old location (e.g. to complete an educational term or for other justifiable reasons), the employee shall be reimbursed the equivalent of the private accommodation allowance ($525) to help defray the dependant’s living costs. Only one allowance shall be paid. This assistance is not payable if other TDRA is being paid.\n- Dependants left behind for school, at the conclusion of the semester or school year are entitled to transportation and travelling expenses in accordance with Part VI - Travel to the New Location, of this directive.\n8.12.9 Dependant(s) precede employee - When one or more dependants precede an employee and the family to the new workplace (normally to start an educational term), the employee shall be reimbursed their living expenses from the Basic Core Fund, to the maximum of the private accommodation allowance of $525.\n8.13 Conditions of Reimbursement - TDRA\n8.13.1 An employee shall be responsible at all times for the expenses associated with one residence.\n8.13.2 TDRA ceases when ownership of residence at origin ceases or when funds from the Core Customized and Personalized Funds have been depleted.\n8.13.3 The principal residence at origin must be actively marketed for sale.\n8.13.4 The separation is not due to dependants remaining behind to dispose of income- producing property or for employment purposes.\n8.13.5 A dependant left behind must have resided in the principal residence at the time the relocation was authorized and prior to the relocation must be in full time attendance at school.\n8.13.6 The following are non-reimbursable expenses:\n- the capital costs portion of a mortgage payment;\n- car rental costs at either location;\n- expenses related to a dependant who has been attending school and was not living at home prior to the employee’s relocation, because expenses would not be increased by the relocation;\n- expenses related to the voluntary separation of the family for personal reasons.\n8.14 Weekend Travel Home while on TDRA\n8.14.1 This entitlement is applicable to employees with dependants who remain in the family home.\n8.14.2 When a door-to-door move is not possible, employees shall be entitled to travel home on weekends while on TDRA. The total number of weekend travel home trips shall not exceed:\n- two (2) trips over the initial thirty days of the TDRA; and\n- four (4) trips over the initial 60 days of the TDRA; and\n- not to exceed five (5) trips over the period of the TDRA.\n8.14.3 Payment of these transportation expenses comes from the Basic Core Fund.\n8.15 Commuting Assistance\n8.15.1 When the old and new locations of work are within daily commuting distance and purchase of a residence at the new place of work meets the 40 km limitation as defined by the Income Tax Act, the gaining manager may, in consultation with the Departmental National Coordinator, approve commuting assistance to allow the employee to commute daily while making the decision whether to acquire permanent accommodation at the new place of work. When approved, commuting assistance is paid instead of the costs that would be incurred for temporary accommodation at the new place of work. For greater clarity, each day that commuting assistance is claimed reduces the TDRA period by one day.\n8.15.2 Reimbursement will be based on the kilometric rate approved by the NJC Travel Directive and as follows:\nBasic Core Fund\n- up to three (3) months; and\n- not to exceed $500/month.\n8.16 Building/Structural Inspection\n8.16.1 Employees shall be reimbursed expenses for a building/structural inspection if it is a condition necessary for the sale of a property as follows:\nBasic Core Fund\n- inspection expenses for situations not under a relocation employee’s control, such as pyrite inspection; Core Customized Fund\n- reimbursable amount not to exceed corporate fees negotiated by the CRSP.\n8.17 Return Trip to Finalize Sale\n8.17.1 Where exchange of documents via courier or electronically is not sufficient to finalize the sale, the employee shall be authorized by the Departmental National Coordinator to return unaccompanied to his/her previous workplace to finalize the sale. The employee shall be required to use leave provisions for this travel when it cannot be arranged to correspond with days of rest. Reimbursement shall be as follows:\nBasic Core Fund\n- transportation (by most economical means). When authorized to travel by commercial carrier, employees will be reimbursed for related expenses in accordance with the transportation provisions in the relevant module of the NJC Travel Directive;\n- meals & incidentals (maximum of two days).\n8.18 Return Trip to Effect Move\n8.18.1 Employees under TDRA or IAM&MA (when short notice move relocation or when already at destination) may return to the former workplace to assist and finalize the shipment of HG&E. The employee shall be required to use leave provisions for this travel when it cannot be arranged to correspond with days of rest and shall be reimbursed actual and reasonable transportation and travelling expenses as follows:\nBasic Core Fund\n- transportation (by most economical means). When authorized to travel by commercial carrier, employees will be reimbursed for related expenses in accordance with the transportation provisions in the relevant module of the NJC Travel Directive;\n- meals for periods (pack/unpack) spent in temporary accommodation - not to exceed five (5) days inclusive of travel period;\n- incidentals (pack/unpack) is for a maximum of five (5) days.\n8.19 Professional Cleaning of Residence\n8.19.1 Employees shall be reimbursed actual and reasonable expenses for the cost of professional cleaning of the former residence after the HG&E have been loaded and at the new residence before or after the unloading of furniture. Reimbursement shall be as follows:\nBasic Core Fund\n- maximum of $100 (inclusive of taxes); Core Customized Fund\n- expenses in excess of the Basic Core Fund.\n8.20 Income Property\n8.20.1 Employees who sell an income-producing property such as a duplex, triplex, multiple unit building, small store or confectionery, that is also their residence, shall only claim expenses for that part of the building which they use as their principal residence. For the purposes of this article, any portion of the residence which is not available for the sole use of the employee on the day the relocation is authorized and for which the employee receives revenue in the form of rent or other payment, is considered to be income-producing.\n8.20.2 For example, if the employee owns a multiple unit residence building within which each unit is self-contained (e.g. a duplex or an apartment block), occupies one unit as principal residence, and sells the building on relocation, only those parts of the costs related to the home unit may be reimbursed. The relationship the home unit bears to the entire building may be calculated on the floor area, or by any other method accepted under the Income Tax Act.\n8.21 Private Sale\n8.21.1 Employees who sell their principal residence privately in lieu of real estate fees shall be reimbursed from the Basic Core Fund for the actual and reasonable costs of a professional appraisal, advertising, “For Sale” signs, and similar expenses related to the sale. The sum of such expenses must not exceed the commission that would have been paid had the residence been sold by a licensed real estate agent.\n8.21.2 Employees who sell privately are not entitled to receive the 80% savings on the real estate commission; this benefit is available to employees who choose not to sell.\n8.22 Marketing Incentives\n8.22.1 Marketing incentives shall be reimbursed when the CRSP advises they are necessary to sell the property. Such incentives, for example decoration bonuses, early closing bonuses, prepaid condo fees and/or property taxes and mortgage interest buy down, shall be clearly identified on an amended property listing agreement and the agreement to purchase document. Incentives are paid from Core Customized/Personalized Funds and are subject to compliance with CRA’s list of marketing incentives.\n8.23 Property Management Fees\n8.23.1 An employee, who has transferred the Real Estate Commission Savings (for not selling the residence at origin) to the Personalized Fund, may use it to pay for any property management fees incurred.", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-12", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Part IX - Purchase of Replacement Residence", "marginal_note": "Part IX - Purchase of Replacement Residence", "part": "", "division": "", "heading": "", "text": "9.1 Purpose\n9.1.1 To enhance an employee’s mobility by assisting in the acquisition of a principal residence at the new location. Employees who were not homeowners previously are eligible for this part.\n9.2 Occupancy Requirements\n9.2.1 Eligibility for entitlements under this directive is conditional upon occupancy of the new home by either the employee or the dependants - not by a tenant.\n9.3 Funding Overview\n9.3.1 The benefits outlined in this part are paid from both the Basic Core Fund and if need be, the Core Customized Fund as follows:\nBenefit Basic Core Fund Core Customized Fund Legal fees and disbursements X – Third party service provider rates and fees Structural inspection X – Third party service provider rates and fees Additional inspections per Directive X Attending fees and power of attorney X Mortgage interest differential Up to $5,000/up to 5 years Where portability is not possible Mortgage default insurance premium X Interest on loan for home purchase deposit X Bridging financing - interest X $25,000 subsidized home relocation loan - interest X Mortgage interest buy-down Professional cleaning $100 maximum Amounts in excess of $100 New home warranty\n9.4 Lots and Lot Size\n9.4.1 The benefits in this directive shall apply equally to the purchase of a lot on which a principal residence will be constructed.\n9.4.2 The reimbursement of expenses shall not exceed a lot size greater than 1.235 acres (0.500 hectare) or, where required by zoning laws, a lot size of not more than four (4) acres (1.619 hectares).\n9.4.3 Where additional land or acreage is purchased on either a new construction or a re-sale home, the employee shall be reimbursed only for that portion of costs which would have been reimbursed within the above limitations.\n9.5 New Home Construction\n9.5.1 Employees who construct a principal residence at the new workplace shall be reimbursed those expenses related to the purchase of the land and the construction of the home which would have been reimbursed if a home was purchased on the market.\n9.5.2 All costs identified in the building agreement shall be deemed as part of the original purchase price.\n9.5.3 New home warranties are reimbursable under the Personalized Fund only.\n9.5.4 Taxes such as GST, PST and/or HST, are not reimbursable (all taxes considered part of purchase price).\n9.5.5 The decision to have a property built is a personal decision and is not an exceptional circumstance which could warrant an extension to the relocation period provided in section 2.15.\n9.6 Purchase after Move\n9.6.1 Only one type of assistance is paid for acquiring accommodation at the new location whether rented or purchased. An employee shall be reimbursed either:\nBasic Core Fund\n- expenses incurred to rent a dwelling; or\n- expenses incurred to purchase a home.\n9.6.2 An employee who originally moved into rental accommodation is entitled to the benefits of legal fees on purchase within the time limits set out in section 2.15. However, the reimbursement of legal fees shall be reduced by any amounts reimbursed for rent in advance of the move and any rental assistance provided.\n9.7 Non-Admissible Expenses\n9.7.1 Adjustments for utilities and municipal taxes not essential to the establishment of clear titles are not reimbursable.\n9.8 Income Properties\n9.8.1 Employees who purchase an income-producing property such as a duplex, triplex, multiple unit building, small store or confectionery, that is also the employee’s residence, shall be reimbursed related expenses for that part of the building that they use as their principal residence.\n9.9 Co-Ownership\n9.9.1 Where the principal residence is co-owned by a person who is not the spouse or common-law partner, or a dependant of the employee, only that portion of the expenses directly proportional to the employee’s legal share of the property shall be reimbursed. The employee shall disclose the percentage of ownership when required.\n9.10 Loss of Deposit\n9.10.1 Employees who lose a deposit when buying a home because they fail to fulfill the purchase agreement are not entitled to reimbursement for the loss of that deposit. An exception may be made if the employee was prevented from completing the purchase because of departmental requirements.\n9.11 Mobile Homes\n9.11.1 Those employees who purchase a mobile home are entitled to the same benefits that apply to employees who purchase a home constructed in a residential lot.\n9.11.2 The employer will not pay for moving a mobile home if there is a subsequent relocation - see Part X.\n9.12 Legal Fees and Disbursements\n9.12.1 Employees shall be reimbursed associated legal fees and disbursements, including applicable taxes, incurred to complete the purchase of a property. In addition employees shall be reimbursed for expenses of a legal nature necessarily incurred to obtain clear title to a property as follows:\nBasic Core Fund\n- sheriff’s fees;\n- land transfer tax;\n- deed transfer charges;\n- title insurance or survey costs;\n- certificate of execution;\n- attending fees/power of attorney;\n- appraisal fees necessarily incurred at the request of the lender to obtain a first or second mortgage - only if the appraisal done under the Core Fund is not acceptable to the lender.\n9.13 Building/Structural Inspection\n9.13.1 An employee shall be reimbursed fees charged by a qualified structural inspector for one Building/Structural Inspection prior to the purchase of a new principal residence whether or not covered by a warranty at the time of possession.\nBasic Core Fund\n- one (1) structural inspection (established rates) including occupied new homes under warranty;\n- additional follow-up inspections for such things as termites, pyrite, inspection of the well, water potability, septic system, if the original inspection specifies a requirement/recommends it be done; Core Customized Fund\n- one (1) structural inspection (established rates) for a new home, never lived in and covered under warranty.\n9.14 Attending Fees and Power of Attorney\n9.14.1 It is expected that the employee/spouse or common-law partner shall be present at the closing of the purchase transaction. As such, fees for the preparation of a Power of Attorney are not normally reimbursable. However, such fees shall be reimbursed if the employee was prevented from being present for operational reasons. In these situations, actual and reasonable expenses for Attending Fees/Power of Attorney will be paid from the Basic Core Fund.\n9.15 Mortgage Interest Differential\n9.15.1 In most situations the employee will be able to transfer a mortgage from one property to another (port a mortgage). When it is not possible to port a mortgage and the employee’s interest rate on the first mortgage at the new location is higher than the interest rate on the mortgage at the former workplace, the employee shall be reimbursed the difference in the interest charges between the two mortgages up to a maximum of $5,000 as follows:\nBasic Core Fund\n- up to $5,000; Personalized Fund\n- when the portability option was not used.\n9.15.2 Calculation of Mortgage Interest Differential\n- Calculation shall be based on the outstanding mortgage and the remaining term of the mortgage at the former workplace not exceeding five (5) years.\n- If the new mortgage principal is for a lesser amount than the previous mortgage principal, that lower principal will be used to calculate the differential.\n- When an employee has a floating or variable rate mortgage at the new location, the initial new interest rate shall be used to calculate and pay reimbursement for the entire year. Any adjustments necessary shall be made at the time of the annual reconciliation.\n9.16 Mortgage Default Insurance (MDI) Premium\n9.16.1 The payment of a Mortgage Default Insurance Premium (MDI) is required by law where the mortgage is more than 80% of the purchase price or under some other circumstances. Employees shall be reimbursed, in one lump sum, the cost of MDI through the Core Customized/Personalized Funds as follows:\nCore Customized Fund\n- If 100% of the equity from the former residence is transferred to the new residence the full MDI premium shall be reimbursed.\n- If less than 100% of the equity from the former residence is transferred to the new residence the MDI premium shall be reimbursed in the same proportion as the equity transferred (pro-rated).\n- However, if an MDI premium is increased as a result of a decision not to apply 100% of the equity, then that difference will not be reimbursed.\n9.17 Other Mortgage Provisions\n9.17.1 An employee who purchases a replacement residence at the new location before the principal residence at the former workplace has been sold, shall be reimbursed associated costs (not to exceed the employee’s amount of equity in the former home) as outlined in subsections 9.17.2 to 9.17.4.\n9.17.2 Interest on a Short Term Personal Loan - Home Purchase Deposit - An employee who secures a short-term personal loan to have funds for a deposit for the purchase of a principal residence qualifies for assistance from the Basic Core Fund as follows:\n- reimbursement of interest on the loan until the purchase date of the new principal residence; or one (1) year - whichever is earlier;\n- reimbursement of necessary administration charges (to process this transaction/loan);\n- the amount of the loan shall not exceed the minimum amount required to confirm a commitment to purchase a residence as confirmed by the service provider.\n9.17.4 Interest on Short Term Bridging Loan - Bridging Loan is based on Equity or Short Term Bridging Loan:\n- an employee may secure a bridging loan to purchase a principal residence at the new workplace;\n- this loan is based on the equity in an employee’s principal residence at the former workplace;\n- funding assistance may be provided under the Core Customized Fund as follows: the employee will be reimbursed the interest on the loan; included in the reimbursement are necessary legal and administrative fees associated with the loan, excluding third party fees charged which may be incurred in obtaining such a loan; the period of reimbursement shall extend to a maximum of ten (10) working days following the date the sale transaction is completed or at the end of six (6) months, whichever is the earlier; and in exceptional circumstances, this period may be extended for an additional six (6) months by the Departmental National Coordinator upon the request of an employee and based on recommendations of the CRSP.\nNote:\nAdditional interim financing on the purchase of a new home may be required because of provincial legislation which imposes a delay on the transfer of proceeds of sale on closing because of registry requirements. Interest on this short-term loan will be reimbursed, normally for a maximum of 14 days for the amounts “frozen”.\n9.17.5 $25,000 Subsidized Home Relocation Loan - An employee may secure a second mortgage loan related to the acquisition of a principal residence at the new workplace. An interest subsidy subject to funding availability is available to the employee under the Core Customized Fund as follows:\n- interest expense on a subsidized mortgage loan;\n- the employee must meet the following criteria to qualify for reimbursement: limitations as prescribed by CRA; subsidy is restricted to a maximum of $25,000; residence must be at least 40 km closer to the new work location; and the residence is purchased for employee’s personal habitation purposes.\n9.18 Mortgage Interest Buy-down\n9.18.1 An employee who wishes to buy down the interest rate on a mortgage at the new location may be reimbursed the following costs out of the Personalized Fund:\n- interest buy down payment;\n- necessary legal fees.\n9.18.2 The buy-down amount shall be at the prescribed rate set by CRA.\n9.19 Professional Cleaning of Residence\n9.19.1 Employees shall be reimbursed actual and reasonable expenses for the cost of professional cleaning of the former residence after the household effects have been loaded and at the new residence before or after the unloading of furniture. Reimbursement shall be as follows:\nBasic Core Fund\n- up to a maximum of $100 (inclusive of taxes); Core Customized Fund\n- expenses in excess of the Basic Core Fund.", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-13", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Part X - Movement of Mobile Homes", "marginal_note": "Part X - Movement of Mobile Homes", "part": "", "division": "", "heading": "", "text": "10.1 Purpose\n10.1.1 When an employee is authorized to move HG&E on relocation, the employer may pay the costs to move the employee’s mobile home which serves as the employee’s principal residence. However, movement of a mobile home is restricted to those employees who owned such property prior to April 1, 2003.\n10.1.2 Mobile homes purchased after April 1, 2003 are excluded from this directive and will not be relocated at public expense.\n10.2 Responsibility\n10.2.1 It is the employee’s responsibility after consulting with the CRSP, to contract and arrange for the move of the mobile home.\n10.3 Funding Overview\n10.3.1 The benefits outlined in this part are paid from both the Basic Core Fund and the Core Customized Fund as follows:\nBenefit Basic Core Fund Core Customized Fund Movement of mobile home Actual and reasonable expenses Over size or multiple units Rental of equipment to remove from pad and positioning for hook up of towing vehicle Actual and reasonable expenses Rental of equipment to place on pad at destination Actual and reasonable expenses Storage when authorized Actual and reasonable expenses Additional expenses for oversize/multiple units Basic in transit insurance Actual cost up to $100,000 Additional insurance cost over $100,000 Other services and charges Actual and reasonable expenses\n10.4 Entitlements\n10.4.1 The employer shall authorize reimbursement of actual and reasonable expenses from the Basic Core Fund for the preparation, cartage and installation of the mobile home in accordance with this directive.\n10.4.2 Expenses must be less than market value of the mobile home.\n10.5 Non-Transferable Savings from Core to Personalized\n10.5.1 No savings are eligible for transfer from the Basic Core to the Personalized Fund (i.e. shipping less than 1,000 lb/room).\n10.6 Prohibited Move of a Mobile Home\n10.6.1 The movement of mobile homes is prohibited to the following locations:\n- Yukon and Northwest Territories - excluding Yellowknife.\n- Nunavut, Goose Bay, Labrador, Newfoundland.\n10.7 Storage\n10.7.1 If an employee’s personal effects are in storage and it is found that the employee’s mobile home (principal residence) is not practical at the new destination or that it cannot be shipped, and that the employee does not wish to sell/rent it, the employee shall be reimbursed* the storage costs of the mobile home.\n* subject to condition of mobile home.\n10.8 Moving from Storage\n10.8.1 Upon relocating to a new destination an employee shall be authorized to move the mobile home to the new workplace from where it was stored. Related expenses are reimbursed from the Core Customized Fund.\n10.9 Other Service Charges\n10.9.1 Employees shall be reimbursed actual and reasonable expenses as follows:\nBasic Core Fund\n- rental of equipment to remove from pad and position for hook-up of towing vehicle;\n- cartage;\n- preparation (at destination) including blocking and connection of utilities;\n- rental of equipment (at destination) to place on pad;\n- basic in-transit insurance up to a value of $100,000;\n- long-term storage (when authorized – Isolated Posts only); Core Customized Fund\n- disconnection of utilities;\n- cartage of oversized/multiple units and storage in transit;\n- insurance in excess of the Basic Core Fund and for oversized/multiple units (Personalized Fund only);\n- preparation for transit including unblocking;\n- ensuring road worthiness to provincial standards (Personalized Fund only);\n- long-term storage – Isolated Posts and Government Housing Directive (IPGHD) (when authorized) for oversized/multiple units;\n- additional costs incurred for the movement of an oversize or multiple units.", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-14", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Part XI - Shipment of Household Goods and Effects", "marginal_note": "Part XI - Shipment of Household Goods and Effects", "part": "", "division": "", "heading": "", "text": "11.1 Purpose\n11.1.1 The shipment of employees’ HG&E is subject to the limitations prescribed in this directive. The existing Household Goods Removal Service (HGRS) contract takes precedence in the selection of carriers and its contracted rates.\n11.1.2 The employer will arrange for and pay the cost of packing, insuring, shipping, in-transit storage and unpacking of one shipment of a reasonable quantity (see section 11.2) of personal and household effects from an employee’s principal residence on relocation. Expenses incurred for loading, unloading, cartage or freight charges for effects from other than the principal residence shall not be paid, except as provided for in this directive. For greater clarity, the entitlement is to a single shipment from one place to another place and not to or from multiple locations.\n11.1.3 For reasons of economy and administrative efficiency, and in order to ensure a uniformly high standard of service from the moving industry, removal services shall be purchased by Public Services and Procurement Canada and monitored centrally by the Central Removal Services (CRS) headquarters of PSPC in Ottawa-Gatineau for all relocations within Canada.\n11.1.4 The employer is responsible to make the shipping arrangements with the moving van lines as per the HGRS contract terms and conditions. The employee will complete the necessary HGRS forms and submit them to the Departmental Regional/National Coordinator for transmission to CRS for necessary action.\n11.1.5 In order to credit the employee’s funding envelopes, the employee shall submit a copy of the original bill of lading to the Departmental Regional/National Coordinator. Coordinators will fax the actual weight charged for by the van lines, to the CRSP.\n11.1.6 The employer will not be responsible financially or otherwise for the shipment of effects from any place other than the designated former place of residence at origin or place where the Crown had previously paid to store the personal effects of the employee.\n11.1.7 When HG&E are placed into storage other than Storage in Transit under section 11.7 or Long Term Storage under section 11.8, the Crown funded portion of the shipment of HG&E is considered completed and the employee is responsible for any costs associated with having the HG&E removed from storage and shipped to the new principal residence.\n11.2 Weight Entitlement\n11.2.1 The employer shall arrange for and pay the cost of packing, insuring, shipping, in transit storage and unpacking of a reasonable quantity of personal and household effects as follows:\nBasic Core Fund\n- a maximum of 20,000 lb/9,071.94 kg; Core Customized Fund\n- weight in excess of 20,000 lb./9,071.94 kg;\n- surcharges resulting from articles that the moving firm will accept on a weight dimensional or a cubic basis, or with surcharges.\n11.2.2 Established rates and conditions are subject to the HGRS contract.\n11.3 Funding Overview\n11.3.1 The benefits outlined in this part are paid from both the Basic Core Fund and the Core Customized Fund as follows:\nBenefit Basic Core Fund Core Customized Fund Shipment of HG&E 20,000 lb/9,071.94 kg maximum Weight in excess of 20,000 lb/ 9,071.94 kg Sundry relocation expenses Actual expenses as per this directive Storage in transit Up to number of interim accommodation days Over Basic Core days Long-term storage (only when authorized) Up to 20,000 lb/ 9,071.94 kg Over 20,000 lb/ 9,071.94 kg Basic insurance Replacement cost insurance as provided in the HGRS Contract Amounts over the basic coverage Additional insurance Actual expenses First PMV Actual expenses All other PMVs Actual expenses RV/boat/motorcycle/ATV/ trailer/snowmobile, etc. Actual expenses as outlined within this directive. Crating Actual expenses Objects of art Actual expenses Pet shipment Actual expenses Additional shipping expenses Actual expenses Car rental at destination Reasonable expenses per this directive\n11.4 Qualifying Rooms\n11.4.1 Qualifying rooms include:\n- kitchen;\n- bedrooms (including bedrooms in finished basement);\n- living room;\n- recreation room;\n- family room;\n- dining room;\n- basement;\n- garage - not condos and apartments;\n- out-building/storage shed (limit of one);\n- a storage room (separate from apartment).\n11.4.2 For the purposes of establishing the number of qualifying rooms, the appraisal reports will be used for homeowners. For renters, the employees shall provide the list of rooms.\n11.5 Sundry Accountable Incidental Relocation Expenses (with receipts)\n11.5.1 Employees may be reimbursed for certain sundry incidental expenses incurred as a result of the relocation. This in addition to the expenses reimbursed under the non-accountable allowance ($650). The following expenses will be reimbursed from the Basic Core Fund subject to submission of claim with receipts:\n- connection/disconnection of public utility services, (e.g. telephone, electricity, water and cable);\n- connection/disconnection of electrical equipment, (in-home theatre system, computer system, satellite dishes, etc.);\n- payment of local licenses, such as basic automobile and driver’s licenses for the minimum period required by law, and safety certificate for automobile when one is mandatory by provincial legislation before license plates can be obtained (excluding cost of necessary repairs);\n- cost of altering locks at new residence - labour only; and\n- charges for Post Office change of address.\n11.6 Non-admissible Items\n11.6.1 Non-admissible items are those not eligible to be shipped due to their hazardous nature or restricted as a result of the HGRS contract.\n11.7 Storage in Transit\n11.7.1 The employee shall be reimbursed the costs of the storage of HG&E when necessary at the new workplace as follows:\nBasic Core Fund\n- actual and reasonable expenses up to the last day for which IAM&MA are authorized; Core Customized Fund\n- actual and reasonable expenses that have been incurred beyond the period authorized from the Basic Core Fund, but which are not as a result of personal choices.\n11.8 Long-Term Storage\n11.8.1 When an employee is relocated to an Isolated Post as defined in the NJC Isolated Posts and Government Housing Directive (IPGHD), and after consultation with the employee and in the opinion of the Departmental National Coordinator, the shipment of some or all of the HG&E or PMVs, or both, to the new workplace is not practical the employer shall pay for:\nBasic Core Fund\n- packing, crating and cartage of the employee’s household effects to the nearest place where adequate long-term storage facilities are available;\n- storage of the household effects until they can or might be repossessed by the employee or an authorized dependant of the employee;\n- storage of up to two PMVs or one automobile and a camper/trailer. The total storage cost shall not exceed the cost of storing two PMVs; and\n- payment of a one-time storage preservation fee for such services as removing the battery, raising the PMV off the tires, applying lubricants as required, for commercial storage of a PMV.\n11.8.2 When the employee is again relocated to a location where the effects could be used, the Departmental National Coordinator may approve the shipment of the effects through HGRS from the place of storage to:\n- new workplace; or\n- former residence from which the effects were placed in storage.\n11.8.3 An employee whose employment terminates while the employee’s effects are in storage:\n- shall be reimbursed storage costs up to seven (7) days after the date of termination of employment; and up to 14 days in exceptional circumstances approved by the deputy head; and\n- may, if the employee chooses, within a month of the date of termination of employment, have the employer ship these effects to the original point from which they were shipped into storage, or any other location of the employee’s choice, provided the cost is not greater than shipping them to the original point.\n11.9 Partial Shipping/Storage\n11.9.1 Storage of a portion of an employee’s effects shall be approved by the DNC in exceptional circumstances or where assigned Crown-owned accommodations will not accommodate all personal possessions. Entitlements are as follows:\nBasic Core Fund\n- actual storage cost;\n- the combined shipment/storage weight shall not exceed 20,000 lb/9,072 kg; Core Customized Fund\n- weight in excess of 20,000 lb/9,072 kg placed in storage.\n11.9.2 Movement of HG&E must be done via HGRS contracted service providers as approved by the DNC.\n11.9.3 If the employee selects accommodation that will contain only a portion of the household effects, any storage arrangement for the remainder shall be the employee’s responsibility.\n11.10 Basic Insurance Coverage\n11.10.1 Employees shall be provided insurance for the transportation of HG&E as follows:\nBasic Core Fund\n- replacement cost insurance as provided in the HGRS Contract; Core Customized Fund\n- amounts over the basic coverage;\n- insurance for specific items.\n11.11 Crating\n11.11.1 Employees may have HG&E that may require additional protection (i.e. china, art, and antiques). Any crating costs for such items shall be reimbursed from the Core Customized Fund.\n11.12 Shipment of Personal Motor Vehicle (PMV)\n11.12.1 Employees shall be reimbursed actual and reasonable expenses related to shipping their PMV or driving to the new location as follows:\nShipment of PMV by Commercial Carrier\nBasic Core Fund\n- cost to ship 1 st vehicle; Core Customized Funds\n- cost to ship 2nd and additional vehicles.\n11.12.2 When the relocation distance exceeds 3,000 km, departments may authorize the shipment of the family vehicles, and the travel of the family by commercial carrier.\n11.12.3 The second vehicle may also be shipped in unusual circumstances (such as when distance, weather or family circumstances do not permit the driving of the second PMV). All cases must be personally approved by the Departmental National Coordinator.\n11.12.4 When the PMV must be delivered by the employee to a point of shipment, the following expenses are reimbursable:\n- the NJC Travel Directive kilometric rate, to cover the expense of moving a PMV to and from the auto transfer agent’s depot at each end of the move;\n- if required, one-way transportation by the most economical means for the employee to return from and travel to the auto transfer agent’s depot at each end of the move;\n- the charges levied by the transfer agent to deliver the PMV to and receive it from the government’s carrier; and\n- the charges for storing the PMV at the agent’s depot for a total combined maximum period of ten days.\n11.12.5 Rental car costs incurred (while the employee’s car is being shipped) are not reimbursable except in highly unusual circumstances beyond the employee’s control. Such expense is reimbursable from the Core Customized Fund. These circumstances are:\n- family illness, which requires travel to hospitals and doctors;\n- when the employee or dependant is permanently disabled;\n- when there is no public transportation in the location;\n- when the employee’s vehicle is being repaired due to damage while being shipped;\n- when delivery of the employee’s vehicle is delayed beyond contracted delivery date for reasons beyond the employee’s control.\n11.12.6 All cases must be personally approved by the Departmental National Coordinator.\n11.13 Shipment of RV/Boat/Motorcycle/ ATV/Trailer/Snowmobile\n11.13.1 The costs to ship recreational vehicles, such as boats, motorcycles, all-terrain vehicles, trailers, and snowmobiles shall be reimbursed from the Core Customized Fund.\n11.14 Additional Shipping Expenses\n11.14.1 Employees are responsible for any additional costs beyond those established in the HGRS contract. Employees wishing to ship items that fall outside the scope of the contract shall be reimbursed for actual expenses from the Core Customized Fund.\n11.15 Transportation of Pets\n11.15.1 Employees shall be reimbursed from the Core Customized Fund, actual and reasonable expenses for transportation of their pets to the new location and any necessary kennel fees incurred while the employees are in interim accommodation.\n11.16 Time off for Packing of Personal Effects\n11.16.1 An employee shall be provided up to three (3) days with pay to supervise the packing and loading of personal effects for shipment to the new location.\n11.17 Time off for Unpacking of Personal Effects\n11.17.1 An employee shall be provided up to two (2) days with pay to supervise the unpacking and unloading of personal effects at the new location.", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-15", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Part XII - Employee-requested Relocation", "marginal_note": "Part XII - Employee-requested Relocation", "part": "", "division": "", "heading": "", "text": "12.1 Employee-requested Relocation\n12.1.1 The intention behind employee-requested relocations is for employers to recognize that there may be circumstances in employees’ personal lives that may lead them to ask for employment in another location, such as a death or illness in the family. Employers can respond to these requests on a compassionate basis by authorizing a relocation, when it is possible for them to do so. The intent of authorizing an employee-requested relocation on compassionate grounds is not to avoid the costs associated with an employer-requested relocation that is a part of the normal staffing activities of an employer.\n12.1.2 An employee may request an employee-requested relocation for personal or compassionate reasons. DNCs may approve an employee-requested relocation when:\n- there is a vacant position at the appropriate group and level at destination;\n- the deputy head or senior delegated officer provides written certification that the relocation meets the intent as described in subsection 12.1.1; and\n- the employee acknowledges in writing that the relocation is employee-requested and that the benefits are limited to those outlined in this section.\n12.1.3 The Departmental National Coordinator shall ensure that:\n- employees are provided with counselling and written confirmation on the applicable provisions of this directive from the CRSP; and\n- copies of all correspondence are retained on the employee’s relocation file.\n12.1.4 When an employee-requested relocation is approved, the employee is entitled to:\n- the sum of up to five thousand dollars ($5,000.00) in their Core Customized Fund;\n- the Basic Core and Personalized Funds do not apply;\n- unused or remaining monies shall be returned to the Receiver General of Canada/department and are not payable to the employee as a cash-payout; and\n- a contract with a relocation services supplier who will provide the employee with professional assistance such as counselling on the relocation benefits available, guidance on accommodation at the new location and expense management.\n12.1.5 Employees may claim reasonable and actual relocation expenses listed in this directive until the Core Customized Fund is depleted. There is no assistance for disposal or acquisition of a principal residence, including rental related expenses.\n12.1.6 Employees may claim a Non-Accountable Incidental Expense Allowance in the amount of $650 as part of the $5,000.00 allocation of Core Customized fund as follows:\n- receipts are not required however they should be retained by the employee in the event of a tax audit;\n- the employee must sign a statement certifying that the expenses were incurred.\n12.1.7 All commercial travel arrangements are to be made through the Government’s contracted travel services. Employees are governed by the NJC Travel Directive.", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-16", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Part XIII - Other Types of Relocation within Canada", "marginal_note": "Part XIII - Other Types of Relocation within Canada", "part": "", "division": "", "heading": "", "text": "13.1 Telework\n13.1.1 Employees authorized under the Treasury Board Telework Policy to work from their current place of residence in Canada instead of being relocated to the new workplace shall be subject to this directive upon termination of the Telework arrangement.\n13.2 Moving to/from an Isolated Post\n13.2.1 The provisions of the Isolated Posts and Government Housing Directive (IPGHD) related to relocation take precedence over this directive.\n13.3 Unaccompanied Moves within Canada\n13.3.1 The purpose of this provision is to provide greater flexibility for families who, for employment, education, or family-related reasons, may not wish to relocate to the employee’s new workplace.\n13.4 Permanent Move\n13.4.1 Relocation duration in excess of three (3) years is considered a permanent relocation.\n13.4.2 An employee who opts to have the family remain behind permanently while he/she proceeds to the new destination alone may opt to receive the Real Estate Commission Savings incentive at paragraph 3.4.6(a). The CRSP will withhold 10% until conclusion of the relocation.\n13.4.3 The employee is personally responsible for all costs incurred for family visits.\n13.4.3 If the employee’s workplace changes again, involving a second relocation to a third workplace, the entitlements to relocation benefits for members of the family, who were not relocated previously, shall not exceed relocation costs from the location where the employee resides had the family been residing with the employee.\n13.5 Employees on Assignment for more than one year\n13.5.1 This directive may apply to employees on assignments for more than one (1) year’s duration, by mutual agreement of the employer and employee. Where the assignment is for more than one (1) year and less than three (3) years, the provisions on sale (see Part VIII) and purchase of property (see Part IX) will not apply.\n13.5.2 Departments and employees should exercise care when contemplating relocation to the assignment location as no further relocation benefits will be provided if the assignment is extended or becomes permanent as the employee will already have relocated to the new workplace.\n13.5.3 The modified funding formula which can be found in Appendix D will apply to employees in this category.", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-17", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Appendix A – Subsection 1.4.5 Formula for Calculating 40 km Distance", "marginal_note": "Appendix A – Subsection 1.4.5 Formula for Calculating 40 km Distance", "part": "", "division": "", "heading": "", "text": "The formula for calculating the distance is (CRA's form T1-M E (99) \"Claim for Moving Expenses.\"):\n- Distance in kilometres between old home and new place of work = ______ km.\n- Distance in kilometres between new home and new place of work = ______ km.\n- Line 1 minus line 2 = ______ km.", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-18", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Appendix B - Benefits Table", "marginal_note": "Appendix B - Benefits Table", "part": "", "division": "", "heading": "", "text": "3.3.10 Core Customized Funding Formula 3.3.10(a)(i): Real estate commission (home owner) (max $5250/min $1000) OR 3.3.10(a)(ii): Renters allowance: $1,000 @ 100% ______ x 35% = OR $1000 --------- + 3.3.10(b): Transportation cost - one way - Department of Finance kilometric rate (employee and dependants) Formula: 35% x (distance x (current relevant NJC Travel Directive Appendix B Kilometric Rate) x family size). ______ x 35% = + 3.3.10(c): Cost of shipping 1000 lb (453.60 kg) of household goods per qualifying room based on a zone-to-zone matrix calculation Formula: 35% x cost to ship household goods per qualifying rooms (based on a zone-to-zone matrix). ______ x 35% = Total Core Customized Funding: _______", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-19", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Appendix C – Subsection 3.4.5 - Calculation of the Personalized Fund", "marginal_note": "Appendix C – Subsection 3.4.5 - Calculation of the Personalized Fund", "part": "", "division": "", "heading": "", "text": "3.4.5 Personalized Funding Formula Allowances: + 3.4.5(a): Employees Non-Accountable Incidental Allowance $650.00 + 3.4.5(b): Employees Transfer Allowance equivalent to two (2) weeks’salary Sub-total : _____________ 3.4.6 Transferable Savings to Personalized Fund + 3.4.6(a): Real Estate Commission Savings: 80% of Real Estate commission for not selling home (Max. $12,000/maximum appraised value $300,000) + 3.4.6(b): Savings from a Shorter House Hunting Trip (HHT): Savings for unused days (max $250 taxes included) OR 3.4.6(c): Incentive for Staying over a Saturday Night: $250 for flying and staying over on Saturday at destination + 3.4.6(d): Hotel Motel Room Reduction Savings/Incentive: $50 x number of nights _____________ + 3.4.6(e): Transportation of Household Goods Below the Pre-move Estimate Sub-total: _____________ Total Personalized Fund: _____________", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d6-20", "doc_type": "directive", "act_code": "d6", "act_short": "NJC Relocation Directive", "act_name": "NJC NJC Relocation Directive", "section": "Appendix D – Subsection 13.5.3 – Modified Funding Formula for Employees on Assignment for more than one year", "marginal_note": "Appendix D – Subsection 13.5.3 – Modified Funding Formula for Employees on Assignment for more than one year", "part": "", "division": "", "heading": "", "text": "Core Customized Funding Formula Funding allowance: $1,000 @ 100% $1,000 + Transportation cost - one way- kilometric rate (employee and dependants). ______ x 35% = + Cost of shipping 1000 lb (453.60 kg) of household goods per qualifying room* (zone-to-zone matrix). ______ x 35% = Total Core Customized Funding: ______ Personalized Funding Formula Allowances/Incentives: + Non-accountable incidental allowance $650 Sub-total: ______ Transferable Savings to Personalized Fund + Savings from a Shorter House Hunting Trip (HHT) or Incentive for Staying over a Saturday Interim Lodging Meals & Incidentals (ILM&I) savings for unused days (max $250, taxes included); or $250 for flying and staying over on Saturday at destination. + Transportation of Household Goods Below the Pre-move Estimate ______ Sub-total: ______ Total Personalized Funding: ______\n*Qualifying rooms: (kitchen, bedrooms, living room, recreation room, family room, dining room, basement, garage (not condos and apartments), out building (limit of one), storage room (separate from apartment); weight of ATVs, snowmobiles, motorcycles, etc., stored in garage is excluded from weight factor; (1 kg = 2.2046 lb).", "history": "", "last_amended": "", "current_to": "January 1, 2021", "citation": "NJC Relocation Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d6/en" }, { "id": "directive-d7-1", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Preamble", "marginal_note": "Preamble", "part": "Part I - General", "division": "", "heading": "", "text": "This preamble is for information purposes and does not form part of the formal directive.\nThe National Joint Council (NJC) Occupational Health and Safety Directive (the \"OHS Directive\") contains clarification, precision and enhancements to the Canada Labour Code Part II (\"the Code\") [ https://laws-lois.justice.gc.ca/eng/acts/L-2/page-14.html#h-341197 ]. For a full understanding of overall responsibilities, the Directive should be read together with the appropriate sections of the Code and its applicable regulations.\nReferences to the Canada Occupational Health and Safety Regulations (COHSR) [ https://laws.justice.gc.ca/eng/regulations/sor-86-304/index.html ] are included for convenience.\nIn addition, the parties should note that the Marine Occupational Safety and Health Regulations [ https://laws-lois.justice.gc.ca/eng/regulations/sor-2010-120/index.html ], the Aviation Occupational Safety and Health Regulations [ https://laws-lois.justice.gc.ca/eng/Regulations/SOR-2011-87/index.html ], the On Board Trains Occupational Safety and Health Regulations [ https://laws-lois.justice.gc.ca/eng/Regulations/SOR-87-184/index.html ], the Oil and Gas Occupational Safety and Health Regulations [ https://laws-lois.justice.gc.ca/eng/regulations/sor-87-612/index.html ], and the Non-smokers' Health Regulations [ https://laws-lois.justice.gc.ca/eng/regulations/sor-90-21/index.html ] may also apply.\nLinks to websites that provide additional technical information have been included. However, that linked information does not form part of this directive.\nFinally, this directive also aims to complement the OHS programs in force in the federal public service. Like the legislation, it should be considered a minimum standard that a given employer's OHS program may exceed.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-2", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "General", "marginal_note": "General", "part": "Part I - General", "division": "", "heading": "", "text": "Collective Agreement\nThis directive is deemed part of collective agreements between the parties to the NJC. Employees shall be afforded, by their employer, ready access to this directive, the Canada Labour Code , and its applicable regulations.\nConsultation\nWhen referring to consultation in this directive, please refer to the NJC By-Laws for the definition [ https://www.njc-cnm.gc.ca/s18/s97/en#tc-tm_1_3 ].\nGrievance Procedure\nIn case of alleged misinterpretation or misapplication arising out of this directive, the grievance procedure, for all represented employees within the meaning of the Federal Public Sector Labour Relations Act, will be in accordance with section 15.0 of the NJC By-Laws . For unrepresented employees the departmental grievance procedure applies.\nJurisdiction\nThe NJC grievance procedure can be used to file a grievance for any language in the Directive that provides protection additional to the Code. It shall not be used if any alternative administrative redress procedure is available under the Code.\nEffective Date\nThis directive is effective March 1, 2022, unless otherwise specified.\nApplication\nThis directive applies to:\n- all departments and other portions of the public service of Canada listed in Schedules I and IV to the Financial Administration Act ; and\n- any employer listed in Schedule V to the Financial Administration Act that is a member of the NJC and that has opted to follow this directive.\nThe employer recognizes that the Canada Labour Code and its applicable regulations, which will be amended from time to time, are the minimum standard with which they will comply.\nThe Canada Labour Code and its applicable regulations, which will be amended from time to time, are incorporated in this directive.\nDefinitions\nAmpacity ( intensité de courant ) means current-carrying capacity expressed in amperes.\nAppropriate regulatory authority ( autorité administrative compétente) means a regulatory agency, authority, body or regulator including a federal, provincial, territorial, or municipal agency or any other agency that is responsible for exercising autonomous authority in a regulatory capacity over some area of activity.\nAppropriate standard (norme appropriée) means a standard or standards, as amended from time to time, to the extent that the most recent standard provides the highest level of safety. If more than one standard meets this criterion, the standard or standards shall be selected using the following order of precedence:\n- a standard prescribed by the Canada Labour Code, Part II, and its applicable regulations;\n- a standard prescribed by provincial and territorial occupational health and safety acts and regulations;\n- any standard that has been recognized by the Standards Council of Canada (SCC), by the Canadian Standards Association (CSA) group;\n- a standard developed by a government organization about a subject area within its jurisdiction (e.g., Health Canada, Transport Canada and Environment Canada);\n- a standard developed by an association recognized by a majority of qualified practitioners in the field to which the standard is addressed (e.g., American Society of Heating, Refrigerating and Air-Conditioning Engineers [ASHRAE]);\n- a standard universally accepted by a majority of qualified practitioners; and\n- principles and standards developed by the International Labour Organization and endorsed by the Canadian Government.\nAuthorized inspection agency (organisme d'inspection autorisé) means the provincial or territorial or other inspection agency that:\n- employs qualified inspectors;\n- meets the provincial or territorial requirements of: an authorized elevating device inspection agency, or an \"Authorized Inspection Agency\" as defined in section 3.2 of the American Society of Mechanical Engineers (ASME) Boilers and Pressure Vessels Code [ http://www.asme.org ]; and\n- does not contract with any department or agency of the public service for the operation, repair or maintaining: elevating devices, or boilers, pressure vessels or piping systems.\nCertified applicator (opérateur antiparasitaire certifié) means an individual who has obtained a certificate for using pesticides, that is recognized by the appropriate regulatory authority.\nConfined space (espace clos) except as otherwise determined by the definition in the Canada Labour Code , Part II, and applicable regulations, means, but is not limited to, a tank, silo, storage bin, process vessel or other enclosure for which special precautions are necessary when an employee must enter to protect the employee from a dangerous atmosphere, to prevent the employee from becoming entrapped in stored material or to otherwise ensure the employee's safety.\nCustodian department (ministère gardien) means the department or agency that has charge or custody of a government-owned building occupied by federal employees.\nDesign (plan) means the plans, patterns, drawings and specifications of an elevating device.\nDesignated inspection agency ( organisme d'inspection désigné ) means the provincial, territorial or other inspection agency engaged by the operating authority to inspect boilers, pressure vessels or piping systems for specified geographic areas.\nElevating device (appareil de levage) means a fixed mechanical device for moving passengers or freight, and includes an elevator, dumbwaiter, manlift, escalator, inclined lift, moving sidewalk or other similar device.\nEmployer (employeur) means a department, agency or separate employer that is a member of the NJC and that has opted to follow this directive.\nField party (équipe de travail sur le terrain) means a field survey or field operations party, or a party operating in an area that is generally more than two hours' travel time, by the usually available transportation, from the nearest medical facility. However, in any unusual circumstances, an employer may apply this term to parties operating at locations less than two hours' travel time from such a facility.\nFood preparation area (aire de préparation des repas) means any area that is used for storing, handling, preparing or serving food.\nHealth and safety committee/representative ( comité de santé et de sécurité/représentant ) :\nHealth and safety representative ( representant de santé et sécurité ) means a person who is appointed as a health and safety representative under section 136 of the Canada Labour Code . The health and safety representative is responsible for addressing workplace health and safety issues and is required for workplaces with fewer than 20 employees.\nPolicy committee ( comité d’orientation) means a policy health and safety committee established under section 134.1 of the Canada Labour Code . Employers with 300 or more employees across Canada are required to establish a policy committee. The policy committee addresses issues that, because of their nature, cannot be effectively dealt with by individual workplace health and safety committees or representatives. Policy committees strengthen the internal responsibility system by ensuring consistency across an employer's work sites.\nRegional health and safety committees (comité r é gional santé et sécurité) where established, shall assist in the overall administration of the health and safety program for the region it was established to cover, similar to a Policy Committee. The employer shall develop, in consultation with bargaining agents, internal policies, directives and instructions governing its establishment and operations.\nWorkplace committee (comité local de santé et s écurité ) means the workplace health and safety committee or the health and safety representative, as applicable for the workplace it was created for.\nLunchroom (salle à manger) means a room equipped with tables and chairs in which employees may eat food brought onto the premises.\nMachine guard (dispositif de protection) means a device installed on a machine to prevent a person, or any part of the body or clothing, from becoming caught in any part of a machine or of the material being processed or handled that can cause injury. It also means a device that makes the machine inoperative if a person or any part of the person's clothing is in or near a part of the machine that can cause injury.\nMobile elevated work structure (charpente surélevée mobile) means a vehicle-mounted aerial device, elevating rolling work platform, boom-type elevating work platform or self-propelled elevating work platform.\nMotor vehicle (véhicule automobile) means a truck, tractor, trailer, semi‑trailer, automobile, bus, motorcycle, all‑terrain vehicle, snowmobile or other similar self‑propelled vehicle used primarily for transporting personnel and/or material.\nMotor vehicle accident (accident de véhicule automobile) means an event involving the operation of a motor vehicle that results in injury to persons and/or damage to equipment or property.\nMotor vehicle operator (conducteur de véhicule automobile) means any employee required to operate a motor vehicle in the performance of his or her duties.\nOperating authority (autorité exploitante) means the custodian department or agency responsible for installing, operating and/or maintaining:\n- an elevating device; or\n- a boiler, pressure vessel or piping system.\nPerson in charge (personne responsable) means a qualified person appointed by management to ensure the safe and proper conduct of an operation or of the work of employees.\nPest (parasite) means an animal, a plant or other organism, including mold(s), that is injurious, noxious or troublesome, whether directly or indirectly, and an injurious, noxious or troublesome condition or organic function of an animal, a plant or other organism.\nPest control product (produit antiparasitaire) means a product registered and regulated under the Pest Control Products Act (PCPA) and its regulations that is:\n- a product, an organism or a substance, including a product, an organism or a substance derived through biotechnology, that consists of its active ingredient, formulants and contaminants and that is manufactured, represented, distributed or used as a means for directly or indirectly controlling, destroying, attracting or repelling a pest or for mitigating or preventing its injurious, noxious or troublesome effects;\n- an active ingredient that is used to manufacture anything described in paragraph (a); or\n- any other thing that is prescribed as a pest control product.\nProvincial or territorial inspection agency (organisme d'inspection provincial ou territorial) means the agency responsible for inspecting, certifying and registering boilers, pressure vessels and piping systems under provincial or territorial jurisdiction in the geographical area in which a boiler, pressure vessel or piping system operated by the public service is located.\nQualified inspector (inspecteur qualifié) means a person recognized under the laws of the province or territory in which a boiler, pressure vessel or piping system is located as qualified to inspect boilers, pressure vessels and piping systems.\nQualified person (personne qualifiée) means, with respect to a specified duty, a person who, because of his or her knowledge, training and experience, is licensed or otherwise qualified to perform that duty safely and properly.\nRecord of inspection (dossier d'inspection) means a record prepared by a safety inspector.\nSafety device (dispositif de sécurité) means any device intended to aid in preventing the unsafe operation or use of an elevating device or manlift.\nSafety ground or safety grounding (prise de terre de sécurité ou mise à la terre de sécurité) means a system of conductors, electrodes and clamps, connections or devices that electrically connect an isolated electrical facility to ground for the purpose of protecting employees working on the facility from dangerous electrical shock.\nSafety inspector (inspecteur de sécurité) means a person recognized under the laws of the province or territory in which the elevating device is located as qualified to inspect elevating devices.\nSanitary facility (installation sanitaire) means a toilet or personal cleansing facility and may include a toilet, urinal, wash basin and shower bath.\nSeal (étanchéiser) means that a qualified person takes any measures necessary to prevent the unauthorized operation or use of an elevating device.\nWorkplace (lieu de travail) means any place in which an employee is engaged in work for his or her employer.\nResolving Qualified Person Disputes\nIn case of disputes about the term “qualified person,” the following procedure shall be implemented:\n- The employee shall raise the matter directly with the person in charge.\n- The person in charge shall review the employee’s qualifications and decide the employee's status as a qualified person.\n- If the employee is dissatisfied with the decision, the matter shall be referred to the workplace committee.\n- The workplace committee shall review the matter and make recommendations to the person in charge no later than 30 calendar days from the date on which the committee received and considered the matter.\n- If the workplace committee does not consider itself competent to deal with the case, it shall recommend an acceptable third party to the person in charge no later than 30 calendar days from the date on which the committee received and considered the matter.\n- The person in charge shall, pursuant to paragraphs (d) or (e), take the recommendations into consideration; render, in writing a final management decision, including the rationale for his or her decision; and take the appropriate action no later than 30 calendar days from the date on which a decision was rendered by the workplace committee or by the acceptable third party.\nIf an employee does not agree with the final decision rendered, a grievance may be filed pursuant to the NJC redress procedure (section 15 of the NJC By‑Laws).", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-3", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Scope", "marginal_note": "Scope", "part": "Part II - Permanent Structures and Safe Occupancy of the Workplace (Use and Occupancy of Buildings)", "division": "", "heading": "", "text": "This part of the Directive enhances and supplements Part II of the Code [ https://laws-lois.justice.gc.ca/eng/acts/L-2/page-14.html#h-341197 ] and Part II (Permanent Structures) [ https://laws-lois.justice.gc.ca/eng/regulations/SOR-86-304/page-2.html#h-893136 ] and Part XVII (Safe Occupancy of the Workplace) [ https://laws-lois.justice.gc.ca/eng/regulations/SOR-86-304/page-50.html#h-895931 ] of the COHSR and should be read in that context.\n2.1 Workplace Ergonomics\n2.1.1 The requirements specified in the most current version of the National Building Code [ https://nrc.canada.ca/en/certifications-evaluations-standards/codes-canada/codes-canada-publications/national-building-code-canada-2015 ] shall be applied at every workplace occupied by employees.\n2.1.2 The employer shall consult the appropriate policy/workplace committee or health and safety representative in the planning of the implementation and in the implementation of changes as it relates to workplace ergonomics, including the provision of space allocation, particularly when new or renovated office occupancy is planned. OHS committees and/or representatives will be provided with a copy of the planned and retained floor plan.\n2.1.3 To the extent practicable, workplace environments, including workstations, shall conform to the requirements specified in the appropriate standard relating to workplace ergonomics.\n2.1.4 Ergonomic assessments shall be performed by a qualified person. Any recommendations from that assessment, approved by the employer, shall be implemented in a timely manner.\n2.1.5 If either the employer or the employee disagrees with any recommendations made by the qualified person, they shall submit the rationale for their disagreement to the other party, in writing, within 30 calendar days of receiving the recommendations.\n2.1.6 A qualified person shall also be involved in the design and redesign of work systems with attention to providing optimal working conditions for human well-being, safety and health.\n2.1.7 The organization shall communicate information about its commitment to, and development of, the Ergonomics Process and the progress of the implementation plan to all affected levels of the organization. OHS committees or health and safety representatives should be used as one of the forums for this communication.\n2.1.8 The employer shall receive, document and respond appropriately and in a timely manner to internal and external communications, including concerns, hazards, ideas and input of workers and worker representatives regarding ergonomics and the process.\n2.1.9 The employer shall define training requirements and provide training, conducted by a qualified person, for all employees, which identifies hazards and risks, including those associated with the introduction of changes in the workplace, which can be addressed through the use of the Ergonomics Process, such as safe use of tools/equipment and safe work procedures applicable to one’s job. Training offered shall be documented, evaluated by participants and include refresher or re-training sessions, as required.\n2.2 Environmental Conditions for Office Space\n2.2.1 To the extent practicable, the environmental conditions to be maintained in office buildings shall conform to the requirements specified in the appropriate standard.\n2.2.2 In office accommodations, air (dry bulb) temperatures during working hours should be maintained within the ideal temperature range of 20 o C to 26 o C range. Temperatures between 17 o C and 20 o C and above 26 o C can be uncomfortable, and occupancy should not exceed one hour daily or 40 hours annually in each of these extremes. Temperatures above 26 o C are deemed uncomfortable when the humidex reading (Appendix A) at a given temperature equals 40 o C or less. It is recognized that temperatures between 30 o C to 39 o C represent significant discomfort; temperatures between 40 o C to 45 o C represent great discomfort and exertion should be avoided; temperatures above 45 o C are dangerous; and temperatures above 54 o C provide a situation where a heat stroke is imminent.\n2.2.3 Temperatures shall be measured at the desktop level in those spaces within workstations that employees occupy while carrying out the majority of their normal duties.\n2.2.4 With respect to the uncomfortable range of temperatures described earlier, the employer is responsible for taking appropriate action to ensure that environmental conditions do not subject employees to undue stress or discomfort. Any corrective measures shall be shared with the health and safety committee. If the employer has not resolved a problem adequately, an emergency meeting of the workplace committee shall be convened following a request by either party of the committee. Corrective measures to be considered include, among others, increasing the frequency of rest periods and temporarily relocating employees to workstations outside the affected area.\n2.2.5 For the purposes of subsection 2.2.2, it shall not be intentionally permitted for conditions to enter the marginal zones of 17 o C to 20 o C and 26 o C to 29 o C. Such conditions should result only from occurrences over which employers have no direct control, such as weather extremes or equipment failures.\n2.2.6 If the dry bulb temperature reference in subsections 2.2.2 and 2.2.3 fall outside the acceptable range, the employer is responsible in consultation with the workplace health and safety committee or health and safety representative for taking appropriate action.\n2.3 Hot Surfaces\n2.3.1 Steam and hot water pipes, heaters, and any other hot surfaces with surface temperatures that could injure a person through bodily contact shall be guarded or covered in such a manner as to prevent such direct contact. When asbestos lagging is used for insulation purposes, the requirements contained in the appropriate standard shall be followed and affected employees must be informed.\n2.4 Open-top Bins, Hoppers, Vats and Pits\n2.4.1 When, due to the temporary removal of any cover, an opening is created into which persons may fall, barriers shall be securely placed around the opening to protect and warn persons of the hazard.\n2.5 Ladders, Stairways and Ramps\n2.5.1 Every ramp, walkway, platform or safety landing shall be fitted with railings and guards as recommended in the appropriate standard.\n2.5.2 A fixed ladder that is more than six metres in length shall be fixed with a cage, starting at two metres above the base level of the ladder, such that it will catch an employee who loses his or her grip and falls backwards or sideways off the ladder.\n2.5.3 A fixed ladder that is more than nine metres in length shall have, at intervals of not more than six metres, a landing or platform that:\n- is at least 0.36 m 2 in area; and\n- is fitted with a guardrail at its outer edges.\n2.5.4 A fixed ladder shall be:\n- vertical;\n- securely held in place at the top and bottom and at intermediate points not more than three metres apart; and\n- fitted with rungs that are at least 15 cm from the wall and spaced at intervals not exceeding 30 cm, and side rails that extend not less than 90 cm above the landing or platform.\n2.5.5 Every ramp shall have the minimum slope reasonable for the purpose for which it is used. In no case shall the gradient exceed:\n- the safe gradient recommended by the manufacturer of mobile equipment used on the ramp; or\n- a lesser gradient that is safe, considering the mechanical condition of mobile equipment used on the ramp, the weight of the loads transported and the condition of the ramp surface.\n2.6 Housekeeping and Maintenance\n2.6.1 Nothing shall be left or stored in any passageway or travelled area in a manner that may endanger the health and safety of persons or the safe operation of vehicles moving through that passageway or area.\n2.6.2 Where necessary, including when the requirement arises from a recommendation of the workplace committee or the health and safety representative (as applicable), protection shall be provided from dangerous accumulations of ice which may fall from overhead structures.\n2.6.3 Electrical power vaults, switch and generator rooms or enclosures, and other similarly dangerous areas shall be properly identified and kept locked or otherwise made inaccessible except to authorized persons who are qualified to safely enter or perform work in those areas.\n2.6.4 Every building shall be kept in a state of repair and maintenance that does not endanger the health and safety of any employee. This includes fully functional security cameras, motion sensor lights and/or all other security measures recommended in a risk threat assessment.\n2.6.5 The employer shall notify all employees in advance of any planned interruption of the heating, ventilation and air conditioning system (HVAC) in the workplace.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-4", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Scope", "marginal_note": "Scope", "part": "Part III - Elevated Work Structures", "division": "", "heading": "", "text": "This part of the Directive enhances and supplements Part III (Temporary Structures and Excavations) [ https://laws-lois.justice.gc.ca/eng/regulations/SOR-86-304/page-3.html#h-893369 ] of the COHSR and should be read in that context.\n3.1 Mobile Elevated Work Structures\n3.1.1 Departments shall ensure that the design, construction, maintenance and use of every mobile elevated work structure shall comply with the appropriate standard.\n3.1.2 To the extent practicable, when it is necessary to use or move a mobile elevated work structure with an employee on the device, the person in charge shall ensure that the device is observed until it is no longer in motion.\n3.2 Scaffolds\n3.2.1 The design, construction and use of scaffolds shall meet the requirements of the appropriate standard.\n3.3 Excavation\n3.3.1 Excavations in which employees work shall be safe for use and shall be used in a safe and proper manner, and:\n- before a work shift, a qualified person shall perform a safety inspection of each excavation to be used during that shift;\n- a record of each inspection shall be completed by the person who carried out the inspection; and\n- every record referred to in paragraph (b): shall be signed by the person who carried out the inspection, and shall include: date of the inspection; identification and location of excavation; any observation that the person considers relevant to the safety of employees; and a declaration that in the opinion of the person carrying out the inspection, the excavation is safe for its intended use.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-5", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Scope", "marginal_note": "Scope", "part": "Part IV - Elevating Devices", "division": "", "heading": "", "text": "This part of the Directive enhances and or supplements Part IV (Elevating Devices) [ https://laws-lois.justice.gc.ca/eng/regulations/SOR-86-304/page-3.html#h-893452 ] of the COHSR and should be read in that context.\nIt includes a process under which the employer (the Treasury Board) has delegated to the deputy heads of custodian departments and agencies the responsibility for establishing contracts with provincial and territorial elevating device inspection authorities to ensure that inspections required by the Code are carried out at facilities under their custody or charge.\nNotwithstanding the scope of other federal government codes or standards on elevating devices, this directive is primarily concerned with occupational safety. This directive shall apply in all government-owned buildings occupied by employees. For those employees occupying buildings not owned by the federal government, it shall be applied to the maximum extent that is reasonably practical. Privately owned facilities occupied by the public service are expected to comply with the applicable provincial or territorial requirements.\n4.1 Installation and Alteration\n4.1.1 The safety inspector shall advise the operating authority when his or her inspection of an installation or alteration is complete.\n4.2 Inspection, Maintenance and Testing\n4.2.1 All elevating devices require a safe operating certificate for each elevator. The operation certificate shall be issued by the authorized inspection agency and shall be made available to the appropriate health and safety committee. Specific procedures are required for occupants trapped in an elevator. Emergency procedures are to be posted in each elevating device.\n4.2.2 The authorized inspection agency shall inspect all elevating devices.\n4.2.3 The operating authority is responsible for ensuring that safety inspections are performed by authorized inspection agencies in accordance with the requirements set out in the Code and this directive.\n4.2.4 The operating authority shall provide safety inspectors with accreditation identifying them as persons qualified and authorized to perform safety inspections of elevating devices in accordance with this directive.\n4.2.5 Operating authorities shall establish and maintain a list of all elevating devices for which they are responsible that are subject to the requirements of this directive.\n4.2.6 The operating authority shall provide a safety inspector conducting an inspection or test pursuant to this directive, on request, an assistant capable of taking all necessary precautions to ensure that inspector's safety during the inspection or test and to assist in the safe conduct of the inspection or test.\n4.2.7 When a safety inspector finds on inspection that an elevating device is not safe to operate, the inspector shall:\n- immediately seal the elevating device and inform the operating authority that using the elevating device is prohibited; and\n- take possession of or cancel the certificate of inspection, if any.\n4.2.8 On discovering any defect or condition in the elevating device that may render it unsafe to operate, the operating authority shall immediately take the device out of service until repairs have been completed and inspected and a new record of inspection issued.\n4.2.9 The operating authority shall ensure that the maintenance and repair of elevating devices, or safety devices attached to it, is performed by a qualified person in accordance with standards that comply with good industrial safety practice.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-6", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Scope", "marginal_note": "Scope", "part": "Part V - Boilers and Pressure Vessels", "division": "", "heading": "", "text": "This part of the Directive enhances and supplements Part V (Boilers and Pressure Vessels) [ https://laws-lois.justice.gc.ca/eng/regulations/SOR-86-304/page-4.html#h-893485 ] of the COHSR and should be read in that context.\nThis part includes a process under which the employer ( Treasury Board ) has delegated to custodians of government property the responsibility for establishing contracts with provincial or territorial boiler inspection authorities to ensure that inspections required by the Code, Part II [ https://laws-lois.justice.gc.ca/eng/acts/l-2/page-14.html#h-341197 ] are carried out.\n5.1 General\n5.1.1 Every operating authority of or owner of a boiler, pressure vessel or piping system shall ensure that the boiler, pressure vessel, piping system, monitoring system or plant is maintained in safe working condition and operated safely, as regulated by the provincial or territorial authority covered in section 5.2.\n5.1.2 All boilers, pressure vessels, piping systems and monitoring systems require a safe operating certificate, updated every year, with full inspection and carbon monoxide reading before and after clearly displayed and issued by the appropriate federal, provincial or territorial authority.\n5.2 Inspection and Certification of New Installations and Major Repairs\n5.2.1 The operating authority shall ensure that the provincial or territorial inspection agency has access to all plans and specifications relating to a new installation or major repair of a boiler, pressure vessel, piping system or monitoring system, or any fired vessel in which gas or vapour may be generated or a gas, vapour or liquid may be put under pressure by heating.\n5.2.2 Subject to this section, no boiler, pressure vessel, piping system or monitoring system shall be operated or used following its installation or a major repair until the boiler, pressure vessel, piping system or monitoring system has been inspected and certified by the provincial or territorial inspection agency (section 5.10 of the COHSR) [ https://laws-lois.justice.gc.ca/eng/regulations/SOR-86-304/page-4.html#h-893551 ].\n5.2.3 If the provincial or territorial inspection agency is not prepared to provide the inspection and certification services referred to in this section, the operating authority shall ensure that the new installation or major repair is inspected by an authorized inspection agency and that documentation acceptable to Human Resources and Skills Development Canada's (HRSDC's) Labour Program is obtained certifying that the newly installed or repaired boiler, pressure vessel, piping system or monitoring system complies with the requirements of this directive and with the Code to the extent essential for the health and safety of employees.\n5.3 Operation\n5.3.1 No person shall operate or use, or permit the operation or use of a boiler, pressure vessel, piping system or monitoring system:\n- unless it has been inspected by a qualified inspector in accordance with the requirements set out in section 5.6 and a valid certificate of inspection has been issued for that boiler, pressure vessel, piping system or monitoring system;\n- unless every operator of it is qualified in accordance with this section; and\n- at a pressure higher than its maximum allowable pressure as shown in the license.\n5.3.2 The operating authority shall ensure that:\n- if two or more boilers or pressure vessels are connected to each other in a plant for use at a common operating pressure, they are each fitted with one or more safety valves or other approved equivalent fittings to relieve pressure at or below the maximum allowable pressure of the weakest boiler or pressure vessel in the plant as shown on the certificate of inspection for that boiler or pressure vessel; and\n- no person alters, interferes with or renders inoperative any fitting attached to a boiler, pressure vessel or plant, except for adjusting or testing the fitting and on instructions from the inspection agency (section 5.5 of the COHSR) [ https://laws-lois.justice.gc.ca/eng/regulations/SOR-86-304/page-4.html#h-893526 ].\n5.3.3 The standards for controlling and supervising the operation of boilers, pressure vessels and piping systems located in a province or territory are those standards established under the applicable provincial or territorial statute or ordinance.\n5.3.4 Subject to the provisions of this section, the qualifications and requirements of an operator of a boiler, pressure vessel or piping system are those qualifications and requirements established under the applicable provincial or territorial statute or ordinance.\n5.3.5 Any person employed as an operator and holding a valid certificate of qualification issued by any province or territory or an authorized federal agency is considered qualified to operate a boiler, pressure vessel or piping system in any other province or territory for which an equivalent certificate is required.\n5.4 Inspections – General\n5.4.1 All boilers, pressure vessels and monitoring systems shall be inspected by an authorized inspection agency annually.\n5.4.2 The operating authority shall ensure the laws and regulations of the appropriate regulatory agency (federal, provincial-territorial) are adhered to for the safety inspections and safe operation of boilers, pressure vessels, piping systems and monitoring systems.\n5.4.3 The designated inspection agency shall assign qualified inspectors to perform safety inspections of boilers, pressure vessels and piping systems in its geographical area.\n5.4.4 The operating authority shall furnish the qualified inspectors employed by the designated inspection agency with accreditation identifying them as safety inspectors authorized to carry out the inspections. On producing their credentials, they shall, at any reasonable time, be permitted access to public service facilities in order to inspect any boiler, pressure vessel or piping system.\n5.4.5 Operating authorities shall establish and maintain a list of all boilers, pressure vessels and piping systems for which they are responsible that are subject to the requirements of this directive.\n5.4.6 The operating authority shall ensure that, during any inspection of a boiler, pressure vessel or piping system, a person attends who is capable of taking all the necessary precautions to ensure the safety of the person making the inspection.\n5.4.7 The safety factor for a high-pressure lap-seam riveted boiler shall be increased by at least 0.1 kPa each year after 20 years of use and, if the boiler is relocated at any time, it shall not be operated at a pressure greater than 102 kPa.\n5.5 Records of Inspection\n5.5.1 The operating authority shall keep every record referred to in this section for a period of at least 10 years after inspections are made at the workplace in which the boiler pressure vessel or piping system is located.\n5.5.2 The inspector shall also direct that the boiler, pressure vessel or piping system be sealed in the manner prescribed, cancel the existing record of inspection and advise the regional director.\n5.5.3 When the use of a boiler, pressure vessel or piping system has been prohibited, and the inspection agency is of the opinion that it cannot be repaired or the operating authority does not wish to have it repaired, the operating authority shall specify a method of disposal that will effectively prevent its further use in the public service.\n5.5.4 The operating authority shall immediately notify the authorized inspection agency when any condition in a boiler, pressure vessel or piping system is discovered that may make its operation unsafe.\n5.6 Halon Systems\n5.6.1 The employer is committed to reducing and preventing the release of halocarbons from air-conditioning, fire-extinguishing, refrigeration, and solvent systems and associated equipment in the workplace, in accordance with the Federal Halocarbon Regulations , 2003 [ https://laws-lois.justice.gc.ca/eng/regulations/sor-2003-289/index.html ] and will strive to eliminate the reliance on halon in the workplace.\n5.6.2 For additional information, visit Environment Canada's Stratospheric Ozone website: [ https://exp-studies.tor.ec.gc.ca/clf2/e/main.html ].", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-7", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Scope", "marginal_note": "Scope", "part": "Part VI - Noise Control (Levels of Sound)", "division": "", "heading": "", "text": "This part of the Directive enhances and supplements Part VII (Levels of Sound) [ https://laws-lois.justice.gc.ca/eng/regulations/SOR-86-304/page-9.html#h-893759 ] of the COHSR and should be read in that context.\n6.1 General\n6.1.1 A copy of the signed report of any noise exposure investigation shall be given to the appropriate health and safety committee.\n6.1.2 Departments shall ensure that employees exposed to a noise exposure level (L ex 8 ) equal to or greater than 84 dBA have their hearing tested, including the required audiograms, in accordance with the requirements outlined in the Treasury Board Directive on Occupational Health Evaluations: [ https://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=32632 ].\n6.1.3 Audiogram test results shall be permanently retained in employees' medical files.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-8", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Scope", "marginal_note": "Scope", "part": "Part VII - Electrical Safety", "division": "", "heading": "", "text": "This part of the Directive enhances and supplements Part VIII (Electrical Safety) [ https://laws-lois.justice.gc.ca/eng/regulations/SOR-86-304/page-11.html#h-893851 ] of the COHSR and should be read in that context. In addition, Employers shall be compliant with the Canadian Electric Code , which will be amended from time to time.\nThis part includes information on the effect of electrical current on the human body.\n7.1 Design, Construction, Installation, Operation, Use, Repair, Maintenance and Alteration\n7.1.1 When practicable, plans and specifications for new electrical facilities and/or major alterations to existing facilities, including plans for the installation or relocation of equipment and the location and seating of work areas, shall:\n- be submitted to the appropriate regulatory authority for review and comment before the work begins; and\n- provide for sufficient electrical supply outlets for all devices that will be routinely used.\n7.1.2 Extension cords shall not be used as permanent wiring.\n7.2 General Precautions\n7.2.1 When employees work on or near electrical equipment that is live or that is capable of becoming live, the person in charge shall ensure that the electrical equipment is guarded and that warning signs are attached.\n7.3 Consent to Work on High-voltage Electrical Equipment\n7.3.1 Except if the operation of the equipment is necessary to prevent a loss of life, serious injury or extensive damage to property or equipment, no employee shall be permitted to work on any high-voltage electrical equipment without the written consent of the person in charge.\n7.3.2 No employee, other than a qualified person, shall enter alone or be permitted to enter any part of an electrical vault or station in which live high-voltage electrical equipment is installed.\n7.4 Protective Clothing and Equipment\n7.4.1 No employee shall work on or near live high-voltage electrical equipment unless the employee is wearing outer clothing with full-length sleeves fastened at the wrists and fabricated from non-flammable material.\n7.5 Safety Watcher\n7.5.1 A safety watcher must be a qualified person.\n7.6 Poles and Elevated Structures\n7.6.1 No employee shall climb or work from a pole or structure that is located near another structure or object or has affixed to it any object that is not part of the electrical equipment and that interferes with safe climbing or work.\n7.7 Capacitors\n7.7.1 When a capacitor that has an ampacity and voltage that is dangerous to employees is disconnected from its source of electrical energy, no person shall short-circuit or apply a safety ground to the capacitor within five minutes of when it was disconnected unless the capacitor is already equipped with an adequate short-circuiting and grounding device.\n7.7.2 Measures shall be taken to ensure that no person contacts the terminals of a capacitor referred to in subsection 7.7.1 unless the terminals are short circuited and safety grounded and a safety watcher is present.\n7.7.3 The short circuit and safety ground on the capacitor referred to in subsection 7.7.2 shall remain in place until any work on the capacitor that involves contact by an employee is completed and all persons are clear of the work area.\n7.8 Battery Rooms\n7.8.1 Every room or area in which storage batteries that discharge flammable gases are electrically charged shall be adequately ventilated to prevent the accumulation of flammable gases, shall be as free as possible from all sources or causes of ignition, and shall be operated and maintained in accordance with good industrial safety practice.\n7.8.2 Each battery charging room or area shall be marked at the entrance with a sign containing the words “Danger – No Smoking or Open Flames” and “Défense de fumer et d'utiliser une flamme nue” or other similar words in letters not less than 50 mm in height on a contrasting background. An approved warning symbol conveying the same meaning as the words specified for the sign may be used instead.\n7.9 Switches and Control Devices\n7.9.1 High-voltage electrical switches or other control devices shall be installed, operated or used only for the purpose for which that equipment was specifically designed and approved.\n7.10 Conductive Equipment\n7.10.1 Electrically conductive equipment (such as metal rulers, measuring tapes, metallic fish wire, wire-reinforced fabric tape, wire-bound hydraulic hoses, and portable metal or metal-reinforced ladders) shall not be used within three metres of live power sources or electrical equipment where such conductive equipment may become live.\n7.11 Lightning Protection\n7.11.1 Lightning protection devices shall comply with the appropriate standard.\n7.12 Guarantees of Isolation for Electrical Equipment\n7.12.1 When employees working on isolated electrical equipment are divided into two or more crews, each supervised by a person in charge of work on the facility, each person in charge shall obtain a guarantee of isolation before the crews are permitted to begin work.\n7.12.2 When other departments or employers control electrical energy supplied to electrical equipment from more than one source, they may agree that a guarantee of isolation for that electrical equipment for each energy source, be given in writing by all parties or by one party on behalf of the others.\n7.12.3 The party designated pursuant to subsection 7.12.2 as responsible for giving the guarantee of isolation may designate in writing one or more of its employees to act as guarantor.\n7.12.4 Every agreement referred to in subsection 7.12.2 shall state\n- the identity of the equipment to which the agreement applies;\n- the period during which the agreement will remain in effect;\n- the date of the agreement;\n- the name of the guarantor or guarantors, as the case may be; and\n- shall be signed by the parties.\n7.13 Live Test\n7.13.1 When a guarantee of isolation for the performance of a live test of isolated electrical equipment is given to a person in charge of the test, that person shall, while the test is performed, be deemed the person in charge of the tests and of any other work performed on the equipment while the guarantee is in effect.\n7.14 Termination of Guarantee of Isolation\n7.14.1 Each record of termination of guarantee of isolation shall show:\n- the day and hour, using a 24‑hour clock, when the guarantee of isolation terminated;\n- the name of the guarantor or any person who has assumed the guarantor's responsibilities;\n- the person to whom the guarantee of isolation was given; and\n- the date and hour using a 24‑hour clock, when the guarantor was notified that the guarantee was no longer required.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-9", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Scope", "marginal_note": "Scope", "part": "Part VIII - Sanitation", "division": "", "heading": "", "text": "This part of the Directive enhances and supplements Part IX (Sanitation) [ https://laws.justice.gc.ca/eng/regulations/sor-86-304/page-13.html#h-894052 ] of the COHSR and should be read in that context.\nThis part applies in all government-owned buildings. However, for employees occupying buildings not owned by the federal government, this part shall apply to the maximum extent that is reasonably practicable.\n8.1 General Responsibilities\n8.1.1 The employer will establish an inspection schedule including, meeting inspection requirements, established by the appropriate regulatory authority, for every food preparation area used by employees, in consultation with the workplace health and safety committee or workplace health and safety representative.\n8.1.2 Any inspection reports by the appropriate regulatory authority, shall be shared with the workplace health and safety committee or workplace health and safety representative.\n8.2 Care of Premises\n8.2.1 To the extent possible, the employer shall use cleaning products that are certified as environmentally friendly such as Canada’s Environmental Choice (EcoLogo) or Green Seal Certification. Upon request, the employer will provide to any worker the specifications on all cleaning products.\n8.2.2 With the advice of a qualified person and in consultation with the appropriate health and safety committee, departments shall establish contingency procedures for cases in which there is a temporary interruption in the supply of drinking water or to the water used to remove water-borne waste.\n8.3 Toilet Facilities, Plumbing and Sanitation\n8.3.1 In workplaces other than offices with more than 100 employees of each sex, there shall be six toilets for each sex. One additional toilet shall be supplied for each group of 30 employees or fewer. The employer shall endeavor to make available at least one gender inclusive washroom, clearly indicated with appropriate gender-neutral signage, in each building with the aim of having multi-stall gender inclusive toilets available.\n8.3.2 Urinals may be provided for up to half the number of toilets required for male employees.\n8.4 Water Quality\n8.4.1 The employer will adhere, as a minimum, to the Guidelines for Canadian Drinking Water Quality , as amended from time to time, or to any other federally, provincially or territorially appropriate standards and any existing guidelines that provide the higher level of protection to workers.\n8.4.2 Any storage container for drinking water shall be disinfected in a manner approved by a qualified person at least once a week while in use, and before the container is used following storage.\n8.4.3 A fountain supplying drinking water shall not be installed in a personal service room containing a toilet.\n8.5 Clothing Storage\n8.5.1 To ensure every employee’s privacy, all change rooms will have a ceiling fixed to the adjoining walls of the change room.\n8.6 Lunchrooms\n8.6.1 A specific sink to wash utensils and dishes, not including lavatory or sanitary facility wash basins, shall be provided when a lunchroom is provided for employees.\n8.7 Field Accommodation\n8.7.1 A qualified person may direct that other measures be taken to maintain sanitary and healthy conditions in a field accommodation. Where reasonably practicable, in consultation with the health and safety committee, the employer shall ensure that shower facilities are available for workers requiring field accommodation.\n8.8 Food Preparation and Storage and Serving of Food\n8.8.1 When, in the opinion of a qualified person, a standard, code, procedure or condition referred to in this standard or utilized by a department or agency does not provide a sufficient degree of health protection, or may otherwise be inappropriate, he or she may issue directions in writing to the department or agency concerning the appropriate standard, code of practice or procedure to be applied.\n8.8.2 Information or advice about applicable standards, codes, procedures and good industrial sanitation and health practices for a specific situation may be obtained from the qualified person.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-10", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Part IX - Pesticides", "marginal_note": "Part IX - Pesticides", "part": "", "division": "", "heading": "", "text": "9.1 Integrated Pest Management (IPM)\n9.1.1 Departments shall develop pest management programs that incorporate Integrated Pest Management (IPM) principles and practices.\n9.1.2 When a decision is made to use a pest control product within the context of an IPM program, the department must ensure that employees follow the label instructions so that the product is used safely.\n9.1.3 The IPM is a long-standing and science-based decision-making process that identifies and reduces risks from pests and pest-management-related strategies. It coordinates the use of pest biology, environmental information and available technology to prevent unacceptable levels of pest damage by the most economical means, while posing the least possible risk to people, property, resources and the environment.\n9.1.4 The elements of IPM are:\n- preventing organisms from becoming pest problems by planning and managing ecosystems;\n- identifying pest and beneficial species;\n- monitoring pest and beneficial species populations, pest damage and environmental conditions;\n- using injury and action thresholds to determine when to treat pests;\n- using treatments that usually include a combination of methods, such as cultural, biological, physical, mechanical, behavioural, or chemical methods, to achieve acceptable control with minimal impact to the environment; and\n- evaluating the effects and efficacy of pest management strategies.\n9.1.5 IPM programs also involve communicating with employees, customers, agencies and the public to inform them of the goals, methods, results and benefits of using IPM.\n9.1.6 IPM requires knowing and using available methods in a stepwise approach. Once monitoring, identification and action thresholds indicate that pest control is required and preventive methods are no longer effective or available, IPM programs then evaluate the proper control method for both effectiveness and risk. Effective, reduced-risk pest controls are chosen first, including highly targeted chemicals such as pheromones to disrupt pest mating, or mechanical control, such as trapping or weeding. If further monitoring, identification and action thresholds indicate that the controls are not working then additional pest control methods are employed, such as the targeted spraying of pesticides. Broadcast spraying of non-specific pesticides is a last resort.\n9.1.7 Examples of available methods include:\n- maximizing a plant's health and minimizing its susceptibility to pest infestations by: crop rotation, moisture control, planting techniques, and sanitation;\n- genetic selection, i.e., using resistant species and varieties of plants;\n- mechanical controls, e.g., trapping or cultivating or using physical barriers;\n- approved biological controls, including: parasitic and predatory insects, and host-specific pathogens; and\n- using conventional pesticides in a prescribed manner.\n9.2 Work Procedures\n9.2.1 Each department in which pesticides are used, handled, stored or disposed of shall ensure that the pesticide label directions, Safety Data Sheet (SDS) and any relevant legislation on pesticide use (federal, provincial/territorial or municipal) are followed, including but not limited to municipal and/or provincial/territorial by-laws restricting the cosmetic use of pesticide. For overlapping legislation, the most restrictive is to be adhered to. The employer will provide all SDS and/or other manufacturer literature and shall be readily accessible in paper and electronic copy.\n9.2.2 When, for research purposes or otherwise, deviations from the manufacturer's instructions are required, the use of a pest control product for research purposes must be carried out in accordance with the Pest Control Products (PCP) Regulations and may require a ministerial authorization for which an application must be made.\n9.2.3 Detailed written procedures about the safe use, handling, storage, transportation and disposal of pesticides, including circumstances in which the employee may be required to work alone shall be developed in consultation with the appropriate health and safety committee, prominently displayed in the workplace, and explained to all employees concerned.\n9.2.4 Pesticides shall be used, handled, mixed and disposed of by certified applicators.\n9.2.5 When pest control is contracted, contractors shall be certified or licensed in accordance with the applicable provincial requirements; the provisions of the IPM program shall apply.\n9.2.6 A spill contingency plan appropriate to the scale of operations shall be in place before any pesticides are applied.\n9.3 Isolation\n9.3.1 To the extent possible, potentially hazardous pesticide operations should be isolated from the worker or the worker isolated from the operations. Isolation techniques that should be considered include but are not limited to the following:\n- using positive-pressure tractor cabs with appropriate filtered air supplies;\n- conducting pesticide operations when the least number of employees are in the area;\n- using isolation chambers for the research application of high concentrations of toxic pesticides; and\n- enclosing pesticide transfer points in handling facilities and applying pesticides in an automated manner.\n9.4 Protective Equipment and Clothing\n9.4.1 Approved respiratory protective devices, eye protection, and personal protective clothing and equipment appropriate to the potential hazard as identified on the pesticide label and the SDS, if applicable, shall be provided and worn whenever pesticides are handled or used. Personal protective equipment (including first-aid supplies and portable eyewash stations) shall not be kept in the same storage room as pesticides to avoid contamination. In addition, departments shall provide personal protective equipment and clothing in accordance with the manufacturers' recommendations and Part XII - Personal and Protective Equipment and Clothing.\n9.5 Storage\n9.5.1 To the extent possible, quantities of pesticides purchased and stored shall not exceed the needs of one season in accordance with a pest management program. Pesticides shall be kept in their original, undamaged containers with labels intact and shall be separately stored in locked cabinets. Storage cabinets and rooms shall be vented to the outside with controlled access to avoid unauthorized use. Shelving shall be secure and impervious; and no higher than 150 cm unless specifically designed for safe access above eye level. Appropriate warning signs shall be prominently displayed to identify the locations. Spill control material appropriate to the pesticides in storage shall be maintained at the storage site.\n9.6 Disposal\n9.6.1 The directions on pesticide labels and provincial requirements for disposing of the product container after use and for disposing of unused or unwanted product shall be followed. Empty pesticide containers shall not be reused for any purpose. During disposal procedures, all possible precautions shall be taken to ensure that persons are not exposed and that pesticides are not released into the environment. Additional disposal procedures may be found in the SDS.\n9.7 Mixing, Loading and Application Equipment\n9.7.1 Before mixing and using pesticides, the work procedures developed under section 9.2 shall be read for special instructions for personal protection and special procedures.\n9.7.2 Measuring, mixing and loading pesticides is the most hazardous stage of pesticide use because of the possibility of contact with the concentrated product.\n9.7.3 In addition to appropriate protective clothing and safety equipment identified on the label and the SDS, a liquid-proof apron, to cover the body from chest to knees, should be worn.\n9.7.4 Scales, measuring cups, mixing pails and other equipment used in these operations shall be used only for pesticides. Equipment shall be cleaned and returned to locked storage when not in use.\n9.7.5 Application equipment shall be selected, calibrated, operated and maintained to ensure employee safety and the uniform application of the pesticide only to the desired target area at the correct rate and to prevent contaminating non-target areas.\n9.8 Pesticide Application\n9.8.1 Departments shall ensure that decisions about pesticide application programs and subsequent re-entry shall be developed in consultation with the appropriate health and safety committee and in accordance with any directions on the pesticide label. Additional restrictions on pesticide use put in place by provincial, territorial or local jurisdictions shall also be respected. To the extent possible, all pesticide applications shall be carried out when employees are not present.\n9.9 Indoors\n9.9.1 Five days before the application, employees shall be informed of the intended pesticide application by signs and by a notice. Both shall include the:\n- name of the product to be used;\n- PCP registration number;\n- reason for the application;\n- date of application;\n- telephone number to contact for information; and\n- safe re-entry time into the treated area.\n9.9.2 Signs shall remain posted for 48 hours after application unless a longer safe re-entry time is specified. Following that period, the signs shall be removed.\n9.9.3 The time for safe re-entry into the treated area shall be determined by referring to the product label. Supplementary information can be found in the SDS or by referring to Health Canada’s Pest Management Regulatory Agency (PMRA).\n9.10 Outdoors\n9.10.1 Warning signs shall be posted 24 hours before application. However, it is recognized that under certain unforeseen weather conditions, spraying operations may have to be initiated on short notice. Under those circumstances, the 24-hour pre-application posting requirement may not be possible, but signs must nonetheless be posted before the pesticide application.\n9.10.2 Signs shall remain posted for 48 hours after application unless a longer safe re-entry time is specified. Following that period, the signs shall be removed.\n9.10.3 Signs must be made of weather resistant material. They should be approximately 50 cm high by 40 cm wide.\n9.10.4 The sign shall contain the following wording:\nWARNING - PESTICIDES USED/ ATTENTION - PESTICIDES UTILISÉS\n9.10.5 The sign shall also contain a warning pictogram that alerts the public not to touch or walk on treated plants or areas.\n9.10.6 The sign shall include the:\n- date of the application;\n- name of the pesticide used;\n- PCP registration number;\n- reason for the application;\n- telephone number to contact for information; and\n- safe re-entry time into the treated area.\n9.11 Greenhouses, Barns, etc.\n9.11.1 Application requirements are the same as for outdoors except that signs shall be posted 24 hours before application.\n9.12 Personal Hygiene\n9.12.1 After handling pesticides and before attending to personal needs, employees should wash thoroughly, with special attention to the face, hands and hair and under the fingernails.\n9.12.2 Departments shall ensure that protective clothing and equipment are cleaned after every use in accordance with Part XII - Personal and Protective Equipment and Clothing.\n9.13 Pesticide Emergencies\n9.13.1 If a spill or leak of pesticides occurs, the spill contingency plan prepared in accordance with subsection 9.15.1 shall be implemented.\n9.14 Transportation\n9.14.1 Procedures developed for transporting pesticides, as outlined in section 9.2, shall meet the requirements of the Transportation of Dangerous Goods Act (TDGA) for preparing and packaging pesticides for transportation and for transporting pesticides. It includes documentation and placarding and labelling requirements for pesticides being transported as well as training requirements and the responsibilities of employees involved in the operations.\n9.14.2 Certain small quantities of pesticides may be exempted from the requirements of the TDGA, which can be determined by referring to the appropriate sections of the Transportation of Dangerous Goods Regulations .\n9.14.3 Pesticides shall be transported in a separate compartment from the driver and passengers and shall not be transported in a compartment containing animals, food, animal feed, clothing, household furnishings or other personal items.\n9.14.4 All transported pesticides shall be inspected to ensure the integrity of the containers and shall be placed in the vehicle in a safe manner to avoid tipping, spilling or leaking.\n9.14.5 All pesticide containers shall have the original label intact. The driver shall keep a list of the pesticides being transported, with a copy of the labels.\n9.14.6 Spill clean-up equipment appropriate to the quantities of pesticides being transported shall accompany the shipment.\n9.14.7 Vehicles used for transporting pesticides shall be posted with a warning sign as follows:\nWARNING - PESTICIDES - ATTENTION\n9.14.8 Vehicles used for transporting pesticides shall also be:\n- decontaminated before being used for any other purpose;\n- equipped with safety locks; and\n- locked when unattended.\n9.14.9 Vehicles occasionally used to transport pesticides shall meet the above requirements to the extent practicable.\n9.15 Decontamination\n9.15.1 Decontaminating a spill site shall be performed in accordance with a predetermined spill contingency plan and shall be carried out with the latest techniques advocated by the appropriate regulatory authority and emergency organizations.\n9.15.2 Decontaminating pesticide spills shall be carried out by a person trained in decontaminating pesticide spills and supervised by a qualified person.\n9.15.3 Application equipment shall be decontaminated in accordance with the Code of Good Practice for Handling, Storage, Use and Disposal of Pesticides at Federal Facilities .\n9.16 Inventories\n9.16.1 An up-to-date inventory of all pesticides in storage shall be maintained. Containers must be dated when received and to the extent possible the shelf life of the pesticide identified. The inventory list is to be kept in a separate location and is to be made available to the appropriate health and safety committee.\n9.16.2 Information on site layout and the storage of pesticides shall be kept readily visible by the employer to ensure that emergency responders can access it easily and quickly.\n9.17 Labelling\n9.17.1 As required under the Pest Control Products Act (PCPA), all pesticides shall be kept in original containers with the original labels intact. Contact the manufacturer or appropriate regulatory authority if the label is not intact.\n9.18 Monitoring\n9.18.1 Procedures involving the use of pesticides, either in a laboratory or in general field applications, shall be monitored at regular intervals by the responsible authority within the department to ensure that prescribed safety procedures are being followed. If an independent survey or health investigation is considered advisable at any time, contact the appropriate regulatory authority.\n9.18.2 The appropriate health and safety committee shall be advised of health and safety investigations before they are conducted. All monitoring reports and data should be made available to the appropriate health and safety committee.\n9.19 Housekeeping\n9.19.1 Appropriate good housekeeping shall be followed in all areas where pesticides are mixed, stored or handled. This includes maintaining the absolute cleanliness of the workplace and using approved waste disposal facilities and techniques including adherence to the requirements of Part VIII - Sanitation.\n9.20 Education and Training\n9.20.1 Departments shall ensure that only certified applicators use, handle, mix and dispose of pesticides.\n9.20.2 In addition, departments shall, in consultation with the appropriate health and safety committee, develop and implement a workplace education program for certified applicators. The program shall include the concepts and principles of the departmental IPM program and instruction related to specific pesticides used in the workplace, their hazards as outlined on labels, the SDS and manufacturer's literature, the protection required for certified applicators to perform their duties, and the first aid and emergency procedures relevant to pesticide use.\n9.20.3 The workplace education program referred to earlier shall be reviewed, in consultation with the appropriate health and safety committee, at least once per year, whenever new pesticides are about to be introduced in the workplace and when new hazard information about a pesticide becomes available.\n9.21 First Aid\n9.21.1 First-aid instructions and emergency procedures as detailed on the product label, the SDS, and in the manufacturer's literature shall be followed for suspected pesticide poisonings. Procedures shall be displayed prominently in all areas where pesticides are stored, handled, used and disposed of and where decontamination is carried out.\n9.21.2 Emergency telephone numbers for first-aid attendants and for the local poison control centre shall be prominently displayed.\n9.22 Personnel Monitoring\n9.22.1 All personnel regularly engaged in work involving handling pesticides shall be examined in accordance with the provisions of the Directive on Occupational Health Evaluations.\n9.22.2 Physical examination standards are established in consultation with the designated occupational health service provider and appropriate specialists by the employing department (with input from its occupational health and safety policy committee) and the Treasury Board Secretariat (TBS).\n9.23 Medical Records\n9.23.1 The employer shall maintain all medical records obtained during the examination of an employee under the requirements of the Directive on Occupational Health Evaluations including a detailed history of the employee's exposure. Records shall be made available to an employee's physician on request.\n9.24 Pesticide Application Records\n9.24.1 Departments shall maintain records on the application of pesticides for a period of 30 years after the application date. The records shall contain the following information as a minimum:\n- the pesticide applied (active ingredient);\n- the PCP registration number;\n- the application rate;\n- the application site;\n- the method of application;\n- the names of the persons who applied the pesticide;\n- the reason for the application;\n- any unusual circumstances that occurred during the application; and\n- the reports from any health or safety investigations conducted, including all sampling data and other relevant information.\n9.24.2 Copies of those records shall be placed in the personnel files of employees applying or handling pesticides and shall be referenced in the personnel files of other employees who request it.\n9.25 Environmental Monitoring Records\n9.25.1 Departments shall maintain records of all environmental sampling data and reports for a period of 30 years from the date of reporting.\n9.26 Organizations\n9.26.1 Information about registered pesticides and their uses may be obtained from the PMRA, the organization responsible for regulating those products. Departments and employees can obtain information as follows:\nPest Management Information Service Pest Management Regulatory Agency Health Canada 2720 Riverside Drive Ottawa, Ontario Address Locator: 6606D2 K1A 0K9\nE-mail: hc.pmra.info-arla.sc@canada.ca Telephone: 613-736-3799 Toll-free: 1-800-267-6315 Facsimile: 613-736-3798 Teletypewriter: 1-800-465-7735 (Service Canada)\n9.26.2 Health Canada will provide information about the effects of pesticide exposure and advice about appropriate training, including emergency first aid.\n9.26.3 The Canadian Centre for Occupational Health and Safety (CCOHS) maintains databases on the SDS, Pest Management Research Information Systems and regulatory information on pesticide products.\nCCOHS 135 Hunter Street East Hamilton, ON L8N 1M5 Tel: 905-572-2981 1-800-668-4284 Fax: 905-572-2206\n9.27 Materials\n9.27.1 The following publications are available at the address indicated:\n- The Pest Control Products Act and Regulations : [ https://www.canlii.org/en/ca/laws/stat/sc-2002-c-28/latest/sc-2002-c-28.html ]\n- The Standard for Pesticide Education, Training and Certification in Canada (National Standard). Educating individuals who apply pesticides (applicators) is a key element in promoting the responsible use of pesticides to protect human health and the environment. The provinces and territories are responsible for training and certifying pesticide vendors and applicators. Pesticide training and certification programs across Canada are based on the National Standard which may be accessed at the following address: www.hc-sc.gc.ca/cps-spc/pest/part/fpt/educ-cert-eng.php .", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-11", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Scope", "marginal_note": "Scope", "part": "Part X - Hazardous Substances", "division": "", "heading": "", "text": "This part of the Directive enhances and supplements Part X (Hazardous Substances) [ https://laws-lois.justice.gc.ca/eng/regulations/SOR-86-304/page-15.html#h-894311 ] of the COHSR and should be read in that context.\nThis part includes specific provisions for dealing with asbestos and materials containing asbestos.\n10.1 Records of Hazardous Substances\n10.1.1 If the department does not control the workplace, the records shall be kept and maintained to the extent possible.\n10.2 Hazard Investigation\n10.2.1 No employee shall be required to conduct searches for potential chemical, biological, radiological, nuclear, explosive (CBRNE) or other threats in the workplace unless it is a part of the employee’s normal duties and the employee has been instructed and trained in safe methods and procedures.\n10.2.2 The employer shall establish written methods and procedures for employees to follow and meet who may be required to conduct such searches as part of their normal duties.\n10.2.3 The employer shall keep a record of all instruction and training provided for a period of 30 years after the date on which it was given.\n10.3 Medical Examinations\n10.3.1 Medical examinations for employees exposed to hazardous substances shall be administered as required in accordance with the Directive on Occupational Health Evaluations [ https://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=32632 ] issued by the Treasury Board Secretariat.\n10.4 Ventilation\n10.4.1 The employer shall ensure that any ventilation system used in the workplace complies with the appropriate standard.\n10.5 Asbestos Management\n10.5.1 The employer shall comply with applicable federal, provincial, territorial and municipal regulations, statutes and requirements with respect to asbestos containing materials (ACM) in any government-owned, managed or leased facilities.\n10.5.2 An asbestos management program and code of practice meeting the intent of the appropriate standard shall be followed if ACM may exist in any building or facility. The employer shall comply with all federal, provincial, territorial and municipal regulations, statutes, requirements and any appropriate standard with regard to ACM in government owned or leased buildings and facilities. In consultation with the appropriate health and safety committee, any policy and code of practice are to be established in response to the requirement for a comprehensive approach to asbestos management. This will ensure that the responsibilities of the department or agency, as building owner, tenant, landlord and employer, with respect to health and safety issues and environmental control issues, are fully addressed.\n10.5.3 As a minimum requirement, departments and agencies will comply with Public Services and Procurement Canada’s Asbestos Management Standard https://www.tpsgc-pwgsc.gc.ca/biens-property/ami-asb/nga-ams-eng.html .\n10.6 Ionizing and Non-ionizing Radiation\n10.6.1 The use of devices capable of producing and emitting energy in the form of ionizing or non-ionizing radiation shall comply with the appropriate standard.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-12", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Scope", "marginal_note": "Scope", "part": "Part XI - Confined Spaces", "division": "", "heading": "", "text": "This part of the Directive enhances and supplements Part XI (Confined Spaces) [ https://laws-lois.justice.gc.ca/eng/regulations/SOR-86-304/page-20.html#h-894904 ] of the COHSR and should be read in that context.\n11.1 General\n11.1.1 Policies, procedures and work practices shall be consistent with the appropriate standard, in consultation with the appropriate workplace and/or policy committees.\n11.2 Hazard Assessment\n11.2.1 The employer shall ensure that an employee required to enter a confined space has received information about the assessment of the confined space by a qualified person that includes:\n- copies of the report and the record of the findings of the assessment carried out by the qualified person;\n- verification that the health and safety committee and/or health and safety representative has received copies of the qualified persons report and the record of the findings;\n- a copy of any review by the qualified person to ensure that the assessment report with which it is concerned is still accurate after three years;\n- information and education about the specifications set out and used by a qualified person to verify hazards that may exist due to the design, construction, or location or the atmosphere and the materials or substances it contains or any other conditions related to the confined space; and\n- the hazards that may develop while work is performed inside the confined space.\n11.3 Confined-space Entry Procedures\n11.3.1 For the purposes of this section, any procedures developed by a department shall include an entry permit system that shall include a checklist of entry requirements to be given to and signed by the employee(s).\n11.3.2 No employee shall enter a confined space unless the appropriate entry permit has been issued and signed by a qualified person and explained to, understood by and signed by the employee before entry.\n11.3.3 Procedures developed in consultation with the appropriate health and safety committee shall include those to be followed by the qualified persons responsible for inspecting, maintaining and testing all monitoring equipment, personal protective equipment, ventilating equipment and safety harnesses and any other entry, protective and rescue equipment used in conjunction with entry into a confined space.\n11.3.4 If a person is about to enter a confined space under an entry permit system, the employer shall appoint a qualified person (who could be the same person) to verify tests that a percentage of oxygen between 19.5% and 23% by volume, at normal atmospheric pressure, is achievable while the person is in the confined space.\n11.4 Ship and Vessel Repair\n11.4.1 For confined spaces in ships or vessels in repair, maintenance or refit, the employer may use forced ventilation from the lowest point in the confined space to meet the requirements related to exposure to a concentration of chemical agents.\n11.4.2 When conditions in the confined space can be maintained in that state, an entry permit system may be established in accordance with section 11.3, which shall be valid for multiple entries into the confined space during a specified period.\n11.4.3 The permit shall be valid for a maximum of one shift for uncoated fuel tanks and for a maximum of 24 hours in all other situations.\n11.4.4 All ship and vessel repair including the application of paints, coatings and resins, shall follow manufacturer’s specifications.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-13", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Scope", "marginal_note": "Scope", "part": "Part XII - Personal and Protective Equipment and Clothing", "division": "", "heading": "", "text": "This part of the Directive enhances and supplements Part XII (Protection Equipment and Other Preventive Measures) [ https://laws-lois.justice.gc.ca/eng/regulations/SOR-86-304/page-22.html#h-895051 ] of the COHSR and should be read in that context.\nThe scope of this part includes all systems, procedures, clothing and safety material designed to ensure the health and safety of all employees.\n12.1 General Responsibilities of Departments\n12.1.1 Any policies and procedures that are specific to the employer and worksite will be developed in consultation with the policy and workplace committees.\n12.1.2 Personal protective equipment shall not add to the total heat burden to the extent practicable. If personal protective equipment adds to the total heat burden, rest periods shall be routinely provided and the employer shall ensure that employees take them.\n12.1.3 A qualified person shall be appointed to ensure that personal protective equipment is safely, properly and reasonably comfortably fitted.\n12.1.4 Departments shall appoint a qualified person to instruct and train employees required:\n- to use or wear personal protective equipment properly and safely and to use and care for the personal protective equipment; and\n- to effectively deal with emergency situations arising from its use.\n12.1.5 All personal protective equipment shall be:\n- stored, maintained, inspected and tested by a qualified person to ensure that it is in a safe and fully effective condition at all times;\n- marked or tagged as unsafe and removed from service when defective equipment is unsafe for use; and\n- repaired by a qualified person to a safe and fully effective condition or permanently removed from service.\n12.1.6 Protective clothing, equipment, devices and tools used by employees working on electrical equipment shall be inspected by the user before its use to ensure that it is safe for its intended use.\n12.1.7 All personal protective equipment, clothing and footwear shall be:\n- provided free of charge to employees; and\n- replaced free of charge when no longer serviceable.\n12.1.8 Tests of rubber insulating gloves and mitts shall follow a procedure that complies with the appropriate standard.\n12.2 Protective Clothing\n12.2.1 Special considerations include:\n- protecting the employee from the risk of disease;\n- preventing the spread of contamination or diseases; and\n- preventing significant or permanent damage to the employee's skin, hair or personal clothing.\n12.2.2 Outdoor protective clothing shall be designed to provide UV protection and to reflect sunlight. Employees wearing contact lenses shall use the same approved ultraviolet radiation (UVR) eye protection equipment as that required of other employees performing the same tasks.\n12.2.3 Protective clothing shall be:\n- normally worn over the employee's personal clothing; and\n- suitable for the gender of the user.\n12.3 Insulated Clothing\n12.3.1 Insulated clothing shall be provided for work in hazardous weather conditions:\n- when the type of personal outer clothing normally worn while working outdoors is inadequate to protect the employee from physical harm and from harm to his or her health in the specific working environment; or\n- when there is risk of damaging or soiling the employee's personal insulated clothing.\n12.3.2 Insulated clothing designed to prevent hypothermia shall be provided to employees when their duties involve significant risks of immersion in cold water.\n12.4 Quantities\n12.4.1 The quantity of each item to be provided initially to each employee shall be based on the expected frequency of change, conditions of wear and tear and the expected wear life.\n12.5 Pooled Clothing\n12.5.1 Pooled clothing may be provided as protective clothing under all of the following conditions:\n- when the frequency of use by the employee does not justify individual provision;\n- when the clothing is worn over the employee's personal clothing; and\n- when the clothing will not be worn next to the employee's skin.\n12.5.2 Quantities of pooled clothing shall be adequate to provide a range of sizes and to permit rotational cleaning.\n12.5.3 Cleaning and upkeep of the pooled clothing shall be regularly scheduled.\n12.6 Head Protection\n12.6.1 If required, departments shall provide protective headwear that meets the requirements of the appropriate standard.\n12.6.2 If an employee is required to wear a form of head protection other than protective headwear, that headwear shall adequately protect the employee from the potential hazard.\n12.7 Eye and Face Protection\n12.7.1 If eye or face protection is required, prescription safety lenses that meet the requirements of the appropriate standard shall be provided in situations in which:\n- the nature of the work is such that the protective prescription lenses are installed in specialized protective frames such as goggles or other eye protection that is not normally worn off the job; or\n- it is impractical to wear protection over glasses because of distortion.\n12.7.2 Employees wearing contact lenses shall use the same approved eye protection equipment as required of other employees performing the same tasks.\n12.7.3 Employees shall not wear contact lenses when they are routinely exposed to irritating fumes, intense heat, liquid splashes, molten metals or other similar environments and when the work requires regularly wearing a respirator.\n12.7.4 If eye protection against UVR associated with sunlight is required, sunglasses shall be provided that meet the appropriate standard, and if required the standard shall address traffic light recognition.\n12.8 Protective Footwear and Leg Protection\n12.8.1 Leg and foot protection, including protective and purpose-designed footwear, shall meet the requirements of the appropriate standard.\n12.8.2 In accordance with subsection 12.1.7, protective footwear shall be provided free of charge.\n12.8.3 Should the department decide not to issue protective footwear directly, it may provide protective footwear that meets the appropriate standard by having employees purchase the protective footwear and receive reimbursement for the full cost of the purchase, on the presentation of a proof of purchase.\n12.8.4 If the department wishes to have employees purchase protective footwear and to reimburse them, the department shall establish, in consultation with the appropriate health and safety committee, a price range appropriate to the type of protective footwear required.\n12.9 Purpose-designed Footwear\n12.9.1 Purpose-designed footwear shall be provided that:\n- is designed and constructed to meet the unique requirements of an activity or a work environment; or\n- possesses specialized protective features.\n12.9.2 Workplace and environmental factors that would be expected to call for purpose-designed footwear, and the design features one would expect to find in that footwear, are the following:\n- dangerous liquids: footwear either constructed of impermeable materials or specially treated to protect the wearer's feet from contact with dangerous or corrosive liquids or other dangerous substances or in cases when feet may be immersed in any such liquid;\n- explosive electrical hazards: footwear made with non-sparking and/or non-conducting materials (except metal box toe) for use by workers subject to explosions or electrical hazards;\n- physical hazards: footwear designed to protect against a harmful degree of physical stress resulting from requirements of an unusual nature as may be encountered in such activities as mountain climbing, logging, skiing, pole climbing, riding horses, operating chainsaws, etc.; and\n- temperature extremes: thermo-insulated footwear for extreme cold.\n12.10 Replacement\n12.10.1 The frequency of replacement shall be governed by the nature of the work. Replacements may occur more often than once per year. The department shall pay for cost-effective repairs to safety footwear.\n12.11 Skin Protection\n12.11.1 If personal protective equipment and/or a protective product is required for skin protection, the following shall apply:\n- the personal protective equipment and/or protective product (e.g., sunscreen or insect repellent) shall be adequate to protect the skin of the employee while the skin is exposed to any hazard; and\n- if the personal protective equipment is not disposable, it shall be maintained in a clean and sanitary condition.\n12.11.2 With respect to the hazards of UV radiation associated with sunlight, the following shall apply:\n- exposure to UV radiation must be reduced as much as possible, and if that exposure cannot be avoided, employees’ skin must be protected;\n- in consultation with workplace committees, departments shall carefully review the different situations in which employees are required to work outdoors and shall take all reasonable and practicable measures to reduce exposure to the harmful effects of the sun; and\n- where such potential health risks are identified, an appropriate broad-spectrum hypoallergenic type of sunscreen with a minimum SPF (sun protection factor) of 30 to provide protection from UVA and UVB radiation shall be provided.\n12.12 Respiratory Protection\n12.12.1 When respiratory equipment is required, the appropriate standard shall be used.\n12.13 Drowning Hazards\n12.13.1 Any flotation device used in the workplace shall meet the requirements of the appropriate standard.\n12.13.2 Appropriate emergency equipment that meets the requirements of the appropriate standard, including an inherently buoyant powered boat, shall be provided.\n12.13.3 Suitable insulated protective clothing shall be provided to employees who are at risk of hypothermia should they fall into icy water.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-14", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Scope", "marginal_note": "Scope", "part": "Part XIII - Tools and Machinery", "division": "", "heading": "", "text": "This part of the Directive enhances and supplements Part XIII (Tools and Machinery) [ https://laws-lois.justice.gc.ca/eng/regulations/SOR-86-304/page-23.html#h-895165 ] of the COHSR and should be read in that context.\n13.1 General\n13.1.1 Any policies and procedures that are specific to the employer and worksite will be developed in consultation with the policy and/or workplace committees.\n13.2 Design and Construction\n13.2.1 Employees shall ensure that the tool end of any flexible-shaft portable power tool is secured in a manner that will prevent the flexible shaft from whipping when the motor is started.\n13.2.2 All tools and machinery used by employees shall meet the appropriate ergonomic standard. In the absence of any \"appropriate standard\" the manufacturer's recommendations shall be used when developing preventive measures to address risk and when assessing ergonomic-related hazards. In addition, whenever possible, tools will be used with handles that can be used by both left-handed and right-handed people, are shaped so the wrist remains straight where possible (e.g., pistol shaped, or in-line handle); and fit well in the hand.\n13.3 Operation and Use\n13.3.1 An employee using a pneumatic portable power tool shall shut off the air supply to that tool and bleed the air line before disconnecting it from the tool, unless the air line is equipped with a quick-disconnect coupling that makes such precautions unnecessary.\n13.3.2 A pneumatic portable power tool or air hose shall not be used such that an air stream might be directed forcibly against the body of any person.\n13.3.3 To the extent practicable, exposure to continuous vibration from tools and machinery shall be minimized.\n13.4 Inspection and Maintenance\n13.4.1 Each hand tool and portable power tool shall be inspected at regular intervals and shall be maintained in a safe working condition.\n13.4.2 In consultation with the appropriate health and safety committee, an inspection and maintenance plan for tools and machinery shall be created and a record shall be kept of all inspections and maintenance work performed under the plan.\n13.4.3 Employees shall check each tool and machine before use to ensure that there are no visible defects.\n13.4.4 All hand tools and portable power tools shall be transported and stored in a safe manner.\n13.5 Robotic Systems\n13.5.1 To the extent practicable, the machine guard of a robotic machine or a robotic machine system shall conform to the appropriate standard.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-15", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Scope", "marginal_note": "Scope", "part": "Part XIV - Materials Handling", "division": "", "heading": "", "text": "This part of the Directive enhances and supplements Part XIV (Materials Handling) [ https://laws-lois.justice.gc.ca/eng/regulations/SOR-86-304/page-24.html#h-895242 ] of the COHSR and should be read in that context.\n14.1 General\n14.1.1 Any policies and procedures that are specific to a department or agency and to any worksites will be developed in consultation with the policy and/or workplace committees.\n14.2 General Responsibilities of Employees\n14.2.1 Materials-handling equipment from which a safety device has been removed or rendered ineffective shall not be used or operated.\n14.2.2 Except with the express approval of the person in charge, employees shall not remove or render ineffective a safety device with which any materials-handling equipment is fitted.\n14.2.3 Employees shall not start the power unit of any materials-handling equipment until all drive clutches have been disengaged, all brakes set and the operator is assured that starting the power unit will not endanger any person.\n14.3 General Design and Construction\n14.3.1 To the extent reasonably practicable, seats provided for the operator and any passenger for which the motorized materials-handling equipment was designed shall be comfortable, well designed and constructed, equipped with adequate lateral restraints, safely located, and securely mounted.\n14.4 Slow-moving Vehicles\n14.4.1 Mobile equipment operated at a rate of speed of more than 30 km/h below the posted speed for a road or area shall be equipped with a slow-moving-vehicle warning device as prescribed by the laws of the province or territory in which the equipment is operated.\n14.4.2 If the laws of the province or territory in which the mobile equipment is operated do not prescribe a slow-moving-vehicle warning device, the mobile equipment shall be equipped with a warning device in accordance with the requirements of the laws of an adjacent province or territory.\n14.5 Control Systems\n14.5.1 When practicable, any materials-handling equipment that has a moving part with a limit as to safe operating speed or safe travelling distance shall be equipped with an automatic control to prevent its speed or distance of travel from exceeding that limit.\n14.5.2 All motorized materials-handling equipment powered by an internal combustion engine shall be fitted with a power-operated starting device.\n14.6 Inspections, Testing and Maintenance\n14.6.1 After each scheduled maintenance or repair, and before motorized or manual materials-handling equipment is used for the first time in a workplace, the employer shall set out instructions in writing for inspecting and testing that materials-handling equipment to ensure that it is safe for use before it is put into service.\n14.7 Radio Transmitting Equipment\n14.7.1 Radio transmitting equipment shall not be used as part of operating the materials-handling equipment before the person in charge ensures that other transmitting devices will not interfere with the reliable transmission of signals.\n14.8 Parking\n14.8.1 When reasonably practicable, all motorized material-handling equipment operated by any employee shall be shut down during any period in which it is unattended.\n14.8.2 Cranes, hoists or similar materials-handling equipment shall not be left unattended, other than in a condition of maximum stability, unless safe measures approved by the person in charge are taken to prevent the equipment from tilting or accidentally moving.\n14.9 Manual Handling\n14.9.1 All weight limits and workplace designs need to be reassessed based on the current knowledge of ergonomics using the appropriate standard. The employer shall perform an assessment of task performance in lifting (angle used, height, frequency of lifting, etc.) as per the appropriate standard.\n14.9.2 Employees whose primary tasks do not include manual lifting or carrying shall not be required to manually lift or carry materials, goods or objects weighing in excess of five kg.\n14.9.3 Where any employee is required to manually lift or carry materials, goods, objects weighing in excess of five kg, the employer shall provide the employee with training, instructions and safe work procedures.\n14.9.4 When an employee working in a health care environment is required to lift or carry persons, the employee shall be instructed and trained:\n- in a safe method of lifting and carrying the persons that will minimize the stress on the body;\n- in a work procedure appropriate to the employee's physical condition and the working conditions; and\n- in the use of alternative means or methods of lifting and carrying persons.\n14.10 Materials Storage\n14.10.1 No materials, goods or objects shall be stored or placed in a manner that may conceal any warning signs or symbols.\n14.11 Instruction and Training\n14.11.1 The operator of any materials-handling equipment shall have ready access to the operating manuals and departmental safety standards that may be necessary for the safe and proper operation and maintenance of the materials-handling equipment.\n14.11.2 The single code of signals shall be filed, made readily available and provided to each signaller, operator and other persons required to understand the signals and those employees shall be instructed, trained and tested in the use of the code.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-16", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Scope", "marginal_note": "Scope", "part": "Part XV - Motor Vehicle Operations", "division": "", "heading": "", "text": "This part of the Directive outlines the requirements for the safe operation of motor vehicles owned or leased by the employer to ensure the safety and health of employees and the public and to avoid property or equipment damage.\n15.1 General Responsibility of Departments\n15.1.1 Any policies and procedures that are specific to a department or agency and to any worksites will be developed in consultation with the policy and/or workplace committees.\n15.1.2 Departments are responsible for:\n- developing, in consultation with the appropriate health and safety committee, rules and procedures for the safe operation of motor vehicles, in accordance with the general principles set out in this part of the Directive;\n- identifying circumstances in which an air-conditioned vehicle is required to enhance the efficiency or protect the safety and health of the employee using the vehicle;\n- ensuring that employees are fully informed of the correct procedures to be followed in the event of an accident;\n- analyzing and evaluating motor vehicle accident reports and statistics, determining the causes of accidents and using that information to prevent future accidents from similar causes;\n- ensuring that every departmentally owned or leased motor vehicle is maintained in a safe operating condition;\n- informing employees of their rights and obligations and the department's responsibilities under the NJC Travel Directive when any authorized government travel involves the use of a private motor vehicle;\n- ensuring that motor vehicle operators are qualified in all respects to operate the vehicles to which they are assigned;\n- enforcing safe driving rules and traffic regulations on premises and in operations under their control;\n- cooperating with civil and police authorities in enforcing traffic laws and observing safe practices; and\n- developing, in consultation with the appropriate health and safety committee, procedures to be followed when motor vehicles are used to transport persons under restraint.\n15.2 Safe Operation of Motor Vehicles\n15.2.1 The operation of an unsafe motor vehicle is prohibited. A motor vehicle is unsafe when any defect exists that, in the judgment of the responsible supervisor in consultation with a qualified licensed motor vehicle mechanic, could contribute to an accident. A motor vehicle operator shall not be required to operate a mechanically unsafe vehicle or a vehicle loaded in a hazardous manner.\n15.2.2 All motor vehicles will be fitted with winter tires and other weather-related accessories and specialized equipment according to a schedule established by the appropriate health and safety committee and/or policy committee that will comply with any federal, provincial or territorial requirements, as well as ensuring availability when needed for safety reasons.\n15.2.3 Subject to any federal, provincial or territorial requirements, all motor vehicles, used for or potentially used for law enforcement capacity, shall be equipped with appropriate emergency lighting, sirens, and public announcement (PA) system to ensure the safety of the driver as well as the general public.\n15.2.4 When departments require employees to operate government-owned snowmobiles, motorcycles or all-terrain vehicles, departments shall provide operators with:\n- personal protective equipment, a fire extinguisher and supplies for emergencies, in consultation with the appropriate health and safety committee; and\n- instructions for operating and maintaining the vehicle.\n15.3 Hazardous Movement\n15.3.1 Before moving oversized or overweight motor vehicles or those carrying dangerous articles or equipment over public highways, notification of the route and the use of public bridges, tunnels and/or highways shall be provided to appropriate civil officials. The movement of dangerous substances by motor vehicle shall be subject to the requirements specified in the Transportation of Dangerous Goods Act .\n15.3.2 Motor vehicles that are regularly operated in remote or isolated areas shall be equipped with appropriate communication devices for emergency purposes.\n15.4 Qualification of Motor Vehicle Operators\n15.4.1 Every motor vehicle operator shall possess a valid licence to operate the motor vehicle to which the operator is assigned in accordance with the appropriate provincial or territorial law or as may otherwise be required by regulations or statutes applicable to the public service.\n15.4.2 In addition, motor vehicle operators may be required to demonstrate their competence to operate assigned motor vehicles, and for that purpose, appropriate records shall be maintained.\n15.5 Training\n15.5.1 Departments shall institute or participate in motor vehicle operator training programs designed to provide:\n- refresher training to acquaint personnel with changes in equipment or operating conditions; and\n- remedial training to offset specific weaknesses indicated by accident records, traffic rule violations or other instances of inadequate operating performance.\n15.5.2 The employer shall provide training to employees who operate commercial vehicles on the daily commercial vehicle inspection requirements of the appropriate provincial or territorial motor vehicle or highway traffic act so they can identify both minor and major defects, record them on their inspection report and reports them to the employer.\n15.5.3 The employer shall ensure that identified defects are repaired and that vehicles are adequately maintained to meet the required provincial or territorial vehicle safety standards and legal requirements.\n15.5.4 Departments shall ensure that written records of the training required by section 15.5 are maintained for as long as the employee remains in the department’s employment.\n15.6 Accident Investigation\n15.6.1 Every motor vehicle accident is to be investigated, the cause or causes determined, and appropriate corrective action applied. Additionally, a Hazardous Occurrence Accident Report shall be completed in compliance with section 15.8 of the COHSR.\n15.7 Servicing, Inspection and Repair\n15.7.1 Departments shall ensure that the servicing, inspection and repair of its motor vehicles:\n- meet normal preventive maintenance and safety requirements based on the use of motor vehicles;\n- are performed by a qualified person; and\n- as a minimum meet the requirements in the appropriate manufacturer's user manual.\n15.7.2 Departments shall maintain records of the servicing, inspection and repair of each vehicle for as long as the vehicle is in operation.\n15.8 Safe Transportation of Persons\n15.8.1 With the exception of subsection 15.8.2, this section does not apply to the use and operation of emergency vehicles.\n15.8.2 At the start of each shift, each operator shall be responsible for carrying out a safety inspection of the assigned motor vehicle. Unsafe conditions and defects shall be reported promptly to the responsible supervisor.\n15.8.3 To the extent possible, persons shall be transported in passenger-type motor vehicles or buses. The following safety rules shall apply:\n- only authorized persons shall be permitted to ride in motor vehicles;\n- the number of persons permitted to ride in a passenger motor vehicle must not exceed the seating capacity of that motor vehicle except for short distances on buses provided with handholds;\n- persons shall not be permitted to ride with any part of their person extended outside the motor vehicle, or on a running board, fender, cab, side or tailgate of a motor vehicle;\n- persons shall not enter or exit a motor vehicle while it is in motion;\n- tools, tool boxes, equipment and cargo shall be safely and securely stowed and secured to prevent shifting while in transit; and\n- if it is likely that materials, goods or objects will shift and endanger employees in any motor vehicle having an empty vehicle weight of less than 4500 kg, departments shall ensure that a bulkhead or other effective means to protect the employees are installed.\n15.8.4 When it is not possible or practicable to use passenger motor vehicles to transport persons, truck-type motor vehicles may be used. In those cases, the safety measures outlined in subsection 15.8.3 shall apply, and the following additional safety measures shall also apply:\n- fixed seating shall be provided and sideboards or stakes and tailgates fitted with sufficient number of seatbelts for each passenger, as reasonably practicable;\n- the number of persons transported may not exceed that for which fixed seating is provided;\n- a suitable cover shall be provided for protection from the elements; and\n- a motor vehicle operator shall operate the motor vehicle, taking the appropriate precautionary measures to protect passengers transported in the exceptional circumstances.\n15.8.5 Under exceptional conditions, trucks without fixed seating may be used for transporting small groups of people (less than 10) for short distances on departmental property. Passengers shall be in a secure position within the body of the truck, and the vehicle shall be driven with extreme caution at a speed of not more than 10 km/h.\n15.9 Fire Prevention\n15.9.1 No motor vehicle shall be operated unless it is entirely free of fuel leaks.\n15.9.2 Buses and motor vehicles used for transporting flammable substances shall be equipped with a dry chemical fire extinguisher.\n15.9.3 The fire extinguisher referred to in subsection 15.9.2 shall:\n- have not less than a 5BC rating as defined in the National Fire Code of Canada ;\n- meet the standards set out in section 6.2 of the National Fire Code of Canada ; and\n- be located such that it is readily accessible by the operator.\n15.10 Motor Vehicle Fuelling and Operations\n15.10.1 Departments shall develop, in consultation with the appropriate health and safety committee, written procedures for fuelling motor vehicles.\n15.10.2 Tank trucks shall be loaded and unloaded in authorized areas by qualified personnel and under controlled procedures, in accordance with the National Fire Code of Canada .\n15.11 Propane and Natural-gas-fuelled Vehicles\n15.11.1 The installation, operation and maintenance of propane-fuelled motor vehicles and motorized materials-handling equipment shall be performed in accordance with the appropriate standard.\n15.11.2 The conversion of vehicles to propane and natural-gas fuel systems after manufacture shall comply with the Canadian Motor Vehicle Safety Standards and/or provincial and territorial requirements.\n15.11.3 Departments shall ensure that vehicles converted to propane and natural gas fuel systems meet the appropriate Canadian Motor Vehicle Safety Standards .\n15.11.4 Each employee required to fuel a propane vehicle shall be tested and licensed by those provinces in which that licensing is required under provincial or territorial statute.\n15.11.5 In provinces or territories where licenses are not required, departments shall certify employees for propane fuelling through internal departmental training and licensing. The training and licensing shall be equal to or better than the training provided in a province or territory that requires licensing.\n15.11.6 Each employee certified under subsection 15.11.5 shall:\n- be familiar with the specific safety precautions and operating procedures applicable to vehicle fuelling;\n- be able to identify and understand the functions and components of vehicle fuel supply systems;\n- be able to identify all components of a fuel dispenser and demonstrate capability in safely fuelling a vehicle; and\n- pass a written examination on the fuelling procedures applicable to the fuel to be handled.\n15.12 Safety Measures Against Asphyxiation\n15.12.1 The concentration of toxic exhaust fumes to which the operator and other persons are exposed when working on or near motor vehicles shall meet the requirements and not exceed the levels prescribed in Part X - Hazardous Substances.\n15.12.2 Diesel engine exhaust should be kept as low as reasonably achievable.\n15.13 Motor Vehicle Safety Belts\n15.13.1 Operators and passengers of motor vehicles that are required to be equipped with safety belts shall be required to fasten the safety belts at all times when the vehicle is in motion.\n15.14 Highway Warning Devices\n15.14.1 Motor vehicles operated at a rate of speed of more than 30 km/h below the posted speed for a road or area shall be equipped with a slow-moving-vehicle warning device as prescribed by the laws of the province or territory in which the equipment is operated.\n15.14.2 When the laws of the province or territory in which the motor vehicle is operated do not prescribe a slow-moving-vehicle warning device, the mobile equipment shall be equipped with a warning device in accordance with the requirements of the laws of an adjacent province or territory.\n15.14.3 In the event that a motor vehicle breaks down on or adjacent to a highway, advance warning devices such as flares or reflectors shall be placed in accordance with the statutes of the province or territory in which the vehicle breaks down.\n15.15 First-aid Kits\n15.15.1 The employer’s motor vehicles shall be equipped with Type “A” first-aid kits.\n15.15.2 At the request of an employee, when any authorized government business travel involves the use of a private motor vehicle the department shall, at a minimum, provide a Type “D” first-aid kit, and the employee shall return the kit when authorized travel is completed.\n15.15.3 In addition to first-aid kits in motor vehicles, the employer shall provide motor vehicle emergency kits for field operations.\n15.15.4 The appropriate health and safety committee shall participate in the determination of the contents of the motor vehicle emergency kits for field operations.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-17", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Scope", "marginal_note": "Scope", "part": "Part XVI - Hazardous Occurrence Investigation, Recording and Reporting (HOIRR)", "division": "", "heading": "", "text": "This part of the Directive enhances and supplements Part XV (Hazardous Occurrence Investigation, Recording and Reporting [HOIRR]) [ https://laws-lois.justice.gc.ca/eng/regulations/SOR-86-304/page-27.html#h-895604 ] of the COHSR and should be read in that context.\n16.1 Employer Responsibilities\n16.1.1 The employer shall develop, in consultation with the appropriate health and safety committee, hazardous occurrence investigation procedures and methodologies that include the process for selecting and appointing qualified persons to conduct investigations.\n16.1.2 Health and safety committee members must be informed within 24 hours of any hazardous occurrence.\n16.2 Objectives\n16.2.1 Develop and implement appropriate investigative and analytical techniques and methodologies to identify the direct causes of hazardous occurrences.\n16.2.2 Make recommendations for preventative and corrective measures to eliminate, reduce or protect against the risk of accidents and incidents.\n16.2.3 For the purpose of this provision, “hazardous occurrence” means, but is not limited to, a workplace incident that results in:\n- a disabling injury or illness;\n- a fire, explosion, loss of consciousness or other incident for which there is a potential for injury or illness; or\n- a minor injury.\n16.3 Timely and Effective Hazardous Occurrence Investigations\n16.3.1 A qualified person shall begin an investigation of a hazardous occurrence as soon as possible after the occurrence is reported.\n16.3.2 The health and safety committee shall be informed of any hazardous occurrence and the name of the qualified person appointed to investigate no more than 24 hours after the occurrence is reported.\n16.3.3 The procedure for conducting an investigation shall include the selection of an appropriate methodology and, as a minimum, shall include the following steps:\n- planning and preparation;\n- identifying and gathering facts (use of a methodology);\n- analyzing and assessing facts;\n- determining direct causes - unsafe conditions or acts;\n- recommending appropriate preventative and corrective measures to eliminate, reduce or protect against risks;\n- verifying in consultation with the health and safety committee or its representative the recommended corrective measures and their effectiveness and an acceptable period for implementation; and\n- writing a report setting out the qualified person’s observations and recommendations.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-18", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Scope", "marginal_note": "Scope", "part": "Part XVII - First Aid", "division": "", "heading": "", "text": "This part of the Directive enhances and supplements Part XVI (First Aid) [ https://laws-lois.justice.gc.ca/eng/regulations/SOR-86-304/page-29.html#h-895706 ] of the COHSR and should be read in that context.\n17.1 Employer Responsibilities\n17.1.1 The employer is responsible for providing first-aid services to employees in accordance with the requirements of this directive.\n17.1.2 If an employee's normal workplace is located outside of the employer’s premises, the employer shall establish, in consultation with the workplace committee, procedures for the availability of first-aid services.\n17.2 First-aid Treatment and Reporting\n17.2.1 When it appears that a physician's attention may be required, the affected employee shall be promptly referred to a medical treatment facility, and the employer shall ensure that suitable transportation and escort, if required, is arranged, invoiced to, and paid by the employer.\n17.2.2 Notwithstanding Part XV (Hazardous Occurrence Investigation, Recording and Reporting) [ https://laws-lois.justice.gc.ca/eng/regulations/SOR-86-304/page-27.html ] of the COHSR, a written record of every injury or illness that required first-aid treatment shall be maintained at each place of employment for 10 years following treatment.\n17.2.3 Each record of entry shall be signed by the first-aid attendant or person rendering first aid and shall be maintained in a first-aid attendant's treatment record book. Records of treatment shall be inspected by a responsible departmental official and the workplace committee at three-month intervals to verify their proper maintenance.\n17.2.4 On notification, the employer shall ensure that first-aid kits are replenished as required.\n17.2.5 First-aid attendants are entitled to take the time required to render first aid to injured employees in the workplace.\n17.3 First-aid Attendants\n17.3.1 First-aid attendants voluntarily provide first-aid services in conjunction with their regular duties.\n17.3.2 First aid training should be available during regular working hours.\n17.3.3 At every workplace at which five or more employees are working, the employer will ensure that there is at least one attendant available. One attendant will be added for every additional 50 employees.\n17.3.4 For field parties with less than five employees, at least one first-aid attendant shall be included in each main party, and at least one attendant shall be among the members of each branch party.\n17.3.5 The selection, location and training of first-aid attendants shall be determined in consultation with the workplace committee.\n17.3.6 The first-aid attendant shall be granted adequate time and compensation to properly attend injured employees in the workplace.\n17.3.7 All first-aid attendants shall be made aware of the “ Policy on Legal Assistance and Indemnification .”\n[ https://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=13937 ]\n17.3.8 No employee is personally liable for anything done or omitted to be done in good faith by the employee when the employee is providing first-aid assistance.\n17.4 Automated External Defibrillators\n17.4.1 Each employer, in consultation with the appropriate health and safety committee, should assess its own requirement for an Automated External Defibrillators (AED) program as part of its first aid response.\n17.5 Specialized First-aid Training\n17.5.1 When unusual and variable occupational hazards may exist, such as in laboratories or during field operations in isolated areas, a qualified person shall be consulted about specialized first-aid training and/or equipment that may be required. The qualified person will be selected with the participation of the workplace committee or the health and safety representative.\n17.5.2 When a recommendation is made by a health and safety committee to an employer to purchase an AED, the employer will evaluate its feasibility.\n17.5.3 Any report or study will then be shared with the health and safety committee.\n17.5.4 Any cardiopulmonary resuscitation program, including the provision of the AEDs when required, will be subject to the participation of the appropriate health and safety committee.\n17.5.5 When an employer provides the AEDs, it will ensure appropriate training for a sufficient number of employees. Any AED program should be part of an existing chain of survival.\n17.6 First-aid Supplies and Equipment\n17.6.1 One type “A” first-aid kit shall be provided for workplaces of one to five employees.\n17.6.2 When necessary, the kits shall include supplies for protection against infectious disease.\n17.6.3 The design and installation of emergency eyewash and shower facilities shall comply with the appropriate standard.\n17.7 First-aid Rooms\n17.7.1 A first-aid room is an enclosed area provided by the employer to be used exclusively for administering first aid.\n17.7.2 A first-aid room may be provided to serve fewer employees than required by the COHSR when it is justified by the types of activities and earlier risks of injury at the location.\n17.7.3 In an emergency situation, when an employer provides a first-aid room, first-aid attendants may have access to the first-aid room in the absence of a health professional. Entry access must be controlled by a responsible officer who shall prevent access to material and equipment that must be exclusively used by a health professional and to medical files and other protected documents related to health.\n17.7.4 If, at a given location, the total number of employees of more than one employer justifies the need for a first-aid room, a common first-aid room may be established under coordinated control as agreed to locally by the employers in question. Should a common first-aid room prove impracticable, a first-aid room shall be established by each individual employer.\n17.7.5 A first-aid room shall have a minimum floor area of 15 m 2 and shall be provided with a cabinet or cupboard space that has a lock and that is suitable for storing first-aid supplies.\n17.8 Emergency Communications\n17.8.1 Communication shall be established between field parties and facilities that can provide emergency medical advice, assistance or rescue services. Whenever possible, communications shall also be maintained between main camps and parties working out of those camps.\n17.9 Identifying First-aid Facilities\n17.9.1 The directions to and the location of each first-aid room shall be indicated by symbols in accordance with the requirements specified in the Federal Identity Program Manual [ http://www.tbs-sct.gc.ca/hgw-cgf/oversight-surveillance/communications/fip-pcim/man/mantb-eng.asp ].\n17.10 Field Operations\n17.10.1 Before proceeding on field operations, the person in charge of a field party shall:\n- ensure that the required number of first-aid attendants are available;\n- obtain the required first-aid kits and other first-aid supplies; and\n- contact the medical treatment facility nearest the intended work area to arrange for emergency services.\n17.10.2 When parties will be operating under conditions that may require special supplies beyond those considered as normal first-aid requirements, employers shall obtain those supplies as required in consultation with the person in charge.\n17.10.3 Whenever a camp is to be established as a base for field operations, the person in charge of the party shall ensure that arrangements have been made for the emergency evacuation of casualties and for the communications procedures required to obtain medical advice and/or assistance and that all members of the party have been advised of the arrangements.\n17.11 Other First-aid Matters\n17.11.1 When necessary, an authority with the appropriate expertise shall be consulted about:\n- first-aid matters not specifically covered by this part; and\n- the provision of specific first-aid supplies and equipment not detailed in this part.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-19", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Scope", "marginal_note": "Scope", "part": "Part XVIII - Refusal to Work", "division": "", "heading": "", "text": "This part of the Directive enhances and supplements Part II of the Code [ https://laws.justice.gc.ca/eng/acts/L-2/page-14.html#h-341197 ] and should be read in that context.\n18.1 General\n18.1.1 Any employee may exercise his or her right of refusal to work in accordance with section 128 of the Canada Labour Code . If the employee has exercised their right of refusal to work, the employer shall not assign any other employee to use or operate the machine or object, to work in that place or to perform the activity, until the Minister of Labour has been notified of a continued refusal.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-20", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Scope", "marginal_note": "Scope", "part": "Part XIX - Occupational Health and Safety Committees and Representatives", "division": "", "heading": "", "text": "This part of the Directive enhances and supplements Part II of the Code [ https://laws.justice.gc.ca/eng/acts/L-2/page-14.html#h-341197 ] and the Policy Committees, Work Place Committees and Health and Safety Representatives Regulations ( https://laws-lois.justice.gc.ca/eng/regulations/SOR-2015-164/index.html ) and should be read in that context.\n19.1 General\n19.1.1 Any policies and procedures that are specific to a department or agency and to any worksites will be developed in consultation with the policy and/or workplace committees.\n19.2 Selection of Members\n19.2.1 In determining the size of the policy committee, the following factors shall be considered:\n- the number and distribution of employees in each workplace;\n- the level of risk in the entire work environment;\n- the variety of functions performed;\n- the need to represent different shifts;\n- the frequency of incidents and injuries in the workplace; and\n- the number of bargaining agents involved.\n19.2.2 The employer shall select management representatives who will have the necessary authority to act on, discuss and approve any items raised at the meeting of the policy committee.\n19.2.3 When employees at a workplace are represented by a bargaining agent, the bargaining agent shall select the employees to be appointed by the employer to the available seat(s) on the policy committee.\n19.3 Office Vacancy\n19.3.1 When a member of a policy committee resigns or ceases to be a member for any other reason, the vacancy shall be filled within 60 calendar days.\n19.4 Quorum\n19.4.1 Should a meeting require rescheduling due to a lack of quorum, a justification explaining the reasons that led to the rescheduling shall be included in the next policy committee minutes.\n19.4.2 The employer shall be responsible for authorized expenses incurred by Committee employee members due to attendance at committee meetings. Employees will not be financially responsible for travel and accommodation costs incurred to attend Policy Committee meetings.\n19.5 Alternates\n19.5.1 It is important that policy committee meetings not be delayed or postponed due to an inability to achieve quorum. It is usually desirable to name alternates to replace regular members at committee meetings. The committee should decide, through its rules and procedures, whether it will allow alternates to attend meetings in place of regular members. The alternates must be fully informed and given the rights and powers of the members they replace. The use of alternates should be kept to a minimum to maintain continuity. The alternates should be selected in the same way as regular members and their names should be posted alongside those of regular committee members.\n19.6 Committee Powers\n19.6.1 Either party of a policy committee may request from an employer any information that the committee considers necessary for identifying existing or potential hazards with respect to materials, processes, equipment or activities.\n19.6.2 Either party of a policy committee shall have full access to all government and employer reports, studies and tests about the health and safety of employees or to the parts of those reports, studies and tests that relate to the health and safety of employees but shall not have access to the medical records of any person, except with that person’s written consent.\n19.7 Rules of Procedure\n19.7.1 Each policy committee shall establish its own rules of procedure that will address, but not be limited to, the following:\n- the terms of office;\n- the time, place and frequency of regular meetings;\n- the process by which the minutes shall be approved by both chairpersons;\n- a process by which the position expressed by a member on any health and safety matter brought before the committee at its meeting is accurately recorded in the minutes and that includes a method for reviewing and making amendments to the minutes before they are formally approved;\n- the recording of the minutes;\n- the process by which agenda items are submitted and the agenda is adopted;\n- the procedures for obtaining any necessary approvals from the chairpersons for carrying out powers and duties as committee members; and\n- any procedures for its operations that it considers advisable.\n19.8 Meetings\n19.8.1 Members of a policy committee are entitled to the necessary time away from their regular work to attend meetings or to carry out any other functions as members of the committee including reasonable meeting preparation time, and any time spent by the member while carrying out any of his or her functions as a member of the committee shall, for the purposes of calculating wages owing to him or her, be deemed spent at work.\n19.8.2 Employees who are part of the policy committee may not have the required resources to fully participate. Assistance or other support may be provided to facilitate their participation, which may include travel costs to attend meetings. If authorized by the employer, all travel costs must conform to the applicable provisions of the NJC Travel Directive.\n19.8.3 The employer shall be responsible for authorized expenses incurred by Committee members due to attendance at committee meetings. Employees will not be financially responsible for travel and accommodation costs incurred to attend Workplace or Policy Committee meetings.\n19.9 Minutes\n19.9.1 The minutes of each policy committee meeting shall be approved by both chairpersons.\n19.9.2 The chairperson selected by the representatives of the employer shall provide, as soon as possible after each policy committee meeting, a copy of the minutes in either electronic or printed form to the employer and to each committee member.\n19.9.3 The employer shall make available to the workplace committee members a copy of the policy committee minutes, in either electronic or printed form.\n19.9.4 A copy of the policy committee minutes shall be kept by the employer for a period of 10 years from the date on which the policy meeting was held. The minutes shall be made readily available for examination.\n19.9.5 The employer shall post a copy of the policy committee minutes as soon as they are available and shall keep them posted for three months.\n19.9.6 A policy committee shall keep accurate records of all matters brought before it.\n19.10 Regional Policy Health and Safety Committees\n19.10.1 Regional health and safety committees (“regional committees”), if established, shall operate in accordance with the provisions applicable to the policy committee under the Code and its pursuant applicable regulations, which include all the powers, duties and privileges afforded to its members. Its operation shall be restricted as per their particular region or sector as defined in their terms of references.\n19.10.2 The terms of reference of all regional committees shall be approved by the national policy committee.\n19.10.3 Regional committees shall also keep the national policy committees informed of regional health and safety issues.\n19.10.4 Members of a regional committee are entitled to the necessary time away from their regular work to attend meetings or to carry out any other functions as members of the committee, including reasonable meeting preparation time and any time spent by the member while carrying out any of his or her functions as a committee member. For the purposes of calculating wages owing to the employee, that person shall be deemed to have been at his or her regular work.\n19.11 Workplace Health and Safety Committees\n19.11.1 The workplace health and safety committee shall participate and be consulted in developing, implementing and monitoring the employer’s health and safety program in accordance with the Directive and to take health and safety into consideration when formulating policies, practices, and procedures.\n19.12 Committee Size\n19.12.1 In determining the size of the workplace committee, the following factors shall be considered:\n- the number and distribution of employees in each workplace;\n- the level of risk in the entire work environment;\n- the variety of functions performed;\n- the need to represent different shifts;\n- the frequency of incidents and injuries at the workplace; and\n- the number of bargaining agents involved.\n19.12.2 The employer should select management members who will have the necessary authority to act on, discuss and approve any items raised at the meeting of the workplace committee.\n19.13 Committee Powers\n19.13.1 Either party of a workplace committee may request from an employer any information that the committee considers necessary for identifying existing or potential hazards with respect to materials, processes, equipment or activities.\n19.13.2 Either party of a workplace committee shall have full access to all government and employer reports, studies and tests relating to the health and safety of employees or to the parts of those reports, studies and tests that relate to the health and safety of employees but shall not have access to the medical records of any person, except with that person’s written consent.\n19.14 Rules of Procedure\n19.14.1 Each workplace committee shall establish its own rules of procedure that will address, but will not be limited to, the following:\n- the terms of office;\n- the time, place and frequency of regular meetings;\n- the process by which the minutes shall be approved by both chairpersons;\n- a process by which the respective position expressed by a member on any health and safety matter brought before the committee at its meeting is accurately recorded in the minutes and that includes a method for reviewing and making amendments to the minutes before they are formally approved;\n- the recording of the minutes;\n- the process by which agenda items are submitted and the agenda is adopted;\n- the procedures for obtaining any necessary approvals by the chairpersons for carrying out powers and duties as committee members; and\n- any procedures for its operations that it considers advisable.\n19.15 Meetings\n19.15.1 Members of a workplace committee are entitled to the necessary time from their regular work to attend meetings or to carry out any other functions as members of the committee, including reasonable meeting preparation time. Any time spent by the member while carrying out any of his or her functions as a member of the committee shall, for the purposes of calculating wages owing to him or her, be deemed spent at work.\n19.16 Minutes\n19.16.1 The minutes of each workplace committee meeting shall be approved by both chairpersons.\n19.16.2 The employer shall post a copy of the workplace committee minutes as soon as they are available and will keep them posted for three months.\n19.16.3 A workplace committee shall keep accurate records of all matters brought before it.\n19.17 Representatives\n19.17.1 If no workplace committee is required, all duties and powers are extended to the health and safety representative.\n19.18 Training\n19.18.1 The employer shall, in consultation with the appropriate committee, develop and implement a mandatory training program or enroll in a jointly-approved training program for new and existing committee members. The training shall be delivered without delay but no longer than 90 days following the appointment and shall ensure that committee members are trained in the performance of their responsibilities in relation to the activities of the employer. The training shall include but not be limited to:\n- their powers and duties under the Code and its applicable regulations;\n- requirements found in the Directive;\n- rules and procedures of the committees;\n- principles of consensus building and resolving health and safety issues;\n- how to conduct a hazard assessment in accordance with the employer’s Hazard Prevention Programs that comprises physical and psychological hazards (including Part XIX of Canadian Occupational Health and Safety Regulations as well as the Workplace Harassment and Violence Prevention Regulations ); and\n- the hazardous occurrence investigation (including root cause analysis).\n19.18.2 The employer shall develop, in consultation with the appropriate health and safety committee, an awareness program for all employees that covers, but is not limited to, the requirements found in the Code and its applicable regulations and the Directive.\n19.18.3 If an employee is directed by the employer to attend health and safety training as a consequence of being a member of a health and safety committee, the training time shall be considered time worked. It is understood that the employer will choose the health and safety training to be taken after consulting with the health and safety committee in question.\n19.18.4 Effective refresher training will be provided every two years to all health and safety representatives, workplace health and safety committee members and policy committee members.\n19.18.5 All training records will be documented and tabled at the national policy committees, at least once each calendar year and kept on file for a period of five years.\n19.19 Information\n19.19.1 The employer shall communicate the purpose of the health and safety committee and its current membership (names, phone numbers and work locations) to all employees at least once per year either electronically or via hard copy.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-21", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Appendix B – Maximum Permitted Duration of Sound Exposure", "marginal_note": "Appendix B – Maximum Permitted Duration of Sound Exposure", "part": "", "division": "", "heading": "", "text": "Maximum Permitted Duration of Exposure to A-Weighted Sound Pressure Level at the Workplace\nLevel dBA Maximum duration of exposure in hours per employee per 24 hours 83 20 84 16 85 13 86 10 87 8.0 88 6.4 89 5.0 90 4.0 91 3.2 92 2.5 93 2.0 94 1.6 95 1.3 96 1.0 97 0.80 98 0.64 99 0.50 100 0.40 101 0.32 More than 102 0.00", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-22", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Appendix C – Inspection Authorities", "marginal_note": "Appendix C – Inspection Authorities", "part": "", "division": "", "heading": "", "text": "Federal/Provincial/Territorial/Municipal Authority to Inspect Food Premises – Contact List Restaurant and food service inspection across Canada is carried out by provincial governments, municipalities or regional health authorities. Alberta – Public Health Act Food Regulation Alberta – In Alberta, food service and restaurant inspection is carried out by Alberta Health Services . British Columbia – Food Premises Regulation British Columbia – In British Columbia, food service and restaurant inspection is carried out by the province's Regional Health Authorities . In the Lower Mainland, food service and restaurant inspection is carried out by the Vancouver Coastal Health Authority and the Fraser Health Authority . In Victoria, food service and restaurant inspection is carried out by the Vancouver Island Health Authority . Manitoba – Food and Food Handling Establishments Regulations Manitoba – In most regions of Manitoba, food service and restaurant inspection is carried out by Manitoba Health . In Winnipeg, food service and restaurant inspection is carried out by the City of Winnipeg Community Services Department – Environmental Health Services . Newfoundland and Labrador – Food Premises Regulation Newfoundland and Labrador – In Newfoundland and Labrador, food service and restaurant inspection is carried out by the Department of Government Services and Lands . New Brunswick – Food Premise Regulation New Brunswick – In New Brunswick, food service and restaurant inspection is carried out by the province's Department of Health, Office of the Chief Medical Officer of Health . In Fredericton, food service and restaurant inspection is carried out by Central Region of the Health Protection Branch . In Moncton, food service and restaurant inspection is carried out by the East Region, Health Protection Branch . Northwest Territories – Food Establishment Safety Regulations Northwest Territories – In the Northwest Territories, food service and restaurant inspection is carried out by the Department of Health and Social Services – Environmental Health Division . Nova Scotia – Food Retail and Food Services Code Nova Scotia – In Nova Scotia, food service and restaurant inspection is carried out by the Department of Agriculture – Food Protection and Enforcement Section . Nunavut – Eating or Drinking Places Regulations Nunavut – In Nunavut, food service and restaurant inspection is carried out by the Department of Health and Social Services . Ontario – Health Protection and Promotion Act Ontario – In Ontario, food service and restaurant inspection is carried out by municipal Public Health Units . In Ottawa, food service and restaurant inspection is carried out by Ottawa Public Health – Restaurant and Cafeteria Inspections . In Toronto, food service and restaurant inspection is carried out by Toronto Public Health . Prince Edward Island – Eating Establishment and Licensed Premises Regulations Prince Edward Island – In Prince Edward Island, food service and restaurant inspection is carried out by the Department of Health and Social Services – Environmental Health Program . Quebec – Food Service and Restaurant Inspection Quebec – In most regions of Quebec, food service and restaurant inspection is carried out by the Ministère de l'Agriculture, des Pêcheries et de l'Alimentation – Direction de l'appui à l'inspection des aliments . In Montreal, food service and restaurant inspection is carried out by the City of Montreal Food Inspection Division . Saskatchewan – Health Public Eating Establishment Standards Saskatchewan – In Saskatchewan, food service and restaurant inspection is carried out by the province's Regional Health Authorities . In Regina, food service and restaurant inspection is carried out by the Regina Qu'Appelle Health District . In Saskatoon, food service and restaurant inspection is carried out by Saskatoon Health Region . Yukon – Regulations Governing the Sanitation of Eating or Drinking Places Yukon – In the Yukon, food service and restaurant inspection is carried out by the Department of Health and Social Services – Environmental Health Program .", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-23", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Appendix D – Cafeteria Inspection Guideline", "marginal_note": "Appendix D – Cafeteria Inspection Guideline", "part": "", "division": "", "heading": "", "text": "Guideline – Cafeteria Inspection\nThe guideline supports the National Joint Council (NJC) Occupational Health and Safety Directive, Part VIII - Sanitation. Although the guideline elaborates on the Directive, it does not present new mandatory requirements but rather reflects an existing obligation under an act, regulation, policy, directive, standard or other authority.\nThe following is just a checklist of representative hazards or hazardous conditions that may be found in cafeteria inspections and is intended as a non-mandatory tool to assist health and safety committees to perform their duties and should not be considered as an exhaustive list.\nFood Premises (Cafeteria) Inspection Checklist\nDate: _________________________\nLocation: ________________________________\nThe following checklist covers areas of Food Service – cafeteria – kitchen – store room & outside.\nThis is a guide – list additional areas which may offer hazardous conditions.\nIndicate in the Yes or No column whether the condition is Satisfactory or Unsatisfactory, list recommendations.\nSend a copy to management and to the health and safety committee responsible for correction, comments and input, or follow-up to ensure unsatisfactory conditions have been corrected.\nCheck for Unsafe Conditions and Unsafe Practices.\nCafeteria - Code of Practice Yes No Comments Corrective Action The employer has adopted and implemented, as a minimum, section G of the Sanitation Code for Canada's Foodservice Industry (1984) The employer has adopted and implemented, as a best practice, the Canadian Food Safety Code of Practice (2007) The facility has a proper operating permit from the appropriate authorities Food Handlers Instructed and trained in preparing, handling, storing and serving food and food waste Not suffering from a communicable disease, showing signs of illness and have no open sores Wash hands with soap and water: 1. before starting work; 2. immediately after using the washroom; and 3. as necessary to prevent food contamination (e.g. after handling waste) Wear clean outer garments and with hair properly confined Floors Clean, dry, and no holes or cracks Cords out of work and walking area Equipment properly arranged Wet floor signs arranged and provided Floors properly drained Fire Protection & Prevention Flammable & hazardous materials removed Fixed-pipe-automatic-extinguishing System over cooking area that is maintained Fire extinguishers maintained & inspected Fire extinguishers unblocked & hung Housekeeping done well - no clutter Trash containers arranged properly Flammable & hazardous materials removed Electrical Outlets covered with ground pins Cords have no frayed wires Electrical panels labeled, covered, and unblocked Junction boxes covered Lighting Lighting adequate & working Roof & Ceiling Tile In good condition and repair No leaks Equipment & Utensils All equipment CSA (or equivalent) approved Proper guarding No frayed or damaged wiring Properly secured Properly grounded Safety signs posted on equipment Hoods cleaned and filters maintained Deep fat fryers have no grease accumulations and have high limit control Designed for easy cleaning Smooth and free from cracks, crevices, pitting or unnecessary indentations Cleaned to maintain sanitary surfaces Knives sharp with no broken handles and properly stored and arranged Box cutters in good condition and provided with safety guard Utensils and tableware cleaned and maintained in a sanitary condition Water & Sewage Sinks are fully operational with hot and cold running water Sinks drain properly Floor drains and sinks are in good working order and are cleaned routinely Plumbing is in good repair Refrigerator, Freezer & Cooler No ice or water on floor No food in aisles & 6\" off the floor Emergency release latch operational Food properly arranged & placed Heavier objects at middle range Proper lighting Ramp in good condition & secure Refrigerated foods maintained at 4˚ C or lower Frozen foods maintained at -11˚ C or lower Eating Areas & Seating Properly maintained Properly arranged and not interfering with egress routes Food is not eaten, prepared or stored in a personal service room that contains a toilet, urinal or shower Food is not eaten, prepared or stored in any other place where it is likely to be contaminated Means of Egress Proper number, unblocked & unlocked Exit signs provided and lit Emergency lighting provided & operational Emergency Evacuation Evacuation plan posted Emergency procedures posted Storeroom & Pantry Storage shelves organized & secure Safety step stool of safety ladder provided with stair rails No food in aisles Food stored at least 6\" off the floor Heavier material stored at middle range Lightweight material stored on top shelves Employees trained to lift properly Proper lighting Materials stored properly and secured Food Waste & Garbage Food waste or garbage is not stored in a food preparation area Wet food waste and garbage is disposed of: 1. by mechanical grinders or choppers connected to sewage disposal lines; or 2. held in leak-proof, non-absorptive and easily-cleaned containers with tight-fitting covers in a separate enclosed area or container until removed for disposal Dry food waste and garbage is removed or incinerated Food waste and garbage containers are kept covered and removed and emptied as frequently as possible to prevent unsanitary conditions Food waste and garbage containers are cleaned and disinfected in an area separate from the food preparation area each time they are emptied Served or unpackaged food returned from the dining area is discarded Clothes Washer & Dryer Washer secured & arranged Dryer vented to outside with metal duct Lint filter is cleaned before each use Loading Dock & Exterior Adequate lighting Dock surface has no tripping hazards No holes in drive area Stairs provided with stair rails & non-slip treads Mechanical Room – Boilers – Trash Area No combustible materials located in boiler & mechanical rooms Boilers & hot water heaters maintained Trash containers emptied Acceptable housekeeping Hazardous Materials Food is not eaten, prepared or stored in a place where a hazardous substance may contaminate food, dishes or utensils Hazard communication program exists in writing Material safety data sheets available and provided for all hazardous materials Properly labeled with name & hazard warning List of materials Employees trained in hazards & personal protection Materials properly stored and arranged Personal Protective Equipment Gloves – Chemical – Hot mitts Safety goggles or face shield Pest & Vermin Control Facility is free from insect and rodent infestation Live animals, birds or fowl are not allowed in the facility Outside doors and screen doors are self-closing and closing devices are in good working order Windows are properly screened to prevent flies and insects from entering Exterior doors are vermin proof\nInspection By:\nReviewed By:\nCorrective Measures Taken ____ Yes Date____________ By: _____________", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-24", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Appendix E - Considerations for Hazard Prevention Programs", "marginal_note": "Appendix E - Considerations for Hazard Prevention Programs", "part": "", "division": "", "heading": "", "text": "The following is a representative list of occupational health and safety hazards for which an employee may require administrative controls or the protection provided by personal protective equipment. It should not be considered an exhaustive list.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-25", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Safety Hazard Sources", "marginal_note": "Safety Hazard Sources", "part": "Appendix E - Considerations for Hazard Prevention Programs", "division": "", "heading": "", "text": "- animals, birds, reptiles, vermin\n- heavy boxes, crates, packages\n- tanks, bins, excavations\n- confined spaces\n- buildings and structures\n- dangerous substances\n- mechanical transmission equipment\n- electrical apparatus\n- fire\n- glass\n- gunshots\n- hand and power tools\n- high-pressure cleaning\n- hoisting apparatus\n- isolation, no cell service, working alone\n- machines\n- metal processing\n- minerals and mineral processing\n- paper and pulp processing\n- plants, trees, vegetation\n- plastics processing\n- scrap, debris, waste materials\n- second hand trauma\n- steam\n- violent detainees\n- violent offenders\n- textile processing\n- wood processing", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d7-26", "doc_type": "directive", "act_code": "d7", "act_short": "Occupational Health and Safety Directive", "act_name": "NJC Occupational Health and Safety Directive", "section": "Health Hazard Sources", "marginal_note": "Health Hazard Sources", "part": "Appendix E - Considerations for Hazard Prevention Programs", "division": "", "heading": "", "text": "Chemical:\n- acids\n- caustics\n- liquids\n- gases\n- dusts\n- fumes\n- mists\n- narcotics\n- vapours\nPhysical:\n- ionizing and non-ionizing radiation\n- noise\n- vibration\n- sanitation\n- ventilation\n- natural and industrial extremes of temperatures and pressure\n- office/workplace configuration with no safe exit\n- ergonomics\nBiological:\n- insects and arachnids\n- mites and Phthiraptera\n- moulds\n- yeasts\n- fungi\n- viruses\n- bacteria, including legionella\nPsychological:\n- bullying, harassment\n- graphic content\n- second hand trauma\n- stress\n- traumatic situations\n- workplace mobbing", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Occupational Health and Safety Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d7/en" }, { "id": "directive-d9-1", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "General", "marginal_note": "General", "part": "", "division": "", "heading": "", "text": "Whereas a Memorandum of Understanding (MOU) dated January 13, 2006, between Treasury Board, the National Joint Council (NJC) Bargaining Agents and the National Association of Federal Retirees (NAFR) concerning the 2011 renewal of the Public Service Health Care Plan (referred hereinafter as \"PSHCP\" or \"Plan\") sets out the process for future Plan renewal, this Plan Directive sets out the terms of the PSHCP, as approved by Treasury Board of Canada.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-2", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "Application", "marginal_note": "Application", "part": "General", "division": "", "heading": "", "text": "This Directive applies to employees and pensioners and is deemed to be part of the collective agreements between the Treasury Board of Canada and bargaining agents that are parties to the NJC.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-3", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "Effective Date", "marginal_note": "Effective Date", "part": "General", "division": "", "heading": "", "text": "This Directive is effective on July 1, 2023.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-4", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "Purpose and Scope of the PSHCP", "marginal_note": "Purpose and Scope of the PSHCP", "part": "General", "division": "", "heading": "", "text": "The purpose of the Public Health Care Plan (PSHCP) is to reimburse Plan participants for all or part of costs they have incurred and paid in full for eligible services and products, as identified in the Plan Directive, only after they have taken advantage of benefits provided by their provincial/territorial health insurance plan or other third-party sources of health care expense assistance to which the participant has a legal right. Unless otherwise specified in the Plan Directive, all eligible services and products must be prescribed by a physician, nurse practitioner or dentist who is licensed, or otherwise authorized in accordance with the applicable law, to practice in the jurisdiction in which the prescription is made.\nThe PSHCP reimburses eligible expenses on a 'reasonable and customary' basis to ensure that the level of charges is within reason in the geographic area where the expense is incurred, subject to limitations which are identified in the Plan Directive.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-5", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "Claims Appeal Procedure", "marginal_note": "Claims Appeal Procedure", "part": "General", "division": "", "heading": "", "text": "The grievance procedure set out in section 15 of the NJC By-laws does not apply to this Plan Directive or the PSHCP or any policy relating thereto. A separate and distinct appeal procedure is provided under the PSHCP. Any decision taken by the PSHCP Administration Authority, within the meaning of the PSHCP, in respect of an appeal regarding claims or coverage shall be final and binding. The PSHCP appeal process is outlined in section 5.2.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-6", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "Management of the Public Service Health Care Plan", "marginal_note": "Management of the Public Service Health Care Plan", "part": "General", "division": "", "heading": "", "text": "PSHCP Governance\nPSHCP Governance consists of two (2) governance bodies, the PSHCP Partners Committee and the Federal PSHCP Administration Authority.\nFinancial Management\nThe Plan is operated on a self-insured basis, which essentially means that the Plan assumes full liability for the payment of all costs related to the operation of the Plan, including the payment of claims.\nThe PSHCP is funded through contributions from the Treasury Board of Canada, participating employers, and the Plan members in accordance with the Plan Directive.\nAmendment of the Plan Directive\nThe Plan Directive may be amended from time to time based on recommendations provided by the Partners Committee that have been approved by the Treasury Board of Canada.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-7", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "Definitions", "marginal_note": "Definitions", "part": "General", "division": "", "heading": "", "text": "In this Plan Directive, unless the context requires otherwise:\nAcupuncturist ( acupuncteur ) - a person licenced or certified as an acupuncturist in the province or territory where they render services or a person with comparable qualifications as determined by the Plan Administrator.\nAdministrative Services Only Contract ( contrat de services administratifs seulement ) - the contract between the Government of Canada and the Plan Administrator setting out the services to be provided by the Plan Administrator in respect of the Plan, as amended from time to time.\nAudiologist ( audiologiste ) - a person who is a member or is qualified to be a member of the provincial/territorial college or association, or in the absence of such registry, a person with comparable qualifications as determined by the Plan Administrator.\nBiologic Drug ( m édicament biologique ) - a drug made from living organisms or its products and is used in the prevention, diagnosis or treatment of a medical condition and approved by Health Canada.\nBiosimilar Drug ( médicament biosimilaire ) - a drug that has been approved by Health Canada which is highly similar to its reference biologic counterpart drug.\nCalendar Year ( année civile ) - January 1 to December 31.\nCAF ( FAC ) - Canadian Armed Forces.\nChildren's Benefit ( prestation pour enfants ) – an ongoing benefit payable pursuant to any of the relevant acts listed in Schedule IV.\nChiropodist ( chiropodiste ) – a person licensed by the appropriate provincial/territorial licensing authority or in those provinces/territories where there is no licensing authority, members of the Canadian Association of Foot Professionals, or in the absence of such association, a person with comparable qualifications as determined by the Plan Administrator.\nChiropractor ( chiropraticien ) – a member of the Canadian Chiropractic Association or of a provincial/territorial association affiliated with it, or in the absence of such association, a person with comparable qualifications as determined by the Plan Administrator.\nChronic Disease ( maladie chronique ) – a condition that exists beyond the usual course of an acute disease or beyond a reasonable time for tissue damage to heal. Any condition that lasts longer than six (6) months may be considered chronic.\nCommon-Law Partner ( conjoint de fait ) – a person with whom a member is cohabiting in a conjugal relationship for a period of at least one year.\nCommunity Nursing Station ( poste de soins infirmiers communautaire ) - an outpatient clinic, centre or facility which offers the services of a nurse who provides health care.\nCompendium of Pharmaceuticals and Specialties (CPS) ( Compendium des produits et spécialités pharmaceutiques [CPS] ) - the reference manual as amended from time to time, containing information about products intended for human use, which is compiled annually and produced by the Canadian Pharmacists Association for the benefit of health professionals.\nCoordination of Benefits (CoB) ( coordination des prestations [CoP] ) – a provision designed to eliminate duplicate payments and to provide the sequence in which coverage will apply when a Plan participant is covered under two or more benefit plans. The Canadian Life and Health Insurance Association (CLHIA) benefit coordination guidelines, as amended from time to time, which are recognized by the majority of insurance companies, have been adopted for the PSHCP or, if unresolved by such guidelines, in accordance with the rules made by the PSHCP Administration.\nCo-Payment ( co-assurance ) – the proportion of eligible expenses not reimbursed by the Plan which remains the responsibility of the Plan member.\nDentist ( dentiste ) – a person licensed to practice dentistry by the provincial/territorial licensing authority, or in the absence of such authority, a person with comparable qualifications as determined by the Plan Administrator.\nDependant ( personne à charge ) – a member's spouse or common-law partner, a dependant child of a member or the dependant child of the member's spouse or common-law partner.\nDependant Child ( enfant à charge ) – a person who is a child of a member or of the member's spouse or common-law partner, including a child for whom the member, the member’s spouse or common-law partner stands in loco parentis, provided such person is:\n- under 21 years of age;\n- under 25 years of age and attending an accredited school, college or university on a full-time basis; or\n- a person over 20 or 24 years of age who was a dependant child as defined above when they became incapable of engaging in self-sustaining employment by reason of mental or physical impairment, and is primarily dependent upon the member for support and maintenance.\nDeputy Head ( administrateur général ) - has the meaning given that expression in the Public Service Employment Act and includes the Commissioner of the RCMP.\nDesignated Officer ( agent désigné ) – compensation or pension officer/advisor responsible for receiving and actioning application requests upon verification of eligibility.\nDietitian ( di ététiste ) - a person who is an expert in identifying and treating or preventing disease-related malnutrition conditions and/or conducting medical nutrition therapy including the provision of consultative nutritional services and who is professionally licensed or certified in the province or territory where they render services or a person with comparable qualifications as determined by the Plan Administrator.\nDurable Equipment ( appareil durable ) – an eligible device that does not achieve any of its primary intended health purposes by chemical action or by being metabolized.\nElectrologist ( électrolyste ) – a person who, as determined by the Plan Administrator, qualifies as a certified electrologist.\nEmployee ( employé ):\n- a person who holds an office, or position, or performs services for which the remuneration is payable out of the Consolidated Revenue Fund of Canada or by an agent of His Majesty in right of Canada;\n- a person designated by the Treasury Board of Canada as being eligible to join the Plan as listed in Schedule III of this Plan Document, as amended from time to time by the Treasury Board of Canada;\n- a person who is an employee of a participating employer as listed in Schedule I of this Plan Document, as amended from time to time by the Treasury Board of Canada; or\n- a person who is a member of a civilian component of the forces of a state that is a party to the North Atlantic Treaty Status of Forces Agreement, 1949 who is serving in Canada.\nEmployer ( employeur ) – the Treasury Board of Canada.\nExplanation of Benefits (EoB) ( relevé des prestations ) – also referred to as the “Claim Statement”, the Plan Administrator’s written explanation which provides details about a health care insurance claim that has been processed. The EoB details the services and/or products that were submitted, and it explains what portion was paid by the Plan and what portion of the payment, if any, is the member’s responsibility. In the case of a point-of-sale transaction at the pharmacy, the pharmacy receipt is considered the EoB.\nFamily Member ( membre de la famille ) – a member or a covered dependant.\nFederal PSHCP Administration Authority or Administration Authority ( Administration du RSSFP ou Administration ) - the corporation without share capital whose mandate is to oversee the administration of the PSHCP. The PSHCP Administration Authority ensures that the Plan Administrator delivers benefits efficiently and effectively to PSHCP members in accordance with the Plan provisions. The PSHCP Administration Authority is accountable to the Partners Committee.\nFee Guide ( guide des tarifs ) – for services provided by dentists, refers to charges established by the provincial/territorial dental association in the province/territory in which the expense is incurred or, in the absence of such association, comparable charges considered reasonable and customary, as determined by the Plan Administrator.\nGeneric Drug ( médicament générique ) - a prescription drug that has the same active-ingredient formula, amount and in a similar dosage as a brand-name drug.\nHospital ( hôpital ) – a legally licensed hospital which provides facilities for diagnosis, major surgery and the care and treatment of a person suffering from disease or injury on an in-patient basis, with 24-hour services by nurses and physicians. A hospital also is a legally licensed hospital providing specialized treatment for mental illness, drug and alcohol addiction, cancer, arthritis and convalescing or chronically ill persons. This does not include nursing homes, homes for the aged, rest homes or other places providing similar care.\nHospitalized/Hospitalization ( hospitalisé/ hospitalisation ) - admitted to a hospital for in-patient treatment.\nLactation Consultant ( consultant en lactation ) - a person who specializes in breastfeeding/chestfeeding and trained to recognize and prevent or solve breastfeeding/chestfeeding difficulties with a recognized certification or a person with comparable qualifications as determined by the Plan Administrator.\nLifetime Maximum ( maximum remboursable à vie ) - the maximum dollar amount the PSHCP Plan agrees to pay on behalf of a participant for an identified covered service or product during the participant’s lifetime.\nLowest Cost Alternative ( médicament de substitution le moins coûteux ) - the lowest priced drug that has been proven to provide effective treatment for a specific disease.\nMaintenance Drug ( médicament d’entretien ) - prescriptions medications commonly used to treat conditions that are considered chronic or long-term. These conditions usually require regular use of medications.\nMassage Therapist ( massothérapeute ) – a person licensed by the appropriate provincial/territorial licensing body or, in the absence of a provincial/territorial licensing body, a person with comparable qualifications as determined by the Plan Administrator.\nMember ( participant ):\n- an employee or a pensioner who has applied for and has been granted coverage under the PSHCP by a designated officer; or\n- a member of the CAF or the RCMP who has applied for and has been granted coverage for their dependants under the PSHCP;\n- an individual who is a member of the VAC client group as defined in Schedule III who has applied for and has been granted coverage under the PSHCP.\nMember of the Canadian Armed Forces (CAF) ( membre des Forces arm ées canadiennes [FAC] ) – a person who is:\n- a member of the regular armed force of the CAF;\n- a member of the CAF, other than a member of the regular force, and as an individual or as a member of a class, has been designated by the Treasury Board of Canada as a member of the forces for the purposes of this Plan Document; or\n- a member of the forces of a state that is a party to the North Atlantic Treaty Status of Forces Agreement, 1949 who is serving in Canada.\nMinister ( Ministre ) – the President of the Treasury Board of Canada.\nMonth ( mois ) – the period of time from a date in one (1) calendar month to the same date in the following calendar month.\nNational Association of Federal Retirees ( Association nationale des retraités fédéraux ) – an association of federal retirees representing all pensioner members of the Plan at the Partners Committee.\nNational Joint Council (NJC) ( Conseil national mixte [CNM] ) - National Joint Council, a consultative body established pursuant to Treasury Board Minute T.272382B of March 1945, providing regular consultation between the government and employee organizations certified as bargaining agents on common employee issues.\nNaturopath ( naturopathe ) – a member of the Canadian Naturopathic Association or any provincial/territorial association affiliated with it, or in the absence of such association, a person with comparable qualifications as determined by the Plan Administrator.\nNurse ( infirmier ) – a registered nurse, registered nursing assistant, registered practical nurse, licensed practical nurse, or certified nursing assistant who is listed on the appropriate provincial/territorial registry and, in the absence of such registry, a nurse with comparable qualifications as determined by the Plan Administrator.\nNurse Practitioner ( infirmier practicien ) - a registered nurse who has additional education and nursing experience, who is listed on the appropriate provincial/territorial registry and, in the absence of such registry, a nurse with comparable qualifications as determined by the Plan Administrator.\nOccupational Therapist ( ergothérapeute ) - a person who is a member or is qualified to be a member of the relevant provincial/territorial college or association, or in the absence of such registry, a person with comparable qualifications as determined by the Plan Administrator.\nOphthalmologist ( ophtalmologiste ) – a person licensed to practice ophthalmology and registered with the appropriate provincial/territorial association or registry, or in the absence of such association, a person with comparable qualifications as determined by the Plan Administrator.\nOptometrist ( optométriste ) – a member of the Canadian Association of Optometrists or of a provincial/territorial association associated with it, or in the absence of such association, a person with comparable qualifications as determined by the Plan Administrator.\nOsteopath ( ostéopathe ) – a person licensed to practice osteopathic medicine, by the appropriate provincial/territorial body, or in the absence of a provincial/territorial licensing body, or a person with comparable qualifications as determined by the Plan Administrator.\nParticipant ( personne protégée ) - a person covered under the PSHCP.\nParticipating Employer ( employeur participant ) – a Board, commission, corporation or other portion of the federal public administration, which is specified in Schedule I of this Document, as amended from time to time by the Treasury Board of Canada.\nPatient Support Program ( programme de soutien aux patients ) - a program that may be available that aids a Plan participant in obtaining coverage for a drug, service, or supply listed on the Plan Administrator’s list of drugs, services, and supplies for which prior authorization is or is not necessary.\nPartners Committee ( Comité des partenaires ) - the committee established by the President of the Treasury Board of Canada, comprised of representatives of the Employer, that portion of the National Joint Council of the Public Service that represents the employees, and an individual appointed by the National Joint Council who represents the pensioners.\nPension ( pension ) – a recognized ongoing pension benefit, a survivor's benefit or a children’s benefit pursuant to any Acts listed in Schedule IV of this Plan Document, as amended from time to time by the Treasury Board of Canada.\nPensioner ( retraité ) – a person who is in receipt of a recognized ongoing benefit, a survivor's benefit or a children’s benefit pursuant to any Acts listed in Schedule IV of this Plan Document, as amended from time to time by the Treasury Board of Canada.\nPharmacist ( pharmacien ) – a person who is licensed to practice pharmacy and whose name is listed on the pharmacists’ registry of the licensing body for the jurisdiction in which such person is practicing.\nPhysician ( médecin ) – a Doctor of Medicine (M.D.) legally licensed to practice medicine.\nPhysiotherapist ( physiothérapeute ) – a member of the Canadian Physiotherapy Association or of a provincial/territorial association affiliated with it, or in the absence of such association, a person with comparable qualifications as determined by the Plan Administrator.\nPlan ( Régime ) – the Public Service Health Care Plan.\nPlan Administrator ( Administrateur du Régime ) - for the purposes of this Plan Directive, the organization contracted to adjudicate and pay claims under an Administrative Services Only Contract with the Government of Canada in accordance with the Plan Directive and/or direction from the PSHCP Administration Authority.\nPodiatrist ( podiatre ) – a person licensed by the appropriate provincial/territorial licensing authority or in those provinces/territories where there is no licensing authority, members of the Canadian Association of Foot Professionals, or in the absence of such association, a person with comparable qualifications as determined by the Plan Administrator.\nPsychologist ( psychologue ) – a permanently certified psychologist who is listed on the appropriate provincial/territorial registry in the province/territory where the service is rendered, or in the absence of such registry, a person with comparable qualifications as determined by the Plan Administrator.\nPsychotherapist/Registered Counsellor ( psychothérapeute/ conseiller autorisé) - a person licensed by the appropriate provincial/territorial licensing authority, or in the absence of such association, a person with comparable qualifications as determined by the Plan Administrator who specializes in the use of counselling or an in-depth form of talk therapy.\nPSHCP ( RSSFP ) – Public Service Health Care Plan.\nReasonable and Customary (R&C) Charges ( frais habituels et raisonnables [H&R] ) – that amount which is usually charged to a person without coverage, and which does not exceed the general level of charges for the specific service or product in the geographic location where the expense is incurred, as determined by the Plan Administrator. Published Fee Guides of national, provincial or territorial associations of practitioners will be consulted for this purpose where applicable.\nReasonable Treatment ( traitement raisonnable ) - a treatment that is accepted by the Canadian medical profession, proven to be effective; and, of a form, intensity, frequency, and/or duration essential to the diagnosis or management of the disease or injury.\nRemuneration ( rémunération ) – includes salary, wages, pay and allowances, pension, annual allowance, sessional allowance and annuity.\nRCMP ( GRC ) – Royal Canadian Mounted Police.\nSocial Worker ( travailleur/travailleuse social ) - a person who is listed on the appropriate provincial/territorial registry in the province/territory where the service is rendered, or in the absence of such registry, a person with comparable qualifications as determined by the Plan Administrator.\nSpeech Language Pathologist ( orthophoniste ) - a person who is a member or is qualified to be a member of the Canadian Speech and Hearing Association or any provincial/territorial association affiliated with it, or in the absence of such registry, a person with comparable qualifications as determined by the Plan Administrator.\nSurvivor Benefit ( prestation de survivant ) - an ongoing pension benefit payable pursuant to any of the relevant acts listed in Schedule IV.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-8", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "1.1", "marginal_note": "Employees, Civilian Members of the RCMP", "part": "1 Eligibility", "division": "", "heading": "", "text": "1.1.1 An employee taken on strength on a full-time or part-time basis is eligible to join the Plan on the following dates:\n- if employed for an indeterminate period, or for a season or a session of any length, the date taken on strength;\n- if employed for a term of more than six (6) months, the date taken on strength;\n- if employed for a term of six (6) months or less and is later appointed: to another term of six (6) months or less, the day following the day on which the employee completes six (6) months of continuous employment, to a term of more than six (6) months, the date of appointment to a term of more than six (6) months, to an indeterminate, a seasonal or a sessional position, the date of appointment to the indeterminate, seasonal or sessional position, retroactively for an indeterminate period, for a season or a session of any length or for a term of more than six (6) months, the date of the instrument of change.\nNotes:\n- Continuous employment for the purpose of completion of six (6) months employment means employment for six (6) months with no break in employment of seven working days or more.\n- An employee engaged locally outside Canada is not eligible for coverage under the Plan.\n- An employee who is not a member of the Plan when proceeding on leave without pay (LWOP) or on off-season/off-session is not eligible to join the Plan until they return to duty.\n- A member may only hold one valid PSHCP certificate number in their own right.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 1.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-9", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "1.2", "marginal_note": "Members of the RCMP and of the CAF Regular and Reserve Component", "part": "1 Eligibility", "division": "", "heading": "", "text": "1.2.1 Members of the RCMP may become members of the Plan when they have an eligible dependant. Members of the RCMP may not hold coverage in their own right but may apply for coverage for their eligible dependant(s).\n1.2.2 Members of the CAF regular component and Class C reservists may become members of the Plan when they have an eligible dependant. Such members of the CAF may not hold coverage in their own right but may apply for coverage for their eligible dependants.\n1.2.3 Class A reservists are eligible to join the Plan in their own right and on behalf of an eligible dependant(s). The date of eligibility is the date the Class A reservist is taken on strength. A Class A reservist is responsible for paying both the employee and employer share of contributions in order to participate in the Plan.\n1.2.4 Class B reservists engaged for a period of less than or equal to 180 days are eligible to join the Plan in their own right and on behalf of an eligible dependant(s). The date of eligibility is the date the Class B reservist is taken on strength. A Class B reservist is responsible for paying both the employee and employer share of contributions to participate in the Plan.\n1.2.5. Class B reservists engaged for a period of greater than 180 days may not hold coverage in their own right but may apply for coverage for their eligible dependant(s). The date of eligibility is the date the Class B reservist acquires a dependant.\n1.2.6 Members of the RCMP, CAF regular component and reservists who may not hold coverage in their own right, may apply for coverage for their dependant child when on LWOP if the purpose of the LWOP was to acquire a dependant child.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 1.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-10", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "1.3", "marginal_note": "Pensioners", "part": "1 Eligibility", "division": "", "heading": "", "text": "1.3.1 Any person in receipt of an ongoing pension, survivor’s benefit or children’s benefit pursuant to an Act identified in Schedule IV of this Plan Document is eligible to join or to continue coverage under the PSHCP when their pension becomes payable if the pensionable service associated with the pension is at least six (6) years and the person that accumulated the pensionable service retired from a participating employer. The six (6) year pensionable service requirement does not apply to:\n- a person who is a member of the PSHCP as a pensioner immediately before April 1, 2015;\n- a person who becomes entitled to a survivor/children’s benefit from a recognized pension benefit as per Schedule IV pursuant to the death of an employee;\n- a person who becomes entitled to a survivor benefit/children’s benefit from a recognized pension benefit as per Schedule IV pursuant to the death of a pensioner provided the deceased pensioner was eligible to join or was a member of the PSHCP;\n- a person who was entitled to a deferred pension benefit pursuant to any Act listed in Schedule IV immediately before April 1, 2015, once the recognized ongoing pension benefit becomes payable;\n- a person in receipt of a pension benefit pursuant to the Judge’s Act ;\n- a person in receipt of a pension benefit pursuant to the Governor General’s Act or the Lieutenant Governors Superannuation Act ;\n- a person in receipt of a pension benefit pursuant to any Act listed in Schedule IV to the Plan Document due to disability;\n- a person in receipt of a pension benefit pursuant to any Act listed in Schedule IV to the Plan Document having become the subject of a separation in accordance with the provisions contained within the Work Force Adjustment Directive (WFAD); Appendix A of the Work Force Adjustment Directive (WFAD/A); the Severance provision within the Terms and Conditions of Employment for Executives or is laid off from a participating employer who is not subject to the Work Force Adjustment Directive (WFAD) and Workforce Adjustment Agreement (WFAD/A).\nNotes:\n- Pensionable service means service accumulated by a person under an Act or combination of Acts identified in Schedule IV, plus any years of service that would have been considered pensionable service if not for their age.\n- Retired from a participating employer means a person who was employed by a participating employer on the later of the last day the person was required to contribute to a recognized pension benefit identified in Schedule IV, or the last day the person would have been required to contribute if not for their age.\n- Notwithstanding the preceding, if a person was a member of the Plan as a retiree and subsequently returns to work such that their pension benefit is suspended, whether for a non-participating or participating PSHCP employer, the person shall be eligible to rejoin the plan as a retiree once their recognized pension benefit resumes, following the cessation of their employment and resumption of recognized pension benefits.\n1.3.2 Veterans of the Canadian Armed Forces (CAF) with a rehabilitation need that is service related as validated by Veterans' Affairs Canada (VAC), and who do not otherwise have post-release PSHCP eligibility may participate in the PSHCP as a pensioner.\n1.3.3 Former CAF members who have been approved for benefits under the Canadian Armed Forces Long Term Disability (CAF LTD) plan and who do not otherwise have post-release PSHCP eligibility may participate in the PSHCP as a pensioner.\n1.3.4 Eligible RCMP/CAF members in receipt of a recognized pension pursuant to RCMP Superannuation Act (RCMPSA)/ CAF Superannuation Act and have sufficient years of service to be eligible for PSHCP coverage, shall have the PSHCP waiting period waived and become eligible for PSHCP the day after release from the RCMP/CAF service.\n1.3.5 Notwithstanding subsection 1.3.4, RCMP/CAF members, who choose not to participate in the PSHCP immediately following their retirement (within 60 days) must serve the applicable waiting period prior to joining the Plan.\n1.3.6 The survivor, as defined in the Veterans Well-Being Act , or an orphan(s) of a veteran or Canadian Armed Forces member whose death was confirmed by Veterans’ Affairs Canada (VAC) as being a result of military service without the survivor or orphan being entitled to a survivor benefit/children’s benefit from a recognized pension benefit as per Schedule IV, may participate in the PSHCP as a pensioner.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 1.3", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-11", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "1.4", "marginal_note": "Dependants", "part": "1 Eligibility", "division": "", "heading": "", "text": "1.4.1 A member's dependant is eligible to participate in the Plan provided the dependant is legally married to the member or satisfies the eligibility criteria stipulated in the definition of \"dependant child\" or “common-law partner”.\nException\n1.4.2 Upon application by an employee posted outside Canada, persons who would not normally be eligible for PSHCP coverage, may be deemed to be a dependant of the employee posted outside of Canada if they are financially dependent upon the employee and they are residing with the employee.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 1.4", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-12", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "2.1", "marginal_note": "When an Application is Required", "part": "2 Commencement, Amendment and Termination of Coverage", "division": "", "heading": "", "text": "2.1.1 An application on an authorized form is required:\n- when joining the Plan, e.g., including those persons who become entitled to survivor’s benefit/children’s benefit, even if the employee is entitled to full employer-paid coverage;\n- when amending coverage, e.g. from single to family (and vice versa); from one level of Hospital Provision to another;\n- when transferring coverage, e.g. to transfer from Supplementary coverage to Comprehensive coverage (and vice versa); pensioners, members of the CAF or RCMP upon becoming employed in the Public Service; to transfer from full employer-paid to non-employer-paid coverage;\n- when continuing coverage e.g., Comprehensive coverage of surviving dependants of an employee who has died while residing outside Canada.\n2.1.2 The designated officer shall certify on the application whether or not the person is eligible to participate in the Plan.\nNote:\nAn application is not required to continue the same coverage when a member retires and is in receipt of an immediate recognized ongoing pension benefit, but deductions from the pension must be authorized in writing.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 2.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-13", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "2.2", "marginal_note": "Effective Date of Coverage", "part": "2 Commencement, Amendment and Termination of Coverage", "division": "", "heading": "", "text": "Waiting Period\n2.2.1 When an application is received more than 60 days after the date of eligibility, coverage starts on the first day of the fourth month following the date the application is received by the designated officer. This is considered a three (3) month waiting period. When decreasing or cancelling coverage, the reduced or cancelled coverage is effective the first day of the third month following receipt of the application by the designated officer. This is considered a two (2) month waiting period.\nWhen Joining the Plan\n2.2.2 Unless otherwise stated, coverage will become effective on the first day of the month following receipt of the application by the designated officer if the application is received within 60 days of the applicant becoming eligible.\n2.2.3 Where the application is received more than 60 days after the applicant becomes eligible or after the event requiring an application, the effective date of coverage will be the first day of the fourth month following receipt of the application by the designated officer.\n2.2.4 Coverage will become effective on the first day of the fourth month following receipt of the application by the designated officer in the following circumstances:\n- when a pensioner, who was not a member of the Plan immediately prior to retirement, applies for coverage. However, this requirement is waived for pensioners under the Members of Parliament Retirement Allowance Act and those employees who could not be covered under the PSHCP as an employee as identified in Schedule I of this Plan Document, if the application to join the Plan is received within 60 days of the ongoing pension benefit becoming payable;\n- when the survivor or child (where no survivor exists) of a deceased employee or pensioner who was not a member of the Plan or who had single coverage only applies for coverage;\n- when a member cancels their coverage and then later decides to re-apply for the PSHCP without a break in service, regardless of when they re-apply for coverage;\n- when a member who is on leave without pay (LWOP) chooses to cancel their coverage and later wishes to re-apply for coverage. However, the employee will not be allowed to reinstate their coverage while they are on LWOP.\nWhen Amending Coverage\n2.2.5 Unless otherwise specified, if an application to amend coverage is received within 60 days of an event requiring a change, the coverage will change effective the first day of the month following receipt of the request for change by the designated officer. Otherwise, a three (3) month waiting period will apply.\nFrom Single to Family Coverage and Vice Versa\n2.2.6 Coverage will become effective on the date of acquiring a dependant if the application is received by the designated officer within 60 days of the event. Otherwise, a three (3) month waiting period will apply.\n2.2.7 An employee may not amend their coverage while on LWOP or during the off-season or off-session except where a member applies to increase coverage from single to family on acquiring a dependant.\nIncreasing the Level of Coverage Under the Hospital Provision\n2.2.8 Unless otherwise specified, an increase to the level of Hospital Provision will not take effect until the first day of the fourth month following receipt of the application by the designated officer.\nExceptions\n2.2.9 A three (3) month waiting period does not apply when the application to increase the level of Hospital Provision is received within 60 days of:\n- the addition of a dependant(s) on acquiring a spouse, common-law partner or child;\n- ceasing to be covered under a provincial or territorial health insurance plan or vice versa when transferring coverage from Supplementary to Comprehensive or from Comprehensive to Supplementary;\n- an employee becoming in receipt of a recognized ongoing immediate pension benefit;\n- a member of the CAF or RCMP or a pensioner becoming employed in the Public Service;\n- a survivor or dependant child(ren) of a deceased member becoming in receipt of an ongoing recognized survivor's benefit or children’s benefit.\n2.2.10 The three (3) month waiting period also does not apply when the application to increase coverage coincides with the application to delete a dependant, i.e., when amending coverage from family to single.\nDecreasing the Level of Coverage Under the Hospital Provision\n2.2.11 Where an application is submitted to decrease the level of coverage under the Hospital Provision, the amended coverage is effective on the first day of the month following the 60 th day after receipt of the application by the designated officer. The new coverage is effective on the first day of the month following the month of the first deduction at the new rate.\nWhen Transferring Coverage\n2.2.12 Unless otherwise specified, where the application is received within 60 days of becoming eligible to transfer coverage, coverage will become effective on the first day of the month following receipt of the required application by the designated officer. Otherwise, coverage is effective from the first day of the fourth month following receipt of the application by the designated officer.\nWhen Two Members are Spouses or Common-Law Partners and Wish to Have One Membership Under the Plan\n2.2.13 There is no waiting period when two (2) members are spouses or common-law partners and wish to have only one membership under the Plan. No gap in coverage should occur.\n2.2.14 However, a three (3) month waiting period will apply to an increase in the level of Hospital Provision if either the member or the dependant is thereby increasing their level of coverage.\nDependant Becoming a Member in their Own Right:\n2.2.15 A person who is covered as a dependant under the PSHCP and who applies for their own coverage under the PSHCP within 60 days of ceasing to be covered as a dependant, including while on LWOP, is not subject to the three (3) month waiting period. Coverage commences on the day coverage as a dependant ceases. However, if the member wishes to increase their level of hospital coverage as a dependant, the increased coverage will be subject to a three (3) month waiting period.\nFrom Supplementary to Comprehensive Coverage (and vice versa)\nCoverage for Members Posted Outside Canada\n2.2.16 Members posted outside Canada are required to have Comprehensive coverage under the PSHCP for the month of departure from Canada.\nCoverage for Pensioners, Employees on Educational LWOP or on International Assignment\n2.2.17 If an application to transfer from Supplementary to Comprehensive coverage is received by the designated officer within 60 days of ceasing to be covered by a provincial/territorial health insurance plan, coverage is effective the first of the month following the date of receipt. If an application is received more than 60 days after ceasing to be covered under a provincial/territorial health insurance plan, a three (3) month waiting period will apply.\n2.2.18 When transferring from Comprehensive to Supplementary coverage, the Supplementary coverage cannot commence until the date the coverage commences under a provincial/territorial health insurance plan.\nMembers of the CAF and of the RCMP and Pensioners Becoming Employed in the Public Service\n2.2.19 Upon employment in the Public Service, a member of the CAF or RCMP who has dependants covered under the PSHCP may apply for coverage as a Public Service employee. If the application is received by the designated officer within 60 days of the date of ceasing coverage under the CAF or RCMP medical provisions, coverage is effective the day the member ceases to be covered under the CAF or RCMP medical provisions. Otherwise, a three (3) month waiting period will apply.\n2.2.20 Likewise, upon employment in the Public Service, a pensioner may apply for coverage as an employee. If the application is received by the designated officer within 60 days of becoming an employee, coverage is effective the day the pensioner becomes an employee.\n2.2.21 Should the member also wish to amend their level of hospital coverage at this time, they may do so without a waiting period. If the member applies more than 60 days after the date of transfer to the Public Service, a three (3) month waiting period will apply.\nWhen Continuing Coverage\n2.2.22 Coverage under the Plan continues when:\n- an employee who was a member of the Plan immediately prior to retirement and who on retirement is entitled to an immediate ongoing pension benefit;\n- a member dies and their dependants are in receipt of a recognized survivor's or children’s benefit;\n- a member is totally disabled on the date of termination of the employment. Coverage continues during total disability for a period of up to six (6) months following the date of termination of the person's employment provided that acceptable proof of such disability is received by the employer. This does not apply if the member is eligible to be a participant as a pensioner or a dependant;\n- a member ceases to be employed during pregnancy and is not in receipt of an ongoing pension benefit; the member may continue coverage until the end of the month in which the pregnancy is terminated or the end of the month in which the child is born;\n- a member dies leaving a survivor who is pregnant and who was covered as a dependant on the date of death of the member, if the survivor applies within 60 days of the member's death. The coverage will continue for the period during which the survivor is pregnant and confined following the pregnancy. This does not apply if the survivor is in receipt of a recognized ongoing pension benefit or of a survivor's benefit;\n- a member with Comprehensive coverage dies leaving a dependant. The dependant may be covered under Comprehensive coverage for a period of six (6) months after the date of death;\n- the member is laid-off under the Workforce Adjustment Directive (WFAD). Coverage may be continued for one year or until the member is entitled to an ongoing pension benefit whichever is the shorter period. This does not apply to employees who have resigned under the WFAD, including those employees who have accepted a cash-out, a retention payment or a contracting out settlement;\n- a member is re-employed as an eligible employee before coverage ceases;\n- a pensioner who was a member of the Plan immediately prior to being appointed to a term of six (6) months or less;\n- a former Deputy Head is a participant under the Special Retirement Arrangements Act ;\n- an employee accepts a specified period appointment regardless of its length while on LWOP from an indeterminate position, provided coverage was maintained during the LWOP. PSHCP contributions may be deducted from their specified period employment remuneration. However, if coverage under the PSHCP was not maintained during the LWOP, the employee's coverage under the PSHCP can only be reinstated if: the employee is appointed for a specified period of more than six (6) months, or if the employee is appointed for a specified period of six (6) months or less and is later appointed for another specified period when the employee completes six (6) months of continuous employment;\n- an employee is on LWOP, unless that employee provides notice in writing that they wish to opt out of the Plan during the period of LWOP;\n- an employee on suspension or on seasonal/sessional lay-off provided the required contributions are submitted to the designated officer.\nNotes:\n- If an employee on seasonal/sessional lay-off or on suspension fails to make the required payments, the coverage terminates at the end of the month following the month in which the last contribution was paid. The employee will not be covered for the period of LWOP, but coverage will be reinstated on return to duty. When a member returns to duty, the contributions resume automatically from pay in the month the employee returns to work. Coverage is effective from the first day of the month following the month during which the first contribution is deducted from pay.\n- If an employee is on LWOP when coverage would normally become effective, coverage only becomes effective the first of the month following return to duty.\n- All reference to LWOP assumes that the leave has been duly authorized by the employer.\nFamilies with both Supplementary and Comprehensive Coverage\nCoverage for Dependants Residing Outside Canada While the Member is also Residing Outside Canada\n2.2.23 When a member is residing outside Canada and has Comprehensive coverage, a dependant of that member who is also residing outside Canada but who is not residing with the member (e.g., is attending school), may have Comprehensive coverage as a dependant of the member.\n2.2.24 Any dependant who remains in or returns to Canada temporarily (i.e., for three (3) months or less) after the member's departure may have Comprehensive coverage while in Canada if they are not covered under a provincial/territorial health insurance plan.\nCoverage for Dependants Residing in Canada While the Member Resides Outside Canada\n2.2.25 Any dependant who resides in Canada other than on a temporary basis (i.e., for more than three (3) months) is ineligible for Comprehensive coverage and must enrol in a provincial/territorial health insurance plan. However, the dependant will have Supplementary coverage if eligible and if the member is paying family contributions for Comprehensive coverage.\nCoverage for Dependants Residing Outside Canada While the Employee Resides in Canada\n2.2.26 When an employee with Comprehensive coverage who was residing outside Canada returns to Canada and enrols in a provincial/territorial health insurance plan, but one or more covered dependants of that employee temporarily, i.e., for three (3) months or less, remain outside Canada, the employee and any dependants in Canada will be covered under Supplementary coverage. The dependants residing outside Canada may continue to have Comprehensive coverage until they return to Canada and are eligible for coverage under a provincial/territorial insurance plan provided the employee has family Comprehensive coverage.\nNo Coverage for Dependants Residing Outside Canada While the Member Resides in Canada\n2.2.27 When a member resides in Canada but has a dependant who is residing outside Canada and therefore is not eligible to be covered under a provincial/territorial health insurance plan, that dependant is not eligible for PSHCP coverage.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 2.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-14", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "2.3", "marginal_note": "Termination of Coverage", "part": "2 Commencement, Amendment and Termination of Coverage", "division": "", "heading": "", "text": "Voluntary Cessation of Coverage\n2.3.1 A member who wishes to cancel their PSHCP coverage must put their request in writing to the designated officer. Deductions will cease no later than two (2) months following the date notification was received by the designated officer. Coverage will continue for one (1) month following the month that the last deduction was made.\n2.3.2 A retroactive cancellation cannot be authorized.\n2.3.3 Employees who cancel their coverage at any time while on LWOP, will not be allowed to reinstate their coverage until they return to duty, at which time a three (3) month waiting period will apply.\n2.3.4 When cancelling a dependant's coverage, the dependant's coverage ceases no later than two (2) months following the date that the application is received by the designated officer. The deductions at the lower rate start the month prior to the effective date of the new coverage.\n2.3.5 Except in case of death of a dependant or of a designated officer not ceasing deductions within two (2) months of receiving an application, no contributions will be refunded when the member cancels their dependant's coverage.\nInvoluntary Cessation of Coverage\n2.3.6 When a member ceases to be an eligible employee or an eligible pensioner, if a contribution is deducted in the month during which the member ceases to be eligible, coverage of the member and their dependant(s) will continue until the end of the following month.\n2.3.7 In the case of a dependant's death, the contributions are adjusted effective the month of death of the dependant, provided the application is received by the designated officer within 60 days of death. If the application is received after 60 days, contributions are adjusted effective the first of the month following receipt of the application by the designated officer.\n2.3.8 A member ceases to be eligible on the date of:\n- cessation of employment if they are not in receipt of an immediate recognized ongoing pension benefit;\n- becoming an employee locally engaged outside Canada;\n- becoming employed in a portion of the Public Service excluded from the Plan; or\n- ceasing to receive the disability pension because they have recovered their health.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 2.3", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-15", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "3.1", "marginal_note": "General", "part": "3 Contributions", "division": "", "heading": "", "text": "3.1.1 The Plan is supported through contributions from the Treasury Board of Canada, participating employers and Plan members. The Treasury Board of Canada and participating employers must make contributions in accordance with the PSHCP Plan Directive.\n3.1.2 The PSHCP contributions are identified in Schedule V. Monthly contributions from members, where applicable, are payable one (1) month in advance of the effective date of coverage. They are deducted from salary or a recognized pension, survivor's benefit or children’s benefit, as authorized in writing by the member. In the case of the VAC client group, contributions will be taken directly from the member's bank account.\n3.1.3 Employees identified under Schedule VI, as amended from time to time by the Treasury Board of Canada, are entitled to the full Employer-paid coverage under the family Hospital Provision Level III. When these members proceed on LWOP, for whatever reason, full Employer-paid coverage continues.\n3.1.4 CAF and RCMP members or pensioners who are in receipt of an ongoing recognized pension and are paying monthly PSHCP contributions from that pension, and who become employed in the Public Service, may choose to be covered under the PSHCP as employees if they are eligible. However, it is the member's responsibility to advise the pension office to discontinue PSHCP deductions from their pension benefit, and to apply for coverage under the PSHCP as a Public Service employee.\n3.1.5 Members who proceed on seasonal/sessional lay-offs, so that there is no salary in any month from which the required contribution may be deducted, may continue their coverage and that of their dependants by paying the required contributions, in advance to their designated officer by cheque or money order made payable to the Receiver General for Canada.\n3.1.6 Pensioner supplemental monthly contribution rates (employer/pensioner) are determined on a cost-sharing rate and identified in Schedule V.\n3.1.7 Pensioners who retired on or before March 31, 2025, who are in receipt of a Guaranteed Income Supplement (GIS) or whose net income with their spouse or common-law partner as reported on their income tax Notice of Assessment is lower than the GIS threshold established for the Old Age Security Act may be eligible for the relief provision.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 3.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-16", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "3.2", "marginal_note": "Payment of Contributions While on Leave Without Pay (LWOP)", "part": "3 Contributions", "division": "", "heading": "", "text": "3.2.1 Coverage under the Plan continues while an employee is on Leave Without Pay (LWOP) unless that employee provides notice in writing that they wish to opt out of the Plan during the period of LWOP. If such notice is provided, coverage will be cancelled effective the month following the month in which the notice is received by the designated officer.\n3.2.2 A member going on LWOP who does not opt out of the PSHCP for the period on LWOP, will be required to either:\n- pay the required contributions in advance; or\n- pay the contributions owing in a manner to be determined by the employer, on ceasing to be on LWOP, whether due to a return to work or ceasing to be employed.\n3.2.3 An employee who has not chosen to pay the required contributions in advance will be deemed to have opted to pay the contributions retroactively on ceasing to be on LWOP.\n3.2.4 All reference to LWOP assumes that the leave has been duly authorized by the Employer.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 3.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-17", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "3.3", "marginal_note": "Employee Contributions Only", "part": "3 Contributions", "division": "", "heading": "", "text": "3.3.1 Employees are required to pay only their contributions when on (LWOP) for the following reasons:\n- for the purpose of undergoing training or instruction to the advantage of the Employer;\n- for the purpose of serving in the CAF;\n- because of illness or disability;\n- because of pregnancy;\n- to serve with any organization (other than a Public Service bargaining agent or credit union) where the leave is certified as being to the advantage of the department, or is being performed at the request of the Government of Canada;\n- personal needs for a period not exceeding three (3) months, when the leave was approved by the appropriate authority as leave for personal needs;\n- for parental leave, for which the member is approved, beginning on the day on which the child is born or comes in the member's care;\n- for the first three (3) consecutive months of any period of LWOP (including self-funded leave);\n- for the first three (3) months of absence from duty while on off-pay or off-duty status;\n- for the leave portion of the leave with income averaging arrangement;\n- for the leave portion of the pre-retirement leave arrangement;\n- for the purpose of providing care or support to a person during a period for which caregiving leave has been approved.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 3.3", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-18", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "3.4", "marginal_note": "Employee and Employer Contributions", "part": "3 Contributions", "division": "", "heading": "", "text": "3.4.1 Both the employee’s and the employer’s contributions must be remitted by the member when:\n- taking any kind of LWOP for reasons not listed in subsection 3.3.1;\n- an employee who was laid-off chooses to retain coverage for up to one year following lay-off from the Public Service;\n- the survivor of a member who was pregnant at the time of the member's death chooses to continue coverage for the period during which the survivor is pregnant, and confined following the pregnancy;\n- the survivor of a member with Comprehensive coverage chooses to maintain Comprehensive coverage for a period of six (6) months after the date of death of the member;\n- an employee is on suspension or on unauthorized LWOP;\n- a member who ceases to be employed during pregnancy and is not in receipt of an ongoing pension benefit, chooses to continue coverage until the end of the month in which the pregnancy is terminated or the end of the month in which the child is born;\n- a former Deputy Head is a participant under the Special Retirement Arrangements Act and chooses to maintain coverage under the Plan;\n- CAF Reserve Component: Class A and B reservists of the CAF are engaged for a period of less than 180 days. Class B reservists who are engaged for a period greater than 180 days only pay the member contributions.\nNote:\nWhen the reason for the LWOP changes and such change requires a different rate to be paid, the new contribution rate shall be effective the first of the month following the month of the change in the reason for the LWOP.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 3.4", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-19", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "3.5", "marginal_note": "Retroactive Change in Coverage", "part": "3 Contributions", "division": "", "heading": "", "text": "3.5.1 Where a member requests a retroactive amendment in PSHCP coverage due to a change in status (i.e. no more dependants), the following rules will apply:\n- a Plan member who fails to amend coverage in a timely manner can request a refund of member contributions as far back as January of the calendar year in which the request is received by the designated officer;\n- discretionary authority has been given to the designated officer to refund members’ contributions for a period not exceeding five (5) years under extenuating circumstances such as where a person acting in a fiduciary capacity takes over the affairs of a person who is no longer capable of looking after their own affairs.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 3.5", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-20", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "3.6", "marginal_note": "Administrative Errors", "part": "3 Contributions", "division": "", "heading": "", "text": "3.6.1 When it is discovered that a member complied with application requirements, but due to an administrative error no contributions were deducted from salary or pension, the member will have the option to:\n- re-apply for coverage, but in this case, coverage will not be subject to the normal three (3) month waiting period; or\n- pay all the outstanding contributions, i.e., retroactively from the date the contributions should have been deducted from pay or pension. The outstanding contributions will be deducted as one lump sum from pay or pension.\n3.6.2 The same rule would apply if the contributions deducted were incorrect, i.e., providing a lower level of coverage than the coverage for which the member had applied. However, if the deductions were made in excess of the required contribution, the designated officer would authorize the reimbursement of the contributions and the deduction of the correct contribution from pay or pension.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 3.6", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-21", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "4.1", "marginal_note": "Supplementary Coverage", "part": "4 Available Coverage", "division": "", "heading": "", "text": "4.1.1 This coverage is intended for eligible participants who are covered under a provincial/territorial health insurance plan. In general, the PSHCP supplements the coverage provided under the provincial/territorial plan in the member's province/territory of residence. This coverage consists of the Extended Health Provision (80%) reimbursement except for:\n- Emergency Benefit While Travelling and the Emergency Travel Assistance Services which are reimbursed at 100%;\n- Catastrophic drug coverage which provides 100% reimbursement for eligible drug expenses in excess of $3,500 out-of-pocket cap;\n- Hospital Provision (100% reimbursement).", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 4.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-22", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "4.2", "marginal_note": "Comprehensive Coverage", "part": "4 Available Coverage", "division": "", "heading": "", "text": "4.2.1 This coverage is intended for members and their eligible dependants who are residing with the member outside Canada and who are not covered under a provincial/territorial health insurance plan or in a non-government hospital insurance plan. A person covered under Comprehensive coverage will continue to be covered under this benefit after their return to Canada until such time as they become eligible to be insured under a provincial/territorial health insurance plan. This coverage consists of the:\n- Extended Health Provision (80% reimbursement) except for: Catastrophic drug coverage which provides 100% reimbursement for eligible drug expenses in excess of $3,500 out-of-pocket cap; Hospital Provision (100% reimbursement); Out-of-Province Benefit is not available under Comprehensive coverage.\n- Basic Health Care Provision (100% reimbursement);\n- Hospital Expense (Outside Canada) Provision (100% reimbursement). This provision does not apply to pensioners.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 4.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-23", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "4.3", "marginal_note": "Eligibility for Provisions", "part": "4 Available Coverage", "division": "", "heading": "", "text": "Employees, Dependants of Members of the CAF and of the RCMP\nResidency Extended Health Provision and Hospital Level I Hospital Provision Level II and III Basic Health Care Hospital Expense (Outside Canada) In Canada and covered under a provincial/ territorial health insurance plan ✓ ✓ No No Posted outside Canada compulsory 3 ✓ compulsory compulsory On loan to serve with an international organization 1 ✓ 3 ✓ ✓ ✓ On educational LWOP 4 outside Canada 1 ✓ 3 ✓ ✓ ✓ On LWOP 4 and outside Canada ✓ 2 ✓ 2 No No\nPensioners\nResidency Extended Health Provision and Hospital Level I Hospital Provision Level II and III Basic Health Care Hospital Expense (Outside Canada) In Canada and covered under a provincial/ territorial health insurance plan ✓ ✓ No No Residing outside Canada ✓ 3 ✓ ✓ No\n✓ means eligible for coverage under this provision\n1 Departmental approval required.\n2 Provided that the member is insured under a provincial/territorial health insurance plan's \"out-of-country\" coverage.\n3 Members with Comprehensive coverage and therefore without provincial/territorial health insurance, are not eligible for the out-of-province benefit.\n4 LWOP means leave without pay.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 4.3", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-24", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "5.1", "marginal_note": "Claims", "part": "5 Plan Provisions", "division": "", "heading": "", "text": "5.1.1 A claim must be received by the Plan Administrator within 12 months following the calendar year in which the expense is incurred and paid in full. Claims will not be accepted after the 12-month deadline unless the late claim is the result of unavoidable circumstances such as medical or psychological incapacity. Failure to submit a claim within 12 months following the calendar year in which the expense is incurred and paid in full will not invalidate the claim if, in the Plan Administrator’s opinion, it was not reasonably possible to submit the claim within the time, provided the claim is submitted within 18 months following the calendar year in which the expense was incurred and paid in full. Except in case of medical or psychological incapacity, the Plan Administrator has no authority to extend the time period for submitting a claim.\n5.1.2 For the assessment of a claim, the Plan Administrator may require supporting documents, such as: bills and invoices, pharmacy receipts, prescriptions, itemized statements from a physician or other medical practitioner, or other information the Plan Administrator considers necessary, before processing the claim. Costs incurred to obtain proof of claim or additional information are not eligible under the PSHCP and are at the claimant’s expense.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 5.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-25", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "5.2", "marginal_note": "Appeals", "part": "5 Plan Provisions", "division": "", "heading": "", "text": "5.2.1 Where a member does not agree with a decision of the Plan Administrator and wishes a review of their case, a submission may be made to the PSHCP Administration Authority for review by its Appeals Committee. The Appeals Committee has the discretion to reach a decision that embodies due consideration for individual circumstances and Plan provisions. Members should endeavour to exhaust all avenues of review with the Plan Administrator before submitting an appeal to the PSHCP Administration Authority. The Appeals Committee reserves the right to refuse to reconsider their decision on an appeal. The appeal process is the final review level under the PSHCP.\n5.2.2 An appeal of a decision of the Plan Administrator must be submitted to the PSHCP Administration Authority within one year from the mailing of the Plan Administrator’s Explanation of Benefits statement or the date of the pharmacy receipt from a benefit card transaction.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 5.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-26", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "5.3", "marginal_note": "Payment of Benefits", "part": "5 Plan Provisions", "division": "", "heading": "", "text": "5.3.1 The Plan Administrator will provide reimbursement to the member when proof is received that an eligible expense has been incurred and paid in full. The amount reimbursed is subject to the provisions described in the Summary of Maximum Eligible Expenses and to the application of the co-payment, whenever applicable.\n5.3.2 The amount payable is determined by applying the eligible expense maximum and subtracting the applicable co-payment.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 5.3", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-27", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "5.4", "marginal_note": "Co-Payment", "part": "5 Plan Provisions", "division": "", "heading": "", "text": "5.4.1 Except where otherwise stated, the Plan will reimburse the member 80% of the reasonable and customary charges incurred for an eligible service or product, subject to the Plan’s stated maximums for the service or product, as identified in the Summary of Maximum Eligible Expenses. The co-payment is the remaining 20% of such eligible expenses paid by the member.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 5.4", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-28", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "5.5", "marginal_note": "Overpayments", "part": "5 Plan Provisions", "division": "", "heading": "", "text": "5.5.1 Administrative Error: In situations where the member was reimbursed in excess of what was claimed, the Plan Administrator is authorized to recover overpayments. The Plan Administrator will proceed with the recovery process by advising the member of the overpayment and asking how they would like to reimburse the amount, i.e., either by cheque for the amount of the overpayment or by authorizing the Plan Administrator to deduct the overpayment from future claims. In the event the member does not acknowledge the overpayment within 30 days, the Plan Administrator will automatically deduct the overpayment from future claims reimbursement.\n5.5.2 Adjudication Error: In situations where an adjudication error is made or an adjudication decision is reversed based on additional information, the Plan Administrator will not recover the overpayment from the member, but will advise the member in writing that these expenses will no longer be reimbursed.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 5.5", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-29", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "5.6", "marginal_note": "Coordination of Benefits", "part": "5 Plan Provisions", "division": "", "heading": "", "text": "5.6.1 If a participant is covered under two or more health care plans, payment of benefits under this Plan will be determined as follows:\n- if the other plan does not contain a coordination of benefits clause, payment under the other plan must be made before the Plan Administrator will pay under this provision;\n- if the other plan does contain a coordination of benefits clause, priority of payment will be attributed in the following order, in accordance with Canadian Life and Health Insurance Association (CHLIA) principles: where the claim is in respect of a PSHCP member: the plan where the person is covered as a member, if a person is covered under two plans, priority goes to: the plan where the member is a full-time employee, the plan where the member is a part-time employee, the plan where the member is a pensioner; where the claim is in respect of a spouse or common-law partner, the plan where the spouse or common-law partner is covered as an employee or pensioner; where the claim is in respect of a dependant child: the plan of the parent with the earlier birth date (month/day) in the calendar year, the plan of the parent whose first name begins with the earlier letter in the alphabet, if the parents have the same birth date; in situations where parents are separated/divorced, then the following order applies: the plan of the parent with custody of the dependant child, the plan of the spouse or common-law partner of the parent with custody of the dependant child, the plan of the parent not having custody of the dependant child, the plan of the spouse or common-law partner of the parent not having custody of the dependant child.\n5.6.2 If priority cannot be established in the manner outlined in subsection 5.6.1, the benefits will be prorated in proportion to the amount that would have been paid under each plan had there been coverage by only that plan.\n5.6.3 The amount of benefit payable under this Plan will not exceed the total amount of eligible expenses incurred less the amount paid by any other plan.\n5.6.4 If a dental accident occurs, health plans with dental accident coverage must pay benefits before dental plans.\n5.6.5 Coordination of benefits is allowed in cases where both spouses or common-law partners (as defined by the Plan) are members of the Public Service Health Care Plan on the same basis as the coordination of benefit provisions would apply where a Plan participant is entitled to reimbursement from two or more health care plans.\n5.6.6 A member may only hold one valid PSHCP certificate number in their own right.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 5.6", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-30", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "5.7", "marginal_note": "Subrogation", "part": "5 Plan Provisions", "division": "", "heading": "", "text": "5.7.1 The Plan Administrator shall, on behalf of the Partners Committee, except where otherwise directed by the Partners Committee, take all such actions or do such things as may reasonably be required or considered commercially prudent to preserve or to pursue the right, if any, of the Partners Committee to be subrogated to the rights of a claimant in relation to any matter that is or was the subject of an eligible claim, and to seek or have such rights in respect of whom the Partners Committee have the right of subrogation discharged or satisfied, other than by the institution of judicial proceedings or by the engagement of legal counsel for the purpose of enforcing such rights, unless directed or otherwise authorized by the Attorney General of Canada.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 5.7", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-31", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "5.8", "marginal_note": "General Exclusions and Limitations", "part": "5 Plan Provisions", "division": "", "heading": "", "text": "5.8.1 No benefit is payable for:\n- expenses for which benefits are payable under a Workers’ Compensation Act or a similar statute or enactment, or by any government agency;\n- expenses for services and supplies, rendered or prescribed by a person who is ordinarily a resident in the patient’s home or who is related to the patient by blood, marriage, or common-law partnership;\n- expenses for services or products for cosmetic purposes only, or for conditions not detrimental to health, except those required as a result of accidental injury;\n- expenses for services or products normally rendered without charge;\n- expenses for services rendered in connection with medical examinations for insurance, school, camp, association, employment, passport or similar purposes;\n- expenses for services provided by a physician licensed and practicing in Canada where the participant is eligible to be insured under a provincial/territorial health insurance plan, except for such services which are specifically included under the section entitled Plan Provisions;\n- expenses for experimental products or treatments, for which substantial evidence provided through objective clinical testing of the product’s or treatment’s safety and effectiveness for the purpose and under the conditions of the use recommended does not exist to the Plan Administrator’s satisfaction;\n- expenses for benefits which are legally prohibited by a government from coverage;\n- the portion of charges which are payable under a provincial/territorial health insurance plan, a provincial/territorial drug plan, or any provincially/territorially sponsored program, whether or not the participant is participating in the plan or program;\n- the portion of charges for services rendered or supplies provided in a hospital outside of Canada, that would normally be payable under a provincial/territorial health or hospital insurance plan if the services or products had been rendered in a hospital in Canada. This limitation does not apply to the eligible expenses under the Hospital (Outside Canada) Provision and the Extended Health Provision – Out-of-Province Benefit;\n- the portion of charges which is the legal liability of any other party;\n- specific exclusions identified under each Plan benefit.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 5.8", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-32", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "6.1", "marginal_note": "General", "part": "6 Extended Health Provision", "division": "", "heading": "", "text": "6.1.1 The purpose of this provision is to provide coverage for specified services and products which are not covered under provincial/territorial health insurance plans, or alternatively, in the case of members resident outside Canada, which are not covered under the Basic Health Care Provision of the PSHCP. All members of the PSHCP are covered under this provision, except for those with Comprehensive coverage who are not eligible for the Out-of-Province Benefit.\n6.1.2 The Extended Health Provision is comprised of the following benefits:\n- Drug Benefit;\n- Vision Care Benefit;\n- Medical Practitioners Benefit;\n- Miscellaneous Expense Benefit;\n- Dental Benefit;\n- Out-of-Province Benefit (for members with Supplementary coverage only): Emergency Benefit While Travelling, Emergency Travel Assistance Services, Referral Benefit.\n6.1.3 Some of the aforementioned benefits may be subject to reasonable and customary charges and to certain limits as specified in the Summary of Maximum Eligible Expenses. All are subject to the co-payment except for the Emergency Benefit While Travelling and the Emergency Travel Assistance Services.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 6.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-33", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "6.2", "marginal_note": "Drug Benefit (For All Members)", "part": "6 Extended Health Provision", "division": "", "heading": "", "text": "6.2.1 To be eligible, expenses must be:\n- the reasonable and customary charges, in accordance with the Plan’s formulary;\n- prescribed by a physician, dentist, nurse practitioner (if authorized by provincial/territorial legislation), or other qualified health professional if the applicable provincial/territorial legislation permits them to prescribe the drugs; and\n- dispensed by a pharmacist or physician.\n6.2.2 Eligible expenses are:\n- drugs which legally require a prescription and are identified in the Monographs section of the current Compendium of Pharmaceuticals and Specialties as a narcotic, controlled drug, or requiring a prescription, except for those specified under Exclusions listed in this section;\n- limited to 80% of a drug cost that has been established by the Plan Administrator in their price file, and determined to be reasonable and customary, when accessed by a member using the PSHCP Benefit Card. The 20% co-payment that a member is responsible for, notwithstanding expenses in excess of the Plan Administrator’s price file that may be incurred by not using the PSHCP Benefit Card, will not be reimbursed by the PSHCP. expenses associated with eligible drug claims incurred by members when posted or travelling outside Canada that cannot be submitted by the pharmacist by using the PSHCP Benefit Card are reimbursed at 80% of the paid amount, limited to the lowest cost alternative of a generic drug, where a generic drug exists that is associated with the Plan Administrator’s price file, unless a PSHCP Drug Exception form is completed and approved by the Plan Administrator;\n- life-sustaining drugs which may not legally require a prescription and are identified in Schedule VII of this Plan Document;\n- replacement therapeutic nutrients prescribed by an accredited medical specialist for the treatment of an injury or disease excluding allergies or aesthetic ailments, provided that there is no other nutritional alternative to support the life of the participant;\n- injectable drugs, including allergy serums administered by injection;\n- compound drugs containing at least one active ingredient with a Drug Identification Number (DIN) that is eligible under the PSHCP;\n- vitamins and minerals which are prescribed for the treatment of a chronic disease, when in accordance with customary practice of medicine, the use of such products is proven to have therapeutic value, and it is confirmed by a physician or nurse practitioner that no other alternatives are available to the patient;\n- drug delivery devices to deliver asthma medication, which are integral to the product, and approved by the Plan Administrator;\n- aerochambers with masks for the delivery of asthma medication;\n- specialized formulas for infants with a confirmed intolerance to both bovine and soy protein. The attending physician, or nurse practitioner, must confirm in writing that the infant cannot tolerate any other formula or feeding substitute;\n- smoking cessation aids, limited to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses;\n- contraceptives, including oral contraceptives, non-oral contraceptives such as patches, vaginal rings, contraceptive implants (intrauterine and arm), and intrauterine devices (IUDs), including copper IUDs; excludes expenses for contraceptives that are barrier methods, such as male or female condoms, diaphragm and cervical caps, as well as spermicide products such as foams and jellies;\n- erectile dysfunction drugs, limited to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses.\nPSHCP Benefit Card\n6.2.3 Members may use their benefit card to purchase prescription medication to a maximum of 100 days for all PSHCP-eligible drugs. Members travelling and requiring more than a three-month supply may contact the Plan Administrator who can add such a notation to the file. The card may also be used to purchase the following eligible medical supplies at pharmacies in Canada: diabetic supplies (syringes, lancets, and glucose test strips), catheter supplies, and dressing and bandages. To be eligible for reimbursement, these medical supplies require a prescription. All other expenses may be submitted electronically using the Plan Administrator’s website or mobile application.\n6.2.4 With the introduction of the PSHCP Benefit Card in 2010, the PSHCP has adopted the same practice as many provincial drug programs that require pharmacists to dispense the lowest-cost alternative medication, and charge the price based on the Plan Administrator’s price file which represents the reasonable and customary mark-up and ingredient cost by province. Pharmacists may not charge more than the cost indicated in the price file to members using the PSHCP Benefit Card. However, pharmacists may charge their normal costs to individuals who opt to not use the benefit card, and the Plan member will be responsible for the difference between the amount charged and the price file as the excess amount will not be eligible under the PSHCP.\nPrior Authorization\n6.2.5 The Plan Administrator will assess whether a prescribed drug is subject to the PSHCP’s Prior Authorization program and represents an appropriate step therapy approach to reasonable treatment for the Plan participant’s medical condition.\n6.2.6 The list of drugs and drug supplies requiring prior authorization will be established and maintained by the Plan Administrator. This list may include, but is not limited to, generic and biosimilar products as they become available and where evidence and Health Canada approvals become available.\n6.2.7 The Plan Administrator may deny any expense for a drug that appears on the prior-authorization list. The Plan Administrator will regularly review and may add or remove a drug from the list. For greater certainty, a drug may be added to the list if:\n- the Plan Administrator determines that further information from professional advisory bodies, government agencies or the manufacturer of the drug is necessary to assess the drug; or\n- the Plan Administrator determines that the drug is not proportionate to the disease or injury or, where applicable, the stage or progression of the disease or injury.\n6.2.8 The Plan Administrator may deny any drug that the Plan Administrator has determined is not proportionate to the disease or injury or, where applicable, the stage or progression of the disease or injury. In determining whether a drug is proportionate, the Plan Administrator may consider:\n- clinical practice guidelines;\n- assessments of the clinical effectiveness of the service or supply, including by professional advisory bodies or government agencies;\n- information provided by a manufacturer or provider of the service or supply; and\n- assessments of the cost effectiveness of the service or supply, including by professional advisory bodies or government agencies.\n6.2.9 The Plan Administrator may authorize an alternative treatment, prioritizing but not limited to the lowest cost alternative, provided it represents a reasonable treatment for the Plan participant’s medical condition. The Plan Administrator may deny or limit reimbursement to the expenses associated with the approved treatment.\n6.2.10 The Plan Administrator may require a Plan participant take part in a patient support program to which the Plan participant is eligible. Refusal to participate in a patient support program may reduce the amount of the authorized covered expense(s) that might have been possible if the Plan participant had applied to the patient support program.\n6.2.11 The Plan Administrator may revoke a prior authorization decision, if medical evidence is found to no longer support the drug for which prior authorization was approved.\n6.2.12 The Plan Administrator will re-assess approved Plan participant’s prior authorization decisions, depending on the drug and/or medical condition for which approval was granted. The list of drugs and/or medical conditions that require re-assessment will be established by the Plan Administrator.\n6.2.13 A Plan participant with Comprehensive coverage may not be subject to the PSHCP’s prior authorization program.\n6.2.14 Where a member does not agree with a prior-authorization decision, they may ask the Plan Administrator to review their file. Once all avenues of review with the Plan Administrator have been exhausted, the member may submit an appeal to the PSHCP Administration Authority, as a last course of action. The appeal process is the final review level under the PSHCP.\nMandatory Generic/Biosimilar Substitution\n6.2.15 All prescription drugs covered under the PSHCP are reimbursed at 80% of the cost of the lowest-cost alternative drug. The same applies to biologic drugs, which are reimbursed at 80% of the cost of the lowest-cost biosimilars. Exceptions may be granted based on medical necessity.\nPharmacy Dispensing Fees and Frequency Limits\n6.2.16 The PSHCP will reimburse up to a maximum of $8 for the pharmacy dispensing fee. The fee cap does not apply to biologic or compound drugs.\n6.2.17 Pharmacist dispensing fees will be reimbursed up to a maximum of five (5) times per calendar year for maintenance drugs. Exceptions may be granted if the drug is a controlled substance, has a manufacturer recommended storage limitation, or the three-month supply co-pay is more than $100.\n6.2.18 Exceptions may apply to some provinces/territories due to provincial/territorial laws.\n6.2.19 Members who hold Comprehensive coverage may not be subject to dispensing fee limitations.\nCatastrophic Drug Coverage in the Event of High Drug Costs\n6.2.20 Catastrophic drug coverage provides protection for members who incur high drug costs in any given calendar year. Under the terms of this provision, eligible drug expenses incurred in a given calendar year will be reimbursed at 80% until a plan member reaches in that same calendar year $3,500 in out-of-pocket drug expenses. Eligible drug expenses incurred during the same calendar year in excess of this threshold will then be reimbursed at 100%.\nExclusions\n6.2.21 No benefit is payable for:\n- expenses for drugs which, in the Plan Administrator’s opinion, are experimental;\n- publicly advertised items or products which, in the Plan Administrator’s opinion, are household remedies;\n- expenses for vitamins, minerals, and protein supplements, other than expenses that would qualify for reimbursement under Eligible Expenses;\n- expenses for therapeutic nutrients other than those that would qualify for reimbursement under Eligible Expenses;\n- expenses for diets and dietary supplements, infant foods and sugar or salt substitutes, other than expenses that would qualify for reimbursement under Eligible Expenses;\n- expenses for lozenges, mouth washes, non-medicated shampoos, contact lens care products and skin cleansers, protectives or emollients;\n- expenses for drugs which are used for cosmetic purposes;\n- expenses for drugs which are used for a condition or conditions not recommended by the manufacturer of the drugs;\n- expenses incurred under any of the conditions listed under General Exclusions and Limitations in the Plan Provisions;\n- expenses which are payable under a provincial/territorial drug plan whether or not the participant is participating in the plan.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 6.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-34", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "6.3", "marginal_note": "Vision Care Benefit (For All Members)", "part": "6 Extended Health Provision", "division": "", "heading": "", "text": "6.3.1 Eligible expenses are the reasonable and customary charges for the following items:\n- eye examinations by an optometrist, limited to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses;\n- eyeglasses and contact lenses that are necessary for the correction of vision and are prescribed by an ophthalmologist or optometrist, and repairs to them, limited to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses;\n- elective laser eye surgery to correct vision, limited to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses per covered person under the Plan, and not per eye or per procedure. The surgery must be performed by an ophthalmologist. However, a physician’s prescription (referral) is not required by the Plan. Expenses incurred for cataract surgery are not eligible under this benefit;\n- the initial purchase of either intraocular lenses, eyeglasses or contact lenses if required as a direct result of surgery or an accident where the purchase is made within six (6) months of such accident or surgery. This benefit is not subject to any limits other than reasonable and customary. The six (6) month time limit may be extended if, as determined by the Plan Administrator, the purchase could not have been made within the time frame specified;\n- artificial eyes and replacements thereof but not within: 60 months of the last purchase in the case of a member or dependant over 21 years of age, or 12 months of the last purchase in the case of a dependant 21 years of age or less,\nunless medically proven that growth or shrinkage of surrounding tissue requires replacement of the existing prosthesis.\nExclusions\n6.3.2 No benefit is payable for:\n- eye-related procedures which use lasers but where the laser does not reshape the cornea with the goal of correcting common vision problems;\n- expenses incurred under any of the conditions listed under General Exclusions and Limitations in the Plan Provisions.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 6.3", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-35", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "6.4", "marginal_note": "Medical Practitioners Benefit (For All Members)", "part": "6 Extended Health Provision", "division": "", "heading": "", "text": "6.4.1 Eligible expenses for the services of a medical practitioner include only those services that are within their area of expertise and require the skills and qualifications of such a medical practitioner. In addition, in accordance with provincial or territorial regulations, the medical practitioner must be registered, licensed, or certified to practice in the jurisdiction where the services are rendered.\n6.4.2 Eligible expenses are the reasonable and customary charges for:\n- physician's services and laboratory services where such services are not eligible for reimbursement under the participant's provincial/territorial health insurance plan, but where such services would be eligible for reimbursement under one or more other provincial/territorial health insurance plans. Laboratory services include those services which when ordered by and performed under the direction of a physician provide information used in the diagnosis or treatment of disease or injury. Services include, but are not limited to, blood or other body fluid analysis, clinical pathology radiological procedures, ultrasounds, etc. Where only one province/territory provides reimbursement for a particular service, and that province/territory discontinues the coverage, the issue shall be subject to review by the Partners Committee as to whether coverage will also be discontinued under the Plan. Claims for such services, following cessation of provincial/territorial coverage, shall be held by the Plan Administrator pending the decision of the Partners Committee. Where a province/territory begins reimbursement for a particular service, claims for the service shall be held by the Plan Administrator pending a review by the Partners Committee as to whether the service should be covered in the other provinces and territories;\n- medically necessary private duty and visiting nursing services provided by a nurse graduated from a recognized school of nursing where such services are prescribed by a physician or nurse practitioner (if authorized by provincial/territorial legislation), and are rendered in the patient's private residence, subject to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses. The prescription is valid for one year unless otherwise advised by the Plan Administrator;\n- the services of the following practitioners, limited to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses for each practitioner: acupuncturist, chiropractor, dietitian, electrologist or physician when performing electrolysis treatments, limited to: treatment for the permanent removal of excessive hair from exposed areas of the face and neck when the patient suffers from severe emotional trauma as a result of this condition, and, in the case where the services are performed by an electrologist, a psychiatrist or psychologist prescription is required to certify that the patient suffers from severe emotional trauma as a result of this condition; a physician’s/nurse practitioner’s prescription is required and is valid for three years. A prescription is not required if the patient is undergoing electrolysis in relation to gender affirmation, lactation consultant, massage therapist, naturopath, occupational therapist, osteopath, physiotherapist, podiatrist and chiropodist, including foot care services rendered by a nurse at a community nursing station, psychologist, psychotherapist/registered counsellor, and social worker, speech language pathologist and audiologist;\n- utilization fees for paramedical services which are imposed by the government under the provincial/territorial health insurance plan in the person's province/territory of residence, where the law permits a person to be reimbursed for such charges;\n- Prostatic Specific Antigen (PSA) test used for monitoring following the detection of cancer.\nExclusions\n6.4.3 No benefit is payable for:\n- expenses incurred under any of the conditions listed under General Exclusions and Limitations in the Plan Provisions;\n- expenses for surgical supplies and diagnostic aids;\n- Prostatic Specific Antigen (PSA) test used for screening purposes, and Prostate Cancer Detection (PCA) PCA3 urine test;\n- expenses incurred for nursing services provided by salaried employees of a facility where the member or dependant resides in such facility.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 6.4", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-36", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "6.5", "marginal_note": "Miscellaneous Expense Benefit (For All Members)", "part": "6 Extended Health Provision", "division": "", "heading": "", "text": "6.5.1 To be eligible, the expenses must be:\n- reasonable and customary charges; and\n- prescribed by a physician or nurse practitioner (if authorized by provincial/territorial legislation), unless otherwise specified.\n6.5.2 Eligible expenses are:\n- licensed emergency ground ambulance services to the nearest hospital equipped to provide the required treatment when the physical condition of the patient prevents the use of another means of transportation, where medically necessary;\n- emergency air ambulance service to the nearest hospital equipped to provide the required treatment when the physical condition of the patient prevents the use of another means of transportation;\n- orthopaedic shoes, which are an integral part of a brace or are specially constructed for the patient, including modifications to such shoes, provided the shoes or modification is prescribed in writing by a physician, nurse practitioner (if authorized by provincial/territorial legislation), or podiatrist, limited to a maximum total eligible expense in any one calendar year as specified in the Summary of Maximum Eligible Expenses; the prescription is valid for one (1) year;\n- orthotics and repairs to them, prescribed in writing by a physician, nurse practitioner (if authorized by provincial/territorial legislation), or podiatrist, and dispensed by an eligible provider, as determined by the Plan Administrator, limited to one pair in a calendar year; the prescription is valid for three (3) years;\n- hearing aids and related expenses: hearing aids and repairs to them, limited to the maximum eligible expense equal to the lesser of: cost less the cost of all eligible hearing aid expenses incurred and claimed in the previous 5 years, and subject to the maximum specified in the Summary of Maximum Eligible Expenses, batteries for hearing aids, limited to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses, the initial purchase of hearing aids if required as a direct result of surgery or an accident where the purchase is made within six (6) months of such accident or surgery. This benefit is not subject to any limits other than reasonable and customary. The six (6)-month time limit may be extended if, as determined by the Plan Administrator, the purchase could not have been made within the time frame specified;\n- trusses, crutches, splints, casts and cervical collars;\n- braces, including repairs, which contain either metal or hard plastic or other rigid materials that, in the opinion of the Plan Administrator, provide a comparable level of support, excluding dental braces and braces used primarily for athletic use;\n- orthopaedic brassieres, limited to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses;\n- breast prosthesis following mastectomy and a replacement provided 24 months have elapsed since the last purchase;\n- wigs, when the patient is suffering from total hair loss as the result of an illness, limited to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses;\n- colostomy, ileostomy and tracheostomy supplies;\n- catheters and drainage bags for incontinent, paraplegic or quadriplegic patients;\n- temporary artificial limbs;\n- permanent artificial limbs, to replace temporary artificial limbs, and replacements thereof but not within: 60 months of the last purchase in the case of a member or dependant over 21 years of age, or 12 months of the last purchase in the case of a dependant 21 years of age or less, unless medically proven that growth or shrinkage of surrounding tissue requires replacement of the existing prosthesis;\n- oxygen and its administration;\n- diabetes management, limited to: diabetic testing supplies, used for the treatment of diabetes, including needles, syringes, and chemical diagnostic aids, limited to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses. Except needles and syringes are not eligible for the 36-month period following the date of purchase of an insulin jet injector device; one insulin jet injector device for insulin dependent diabetics, limited to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses; insulin pumps and associated equipment, excluding repair or replacement during the 60-month period following the date of purchase of such equipment; diabetic monitors, used for the treatment of diabetes, excluding repair or replacement during the 60-month period following the date of purchase of such equipment. Limited to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses including: flash glucose monitor, standard blood glucose monitor device, and continuous glucose monitor, for type 1 diabetics only, and; continuous glucose monitor supplies, for type 1 diabetics only, limited to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses;\n- bandages and surgical dressings required for the treatment of an open wound or ulcer;\n- elasticized support stockings manufactured to individual patient specifications or having a minimum compression of 30 millimetres;\n- elasticized apparel for burn victims;\n- penile prosthesis implants, excluding those eligible under the Gender Affirmation Surgery Benefit;\n- needles and syringes for the administration of eligible injectable drugs, limited to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses. A physician’s or nurse practitioner’s prescription is required and is valid for three (3) years;\n- injectable lubricants for joint pain and arthritis (viscosupplement injections), limited to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses. A physician’s or nurse practitioner’s prescription is required for each injection site and is valid for three (3) years;\n- gender affirmation: includes coverage for certain services and procedures designed to support and affirm an individual’s gender identity, or to remove gender identity. This benefit includes procedures and services that are not covered by the individual’s provincial/territorial health plan. The services must be rendered in the patient’s country of residence. Expenses are limited to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses;\n- rental or purchase, at the Plan Administrator's option, of cost-effective durable equipment that is: manufactured specifically for medical use, for use in the patient's private residence, unless otherwise specified, approved by the Plan Administrator for cost effectiveness and clinical value, designated as medically necessary, and used either for: care . This includes only: devices for physical movement including: lifts or hoists to transfer an individual in and out of bed or in and out of the bathroom - limited to one in a lifetime and a maximum eligible expense equal to cost less all eligible lift/hoist repairs incurred prior to purchase, walkers - limited to one every five (5) years and a maximum eligible expense equal to cost less all eligible walker repair expenses incurred during the previous five (5) years, not limited to use in private residence, wheelchairs - limited to one every five (5) years and a maximum eligible expense equal to cost less all eligible wheelchair repairs incurred during the previous five (5) years; not limited to use in private residence. Replacement of wheelchairs within the five (5) year limit shall be permitted when a patient’s medical condition changes and warrants a different type of chair. Reimbursement will be for the amount of the new chair less the amount reimbursed for the previously claimed chair. devices for support and resting such as: hospital beds - limited to one in a lifetime and a maximum eligible expense equal to cost less all eligible hospital bed repairs incurred prior to purchase, therapeutic mattresses - limited to one every five (5) years and a maximum eligible expense equal to cost less all eligible therapeutic mattress repairs incurred during the previous five (5) years; wheelchair cushions - limited to one every 12 months and a maximum eligible expense of cost less all eligible wheelchair cushion repairs incurred during the previous 12 months, devices for monitoring such as: apnea monitors – limited to one in a lifetime and a maximum eligible expense equal to cost less all eligible apnea monitor repairs incurred prior to purchase, blood pressure monitors– limited to one every five (5) years and a maximum eligible expense equal to cost less all eligible blood pressure monitor repairs incurred during the previous five (5) years, enuresis monitors – limited to one in a lifetime and a maximum eligible expense equal to cost less all eligible enuresis monitor repairs incurred prior to purchase, oxygen saturation meters – limited to one every five (5) years and a maximum eligible expense equal to cost less all eligible oxygen saturation meter repairs incurred during the previous five (5) years, pulse oximeters – limited to one every five (5) years and a maximum eligible expense equal to cost less all eligible pulse oximeter repairs incurred during the previous five (5) years, saturometers – limited to one every five (5) years and a maximum eligible expense equal to cost less all eligible saturometer repairs incurred during the previous five (5) years, coagulation monitors – limited to one every five (5) years and a maximum eligible expense equal to cost less all eligible coagulation monitor repairs incurred during the previous five (5) years, and heart monitors – limited to one every five (5) years and a maximum eligible expense equal to cost less all eligible heart monitor repairs incurred during the previous five (5) years, for treatment including, but not limited to: devices for mechanical and therapeutic support such as: extremity pumps (lymphapress) - limited to one in a lifetime and an eligible expense equal to cost less all eligible extremity pump repairs incurred prior to purchase; infusion pumps - limited to one every five (5) years and a maximum eligible expense equal to cost less all eligible infusion pump repairs incurred during the previous five (5) years, traction kits - limited to one in a Lifetime and a maximum eligible expense equal to cost less all eligible traction kit repairs incurred prior to purchase, transcutaneous electric stimulators (TENS) - limited to one every 10 years and a maximum eligible expense equal to cost less all eligible TENS repairs incurred during the previous 10 years, devices for aerotherapeutic support such as: CPAP's, BiPAP's or related dental appliances (where a CPAP or BiPAP cannot be tolerated) - limited to one every five (5) years and a maximum eligible expense equal to cost less all eligible rentals and purchases of CPAP, BiPAP or dental appliance incurred during the previous five (5) years, repairs, servicing, and replacement parts for eligible aerotherapeutic devices, such as tubing, filters, cushions, and masks, limited to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses, excluding warranties and cleaning solutions and supplies, compressors - limited to one every five (5) years and a maximum eligible expense equal to cost less all eligible compressor repairs incurred during the previous five (5) years, nebulizer – limited to one every five (5) years and a maximum eligible expense equal to cost less all eligible nebulizer repairs incurred during the previous five (5) years. Reimbursement related to durable equipment will be limited to the cost of non-motorized equipment unless medically proven that the patient requires motorized equipment.\nExclusions\n6.5.3 No benefit is payable for:\n- expenses for items purchased primarily for athletic use;\n- expenses for ambulance services for a medical evacuation which are eligible under the Out-of-Province Benefit;\n- expenses incurred under any of the conditions listed under General Exclusions and Limitations in the Plan Provisions;\n- durable equipment that is: an accessory to an eligible device, a modification to the patient's home (bar, ramp, mat, elevator, etc.), used for diagnostic or monitoring purposes except as specifically provided under eligible expenses, an implant, except as specifically provided under eligible expenses, and those eligible under the Gender Affirmation Benefit, bathroom safety equipment, or an air conditioner;\n- ongoing supplies associated with durable equipment, except as specifically provided under eligible expenses;\n- durable equipment that is used to prevent illness, disease or injury;\n- the use of a device for a treatment which, in the Plan Administrator's opinion, is considered to be clinically experimental;\n- the portion of charges which are payable under a provincial/territorial health insurance plan, or any provincially/territorially sponsored program whether or not the participant is participating in the plan or program.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 6.5", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-37", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "6.6", "marginal_note": "Dental Benefit (For All Members)", "part": "6 Extended Health Provision", "division": "", "heading": "", "text": "Lower Cost Alternative\n6.6.1 When two or more courses of treatment for oral procedure or accidental injury are considered appropriate, the Plan will pay for the lesser of the two treatments.\n6.6.2 Eligible expenses mean the reasonable and customary charges for the following services and oral surgical procedures performed by a dentist.\nAccidental Injury\n6.6.3 The services of a dental surgeon, and charges for dental prosthesis, required for the treatment of a fractured jaw or for the treatment of accidental injuries to natural teeth if the fracture or injury was caused by external, violent and accidental injury or blow other than an accident associated with normal acts such as cleaning, chewing and eating, provided the treatment occurred within 12 months following the accident or, in the case of a dependant child under 17 years of age, before attaining 18 years of age. A physician's prescription is not required. This time limit may be extended if, as determined by the Plan Administrator, the treatment could not have been rendered within the time frame specified.\n6.6.4 If a member is covered under the Public Service Dental Plan, the Pensioner Dental Services Plan, the RCMP Dependants Dental Care Plan, or the CAF Dependants Dental Care Plan, claims for expenses for accidental injury should first be submitted to the PSHCP.\nOral Surgical Procedures\n6.6.5 Refer to the following:\n- cysts, lesions, abscesses biopsy soft tissue lesion, incision, excision, hard tissue lesion, excision of cysts, excision of benign lesion, excision of ranula, incision and drainage intra oral - soft tissue, intra osseous (into bone), periodontal abscess incision and drainage;\n- gingival and alveolar procedures alveoplasty, flap approach with curettage, flap approach with osteoplasty, flap approach with curettage and osteoplasty, gingival curettage, gingivectomy with or without curettage, gingivoplasty;\n- removal of teeth or roots removal of impacted teeth, removal of root or foreign body from maxillary antrum, root resection (apiectomy or apicoectomy) anterior teeth, bicuspids, molars;\n- fractures and dislocations dislocation - temporo-mandibular joint (or jaw) closed reduction, open reduction, fractures - mandible no reduction, closed reduction, open reduction, fractures - maxillar or malar no reduction, closed reduction, open reduction, open reduction (complicated);\n- other procedures avulsion of nerve - supra or infra-orbital, frenectomy - labial or buccal (lip or cheek), lingual (tongue), repair of antro - oral fistula, sialolithotomy - simple, sialolithotomy - complicated, sulcus deepening, ridge reconstruction, treatment of traumatic injuries repair of soft tissue lacerations, debridement, repair, suturing, torus (bone biopsy).\n6.6.6 If a member is covered under the Public Service Dental Care Plan, the Pensioner Dental Services Plan, the RCMP Dependants Dental Care Plan, or the CAF Dependants Dental Care Plan, claims for expenses for oral surgery should first be submitted to that plan. Any amount not covered by that plan may be submitted to the PSHCP.\nExclusions\n6.6.7 No benefit is payable for:\n- expenses incurred under any of the conditions listed under General Exclusions and Limitations in the Plan Provisions;\n- dental expenses, except those specifically provided under Eligible Expenses for treatment of accidental injuries to natural teeth and oral surgical procedures.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 6.6", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-38", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "6.7", "marginal_note": "Out-of-Province Benefit (For Members with Supplementary Coverage)", "part": "6 Extended Health Provision", "division": "", "heading": "", "text": "6.7.1 The Out-of-Province Benefit consists of:\n- Emergency Benefit While Travelling;\n- Emergency Travel Assistance Services;\n- Referral Benefit.\nEmergency Benefit While Travelling\n6.7.2 The PSHCP covers each participant for up to $1,000,000 (Canadian) in eligible medical expenses incurred as a result of an emergency while travelling on vacation or on business.\n6.7.3 Eligible expenses mean the reasonable and customary charges in excess of the amount payable by a provincial/territorial health insurance plan, if they are required for emergency treatment of an injury or disease which occurs on or after the date of departure from the province/territory of residence. Coverage is limited to 40 consecutive days, excluding any time out of the province for official travel status.\n6.7.4 Eligible expenses are charges for:\n- public ward accommodation and auxiliary hospital services in a general hospital;\n- services of a physician;\n- one-way economy return airfare, or other means of transportation when air travel is not possible, for the patient's return to their province/territory of residence. The fare for a professional attendant accompanying the participant is also included where medically required;\n- medical evacuation, which may include ambulance services, when suitable care, as determined by the Plan Administrator, is not available in the area where the emergency occurred;\n- family assistance benefits up to a combined maximum of $5,000 for any one travel emergency, as follows: the maximum payable for dependant children under age 16 who are left unattended because the participant or the participant's covered spouse or common-law partner is hospitalized and an escort (if necessary) is the cost of economy fare for return transportation, return airfare, or other means of transportation when air travel is not possible, if a family member is hospitalized and as a result the family members are unable to return home on the originally scheduled travel, and must purchase new return tickets. The extra cost of the return fare is payable, to a maximum of the cost of economy fare, a visit of a relative if the family member is hospitalized for more than seven (7) days while travelling alone. This includes economy return airfare, or other means of transportation when air travel is not possible, and meals and accommodations in commercial lodging to a combined maximum of $200 per day, for a spouse or common-law partner, parent, child, brother or sister. This benefit also covers expenses incurred if it is necessary to identify a deceased family member prior to release of the body, meals and accommodations in commercial lodging if the participant or a covered dependant’s trip is extended beyond the originally scheduled return date due to hospitalization of a family member, or physician-imposed flight restrictions. The additional expenses incurred by accompanying family members for accommodations and meals are provided to a combined maximum of $200 per day;\n- return of the deceased in the event of death of a family member. The necessary authorizations will be obtained, and arrangements made, for the return of the deceased to the province/territory of residence. The maximum payable for the preparation and return of the deceased is $3,000.\nEmergency Travel Assistance Services\n6.7.5 The PSHCP provides a toll-free number which gives participants 24 hour access to a world-wide assistance network. The network will provide:\n- transportation arrangements to the nearest hospital that provides the appropriate care or back to Canada;\n- medical referrals, consultation and monitoring;\n- legal referrals;\n- a telephone interpretation service;\n- a message service for family and business associates; messages will be held for up to 15 days;\n- advance payment on behalf of the participant or a covered dependant for the payment of hospital and medical expenses.\n6.7.6 To arrange for advance payment of hospital and medical expenses, the participant must sign an authorization form allowing the Plan Administrator to recover payment from the provincial/territorial health insurance plan. The participant must reimburse the Plan Administrator for any payment made on their behalf which is in excess of the amount eligible for reimbursement under the provincial/territorial health insurance plan and this Plan.\n6.7.7 Assistance services are not available in countries of political unrest. The list of countries, as maintained by the Plan Administrator, will change according to world conditions.\n6.7.8 Neither the Plan Administrator nor the company providing the assistance network is responsible for the availability, quality or result of the medical treatment received by the participant or for the failure to obtain medical treatment.\nOfficial Travel Status\n6.7.9 Employees required to travel on “official travel status” for government business are covered under the Emergency Benefit While Travelling and the Emergency Travel Assistance Services during the entire period of “official travel status”. Although there is no time limit to be on “official travel status”, the $1,000,000 (Canadian) benefit coverage limit still applies.\nReferral Benefit\n6.7.10 The following items of expense are eligible for reimbursement under the PSHCP provided that the services are:\n- performed when the participant physically leaves the province/territory of residence;\n- following a written referral by the attending physician or nurse practitioner in the province/territory of residence;\n- for a service that is not offered in the province/territory of residence.\n6.7.11 Eligible expenses under this benefit will be limited to the reasonable and customary charges in excess of the amount payable by a provincial/territorial health insurance plan and to the maximum eligible expense specified in the Summary of Maximum Eligible Expenses for:\n- public ward accommodation and auxiliary hospital services in a general hospital;\n- services of a physician or surgeon;\n- laboratory services including those services which when ordered by and performed under the direction of a physician or nurse practitioner, provide information used in the diagnosis or treatment of disease or injury. Services include, but are not limited to, blood or other body fluid analysis, clinical pathology, radiological procedures, ultrasounds, etc.\nExclusions\n6.7.12 No benefit is payable for:\n- expenses incurred outside the participant’s province/territory of residence if they are required for the emergency treatment of an injury or disease which occurred more than 40 days after the date of departure from the province/territory of residence, except as provided for members who are on official travel status;\n- expenses incurred by a participant who is temporarily or permanently residing outside Canada;\n- expenses for the regular treatment of an injury or disease which existed prior to the participant's departure from their province/territory of residence;\n- expenses incurred under any of the conditions listed under General Exclusions and Limitations in the Plan Provisions.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 6.7", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-39", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "7.1", "marginal_note": "General", "part": "7 Hospital Provision (For All Members)", "division": "", "heading": "", "text": "7.1.1 This provision provides reimbursement for reasonable and customary charges, up to specified amounts, for each day of hospital confinement for the cost of hospital room and board charges other than standard ward charges (i.e., semi-private or private accommodation), whether the member is residing in Canada or outside Canada. There is a maximum amount which may be payable under this provision for each day of confinement, depending on the level of coverage the member has chosen. The levels are shown in the Summary of Maximum Eligible Expenses. All members of the PSHCP must be covered under one level of the Hospital Provision.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 7.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-40", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "7.2", "marginal_note": "Eligible Expenses - Level I, II and III", "part": "7 Hospital Provision (For All Members)", "division": "", "heading": "", "text": "7.2.1 Eligible expense for all participants (other than pensioners residing outside Canada) are charges for semi-private or private hospital room and board charges in excess of the charges for public ward up to the maximum specified in the Summary of Maximum Eligible Expenses for each day of hospitalization, excluding hospital charges referred to as co-insurance charges or user fees.\n7.2.2 Eligible expenses for pensioners residing outside Canada are hospital charges up to the maximum specified in the Summary of Maximum Eligible Expenses for each day of hospitalization.\n7.2.3 The co-payment does not apply.\nExclusions\n7.2.4 No benefit is payable for:\n- expenses incurred under any of the conditions listed under General Exclusions and Limitations in the Plan Provisions;\n- co-insurance charges or similar charges for hospital care which are in excess of charges payable by a provincial or territorial government health or hospital insurance plan, except charges as provided under the terms of the Hospital Provision. However, co-insurance charges for a chronic care hospital for a patient who is confined to a chronic care hospital, and has made at least one claim for such charges before September 1, 1992 and makes a further claim for the same period of confinement, are eligible;\n- personal charges such as televisions and telephones;\n- expenses incurred when a patient is occupying an acute care hospital bed but has been medically discharged and no longer requires acute care.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 7.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-41", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "8.1", "marginal_note": "General", "part": "8 Basic Health Care Provision (For All Members with Comprehensive Coverage)", "division": "", "heading": "", "text": "8.1.1 The provision is available only to members who reside outside Canada and are not covered under a provincial/territorial health insurance plan. Its purpose is to provide reimbursement for services, excluding hospital services, which are the equivalent, as far as possible, to those services available to individuals residing in Canada and covered under a provincial/territorial health insurance plan. The co-payment does not apply under this provision.\n8.1.2 The maximum eligible expense for these services is equal to a multiple of the amount otherwise payable based on the current fee schedule in force under the Health Insurance Act 1972 of Ontario on the day when the expense is incurred. The multiple is specified in the Summary of Maximum Eligible Expenses.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 8.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-42", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "8.2", "marginal_note": "Eligible Expenses", "part": "8 Basic Health Care Provision (For All Members with Comprehensive Coverage)", "division": "", "heading": "", "text": "8.2.1 The eligible expenses include:\n- services of a physician including: physician's services in the participant's home, the physician's office, clinic or in a hospital, diagnosis and treatment of illness and injury, one annual health examination, treatment of fractures and dislocations, surgery, including surgery performed by a Doctor of Podiatric Medicine (DPM) when performed in the United States of America, administration of anaesthetics, x-rays for diagnostic and treatment purposes, obstetrical care, including prenatal and postnatal care, laboratory services and clinical pathology when ordered by and performed under the direction of a physician;\n- services of an optometrist;\n- services of a physiotherapist;\n- ambulance services;\n- services of a chiropractor, osteopath or podiatrist.\nExclusions\n8.2.2 No benefit is payable for:\n- expenses incurred under any of the conditions listed under General Exclusions and Limitations in the Plan Provisions.\n- physician services rendered as a salaried employee of a hospital. An employee posted outside Canada may be reimbursed for these expenses under the Hospital (Outside Canada) Provision.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 8.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-43", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "9.1", "marginal_note": "General", "part": "9 Hospital (Outside Canada) Provision (For All Employees with Comprehensive Coverage, Excluding Pensioners)", "division": "", "heading": "", "text": "9.1.1 Coverage under this provision is mandatory for employees and members of the CAF and RCMP residing outside Canada who are not eligible to be covered under a provincial/territorial health insurance plan. Its purpose is to provide hospital coverage protection equivalent, as far as possible, to that available to individuals resident in Canada and covered under a provincial/territorial health or hospital plan. This provision provides reimbursement for reasonable and customary charges for hospital confinement in a general hospital, a hospital of the Canadian Armed Forces or a hospital of the armed forces of a foreign country. The co-payment does not apply under this provision.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 9.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-44", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "9.2", "marginal_note": "Eligible Expenses", "part": "9 Hospital (Outside Canada) Provision (For All Employees with Comprehensive Coverage, Excluding Pensioners)", "division": "", "heading": "", "text": "9.2.1 Eligible expenses are hospital charges for each day of hospitalization in a general hospital, a hospital of the CAF or the forces of a foreign country.\n9.2.2 Eligible charges may include those for:\n- standard ward accommodation;\n- necessary nursing services when provided by the hospital;\n- laboratory, radiological and other diagnostic procedures;\n- drugs, prescribed and administered in hospital by any attending physician;\n- use of operating and delivery rooms, anaesthetic and surgical supplies;\n- services rendered by any person paid by the hospital;\n- use of speech therapy facilities;\n- use of diet counselling services;\n- out-patient services provided by a hospital.\nExclusions\n9.2.3 No benefit is payable for:\n- expenses incurred under any of the conditions listed under General Exclusions and Limitations in the Plan Provisions;\n- co-insurance charges or similar charges for hospital care which are in excess of charges payable by a provincial or territorial government health or hospital insurance plan and which are not charges made for utilization of semi-private or private accommodation, except that co-insurance charges for a chronic care hospital for a patient who is confined to a chronic care hospital, and has made at least one claim for such charges before September 1, 1992 and makes a further claim for the same period of confinement, are eligible;\n- a person insured under a non-government group hospital insurance plan administered in a foreign country that provides hospital expense benefits similar to those provided under the Health Insurance Act , 1972 of Ontario, as amended from time to time.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 9.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-45", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "10", "marginal_note": "Summary of Maximum Eligible Expenses", "part": "", "division": "", "heading": "", "text": "Maximum Eligible Expense per Participant Reimbursement Maximum Reimbursement Extended Health Provision as indicated below Drug Benefit Catastrophic Drug Coverage Eligible drug expenses in excess of $3,500 out-of-pocket drug expense incurred in a given calendar year 100% Smoking Cessation Aids $2,000 in a lifetime 80% $1,600 ($2,000 x 80%) Erectile Dysfunction Drugs $500 every calendar year 80% $400 ($500 x 80%) Dispensing Fee Maximum of $8 for the pharmacy dispensing fee The fee cap does not apply to biologic or compound drugs. - - Dispensing Fee Frequency Limit Pharmacist dispensing fees will be limited to 5 times per year for maintenance drugs. Exceptions shall be granted if the drug is a controlled substance, the drug has a manufacturer recommended storage limitation, or the prescribed drug’s three-month supply co-pay is more than $100. - 5 refills Vision Care Benefit Eyeglasses/Contact Lenses (purchase and repairs) $400 every 2 calendar years commencing every odd year No limit if required as a result of surgery or accident and purchased within 6 months of the event 80% $320 ($400 x 80%) Eye Examination 1 examination every 2 calendar years, commencing every odd year 80% R&C [1] x 80% Artificial Eye Once in 60 months In case of dependant children 21 years of age or less, 12 months of the last purchase 80% R&C x 80% Corrective Laser Eye Surgery $2,000 per lifetime 80% $1,600 ($2,000 x 80%) Medical Practitioners Benefit Services of a(n): Acupuncturist $500 in a calendar year 80% $400 ($500 x 80%) Chiropractor $500 in a calendar year 80% $400 ($500 x 80%) Dietitian $300 in a calendar year 80% $240 ($300 x 80%) Electrologist (including treatment when performed by a physician) $1,200 in a calendar year 80% $960 ($1,200 x 80%) Lactation Consultant $300 in a calendar year 80% $240 ($300 x 80%) Massage Therapist $500 in a calendar year 80% $400 ($500 x 80%) Naturopath $500 in a calendar year 80% $400 ($500 x 80%) Nursing Services $20,000 in a calendar year 80% $16,000 ($20,000 x 80%) Occupational Therapist $300 in a calendar year 80% $240 ($300 x 80%) Osteopath $500 in a calendar year 80% $400 ($500 x 80%) Physiotherapist $1,500 in a calendar year 80% $1,200 ($1,500 x 80%) Podiatrist and Chiropodist (including foot care rendered by a nurse in a community nursing station) $500 in a calendar year (combined) 80% $400 ($500 x 80%) Psychological services (including the services of psychologists, psychotherapists, social workers, and counsellors) $5,000 in a calendar year (combined) 80% $4,000 ($5,000 x 80%) Speech Language Pathologist and Audiologist $750 in a calendar year (combined) 80% $600 ($750 x 80%) Miscellaneous Expense Benefit Orthopaedic Shoes $250 in a calendar year 80% $200 ($250 x 80%) Orthotics (including repairs) 1 pair in a calendar year 80% R&C x 80% Hearing Aids (purchase/ repairs) $1,500 less any eligible hearing aid expenses incurred and claimed during the previous 60 months No limit if required as a result of surgery or accident and purchased within 6 months of the event 80% $1,200 ($1,500 x 80%) Batteries for Hearing Aids $200 in a calendar year 80% $160 ($200 x 80%) Orthopaedic Brassieres $200 in a calendar year 80% $160 ($200 x 80%) Wigs $1,500 during a 60-month period 80% $1,200 ($1,500 x 80%) Permanent Artificial Limbs (to replace temporary artificial limbs) Once in 60 months for a member or dependant over 21 years of age The frequency maximum may not apply if medically proven that growth or shrinkage of surrounding tissue requires replacement of the existing prosthesis. 80% R&C x 80% Diabetic Testing Supplies $3,000 in a calendar year Except needles and syringes are not eligible for the 36-month period following the date of purchase of an insulin jet injector device. 80% $2,400 ($3,000 x 80%) Insulin Jet Injector Device $1,000 during a 36-month period 80% $800 ($1,000 x 80%) Insulin pumps Once in 60 months Excluding repair or replacement during the 60-month period following the date of purchase 80% R&C x 80% Diabetic monitors $700 during a 60-month period, on a combined basis Excluding repair or replacement during the 60-month period following the date of purchase 80% $560 ($700 x 80%) Continuous Glucose Monitor Supplies $3,000 in a calendar year 80% $2,400 ($3,000 x 80%) Needles and Syringes (for the administration of injectable drugs) $200 in a calendar year 80% $160 ($200 x 80%) Injectable Lubricants (for joint pain) $600 in a calendar year 80% $480 ($600 x 80%) Gender Affirmation $75,000 in a lifetime 80% $60,000 ($75,000 x 80%) Durable Equipment A. For Care Devices for physical movement Lift/Hoist Once in a lifetime Less all eligible lift/hoist repairs incurred prior to purchase 80% R&C x 80% Walker Once in 60 months Less all eligible walker repair expenses incurred during the previous 5 years 80% R&C x 80% Wheelchair (purchase/ repairs) Once in 60 months Less any wheelchair expenses claimed for repairs during the previous 60 months In case of dependant children, the 60-month maximum may not apply for medical necessity. Replacement of wheelchairs within the 5-year limit shall be permitted when a patient’s medical condition changes and warrants a different type of chair. Reimbursement will be the eligible amount of the new chair less the amount reimbursed for the previously claimed chair. 80% R&C x 80% Devices for support and resting Hospital Bed Once in a lifetime Less all eligible hospital bed repairs incurred prior to purchase 80% R&C x 80% Therapeutic Mattress Once in 60 months Less all eligible therapeutic mattress repairs incurred during the previous 5 years 80% R&C x 80% Wheelchair Cushion Once in 12 months Less all eligible wheelchair cushion repairs incurred during the previous 12 months 80% R&C x 80% Devices for monitoring Apnea Monitor Once in a lifetime Less all eligible apnea monitor repairs incurred prior to purchase 80% R&C x 80% Blood Pressure Monitor Once in 60 months Less all eligible blood pressure monitor repairs incurred during the previous 5 years 80% R&C x 80% Enuresis Monitor Once in a lifetime Less all eligible enuresis monitor repairs incurred prior to purchase 80% R&C x 80% Oxygen Saturation Meter Once in 60 months Less all eligible oxygen saturation meter repairs incurred during the previous 5 years 80% R&C x 80% Pulse Oximeter Once in 60 months Less all eligible pulse oximeter repairs incurred during the previous 5 years 80% R&C x 80% Saturometer Once in 60 months Less all eligible saturometer repairs incurred during the previous 5 years 80% R&C x 80% Coagulation Monitor Once in 60 months Less all eligible coagulation monitor repairs incurred during the previous 5 years 80% R&C x 80% Heart Monitor Once in 60 months Less all eligible heart monitor repairs incurred during the previous 5 years 80% R&C x 80% B. For Treatment Devices for mechanical and therapeutic support Extremity Pump (Lymphapress) Once in a lifetime Less all eligible extremity pump repairs incurred prior to purchase 80% R&C x 80% Infusion Pump Once in 60 months Less all eligible infusion pump repairs incurred during the previous 5 years 80% R&C x 80% Traction Kit Once in a lifetime Less all eligible traction kit repairs incurred prior to purchase 80% R&C x 80% Transcutaneous Electric Stimulator (TENS) Once in 120 months Less all eligible TENS repairs incurred during the previous 10 years 80% R&C x 80% Devices for aerotherapeutic support CPAP, BiPAP, or Related Dental Appliance Once in 60 months Less all eligible rentals and purchases of CPAP, BiPAP and dental appliance incurred during the previous 5 years 80% R&C x 80% Repairs, Servicing, and Replacement Parts for Eligible Aerotherapeutic Devices (CPAP, BiPAP) $500 in a calendar year 80% $400 ($500 x 80%) Compressor Once in 60 months Less all eligible compressor repairs incurred during the previous 5 years 80% R&C x 80% Nebulizer Once in 60 months Less all eligible nebulizer repairs incurred during the previous 5 years 80% R&C x 80% Out-of-Province Benefit Emergency Benefit While Travelling/ Emergency Travel Assistance Services $1,000,000 per period of travel (not exceeding 40 consecutive days, excluding any time out of the province for official travel status) 100% $1,000,000 (CAD) Family Assistance Benefit $5,000 for any one travel emergency 100% $5,000 Meals and Accommodations $200 per day (combined) 100% $200 Preparation and Return of the Deceased $3,000 100% $3,000 Referral Benefit $25,000 per illness or injury 80% $20,000 ($25,000 x 80%) Hospital Provision Level I $90 per day 100% $90 Level II $170 per day 100% $170 Level III $250 per day 100% $250 Basic Health Care Provision 3x the amount otherwise payable under the current fee schedule of the Health Insurance Act 1972 of Ontario 100%\n[1] reasonable and customary", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive, s. 10", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-46", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "Length of Time a Prescription is Valid", "marginal_note": "Length of Time a Prescription is Valid", "part": "10 Summary of Maximum Eligible Expenses", "division": "", "heading": "", "text": "Benefit Duration of Prescription Services of a nurse One year, unless otherwise advised by the Plan Administrator Services of an electrologist Three years A prescription is not required if electrolysis is required as a gender affirmation procedure. Orthotics Three years Orthopaedic shoes One year Injectable lubricants for joint pain and arthritis Three years Needles and syringes (for the administration of injectable drugs) Three years\nNote: Unless otherwise requested by the Plan Administrator, all other prescriptions do not have a time limit.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-47", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "Schedule I – Participating Employers", "marginal_note": "Schedule I – Participating Employers", "part": "", "division": "", "heading": "", "text": "List of Employers, Boards, Commissions etc. that have been designated by Treasury Board of Canada or by the Secretary of the Treasury Board for Crown corporations and Agencies as Participating organizations under the PSHCP.\nOrganizations Active Employees and Pensioners Pensioners Only Atlantic Pilotage Authority ✓ Atomic Energy of Canada Ltd (New oversight organization established on May 11, 2015) ✓ Canada Border Services Agency ✓ Canada Deposit Insurance Corporation ✓ Canada Investment and Savings (DET) (formerly Canada Retail Debt Agency CRDA) ✓ Canada Revenue Agency (formerly Canada Customs and Revenue Agency) ✓ Canadian Centre for Occupational Health and Safety ✓ Canadian Commercial Corporation ✓ Canadian Council of Ministers of the Environment (formerly Council of Resource and Environment Ministers) ✓ Canadian Food Inspection Agency ✓ Canadian High Arctic Research Station (formerly Canadian Polar Commission) ✓ Canadian Institute for Health Research (formerly Medical Research Council of Canada) ✓ Canadian Museum of Human Rights (CMHR) ✓ Canadian Museum of Nature ✓ Canadian Nuclear Laboratories (Pensioners in receipt of a PSSA benefit on or after May 11, 2015 and pensioners who retired from Atomic Energy of Canada Ltd before May 11, 2015) ✓ Canadian Nuclear Safety Commission (formerly Atomic Energy Control Board) ✓ Canadian Security Intelligence Service ✓ Communications Security Establishment ✓ Correctional Investigator ✓ Deer Lodge Centre ✓ Federal Public Sector Labour Relations and Employment Board (PSLREB) (formerly Public Service Labour Relations Board) ✓ Federal Bridge Corporation Ltd (formerly St. Lawrence Seaway Management Corporation which then became the St. Lawrence Seaway Authority which dissolved Dec 1, 1998) (Only pensioners who became in receipt of a pension before April 1, 1999 are eligible) ✓ Financial Consumer Agency of Canada ✓ Financial Transactions and Reports Analysis Centre of Canada ✓ Great Lakes Pilotage Authority ✓ Government of Northwest Territories ✓ Government of Northwest Territories – (including: Deh Cho Health and Social Services, Dogrib Community Services Board, Fort Smith Health Centre, Housing Corporation, Inuvik Regional Health Board, Stanton Yellowknife Hospital, Yellowknife Health and Social Services) ✓ Heritage Canada ✓ House of Commons – employees ✓ House of Commons – MPs ✓ Indian Oil and Gas Canada ✓ International Development Research Centre ✓ Jacques Cartier and Champlain Bridges Corporation ✓ Laurentian Pilotage Authority ✓ Law Commission of Canada ✓ Library of Parliament ✓ National Battlefields Commission ✓ National Capital Commission ✓ National Energy Board ✓ National Film Board ✓ National Gallery of Canada ✓ National Museums of Science and Technology ✓ National Security and Intelligence Committee of Parliamentarians (NSICOP) ✓ National Security and Intelligence Review Agency Secretariat (formerly the Security Intelligence Review Committee) ✓ National Trust for Canada (formerly Heritage Canada – The National Trust) ✓ Natural Sciences and Engineering Research Council ✓ Northern Pipeline Agency ✓ Northwest Territories – Power Corporation ✓ Northwest Territories – Workers’ Compensation Board ✓ Office of the Auditor General of Canada ✓ Office of the Conflict of Interest and Ethics Commissioner (formerly Office of the Ethics Commissioner) ✓ Office of the Correctional Investigator ✓ Office of the Intelligence Commissioner (formerly Office of the Communications Security Establishment Commissioner) ✓ Office of the Parliamentary Budget Officer ✓ Office of the Secretary to the Governor General - employees ✓ Office of the Superintendent of Financial Institutions ✓ Pacific Pilotage Authority ✓ Parks Canada Agency ✓ Parliamentary Centre for Foreign Affairs and Foreign Trade ✓ Parliamentary Protective Services ✓ Royal Canadian Mint ✓ Seaway International Bridge Corporation ✓ Secretariat of the National Security & Intelligence Committee of Parliamentarians ✓ Senate of Canada – employees ✓ Senate of Canada – senators ✓ Social Sciences and Humanities Research Council ✓ Social Security Tribunal of Canada ✓ Telefilm Canada (Formerly the Canadian Film Development Corporation ✓", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-48", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "Schedule II – Employers Withdrawn from the PSHCP", "marginal_note": "Schedule II – Employers Withdrawn from the PSHCP", "part": "", "division": "", "heading": "", "text": "The following commissions, boards or agencies have withdrawn from the PSHCP on the date specified, as amended from time to time by the Treasury Board of Canada.\nOrganizations Effective Date Atomic Energy of Canada Ltd (Specific to pensioners who became in receipt of a pension before May 11, 2015) May 11, 2015 (Divested September 12, 2018) Canada Council for the Arts January 1, 1979 (Withdrew) Canada Ports Authority (HQ) (formerly National Harbours Board) June 11, 1988 (Dissolved) Canada Post Corporation January 1, 1993 (Withdrew) Canadian Advisory Council on the Status of Women April 1, 1995 (Dissolved) Canadian Broadcasting Corporation May 1, 1980 (Withdrew) Canadian Museum of History (formerly Canadian Museum of Civilization) April 1, 1997 (Withdrew) Canadian Patents and Development Limited November 26, 1991 (Dissolved) Canadian Saltfish Corporation November 1, 1995 (Dissolved) Canadian Tourism Commission January 2, 2004 (Dissolved with transition to Crown Corporation in 2001) Cape Breton Development Corporation (employees at Point Edward Industrial and Marine Park) 1960’s and 1970’s (Dissolved) Defence Construction Canada January 1, 1981 (Withdrew) Deninoo Community Health Services Board January 1, 1981 (Withdrew) Export Development Corporation July 1, 1979 (Withdrew) Farm Credit Corporation July 1, 2000 (Withdrew) Government of Nunavut January 1, 2011 (Withdrew) Government of Yukon Territory May 1, 1998 (Withdrew) Halifax Port Authority (formerly Halifax Port Corporation) March 1, 2000 (Dissolved on March 1, 1999) International Centre for Human Rights and Democratic Development April 1, 2012 (Dissolved) International Centre for Ocean Development March 26, 1993 (Dissolved) MacKenzie Regional Health Services May 1997 (Dissolved) Montréal Port Authority (formerly Société du Port de Montréal) March 1, 2000 (Dissolved on March 1, 1999) National Arts Centre December 1, 1977 (Withdrew) National Round Table on the Environment and the Economy March 31, 2013 (Dissolved) Newfoundland and Labrador Development Corporation July 1, 1987 (Withdrew) Northern Canada Power Commission September 1, 1982 Nunavut Power Corporation (formerly Quilliq Energy Corp) September 1, 2009 (Withdrew) Port of Churchill September 1997 (Dissolved) Prince Rupert Port Authority (formerly the Prince Rupert Port Corporation) May 1, 2000 (Dissolved on May 1, 1999) Québec Port Authority (formerly Société du Port de Québec) May 1, 2000 (Dissolved on May 1, 1999) Queen Elizabeth Health Services (formerly Camp Hill Hospital) No longer participating Saguenay Port Authority (formerly Port Saguenay Corp) May 1, 2000 (Dissolved on May 1, 1999) Saint John Port Authority (formerly Saint John Port Corporation) May 1, 2000 (Dissolved on May 1, 1999) Sept-Iles Port Authority (formerly Port de Sept-Iles) May 1, 2000 (Dissolved on May 1, 1999) St. John’s Port Authority (formerly St. John's Port Corporation, Nfld.) May 1, 2000 (Dissolved on May 1, 1999) Standards Council of Canada August 1, 1993 (Withdrew) Teleglobe Canada (formerly Canadian Overseas Telecommunication Commission) January 1, 1984 (Withdrew) Trois-Rivières Port Authority (formerly Port de Trois-Rivières) May 1, 2000 (Dissolved on May 1, 1999) Vancouver Port Authority (formerly Vancouver Port Corporation) March 1, 2000 (Dissolved on March 1, 1999) Victoria Hospital No longer participating", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-49", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "Schedule III - Designated Persons, Boards and Agencies", "marginal_note": "Schedule III - Designated Persons, Boards and Agencies", "part": "", "division": "", "heading": "", "text": "The following persons, boards and agencies as amended from time to time by the Treasury Board of Canada were designated by Treasury Board of Canada, on the date shown, as being eligible to join the Plan:\n- Effective July 1, 1960 (T.B. 565026-1, 15-09-1960): The Governor General; Ministers of the Crown in right of Canada; A Lieutenant-Governor of a province/territory; A Judge of any court referred to in the Judges Act ; Members of the RCMP other than regular members; Employees of the National Harbours Board who do not belong to classifications subject to negotiations under the Industrial Relations and Dispute Investigations Act , or do not belong to such classifications but the provisions of a collective bargaining agreement provide for eligibility to join the Plan. (This designation was effective January 1, 1962 T.B. 591504, 25-01-1962).\n- Effective January 1, 1961 (T.B. 565026-2, 11-08-1960): Employees of the International Pacific Salmon Fisheries Commission.\n- Effective June 1, 1961 (T.B. 576236, 25-05-1961): The Speaker of the House of Commons; The Deputy Speaker and Chairman of Committees of the House of Commons; The Deputy Chairman of Committees of the House of Commons.\n- Effective March 1, 1963 (T.B. 615602, 27-09-1963): A person who on or after March 1, 1963, became or becomes an employee of the Atlantic Development Board.\n- Effective February 27, 1964 (T.B. 622156, 27-02-1964): A person who on or after February 27, 1964, became or becomes an employee of the Board of Trustees of the Maritime Transportation Unions.\nIn the following categories, designated by Treasury Board of Canada with effective dates as shown, eligibility is subject only to the provisions stated.\n- Effective January 1, 1963 (TB 605386, 10-01-1963): A person undergoing training at the Air Services Training School operated by the Department of Transport at the Ottawa International Airport who, immediately before commencing such training, was a participant under the Plan.\n- Effective June 27, 1963 (T.B. 613712, 29-07-1963): Employees of a Royal Commission established under Part I of the Inquiries Act who are appointed on a full-time basis for a period expected to exceed six months and whose annual salary rates have been approved by the Treasury Board of Canada.\n- Effective January 1, 1965 (T.B. 634304, 10-12-1964): A person who, on or after January 1, 1965, was or becomes a member of the House of Commons or a Member of the Senate; A member of a civilian component of the forces of a state that is a party to the North Atlantic Treaty Status of Forces Agreement, 1949 who is serving in Canada.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-50", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "Schedule IV - Recognized Ongoing Pension Benefits", "marginal_note": "Schedule IV - Recognized Ongoing Pension Benefits", "part": "", "division": "", "heading": "", "text": "For the purpose of this Plan Directive, a recognized ongoing pension benefit means a benefit payable pursuant to any of the following Acts, as amended from time to time by the Treasury Board of Canada:\n- The Judges Act ;\n- Acts applicable to the Public Service: Public Service Superannuation Act ; Civil Service Superannuation Act ; Pension Plan of the National Harbours Board authorized under the National Harbours Board Act (this applies to persons retired prior to January 1, 1954 when the Pension fund was transferred to the Superannuation Account); Diplomatic Service (Special) Superannuation Act (this Act applies to ambassadors, ministers, high commissioners and consuls general of Canada to another country, and any other person of comparable status serving in another country in the Public Service of Canada, who is designated by the Governor in Council, except those who are contributors to the Superannuation Account and those who elect not to come under this Act).\n- Acts applicable to the Royal Canadian Mounted Police: Royal Canadian Mounted Police Pension Continuation Act ; Royal Canadian Mounted Police Superannuation Act .\n- Acts applicable to the CAF: Defence Services Pension Continuation Act ; CF Superannuation Act .\n- Pension Plan of the International Pacific Salmon Fisheries Commission effective January 1, 1963.\n- Subject to designation by the Treasury Board of Canada: any Appropriation Act that in the opinion of the Treasury Board of Canada provides for a pension calculated on the basis of length of service of the employee to or in respect of whom it was granted or is payable; any other Act of the Parliament of Canada providing for the payment of a pension or annuity that is designated by the Treasury Board of Canada. The Treasury Board of Canada has made the following designations: Members of Parliament Retiring Allowance Act (Effective January 1, 1965 T.B. 634304, 10-12-1964); The Act to make Provision for the Retirement of Members of the Senate (Effective April 1, 1966 T.B. 653969, 14-04-1966); The Governor General's Act (Effective March 16, 1967 T.B. 666366, 16-03-1967).", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-51", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "Appendix A – Employee Monthly Contribution Rates", "marginal_note": "Appendix A – Employee Monthly Contribution Rates", "part": "Schedule V - Monthly Contribution Rates", "division": "", "heading": "", "text": "April 2026\nSupplementary Coverage\nHospital Level I Hospital Level II Hospital Level III EHP $ HP $ Total $ EHP $ HP $ Total $ EHP $ HP $ Total $ Single 0.00 0.00 0.00 0.00 1.10 1.10 0.00 5.31 5.31 Family 0.00 0.00 0.00 0.00 3.53 3.53 0.00 10.34 10.34\nComprehensive Coverage\nHospital Level I Hospital Level II Hospital Level III EHP $ HP $ Total $ EHP $ HP $ Total $ EHP $ HP $ Total $ Single 0.00 0.00 0.00 0.00 1.09 1.09 0.00 5.30 5.30 Family 0.00 0.00 0.00 0.00 3.52 3.52 0.00 10.33 10.33\n- EHP ( Extended Health Provision ) is the rate associated with these benefits for which the Employer is 100% responsible.\n- HP ( Hospital Provision ) is the rate associated with this benefit for which the employee is 100% responsible when enrolled at levels II and III.\n- Executives are entitled to 100% Employer-paid Hospital Level III, Family coverage.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-52", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "Appendix B – Members of the Canadian Armed Forces CAF/RCMP Monthly Contribution Rates", "marginal_note": "Appendix B – Members of the Canadian Armed Forces CAF/RCMP Monthly Contribution Rates", "part": "Schedule V - Monthly Contribution Rates", "division": "", "heading": "", "text": "April 2026\nSupplementary Coverage\nHospital Level I Hospital Level II Hospital Level III EHP $ HP $ Total $ EHP $ HP $ Total $ EHP $ HP $ Total $ Regular Member 0.00 0.00 0.00 0.00 1.63 1.63 0.00 4.00 4.00\nComprehensive Coverage\nHospital Level I Hospital Level II Hospital Level III EHP $ HP $ Total $ EHP $ HP $ Total $ EHP $ HP $ Total $ Regular Member 0.00 0.00 0.00 0.00 1.64 1.64 0.00 4.01 4.01\n- EHP ( Extended Health Provision ) is the rate associated with these benefits for which the Employer is 100% responsible.\n- HP ( Hospital Provision ) is the rate associated with this benefit for which the employee is 100% responsible when enrolled at levels II and III.\n- Senior Officers are entitled to 100% Employer-paid Hospital Level III, Family coverage.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-53", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "Appendix C – Pensioner Monthly Contribution Rates", "marginal_note": "Appendix C – Pensioner Monthly Contribution Rates", "part": "Schedule V - Monthly Contribution Rates", "division": "", "heading": "", "text": "April 2026\nSupplementary Coverage\nHospital Level I Hospital Level II Hospital Level III EHP $ HP $ Total $ EHP $ HP $ Total $ EHP $ HP $ Total $ Single 76.32 0.00 76.32 76.32 8.40 84.72 76.32 23.22 99.54 Family 169.12 0.00 169.12 169.12 12.14 181.26 169.12 29.37 198.49 Orphans 0.05 0.00 0.05 0.05 2.58 2.63 0.05 5.17 5.22\n- EHP ( Extended Health Provision ) is the rate associated with these benefits for which the pensioner is 50% responsible: The EHP is calculated using actual Plan experience from the pensioner population; The Single and Family coverage rate calculations are performed separately taking into account the cost sharing arrangement.\n- HP ( Hospital Provision ) is the rate associated with this benefit for which the pensioner is 100% responsible when enrolled at levels II and III.\nSupplementary Coverage – Relief Provision\nHospital Level I Hospital Level II Hospital level III EHP $ HP $ Total $ EHP $ HP $ Total $ EHP $ HP $ Total $ Single 38.16 0.00 38.16 38.16 8.40 46.56 38.16 23.22 61.38 Family 84.56 0.00 84.56 84.56 12.14 96.70 84.56 29.37 113.93\n- EHP ( Extended Health Provision ) is the rate associated with these benefits for which the pensioner is 25% responsible:\n- HP ( Hospital Provision ) is the rate associated with this benefit for which the pensioner is 100% responsible when enrolled at levels II and III.\n- Supplementary Relief coverage is available to pensioners residing in Canada who joined the PSHCP as a pensioners on or before March 31, 2025 and are in receipt of a Guaranteed Income Supplement (GIS) or who have a net income or a joint net income (e.g., you and your spouse or common-law partner) as reported on your income tax Notice of Assessment(s) that is lower than the GIS thresholds established for the Old Age Security Act.\nComprehensive Coverage\nHospital Level I Hospital Level II Hospital Level III EHP $ HP $ Total $ EHP $ HP $ Total $ EHP $ HP $ Total $ Single 64.11 0.00 64.11 64.11 16.56 80.67 64.11 45.41 109.52 Family 117.08 0.00 117.08 117.08 16.56 133.64 117.08 45.41 162.49 Orphans 0.06 0.00 0.06 0.06 2.58 2.64 0.06 4.87 4.93\n- EHP ( Extended Health Provision ) is the rate associated with these benefits when a pensioner is living abroad:\n- HP ( Hospital Provision ) is the rate associated with the maximum amount which may be payable as shown in the Summary of Maximum Eligible Expenses for which the Pensioner is 100% responsible when enrolled at levels II and III as calculated for Pensioners with supplementary coverage.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-54", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "Appendix D – Employer Monthly Contribution Rates", "marginal_note": "Appendix D – Employer Monthly Contribution Rates", "part": "Schedule V - Monthly Contribution Rates", "division": "", "heading": "", "text": "April 2026\nThe Employer Rate for all types and levels of coverage is $198.75\n- The Employer rate is a calculation using actual Plan experience blended across all of the various coverage types and levels.\n- The Employer rate is used to determine total employee contribution in certain types of Leave Without Pay (LWOP) situations, to calculate the Quebec Taxable Benefit and in the remittance of contributions from certain participating separate employers.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-55", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "Schedule VI - Full Employer-Paid Coverage", "marginal_note": "Schedule VI - Full Employer-Paid Coverage", "part": "", "division": "", "heading": "", "text": "The following persons are entitled to full Employer-paid coverage, as amended from time to time by the Treasury Board of Canada:\n- the Governor General of Canada;\n- persons appointed by the Governor in Council and classified in the DM, GX and EX groups;\n- Deputy ministers;\n- the Auditor General;\n- the Chief Electoral Officer;\n- the Commissioner and the Administrator of the Northern Pipeline Agency;\n- Senators under 75 years of age;\n- Members of the House of Commons;\n- LA Group, levels 2B, 3A, 3B and 3C;\n- GIC levels 1 to 11;\n- Senior Defence Scientists, levels 7A, 7B and 8;\n- Excluded Medical Group, levels MOF-4, 5 and MSP-3;\n- Astronauts;\n- Executive Assistants to Ministers (paid by government);\n- Executive Group.", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d9-56", "doc_type": "directive", "act_code": "d9", "act_short": "Public Service Health Care Plan Directive", "act_name": "NJC Public Service Health Care Plan Directive", "section": "Schedule VII - Life-Sustaining Drugs", "marginal_note": "Schedule VII - Life-Sustaining Drugs", "part": "", "division": "", "heading": "", "text": "The following lists life-sustaining drugs which may not legally require a prescription. as amended from time to time:\nTherapeutic Class\nSpecific Therapeutic Sub-Heading Group (Include) Pharmacological Sub-Heading Group (Include) Active Chemical OTC Drug Name 1. Antiparkinsonian Agents Anticholinergic Agents No specific Pharmacological sub-heading Orphenadrine hydrochloride Disipal Dopaminergic Agents Dopamine Agonists Dopamine Precursors Dopamine Precursors and Decarboxylase Inhibitors Monoamine Oxidase (MAO) Inhibitors, Selective (Type B) Various Dopaminergic Agents 2. Antituberculosis Agents No specific therapeutic sub-heading group Aminosalicylic Acid Derivatives Antibiotics Hydrazides Various Antituberculosis Agents Combination Antituberculosis Agents 3. Asthma Therapy Adrenergics, Inhalants Alpha- and Beta-adrenergic Agonists Epinephrine Bronkaid Mistometer Epi E-Z Pen Epi E-Z Pen Jr. EpiPen EpiPen Jr. Epinephrine Hydrochloride, racemic Adrenalin Vaponefrin Beta-adrenergic Agonists, Nonselective Beta-2-adrenergic Agonists, Selective Adrenergics, Systemics Alpha- and Beta-adrenergic Agonists Epinephrine Bronkaid Mistometer Epi E-Z Pen Epi E-Z Pen Jr. EpiPen EpiPen Jr. Beta-adrenergic Agonists, Nonselective Beta-2-adrenergic Agonists, Selective Combination Adrenergics and Anticholinergics, Inhalants No specific pharmacological sub-headings Xanthines, Systemic Theophylline Salts 4. Bleeding Therapy Antifibrinolytics Amino Acids Proteinase Inhibitors Vitamin K Analogues No specific pharmacological sub-headings 5. Cardiac Therapy Angina Therapy Beta-adrenergic Blocking Agents, selective, Intrinsic sympathomimetic activity (ISA) Beta-adrenergic Blocking Agents, Selective, Non-ISA Beta-adrenergic Blocking Agents, Nonselective, ISA Beta-adrenergic Blocking Agents, Nonselective, Non-ISA Calcium Channel Blockers Coronary Vasodilators, Nitrates Isosorbide dinitrate, sorbide nitrate Apo-ISDN Cedocard SR Isordil Isosorbide-5-mononitrate Imdur Ismo Nitroglycerin [Nitroglycerin General Monograph, CPhA] Minitran Nitro-Dur Nitrol Nitrolingual Spray Nitrong SR Nitrostat Transderm-Nitro Tridil 6. Cardiac Therapy Antiarrhythmics Cardiac Glycosides Class I, Type 1A Quinidine Bisulfate [Quinidine, General Monograph, CPhA] Biquin Durules Quinidine Gluconate [Quinidine, General Monograph, CPhA] Quinate Quinidine Phenylethylbarbiturate Quinobarb Quinidine Polygalacturonate [Quinidine, General Monograph, CPhA] Cardioquin Quinidine Sulfate [Quinidine General Monograph, CPhA] Apo-Quinidine Quinidex Extentabs Class I, Type 1B Lidocaine Hydrochloride Lidodan Viscous PMS-Lidocaine Viscous Xylocaine Endotracheal Xylocaine Oral Xylocaine 4% Sterile solution Xylocaine Jelly 2% Xylocaine Parenteral Solutions Xylocaine Topical 4% Xylocaine Viscous 2% Xylocard Class I, Type 1C Class II, Beta-adrenergic Blocking Agents Class III Class IV, Calcium Channel Blockers Various Antiarrhythmics 7. Diabetes Therapy Insulins, Analogues Very Rapid Acting Insulin Lispro Humalog Insulins, Beef and Pork Rapid Acting Insulin Regular Iletin Regular Intermediate Insulin Lente Insulin NPH Iletin Lente Iletin NPH Insulins, Human Rapid Acting Insulin regular, biosynthetic Humulin-R Novolin ge Toronto Intermediate Acting Insulin Lente, biosynthetic Humulin-L Novolin ge Lente Insulin NPH, biosynthetic Humulin-N Novolin ge NPH Long Acting Insulin ultralente, biosynthetic Humulin-U Novolin ge Ultralente Mixed (Regular/NPH) Insulin (10/90), biosynthetic Humulin 10/90 Humulin 20/80 Humulin 30/70 Humulin 40/60 Humulin 50/50 Novolin ge 10/90 Novolin ge 20/80 Novolin ge 30/70 Novolin ge 40/60 Novolin ge 50/50 Insulin (20/80), biosynthetic Humulin 10/90 Humulin 20/80 Humulin 30/70 Humulin 40/60 Humulin 50/50 Novolin ge 10/90 Novolin ge 20/80 Novolin ge 30/70 Novolin ge 40/60 Novolin ge 50/50 Insulin (30/70), biosynthetic Humulin 10/90 Humulin 20/80 Humulin 30/70 Humulin 40/60 Humulin 50/50 Novolin ge 10/90 Novolin ge 20/80 Novolin ge 30/70 Novolin ge 40/60 Novolin ge 50/50 Insulin (40/60), biosynthetic Humulin 10/90 Humulin 20/80 Humulin 30/70 Humulin 40/60 Humulin 50/50 Novolin ge 10/90 Novolin ge 20/80 Novolin ge 30/70 Novolin ge 40/60 Novolin ge 50/50 Insulin (50/50), biosynthetic Humulin 10/90 Humulin 20/80 Humulin 30/70 Humulin 40/60 Humulin 50/50 Novolin ge 10/90 Novolin ge 20/80 Novolin ge 30/70 Novolin ge 40/60 Novolin ge 50/50 Insulins, Pork Rapid Acting Insulin Regular Iletin Regular 8. Electrolytes Potassium Preparations Potassium Salts Potassium bicarbonate Potassium Sandoz [Potassium Salts, General Monograph, CPhA]", "history": "", "last_amended": "", "current_to": "July 1, 2023", "citation": "Public Service Health Care Plan Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d9/en" }, { "id": "directive-d10-1", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "Principles", "marginal_note": "Principles", "part": "General", "division": "", "heading": "", "text": "The following principles were developed jointly by the bargaining agent representatives and the employer representatives on the National Joint Council. These principles are the cornerstone for the management of government travel and shall guide all employees and managers in achieving fair, reasonable and modern travel practices across the public service.\nTrust – increase the amount of discretion and latitude for employees and managers to act in a fair and reasonable manner.\nFlexibility – create an environment where management decisions respect the duty to accommodate, best respond to employee needs and interests, and consider operational requirements in the determination of travel arrangements.\nResp ect – create a sensitive, supportive travel environment and processes that respect employee needs.\nValui ng people – recognize employees in a professional manner while supporting employees, their families, their health and safety in the travel context.\nTransparency – ensure the consistent, fair and equitable application of this directive and its practices.\nModern travel practices – introduce travel management practices that support the principles and are in keeping with travel industry trends and realities; develop and implement an appropriate travel accountability framework and structure.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-2", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "General", "marginal_note": "General", "part": "General", "division": "", "heading": "", "text": "Collective Agreement\nThis directive is deemed to be part of collective agreements between the parties represented on the National Joint Council, and employees are to be afforded ready access to this directive.\nGrievance Procedure\nIn cases of alleged misinterpretation or misapplication arising out of this directive, the grievance procedure, for all represented employees within the meaning of the Federal Public Sector Labour Relations Act , will be in accordance with Section 15.0 of the National Joint Council By-Laws. For unrepresented employees, the departmental grievance procedure applies.\nEffective Date\nThis directive is effective on March 28, 2026.\nPurpose and Scope\nThe purpose of this directive is to ensure fair treatment of employees required to travel on government business consistent with the principles above. The provisions contained in this directive are mandatory and provide for the reimbursement of reasonable expenses necessarily incurred while travelling on government business and to ensure employees are not out of pocket. These provisions do not constitute income or other compensation that would open the way for personal gain.\nApplication\nThis directive applies to public service employees and other persons travelling on government business, including training. When a provision in the directive specifies that it applies to an employee, it does not apply to other persons travelling on government business. It does not apply to those persons whose travel is governed by other authorities.\nDefinitions\nAccommodation ( logement ):\n- Commercial accommodation ( logement commercial ) – lodging facilities such as hotels, motels, corporate residences or apartments;\n- Government and institutional accommodation ( locaux d'hébergement du gouvernement et d'une institution ) – federal government training centres, universities, colleges, Canadian or foreign military establishments, trailers, tents and other facilities owned, controlled, authorized or arranged by the Crown, including other educational institutions that provide sleeping accommodation;\n- Private non-commercial accommodation ( logement particulier non commercial ) – private dwelling or non-commercial facilities where the traveller does not normally reside.\nBlanket travel authority ( autorisation générale de voyager ) – authorization for travel which is continuous or repetitive in nature, with no variation in the specific terms and conditions of trips and where it is not practical or administratively efficient to obtain prior approval from the employer for each individual trip. Any exceptions to the blanket travel authority (BTA) parameters shall require that the individual trip be specifically approved, prior to travel status, where possible. BTA does not apply to groups of employees. Employees may have more than one BTA simultaneously.\nComprehensive allowance ( indemnité globale ) – a daily allowance that may include some or all meal costs, incidental expenses, transportation costs and accommodation expenses.\nDeclaration ( déclaration ) – a written statement signed by the traveller attesting to and listing the expenses for payment without receipt. See Appendix F.\nDependant ( personne à charge ) – a person who resides full time with the employee at the employee's residence and is:\n- the spouse or common-law partner of that employee; or\n- the biological child, stepchild, adopted child including a child adopted by Aboriginal people under the Custom Adoption practice, or legal ward of that employee or of the employee's spouse or common-law partner, who is both dependent on the employee for support and is: under 18 years of age; or dependent on the employee by reason of mental or physical disability; or in full-time attendance at a school or other education institution that provides training or instruction of an educational, professional, vocational or technical nature; or\n- the parent, grandparent, brother, sister, uncle, aunt, niece, nephew or grandchild of that employee or of the employee's spouse or common-law partner who is both dependent on the employee for support and is: under 18 years of age; or dependent on the employee by reason of mental or physical disability; or in full-time attendance at a school or other education institution that provides training or instruction of an educational, professional, vocational or technical nature.\nEconomy class ( classe économique ) – the standard class of air travel, including special discount fares. It excludes first class and business class or equivalents.\nEmployee ( fonctionnaire ) – a person employed in the public service.\nEmployer ( employeur ) – His Majesty in Right of Canada as represented by the Treasury Board, and includes persons authorized to exercise the authority of the Treasury Board.\nGovernment travel ( voyage en service commandé ) – all travel authorized by the employer and is used in reference to the circumstances under which the expenses prescribed in this directive may be paid or reimbursed from public money. Employees are normally expected to report to work at their own expense and are not on government travel when reporting to their permanent/regular workplace except for the specific circumstances outlined in this directive.\nHeadquarters area ( zone d'affectation ) – for the purposes of this directive, spans an area of 16 kms from the assigned workplace using the most direct, safe and practical road.\nIncidental expense allowance ( faux frais ) – an allowance to cover the costs of items that can be attributed to a period in travel, but for which no other reimbursement or allowance is provided under this directive, and which helps offset some of the expenses incurred as a result of having to travel. It includes but is not limited to such items as gratuities (except for taxis), laundry, dry cleaning, phone calls home (except as specified under 3.4.6), grass cutting, snow removal, home security checks, plant watering, mail services, pet care, telecommunications hook-ups and service.\nInternational incidental allowances are based on a formula that takes into account the breakfast, lunch and/or dinner allowance for the applicable country/location.\nIn situations where there are no meal allowances from which to compute the incidental allowance for a particular country/location, the employee will be reimbursed the equivalent of the applicable incidental allowance published in Appendix C, in Canadian dollars.\nPublic service ( fonction publique ) – or the purposes of this directive, \"public service\" shall include the same parties and persons outlined in Article 1 of the National Joint Council By-Laws.\nReceipt ( reçu ) – an original document or electronic/paper copy showing the date and amount of expenditure paid by the traveller. Where expenses are incurred in currency other than Canadian, receipts shall indicate currency and may be annotated by the traveller to do so.\nSpouse or common-law partner ( époux ou conjoint de fait ) – a person living in a conjugal relationship with an employee for a continuous period of at least one year. The term \"spouse\" refers to the person married to the employee.\nTravel status ( déplacement ) – occurs when an employee or traveller is on authorized government travel.\nTraveller ( voyageur ) – a person who is authorized to travel on federal government business.\nWorkplace ( lieu de travail ):\n- Permanent/Regular workplace ( permanent/régulier ) – the single permanent location determined by the employer at or from which an employee ordinarily performs the work of his or her position or reports to;\n- Temporary ( temporaire ) – the single location within the headquarters area to which an employee is temporarily asked to report or to perform the work of his or her position. For greater clarity, this definition applies when the permanent/regular workplace is unavailable (e.g., fire, flood, renovation, etc.) and an employee is asked to report or to perform the work of his or her position at an alternate location until they can return to the permanent/regular workplace.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-3", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "1.1", "marginal_note": "Authorization", "part": "Part I - Administration", "division": "", "heading": "", "text": "1.1.1 The employer has the responsibility to authorize and determine when government travel is necessary, and to ensure that all travel arrangements are consistent with the provisions of this directive. Following consultation between the employer and the employee, the determination of travel arrangements shall best accommodate the employee's needs and interests and the employer's operational requirements.\n1.1.2 Government travel shall be authorized in advance in writing to ensure that all travel arrangements are in compliance with the provisions of this directive. In special circumstances, travel shall be post authorized by the employer.\n1.1.3 Expenses resulting from misinterpretations or mistakes are not a basis for reimbursement or non-reimbursement. However, such situations shall be reviewed on a case-by-case basis.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 1.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-4", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "1.2", "marginal_note": "Loyalty Programs", "part": "Part I - Administration", "division": "", "heading": "", "text": "1.2.1 Provided that there are no additional costs to the Crown, employees travelling on government business can join loyalty programs and retain benefits offered by the travel industry for business or personal use. Such privileges are conditional upon the use of government-approved services and products.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 1.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-5", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "1.3", "marginal_note": "Overpayments", "part": "Part I - Administration", "division": "", "heading": "", "text": "1.3.1 Overpayments, namely amounts reimbursed or paid to travellers, which are not in accordance with the terms of this directive, shall be recovered from the traveller as a debt owing to the Crown.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 1.3", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-6", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "1.4", "marginal_note": "Receipts", "part": "Part I - Administration", "division": "", "heading": "", "text": "1.4.1 Where the traveller certifies that the original receipt or copy was lost, accidentally destroyed or unobtainable, a personal declaration shall replace the receipt.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 1.4", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-7", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "1.5", "marginal_note": "Responsibilities", "part": "Part I - Administration", "division": "", "heading": "", "text": "1.5.1 The employer shall:\n- establish the proper delegation framework to comply with this directive;\n- ensure that this directive is available at the employee's normal workplace during the employee's working hours;\n- ensure that the manager with delegated authority, in consultation with the employee and the employee's immediate supervisor: determine whether travel is necessary; ensure that travel arrangements are consistent with the provisions of this directive; and ensure that accommodation of needs is provided to the point of undue hardship.\n- authorize travel, including blanket travel authority;\n- verify and approve travel expense claims before reimbursement;\n- process travel claims as soon as possible after receiving a fully completed expense claim with supporting documentation;\n- ensure that all travel arrangements comply with relevant federal government legislation and employer policies, such as employment equity, official languages:\n- endeavour to schedule the work so that time will permit the traveller to travel by other means when a traveller has an aversion to air travel;\n- consider relocating an employee rather than placing the employee on long term travel status when the travel will be for a period of over one year subject to the employee’s agreement; and\n- ensure travel status is extended when an emergency situation or event such as volcano eruptions, airline strikes, etc. makes it impossible or not practical for the traveller to return to origin at the expected timeframe. The employer will reimburse any reasonable travel costs incurred that are not covered under an insurance policy or other authority.\n1.5.2 The traveller shall:\n- become familiar with the provisions of this directive;\n- consult and obtain authorization including blanket travel authority, where applicable, to travel in accordance with the directive;\n- inform the employer or its suppliers of his/her needs that may require accommodation;\n- complete and submit travel expense claims with necessary supporting documentation as soon as possible after the completion of the travel. In travel situations exceeding one month, the traveller may submit interim travel expense claims prior to the completion of the travel; and\n- be responsible for cancelling reservations as required, safeguarding travel advances and funds provided, and making outstanding remittances promptly.\n1.5.3 When the employer and the employee are unable to resolve barriers affecting persons with disabilities that may flow from the application of this directive, the employer and the employee shall consult with the appropriate departmental and/or union employment equity professional.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 1.5", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-8", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "1.6", "marginal_note": "Suppliers, Services and Products", "part": "Part I - Administration", "division": "", "heading": "", "text": "1.6.1 Employees on government travel shall utilize government-approved suppliers, services and products selected in support of government travel when these are available. This would normally include the use of an individual designated travel card. However, the provision and use of the individual designated travel card require the employee's agreement.\n1.6.2 Preference shall be given to using Canadian and environmentally friendly suppliers, services and products.\n1.6.3 In consultation with the employee, the employer shall utilize the Departmental Travel Expense Card to the extent possible to prepay travel arrangements.\n1.6.4 When circumstances do not permit provision of prepaid arrangements, the traveller shall be reimbursed actual and reasonable costs, based upon receipts.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 1.6", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-9", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "1.7", "marginal_note": "Travel Advances", "part": "Part I - Administration", "division": "", "heading": "", "text": "1.7.1 When employees on government travel choose not to obtain and use an individual designated travel card, the provision of an advance shall be discussed between the employee and the employer. In such cases, travel advances shall not be unreasonably denied.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 1.7", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-10", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "1.8", "marginal_note": "Travel Forms", "part": "Part I - Administration", "division": "", "heading": "", "text": "1.8.1 Government-approved travel forms or systems shall be used in seeking government travel authority and submitting travel claims with the supporting documentation where necessary.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 1.8", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-11", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "1.9", "marginal_note": "Temporary Workplace Change (Applies Within the Headquarters Area Only)", "part": "Part I - Administration", "division": "", "heading": "", "text": "1.9.1 The provisions in this section only apply within the headquarters area.\n1.9.2 When an employee is asked to report from a permanent workplace to a temporary workplace for a period of less than 30 consecutive calendar days, the provisions of this directive shall apply.\n1.9.3 When an employee is asked to report from a permanent workplace to a temporary workplace, for a period of 30 consecutive calendar days or more, and the employee is notified, in writing, 30 calendar days in advance of the change in workplace, the employee shall be provided either:\n- transportation to the temporary workplace; or\n- the kilometric rate paid for the distance between the home and the temporary workplace, or between the permanent workplace and the temporary workplace, whichever is less.\n1.9.4 In situations where the employee is not notified of a change of workplace in writing 30 calendar days in advance of the change in workplace, the provisions of this directive shall apply for the duration of the workplace change up to a maximum of 60 calendar days. After the 60 th day the employee shall be provided either:\n- transportation to the temporary workplace; or\n- the kilometric rate paid for the distance between the home and the temporary workplace, or between the permanent workplace and the temporary workplace, whichever is less.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 1.9", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-12", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "2.1", "marginal_note": "Insurance Plans and Compensation", "part": "Part II - Insurance", "division": "", "heading": "", "text": "2.1.1 In the event that an employee becomes ill, is injured or dies while travelling on government business, the employee or, where applicable, the employee's dependants may be provided with protection, subject to the terms and conditions of the following:\n- the collective agreement or other authority governing terms and conditions of employment, i.e., injury-on-duty leave and severance pay;\n- the Government Employees Compensation Act;\n- the Flying Accident Compensation Regulations;\n- the Public Service Superannuation Act;\n- the Canada Pension Plan or Quebec Pension Plan;\n- the Public Service Management Insurance Plan;\n- the Disability Insurance Plan;\n- the Public Service Health Care Plan (for medical and hospital expenses not paid under the Government Employees Compensation Act );\n- the Policy on Legal Assistance and Indemnification in the event of a civil action against an employee taken by a third party; and/or\n- insurance as a result of contracting with government-approved suppliers, services and products.\n2.1.2 Details concerning public service benefit programs are found in Appendix A.\n2.1.3 Employees are advised to confirm with their insurance agent that they are adequately insured if they use non-commercial flights.\n2.1.4 Additional insurance purchased by the traveller shall not be reimbursed except for the cost of insurance to cover repairs to, or replacement of, damaged or lost luggage while travelling, unless such insurance is provided.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 2.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-13", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "2.2", "marginal_note": "Vehicle Insurance", "part": "Part II - Insurance", "division": "", "heading": "", "text": "2.2.1 Crown Vehicles\nCrown-owned or leased vehicles driven in Canada are self-insured by the federal government. Crown liability coverage is extended to those employees authorized to drive a Crown-owned or leased vehicle while on government business travel for use related to the authorized travel.\nWhen driving a Crown-owned or leased vehicle in the United States of America, commercial insurance against third-party liability risk and personal injury is required and proof of such insurance must be carried in the vehicle. This insurance is obtained and paid for by the Employer.\n2.2.2 Rental Vehicles\nCollision Damage Waiver (CDW) coverage for the entire period that a vehicle is rented is required. This coverage is usually provided through the use of the departmental travel expense card (DTEC) or individual designated travel card (IDTC). However, it is the traveller’s responsibility to ensure they have adequate coverage for the rental vehicle. When these travel cards are used to reserve and fully pay for the car rental, the traveller must decline the coverage for CDW on the rental agreement if it is covered by the travel card insurance. When a personal credit card is used and free coverage is not provided or when the DTEC and the IDTC does not cover the type of vehicle authorized for use, the cost of the premiums for CDW coverage shall be reimbursed by the employer.\nPublic Liability and Property Damage coverage is included in the daily rental rates provided by the government approved car rental suppliers. When travelling outside Canada, travellers should ensure additional coverage is obtained where required. In such circumstances, premiums for additional coverage will be reimbursed.\nTravellers shall not be reimbursed for personal accident insurance coverage premiums.\n2.2.3 Private Motor Vehicles\nThe employer assumes no financial responsibility for private motor vehicles and is not responsible for reimbursing deductible amounts related to insurance coverage. Therefore, travellers need to make sure they are adequately insured on their private motor vehicle before using these vehicles for government business.\nPrivate motor vehicles used on government business shall, as a minimum, have basic insurance coverage, including the minimum Public Liability and Property Damage coverage required by the province/territory of registration of the vehicle. Any additional premium costs necessary to increase private motor vehicle insurance coverage to the basic level are not reimbursable, including the lowering of deductibles.\nWhen Supplementary Business Insurance is required for the applicable period on government business travel, premium costs shall be reimbursed.\nTravellers who intend to carry passengers are advised to confirm with their insurance agent that they are adequately insured.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 2.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-14", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "3.1", "marginal_note": "Module 1 - Travel Within Headquarters Area", "part": "Part III - Travel Modules", "division": "", "heading": "", "text": "The provisions outlined in this module apply when a traveller is away from the workplace on government travel within the headquarters area in Canada or worldwide.\n3.1.1 Accommodation\nReimbursement for overnight accommodation within an employee's headquarters area shall not normally be authorized. Employees in the following exceptional cases shall be in travel status and reimbursed for overnight accommodation according to the provisions of Module 3:\n- accommodation in government facilities for such purposes as live-in conferences, meetings and training courses;\n- accommodation in educational facilities, for such purposes as live-in conferences, meetings and training courses; or\n- accommodation in commercial facilities, in very exceptional or emergency situations that require employees to remain close to their posts for periods long in excess of normal working hours, such as policing activities during a crisis, or extended collective bargaining sessions.\n3.1.2 Additional Business Expenses\nThe employee shall be reimbursed for business expenses not otherwise covered such as business calls, photocopies, word-processing service, faxes, internet connections, rental and transportation of necessary office equipment and transportation of required personal effects.\nEmployees whose schedules have been altered for reasons outside their control shall be reimbursed for reasonable telephone costs to attend to situations related to the employee's altered schedule.\nWhere required, the employer shall make the necessary arrangements and reimburse actual and reasonable expenses incurred for obtaining passports and related expenses such as photos and visas as well as any required inoculations, vaccinations, X-rays and certificates of health. Where possible, the services of Health Canada or National Defence shall be used for medical services.\nThe employee shall also be reimbursed for service charges/fees for actual and reasonable expenses and for financial transactions, such as but not limited to:\n- Automated Banking Machine use;\n- government travel card use;\n- credit/debit card use;\n- financial institution foreign currency transaction commission(s);\n- traveller's cheques acquisition; and\n- cheque-cashing fees.\nReimbursement claims shall be supported by receipts and indicate the expense currency.\nThe employee shall also be reimbursed for the cost of a safety deposit box when supported by receipts.\n3.1.3 Bottled Water\nWhen potable water is not readily available, the cost of reasonable amounts of plain bottled water shall be reimbursed based on receipts, except where bottled water is part of a meal.\n3.1.4 Currency Exchange\nThe costs incurred to convert reasonable sums to foreign currencies and/or reconvert any unused balance to Canadian currency shall be reimbursed, based upon receipts, from all transactions and sources.\nWhen these costs are not supported by receipts, the average Bank of Canada currency exchange rate shall apply. In cases where the Bank of Canada does not provide an exchange rate, an alternate bank rate from an established institution, as determined by the employer, shall be applied. The rate shall be the average of the rates applicable on the initial date into the country and the final date out of the country.\n3.1.5 Dependant Care\nThe requirement to travel on government business must be carefully assessed, particularly when the employee would need to leave dependants with another caregiver. Alternatives to travel or scheduling to ensure employees and their dependants are not unduly separated, should be explored before travel is authorized.\nFor the purposes of this provision, other caregivers include:\n- the employee's spouse or common-law partner;\n- the employee's former spouse or common-law partner who share custody/time as a caregiver of a dependant;\n- other dependants 18 years of age or older residing with the employee or with the employee's former spouse or common-law partner who shares custody/time as a caregiver of a dependant, who do not have a mental or physical disability that makes them unable to provide dependant care or care for themselves; or\n- a person identified as a legal guardian of the dependant requiring care.\nWhen authorized, an employee who is required to travel on government business shall be reimbursed dependant care expenses, up to a daily maximum of:\n- $50 Canadian, per household, with a declaration; or\n- $100 Canadian, per dependant, with a receipt for services provided by an individual or company in the business of providing dependant care services. Declarations will not be accepted.\nThe above noted amounts apply when:\n- the employee is required to be absent from their residence on authorized government business travel;\n- the caregivers listed above are unavailable because they are required to work or must attend scheduled medical appointments or courses at a recognized learning institution;\n- the former spouse, former common-law partner, or guardian is not scheduled to provide care; and\n- expenses that are incurred as a result of travelling on government business are additional to expenses the employee would incur when not travelling.\nReimbursement of services under this provision will require a declaration on the travel claim that the employee had responsibility for the care of the dependant, the time period that the services were rendered, the caregiver's name and telephone number and confirmation that only one employed family member has submitted a claim for dependant care.\n3.1.6 Home Communication\nNot applicable to this module.\n3.1.7 Incidental Expense Allowance\nAn employee who is required to travel on government business and is authorized an overnight stay under Paragraph 3.1.1 shall be paid an incidental expense allowance that covers a number of miscellaneous expenses not otherwise provided for in this directive for each day or part day in travel status as per Appendix C or D as applicable.\n3.1.8 Insurance\nSee Part II and Appendix A.\n3.1.9 Meals\nUnless otherwise covered by terms and conditions of employment or collective agreements, meal expenses incurred within the headquarters area shall not normally be reimbursed.\nMeal expenses,excluding alcohol and based on receipts, may be reimbursed up to the limit of the applicable meal allowance in Appendix C or D, as applicable, in the following situations:\n- when employees are required to work through or beyond normal meal hours and are clearly placed in situations of having to spend more for the meal than would otherwise be the case;\n- when employees are required to attend conferences, seminars, meetings or public hearings during the weekend or holidays;\n- when employees are required to attend formal full-day conferences, seminars, meetings or hearings and where meals are an integral part of the proceedings;\n- when employer representatives are involved in collective bargaining proceedings;\n- when intensive task force or committee studies are enhanced by keeping participants together over a normal meal period; or\n- when the reimbursement of meal expenses is clearly reasonable and justifiable as a direct result of an employee's duties.\nWhen a meal is authorized and where a traveller incurs meal costs that are higher than the established meal allowances in situations outside the traveller's control, the actual and reasonable expenses incurred shall be reimbursed, based on receipts.\n3.1.10 Rest Periods\nNot applicable to this module.\n3.1.11 Transportation\nThe selection of the mode of transportation shall be based on cost, duration, convenience, safety and practicality. In addition to provisions outlined below under (a) Commercial, (b) Other modes of transportation and (c) Vehicles, actual expenses associated with the selected mode of transportation shall be reimbursed. Such expenses include legitimate mandatory transportation service charges and fees, incurred while on travel status, not otherwise paid (e.g. docking fees, road/bridge tolls, ferries and other transportation service charges/fees). Receipts, indicating the expense currency, shall only be required for expenses in excess of $12. Where a receipt is not available, a declaration will suffice.\nWhen authorized travel or overtime causes a disruption in the employee's regular commuting pattern, the employee shall be reimbursed additional transportation costs incurred between the residence and the workplace.\n- Commercial Where commercial transportation is authorized and used, the traveller shall be provided with the necessary prepaid tickets whenever possible. Taxis, shuttles and local transportation services are alternatives for short local trips. Actual expenses, including gratuities, shall be reimbursed.\n- Other Modes of Transportation Occasionally, other modes of transportation not normally used on roadways shall be authorized for use on government business when these modes of transportation are safe, economical and practical. Travellers using these other modes of transportation shall be reimbursed at the applicable kilometric rate based on the direct road distances, if available. When there are no road distances, the traveller shall be reimbursed for actual or reasonable distances travelled.\n- Vehicles The standard for rental vehicles is intermediate. Rental vehicles beyond the standard shall be authorized based upon factors such as, but not limited to, safety, the needs of the traveller and the bulk or weight of goods transported. When authorized, the rental cost for GPS shall be reimbursed. Additional costs associated with the provision of winter tires on rental vehicles shall be reimbursed. In the event that it is not possible or practical to attend a rental facility the day that travel begins, rental vehicles may be authorized to be picked up the day prior to travel. The kilometric rates payable for the use of private motor vehicles driven on authorized government travel are prescribed in Appendix B. Travellers shall use the most direct, safe and practical road routes and shall claim only for distances necessarily driven on government travel. When an employee has been authorized to use and uses a private motor vehicle within the headquarters area on government travel, the employee shall be reimbursed the kilometric rate in accordance with Appendix B. Parking charges are normally not payable when the employee is on duty at the workplace. For every day on which an employee is authorized to use a vehicle on government travel, the employee shall be reimbursed the actual costs of parking the vehicle for that period of time.\n3.1.12 Weekend Travel Home\nNot applicable to this module.\n3.1.13 Weekend Travel - Alternatives\nNot applicable to this module.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 3.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-15", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "3.2", "marginal_note": "Module 2 - Travel Outside Headquarters Area - No Overnight Stay", "part": "Part III - Travel Modules", "division": "", "heading": "", "text": "The provisions outlined in this travel module apply when a traveller is away from the workplace on government travel outside the headquarters area without an overnight stay in Canada or worldwide.\n3.2.1 Accommodation\nNot applicable to this module.\n3.2.2 Additional Business Expenses\nThe employee shall be reimbursed for business expenses not otherwise covered, such as business calls, photocopies, word-processing service, faxes, internet connections, rental and transportation of necessary office equipment and transportation of required personal effects.\nEmployees whose schedules have been altered for reasons outside their control shall be reimbursed for reasonable telephone costs to attend to situations related to the employee's altered schedule.\nWhere required, the employer shall make the necessary arrangements and reimburse actual and reasonable expenses incurred for obtaining passports and related expenses such as photos and visas as well as any required inoculations, vaccinations, X-rays and certificates of health. Where possible, the services of Health Canada or National Defence shall be used for medical services.\nThe employee shall also be reimbursed for service charges/fees for actual and reasonable expenses for financial transactions such as but not limited to:\n- Automated Banking Machine use;\n- government travel card use;\n- credit/debit card use;\n- financial institution foreign currency transaction commission(s);\n- traveller's cheques acquisition; and\n- cheque-cashing fees.\nReimbursement claims shall be supported by receipts and indicate the expense currency.\nThe employee shall also be reimbursed for the cost of a safety deposit box when supported by receipts.\n3.2.3 Bottled Water\nWhen potable water is not readily available, the cost of reasonable amounts of plain bottled water shall be reimbursed based on receipts, except where bottled water is part of a meal.\n3.2.4 Currency Exchange\nThe costs incurred to convert reasonable sums to foreign currencies and/or reconvert any unused balance to Canadian currency shall be reimbursed, based upon receipts, from all transactions and sources.\nWhen these costs are not supported by receipts, the average Bank of Canada currency exchange rate shall apply. In cases where the Bank of Canada does not provide an exchange rate, an alternate bank rate from an established institution, as determined by the employer, shall be applied. The rate shall be the average of the rates applicable on the initial date into the country and the final date out of the country.\n3.2.5 Dependant Care\nThe requirement to travel on government business must be carefully assessed, particularly when the employee would need to leave dependants with another caregiver. Alternatives to travel or scheduling to ensure employees and their dependants are not unduly separated, should be explored before travel is authorized.\nFor the purposes of this provision, other caregivers include:\n- the employee's spouse or common-law partner;\n- the employee's former spouse or common-law partner who share custody/time as a caregiver of a dependant;\n- other dependants 18 years of age or older residing with the employee or with the employee's former spouse or common-law partner who shares custody/time as a caregiver of a dependant, who do not have a mental or physical disability that makes them unable to provide dependant care or care for themselves; or\n- a person identified as a legal guardian of the dependant requiring care.\nWhen authorized, an employee who is required to travel on government business shall be reimbursed dependant care expenses, up to a daily maximum of:\n- $50 Canadian, per household, with a declaration; or\n- $100 Canadian, per dependant, with a receipt for services provided by an individual or company in the business of providing dependant care services. Declarations will not be accepted.\nThe above noted amounts apply when:\n- the employee is required to be absent from their residence on authorized government business travel;\n- the caregivers listed above are unavailable because they are required to work or must attend scheduled medical appointments or courses at a recognized learning institution;\n- the former spouse, former common-law partner, or guardian is not scheduled to provide care; and\n- expenses that are incurred as a result of travelling on government business are additional to expenses the employee would incur when not travelling.\nReimbursement of services under this provision will require a declaration on the travel claim that the employee had responsibility for the care of the dependant, the time period that the services were rendered, the caregiver's name and telephone number and confirmation that only one employed family member has submitted a claim for dependant care.\n3.2.6 Home Communication\nNot applicable to this module.\n3.2.7 Incidental Expense Allowance\nNot applicable to this module.\n3.2.8 Insurance\nSee Part II and Appendix A.\n3.2.9 Meals\nA traveller shall be paid the applicable meal allowance for each breakfast, lunch and dinner while on travel status. The time when travel status begins and ends will be determined in accordance with Subsection 1.1.1. The traveller can claim a meal if the traveller is on travel status at the time at which the meal would usually be taken or at the time at which it would be reasonable to have a meal.\nMeal allowances shall be paid in accordance with the rates specified in Appendix C or D, as applicable.\nA meal allowance shall not be paid to a traveller with respect to a meal that is provided. Where a traveller has incurred out-of-pocket expenses to supplement meals provided, the actual incurred costs, excluding costs for alcohol, shall be reimbursed, based on receipts, up to the applicable meal allowance.\nWhere a traveller incurs meal costs that are higher than the established meal allowances in situations outside the traveller's control, the actual and reasonable expenses incurred shall be reimbursed, based on receipts.\nReimbursement of meals for shift workers shall be based on the meal sequence of breakfast, lunch and dinner, in relation to the commencement of the employee's shift. For greater clarity, it is anticipated that the employee will consume breakfast prior to the start of the shift, consequently the first meal that will normally be reimbursed is lunch.\n3.2.10 Rest Periods\nNot applicable to this module.\n3.2.11 Transportation\nThe selection of the mode of transportation shall be based on cost, duration, convenience, safety and practicality. In addition to provisions outlined below under (a) Commercial, (b) Other modes of transportation and (c) Vehicles, actual expenses associated with the selected mode of transportation shall be reimbursed. Such expenses include:\n- seat selection fee for commercial, private and/or chartered carriers;\n- airport improvement fees, not otherwise paid (e.g. prepaid as part of the fare);\n- airport departure tax, not otherwise paid;\n- miscellaneous charge order, for excess baggage/excess weight for commercial, private and/or chartered carriers (written explanation also required);\n- public carrier ticket \"change fee\" for legitimate authorized official government purposes; and\n- legitimate, mandatory transportation service charges and fees, incurred while in travel status, not otherwise paid (e.g. docking fees, road/bridge tolls, ferries and other transportation service charges/fees).\nReceipts, indicating the expense currency, shall only be required for expenses in excess of $12. Where a receipt is not available, a declaration will suffice.\nWhen authorized travel or overtime causes a disruption in the employee's regular commuting pattern, the employee shall be reimbursed for additional transportation costs incurred between the residence and the workplace.\n- Commercial Where commercial transportation is authorized and used, the traveller shall be provided with the necessary prepaid tickets whenever possible. The standard for air travel is economy class. The lowest available airfares appropriate to particular itineraries shall be sought and bookings shall be made as far in advance as possible. The standard for rail travel is the next highest class after the full economy class. Taxis, shuttles and local transportation services are alternatives for short local trips. Actual expenses, including gratuities, shall be reimbursed.\n- Other Modes of Transportation Occasionally, other modes of transportation not normally used on roadways shall be authorized for use on government business when these modes of transportation are safe, economical and practical. Travellers using these other modes of transportation shall be reimbursed at the applicable kilometric rate based on the direct road distances, if available. When there are no road distances, the traveller shall be reimbursed for actual or reasonable distances travelled.\n- Vehicles The standard for rental vehicles is intermediate. Rental vehicles beyond the standard shall be authorized based upon factors such as, but not limited to, safety, the needs of the traveller and the bulk or weight of goods transported. When authorized, the rental cost for GPS shall be reimbursed. Additional costs associated with the provision of winter tires on rental vehicles shall be reimbursed. In the event that it is not possible or practical to attend a rental facility the day that travel begins, rental vehicles may be authorized to be picked up the day prior to travel. The kilometric rates payable for the use of private motor vehicles driven on authorized government travel are prescribed in Appendix B. Travellers shall use the most direct, safe and practical road routes and shall claim only for distances necessarily driven on government travel. Travellers who are driven to or picked up from a public carrier terminal shall be reimbursed the kilometric rate based on the distance to and from the public carrier terminal for each round trip. In the interests of safe driving, when employee-driven vehicles are authorized, employees shall not normally be expected to drive more than: 250 kilometres after having worked a full day; 350 kilometres after having worked one-half day; or 500 kilometres on any day when the employee has not worked.\nParking charges shall be reimbursed where it is practical and economical to leave a private motor vehicle at the public carrier's terminal during the period of absence.\nFor every day on which an employee is authorized to use a vehicle on government travel, the employee shall be reimbursed the actual costs of parking the vehicle for that period of time.\n3.2.12 Weekend Travel Home\nNot applicable to this module.\n3.2.13 Weekend Travel - Alternatives\nNot applicable to this module.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 3.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-16", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "3.3", "marginal_note": "Module 3 - Travel in Canada and Continental U.S.A. - Overnight Stay", "part": "Part III - Travel Modules", "division": "", "heading": "", "text": "The provisions outlined in this travel module apply when a traveller is away from the workplace on government travel overnight, in Canada or in the continental U.S.A.\nA daily comprehensive allowance may be authorized in circumstances where established allowances are not practical, reasonable, or equitable.\n3.3.1 Accommodation\nThe standard for accommodation is a single room, in a safe environment, conveniently located and comfortably equipped.\nA variety of options for accommodation are available for travel. Generally these include hotels, motels, corporate residences, apartments, private non-commercial accommodation, and government and institutional accommodation.\nIn accordance with 1.6.1, government hotel directories shall be used for the selection of accommodation where properties are listed therein for the travel location. Where properties for a particular location are not listed, or are listed but not available for the travel period, the directories shall be used to help determine the cost of accommodation by comparing costs in similar nearby locations.\nUnless the employer authorizes otherwise, when travel is related to activities held in an institution, the employee shall stay in institutional accommodations.\nWhere employees are in travel status at military bases, unless program-related or security reasons dictate the use of specific accommodation, an employee's request for alternate commercial or private non-commercial accommodation shall not be unreasonably denied.\nAlthough travellers generally stay in commercial accommodation, private non-commercial accommodation is encouraged. A traveller who chooses private non-commercial accommodation shall be reimbursed the rate as specified in Appendix C. In addition, ground transportation costs shall be authorized when it is cost effective. Cost effectiveness shall be determined by comparing the total cost of accommodation and transportation in the private non-commercial accommodation with available commercial or government and institutional accommodation and the associated transportation costs.\nFor periods of travel status of more than 30 consecutive calendar days at the same location, accommodation at corporate residences, apartments, private non-commercial accommodation or government and institutional accommodation is encouraged. Travellers who choose to stay in a hotel after the 30 th day when apartments or corporate residences are available in the area surrounding the workplace shall be reimbursed up to the cost of the average apartment or corporate residence available.\nFor periods of travel status of more than 120 consecutive calendar days at the same location, in private non-commercial accommodation, the private non commercial accommodation allowance will be reduced to fifty percent (50%).\n3.3.2 Additional Business Expenses\nThe employee shall be reimbursed for business expenses not otherwise covered such as business calls, photocopies, word-processing service, faxes, internet connections, rental and transportation of necessary office equipment and transportation of required personal effects.\nEmployees whose schedules have been altered for reasons outside their control shall be reimbursed for reasonable telephone costs to attend to situations related to the employee's altered schedule.\nWhere required, the employer shall make the necessary arrangements and reimburse actual and reasonable expenses incurred for obtaining passports and related expenses such as photos and visas as well as any required inoculations, vaccinations, X-rays and certificates of health. Where possible, the services of Health Canada or National Defence shall be used for medical services.\nThe employee shall also be reimbursed for service charges/fees for actual and reasonable expenses for financial transactions such as, but not limited to:\n- Automated Banking Machine use;\n- government travel card use;\n- credit/debit card use;\n- financial institution foreign currency transaction commission(s);\n- traveller's cheques acquisition; and\n- cheque-cashing fees.\nReimbursement claims shall be supported by receipts and indicate the expense currency.\nThe employee shall also be reimbursed for the cost of a safety deposit box when supported by receipts.\n3.3.3 Bottled Water\nWhen potable water is not readily available, the cost of reasonable amounts of plain bottled water shall be reimbursed based on receipts, except where bottled water is part of a meal.\n3.3.4 Currency Exchange\nThe costs incurred to convert reasonable sums to foreign currencies and/or reconvert any unused balance to Canadian currency shall be reimbursed, based upon receipts, from all transactions and sources.\nWhen these costs are not supported by receipts, the average Bank of Canada currency exchange rate shall apply. In cases where the Bank of Canada does not provide an exchange rate, an alternate bank rate from an established institution, as determined by the Employer, shall be applied. The rate shall be the average of the rates applicable on the initial date into the country and the final date out of the country.\n3.3.5 Dependant Care\nThe requirement to travel on government business must be carefully assessed, particularly when the employee would need to leave dependants with another caregiver. Alternatives to travel or scheduling to ensure employees and their dependants are not unduly separated, should be explored before travel is authorized.\nFor the purposes of this provision, other caregivers include:\n- the employee's spouse or common-law partner;\n- the employee's former spouse or common-law partner who share custody/time as a caregiver of a dependant;\n- other dependants 18 years of age or older residing with the employee or with the employee's former spouse or common-law partner who shares custody/time as a caregiver of a dependant, who do not have a mental or physical disability that makes them unable to provide dependant care or care for themselves; or\n- a person identified as a legal guardian of the dependant requiring care.\nWhen authorized, an employee who is required to travel on government business shall be reimbursed dependant care expenses, up to a daily maximum of:\n- $50 Canadian, per household, with a declaration; or\n- $100 Canadian, per dependant, with a receipt for services provided by an individual or company in the business of providing dependant care services. Declarations will not be accepted.\nThe above noted amounts apply when:\n- the employee is required to be absent from their residence on authorized government business travel;\n- the caregivers listed above are unavailable because they are required to work or must attend scheduled medical appointments or courses at a recognized learning institution;\n- the former spouse, former common-law partner, or guardian is not scheduled to provide care; and\n- expenses that are incurred as a result of travelling on government business are additional to expenses the employee would incur when not travelling.\nReimbursement of services under this provision will require a declaration on the travel claim that the employee had responsibility for the care of the dependant, the time period that the services were rendered, the caregiver's name and telephone number and confirmation that only one employed family member has submitted a claim for dependant care.\n3.3.6 Home Communication\nHome communication is included in the incidental expense allowance.\nThe following exception applies: Over each contiguous three-day period away from home port, employees on board vessels shall be authorized to make up to the equivalent of a ten minute phone call home using the equipment available. When satellite communication systems are available and used, the phone calls shall be limited to five minutes.\n3.3.7 Incidental Expense Allowance\nAn employee who is required to travel on government business overnight shall be paid an incidental expense allowance that covers a number of miscellaneous expenses not otherwise provided for in this directive for each day or part day in travel status as per Appendix C.\nThe following exception applies: Seventy-five percent (75%) of the incidental expense as specified in Appendix C shall be paid starting on the 31 st consecutive calendar day of travel status while at the same location when corporate residences or apartment hotels are available to an employee in the area surrounding the workplace, or when the employee chooses to stay in private accommodation.\nWhen an employee travels between locations in Canada and the U.S.A. on the same day, the incidental expense allowance paid shall be that for the location where the day commences.\n3.3.8 Insurance\nSee Part II and Appendix A.\n3.3.9 Meals\nA traveller shall be paid the applicable meal allowance for each breakfast, lunch and dinner while on travel status. The time when travel status begins and ends will be determined in accordance with Subsection 1.1.1. The traveller can claim a meal if the traveller is on travel status at the time at which the meal would usually be taken or at the time at which it would be reasonable to have a meal.\nMeal allowances shall be paid in accordance with the rates specified in Appendix C.\nThe following exceptions apply: Seventy-five percent (75%) of the meal allowances as specified in Appendix C shall be paid starting on the 31 st consecutive calendar day and fifty percent (50%) on the 121 st consecutive calendar day of travel status at the same location when corporate residences or apartment hotels are available to a traveller in the area surrounding the workplace, or when the traveller chooses to stay in private accommodation.\nA meal allowance shall not be paid to a traveller with respect to a meal that is provided. Where a traveller has incurred out-of-pocket expenses to supplement meals provided, the actual incurred costs, excluding costs for alcohol, shall be reimbursed, based on receipts, up to the applicable meal allowance.\nWhere a traveller incurs meal costs that are higher than the established meal allowances in situations outside the traveller's control, the actual and reasonable expenses incurred shall be reimbursed, based on receipts.\nReimbursement of meals for shift workers shall be based on the meal sequence of breakfast, lunch and dinner, in relation to the commencement of the employee's shift. For greater clarity, it is anticipated that the employee will consume breakfast prior to the start of the shift, consequently the first meal that will normally be reimbursed is lunch.\n3.3.10 Rest Periods\nUnless mutually agreed otherwise, itineraries for employees shall be arranged to provide for:\n- a suitable rest period; and/or\n- an overnight stop after travel time of at least nine consecutive hours.\nTravel time is the time spent in any mode of transportation en route to destination and/or awaiting immediate connections. This includes the time spent travelling to and from a carrier's terminal.\nA suitable rest period shall not be unreasonably denied.\n3.3.11 Transportation\nThe selection of the mode of transportation shall be based on cost, duration, convenience, safety and practicality. In addition to provisions outlined below under (a) Commercial, (b) Other modes of transportation and (c) Vehicles, actual expenses associated with the selected mode of transportation shall be reimbursed. Such expenses include:\n- seat selection fee for commercial, private and/or chartered carriers;\n- airport improvement fees, not otherwise paid (e.g. prepaid as part of the fare);\n- airport departure tax, not otherwise paid;\n- miscellaneous charge order, for excess baggage/excess weight for commercial, private and/or chartered carriers (written explanation also required);\n- public carrier ticket \"change fee\" for legitimate authorized official government purposes; and\n- legitimate, mandatory transportation service charges and fees, incurred while in travel status, not otherwise paid (e.g. docking fees, road/bridge tolls, ferries and other transportation service charges/fees).\nReceipts, indicating the expense currency, shall only be required for expenses in excess of $12. Where a receipt is not available, a declaration will suffice.\nWhere essential services such as groceries, restaurants, pharmacies, or dry cleaners are not available in the immediate vicinity of the employee's accommodation, employees shall be reimbursed the applicable kilometric rate for the reasonable use of their private motor vehicle to access the required services.\nWhen authorized travel or overtime causes a disruption in the employee's regular commuting pattern, the employee shall be reimbursed for additional transportation costs incurred between the residence and the workplace.\n- Commercial Where commercial transportation is authorized and used, the traveller shall be provided with the necessary prepaid tickets whenever possible. The standard for air travel is economy class. The lowest available airfares appropriate to particular itineraries shall be sought and bookings shall be made as far in advance as possible. The standard for rail travel is the next highest class after the full economy class. Taxis, shuttles and local transportation services are alternatives for short local trips. Actual expenses, including gratuities, shall be reimbursed.\n- Other Modes of Transportation Occasionally, other modes of transportation not normally used on roadways shall be authorized for use on government travel when these modes of transportation are safe, economical and practical. Travellers using these other modes of transportation shall be reimbursed at the applicable kilometric rate based on the direct road distances, if available. When there are no road distances, the traveller shall be reimbursed for actual or reasonable distances travelled.\n- Vehicles The standard for rental vehicles is intermediate. Rental vehicles beyond the standard shall be authorized based upon factors such as, but not limited to, safety, the needs of the traveller and the bulk or weight of goods transported. When authorized, the rental cost for GPS shall be reimbursed. Additional costs associated with the provision of winter tires on rental vehicles shall be reimbursed. In the event that it is not possible or practical to attend a rental facility the day that travel begins, rental vehicles may be authorized to be picked up the day prior to travel. The kilometric rates payable for the use of private motor vehicles driven on authorized government travel are prescribed in Appendix B. Travellers shall use the most direct, safe and practical road routes and shall claim only for distances necessarily driven on government travel. Travellers who are driven to or picked up from a public carrier terminal shall be reimbursed the kilometric rate based on the distance to and from the public carrier terminal for each round trip. In the interests of safe driving, when employee-driven vehicles are authorized, employees shall not normally be expected to drive more than: 250 kilometres after having worked a full day; 350 kilometres after having worked one-half day; or 500 kilometres on any day when the employee has not worked. Parking charges shall be reimbursed where it is practical and economical to leave a private motor vehicle at the public carrier's terminal during the period of absence. For every day on which an employee is authorized to use a vehicle on government travel, the employee shall be reimbursed the actual costs of parking the vehicle for that period of time.\n3.3.12 Weekend Travel Home\nThe use of the weekend travel home provisions does not constitute a break in continuous travel at the same location.\nAn employee who is in travel status that extends through or beyond a weekend is eligible for weekend travel home provisions provided that the following conditions are met:\n- work schedules permit the employee to be absent; and\n- appropriate private or public transportation is available and its use is both practical and reasonable.\nEvery weekend:\nAn eligible employee entitled to travel home every weekend shall be reimbursed actual transportation costs up to an amount not exceeding:\n- the cost of maintaining the employee in travel status for the weekend period (i.e., accommodation, meals, incidentals, and other expense allowances), if the accommodation is cancelled for the weekend; or\n- when the accommodation is not cancelled, the weekend travel home transportation allowances stated in Appendix C shall apply.\nEvery third weekend on average:\nThere will be occasions when an employee in travel status for a period of more than 30 consecutive calendar days in Canada or the continental U.S.A. is so far from home that travel home every weekend would be impractical.\nIn such situations where travel home every weekend is impractical and provided that the employee is in continuous travel status, the employee may return home on average every third weekend and schedule actual weekend trips home within the maximum number permitted to meet personal needs.\nThe employee shall be reimbursed the most economical return airfare, the necessary return ground transportation to and from the carrier's terminal and meals en route. The lowest available airfares appropriate to particular itineraries shall be sought and bookings shall be made as far in advance as possible. Meals and incidentals at destination shall not be reimbursed. The accommodation at the duty travel location need not be cancelled.\n3.3.13 Weekend Travel - Alternatives\nThe use of the weekend travel alternatives does not constitute a break in continuous travel at the same location.\n- By the Employee Provided that the employee is not required by the employer to remain at the duty travel location, an employee may choose to spend the weekend at an alternative location. To be eligible for reimbursement, the employee shall cancel charges for accommodation (and meals provided onsite) at the duty travel location; provide a receipt for alternative commercial accommodation when used; and not return home or to the headquarters area during the weekend. Reimbursement shall be limited to the cost of maintaining the employee at the duty travel location and shall include the cost of accommodation, meals, incidentals and other expenses. Arrangements are the personal responsibility of the employee without using the government-approved services. The employee assumes personal liability as if the employee were not in travel status. The use of this provision does not preclude the employee's entitlement to weekend travel home.\n- By the Employee's Spouse, Common-Law Partner or a Dependant As an alternative to weekend travel home by the employee, a spouse, a common-law partner or a dependant may be authorized to travel to the employee's assigned work location when there is no additional cost to the employer. The airfare and pertinent travel arrangements shall be processed through the government suppliers. Ground transportation to and from the public carrier shall be reimbursed. Insurance coverage for the spouse, common-law partner or dependant is the responsibility of the employee.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 3.3", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-17", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "3.4", "marginal_note": "Module 4 - International Travel Outside Canada or the Continental U.S.A.", "part": "Part III - Travel Modules", "division": "", "heading": "", "text": "The provisions outlined in this module apply when a traveller is away from the workplace on government travel overnight, outside Canada or the continental U.S.A. or when the point of departure is outside of Canada or the continental U.S.A.\nA daily comprehensive allowance may be authorized in circumstances where established allowances are not practical, reasonable or equitable.\nIn the event of extraordinary conditions arising out of active hostilities and/or natural disasters, employees on foreign travel may be entitled to an additional allowance under the Foreign Services Directives.\n3.4.1 Accommodation\nThe standard for accommodation is a single room, in a safe environment, conveniently located and comfortably equipped.\nA variety of options for accommodation are available for travel. Generally these include hotels, motels, corporate residences, apartments, private non-commercial accommodation, government owned/leased accommodation and institutions.\nIn accordance with 1.6.1, government hotel directories shall be used for the selection of accommodation where properties are listed therein for the travel location. Where properties for a particular location are not listed, or are listed but not available for the travel period, the directories shall be used to help determine the cost of accommodation by comparing costs in similar nearby locations.\nUnless the employer authorizes otherwise, when travel is related to activities held in an institution, the employee shall stay in institutional accommodations.\nWhere employees are in travel status at military bases, unless program-related or security reasons dictate the use of specific accommodation, an employee's request for alternate commercial or private non-commercial accommodation shall not be unreasonably denied.\nAlthough travellers generally stay in commercial accommodation, private non-commercial accommodation is encouraged. A traveller who chooses private non-commercial accommodation shall be reimbursed the rate as specified in Appendix D. In addition, ground transportation costs shall be authorized when it is cost effective. Cost effectiveness shall be determined by comparing the total cost of accommodation and transportation in the private non-commercial accommodation with available commercial or government and institutional accommodation and the associated transportation costs.\nFor periods of travel status of more than 30 consecutive calendar days at the same location, accommodation at corporate residences, apartments, private non-commercial accommodation or government and institutional accommodation is encouraged. Travellers who choose to stay in a hotel after the 30 th day when apartments or corporate residences are available in the area surrounding the workplace shall be reimbursed up to the cost of the average apartment or corporate residence available.\nFor periods of travel status of more than 120 consecutive calendar days at the same location, in private non-commercial accommodation, the private non commercial accommodation allowance will be reduced to fifty percent (50%).\n3.4.2 Additional Business Expenses\nThe employee shall be reimbursed for business expenses not otherwise covered, such as business calls, photocopies, word-processing service, faxes, internet connections, rental and transportation of necessary office equipment and transportation of required personal effects.\nEmployees whose schedules have been altered for reasons outside their control shall be reimbursed for reasonable telephone costs to attend to situations related to the employee's altered schedule.\nWhere required, the employer shall make the necessary arrangements and reimburse actual and reasonable expenses incurred for obtaining passports and related expenses such as photos and visas as well as any required inoculations, vaccinations, X-rays and certificates of health. Where possible, the services of Health Canada or National Defence shall be used for medical services.\nThe employee shall also be reimbursed for service charges/fees, for actual and reasonable expenses, for financial transactions, such as but not limited to:\n- Automated Banking Machine use;\n- government travel card use;\n- credit/debit card use;\n- financial institution foreign currency transaction commission(s);\n- traveller's cheques acquisition; and\n- cheque-cashing fees.\nReimbursement claims shall be supported by receipts and indicate the expense currency.\nThe employee shall also be reimbursed for the cost of a safety deposit box when supported by receipts.\n3.4.3 Bottled Water\nWhen potable water is not readily available, the cost of reasonable amounts of plain bottled water shall be reimbursed based on receipts, except where bottled water is part of a meal.\n3.4.4 Currency Exchange\nThe costs incurred to convert reasonable sums to foreign currencies and/or reconvert any unused balance to Canadian currency shall be reimbursed, based upon receipts, from all transactions and sources.\nWhen these costs are not supported by receipts, the average Bank of Canada currency exchange rate shall apply. In cases where the Bank of Canada does not provide an exchange rate, an alternate bank rate from an established institution, as determined by the employer, shall be applied. The rate shall be the average of the rates applicable on the initial date into the country and the final date out of the country.\n3.4.5 Dependant Care\nThe requirement to travel on government business must be carefully assessed, particularly when the employee would need to leave dependants with another caregiver. Alternatives to travel or scheduling to ensure employees and their dependants are not unduly separated, should be explored before travel is authorized.\nFor the purposes of this provision, other caregivers include:\n- the employee's spouse or common-law partner;\n- the employee's former spouse or common-law partner who share custody/time as a caregiver of a dependant;\n- other dependants 18 years of age or older residing with the employee or with the employee's former spouse or common-law partner who shares custody/time as a caregiver of a dependant, who do not have a mental or physical disability that makes them unable to provide dependant care or care for themselves; or\n- a person identified as a legal guardian of the dependant requiring care.\nWhen authorized, an employee who is required to travel on government business shall be reimbursed dependant care expenses, up to a daily maximum of:\n- $50 Canadian, per household, with a declaration; or\n- $100 Canadian, per dependant, with a receipt for services provided by an individual or company in the business of providing dependant care services. Declarations will not be accepted.\nThe above noted amounts apply when:\n- the employee is required to be absent from their residence on authorized government business travel;\n- the caregivers listed above are unavailable because they are required to work or must attend scheduled medical appointments or courses at a recognized learning institution;\n- the former spouse, former common-law partner, or guardian is not scheduled to provide care; and\n- expenses that are incurred as a result of travelling on government business are additional to expenses the employee would incur when not travelling.\nReimbursement of services under this provision will require a declaration on the travel claim that the employee had responsibility for the care of the dependant, the time period that the services were rendered, the caregiver's name and telephone number and confirmation that only one employed family member has submitted a claim for dependant care.\n3.4.6 Home Communication\nOver each contiguous three-day period away from home, employees in travel status shall be reimbursed the equivalent of one ten minute phone call home, based on receipts.\nWhen satellite communication systems are available and used, the phone call shall be limited to five minutes.\nEmployees provided with international telephone-card privileges, or who have made use of government international telephone network facilities for home communication, shall not claim the cost of telephone calls home.\n3.4.7 Incidental Expense Allowance\nAn employee who is required to travel on government business overnight shall be paid an incidental expense allowance that covers a number of miscellaneous expenses not otherwise provided for in this directive for each day or part day in travel status as per Appendix C or D as applicable.\nThe following exception applies: Seventy-five percent (75%) of the incidental expense allowance as specified in Appendix C or D, as applicable, shall be paid starting on the 31 st consecutive calendar day of travel status while at the same location when corporate residences or apartment hotels are available to an employee in the area surrounding the workplace, or when the employee chooses to stay in private accommodation.\nWhen an employee travels between locations in different countries on the same day, the incidental expense allowance paid shall be that for the location where the day commences.\n3.4.8 Insurance\nSee Part II and Appendix A.\n3.4.9 Meals\nA traveller shall be paid the applicable meal allowance for each breakfast, lunch and dinner while in travel status. The time when travel status begins and ends will be determined in accordance with Subsection 1.1.1. The traveller can claim a meal if the traveller is on travel status at the time at which the meal would usually be taken or at the time at which it would be reasonable to have a meal.\nMeal allowances shall be paid in accordance with the rates specified in Appendix C or D, as applicable.\nThe following exceptions apply: Seventy-five percent (75%) of the meal allowances as specified in Appendix C or D shall be paid starting on the 31 st consecutive calendar day and fifty percent (50%) on the 121 st consecutive calendar day of travel status at the same location when corporate residences or apartment hotels are available to a traveller in the area surrounding the workplace, or when the traveller chooses to stay in private accommodation.\nWhere no meal allowance has been established in a given country or where sudden changes in currency exchange rates or high inflationary trends may invalidate the specified meal allowance, actual and reasonable expenses shall be reimbursed, based on receipts.\nA meal allowance shall not be paid to a traveller with respect to a meal that is provided. Where a traveller has incurred out-of-pocket expenses to supplement meals provided, the actual incurred costs, excluding costs for alcohol, shall be reimbursed, based on receipts, up to the applicable meal allowance.\nWhere a traveller incurs meal costs that are higher than the established meal allowances in situations outside the traveller's control, the actual and reasonable expenses incurred for all meal expenses on that travel day shall be reimbursed, based on receipts.\nReimbursement of meals for shift workers shall be based on the meal sequence of breakfast, lunch and dinner, in relation to the commencement of the employee's shift. For greater clarity, it is anticipated that the employee will consume breakfast prior to the start of the shift, consequently the first meal that will normally be reimbursed is lunch.\n3.4.10 Rest Periods\nUnless mutually agreed otherwise, itineraries for employees shall be arranged to provide for:\n- a suitable rest period, and/or\n- an overnight stop after travel time of at least nine consecutive hours.\nTravel time is the time spent in any mode of transportation en route to a destination and/or awaiting immediate connections. This includes the time spent travelling to and from a carrier's terminal.\nA suitable rest period shall not be unreasonably denied.\n3.4.11 Transportation\nThe selection of the mode of transportation shall be based on cost, duration, convenience, safety and practicality. In addition to provisions outlined below under (a) Commercial, (b) Other modes of transportation and (c) Vehicles, actual expenses associated with the selected mode of transportation shall be reimbursed. Such expenses include:\n- seat selection fee for commercial, private and/or chartered carriers;\n- airport improvement fees, not otherwise paid (e.g. prepaid as part of the fare);\n- airport departure tax, not otherwise paid;\n- miscellaneous charge order, for excess baggage/excess weight for commercial, private and/or chartered carriers (written explanation also required);\n- public carrier ticket \"change fee\" for legitimate authorized official government purposes; and\n- legitimate, mandatory transportation service charges and fees, incurred while in travel status, not otherwise paid (e.g. docking fees, road/bridge tolls, ferries and other transportation service charges/fees).\nReceipts, indicating the expense currency, shall only be required for expenses in excess of $12. Where a receipt is not available, a declaration will suffice.\nWhere essential services such as groceries, restaurants, pharmacies, or dry cleaners are not available in the immediate vicinity of the employee's accommodation, employees shall be reimbursed the applicable kilometric rate for the reasonable use of their private motor vehicle to access the required services.\nWhen authorized travel or overtime causes a disruption in the employee's regular commuting pattern, the employee shall be reimbursed actual additional transportation costs incurred between the residence and the workplace.\n- Commercial Where commercial transportation is authorized and used, the traveller shall be provided with the necessary prepaid tickets whenever possible. The standard for air travel is economy class. The lowest available airfares appropriate to particular itineraries shall be sought and bookings shall be made as far in advance as possible. Where available, business/executive class air travel shall be authorized where continuous air travel exceeds nine hours. Continuous air travel starts at the scheduled flight departure time and ends with the arrival at destination terminal or with an overnight stop or layover equivalent to an overnight stop. In the event that business/executive class air travel is not available, any lower fare class shall be authorized, where available. The standard for rail travel is the next highest class after the full economy class. Taxis, shuttles and local transportation services are alternatives for short local trips. Actual expenses, including gratuities, shall be reimbursed.\n- Other Modes of Transportation Occasionally, other modes of transportation not normally used on roadways shall be authorized for use on government travel when these modes of transportation are safe, economical and practical. Travellers using these other modes of transportation shall be reimbursed at the applicable kilometric rate based on the direct road distances, if available. When there are no road distances, the traveller shall be reimbursed for actual or reasonable distances travelled.\n- Vehicles The standard for rental vehicles is intermediate. Rental vehicles beyond the standard shall be authorized based upon factors such as, but not limited to, safety, the needs of the traveller and the bulk or weight of goods transported. When authorized, the rental cost for GPS shall be reimbursed. Additional costs associated with the provision of winter tires on rental vehicles shall be reimbursed. In the event that it is not possible or practical to attend a rental facility the day that travel begins, rental vehicles may be authorized to be picked up the day prior to travel. The kilometric rates payable for the use of private motor vehicles driven on authorized government travel are provided in Appendix B. Travellers shall use the most direct, safe and practical road routes and shall claim only for distances necessarily driven on government travel. Travellers who are driven to or picked up from a public carrier terminal shall be reimbursed the kilometric rate based on the distance to and from the public carrier terminal for each round trip. In the interests of safe driving, when employee-driven vehicles are authorized, employees shall not normally be expected to drive more than: 250 kilometres after having worked a full day; 350 kilometres after having worked one-half day; or 500 kilometres on any day when the employee has not worked. Parking charges shall be reimbursed where it is practical and economical to leave a private motor vehicle at the public carrier's terminal during the period of absence. For every day on which an employee is authorized to use a vehicle on government travel, the employee shall be reimbursed the actual costs of parking the vehicle for that period of time.\n3.4.12 Weekend Travel Home\nThe use of weekend travel home provisions does not constitute a break in continuous travel at the same location.\nAn employee who is in travel status that extends through or beyond a weekend is eligible for weekend travel home provisions provided that the following conditions are met:\n- work schedules permit the employee to be absent; and\n- appropriate private or public transportation is available and its use is both practical and reasonable.\nProvided the employee is in continuous travel status, the employee is entitled to return trips home as per the table below:\nMinimum of: 7 weeks = 1 trip 12 weeks = 2 trips 17 weeks = 3 trips 22 weeks = 4 trips\nThe employee may schedule actual weekend trips home within the maximum number permitted to meet personal needs.\nThe employee shall be reimbursed the most economical return airfare, the necessary return ground transportation to and from the carrier's terminal and meals en route. The lowest available airfares appropriate to particular itineraries shall be sought and bookings shall be made as far in advance as possible. Meals and incidentals at destination shall not be reimbursed. The accommodation at the duty travel location need not be cancelled.\n3.4.13 Weekend Travel - Alternatives\nThe use of the weekend travel alternatives does not constitute a break in continuous travel at the same location.\n- By the Employee Provided that the employee is not required by the employer to remain at the duty travel location, an employee may choose to spend the weekend at an alternative location. Such arrangements shall be made in consideration of security and diplomatic contexts. To be eligible for reimbursement, the employee shall cancel charges for accommodation (and meals provided on site) at the duty travel location; provide a receipt for alternative commercial accommodation when used; and not return home or to the headquarters area during the weekend. Reimbursement shall be limited to the cost of maintaining the employee at the duty travel location and shall include the cost of accommodation, meals, incidentals and other expenses. Arrangements are the personal responsibility of the employee without using the government approved services. The employee assumes personal liability as if the employee were not in travel status. The use of this provision does not preclude the employee's entitlement to weekend travel home.\n- By the Employee's Spouse, a Common-Law Partner or a Dependant As an alternative to weekend travel home by the employee, a spouse , a common-law partner or a dependant may be authorized to travel to the employee's assigned work location when there is no additional cost to the employer. The airfare and pertinent travel arrangements shall be processed through government suppliers. Ground transportation to and from the public carrier shall be reimbursed. Such arrangements shall be made in consideration of security and diplomatic contexts. Insurance coverage for the spouse , a common-law partner or dependant is the responsibility of the employee.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 3.4", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-18", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "4.1", "marginal_note": "Escort Officers", "part": "Part IV - Travel Provisions for Specific Employees", "division": "", "heading": "", "text": "4.1.1 A suitable rest period for employees who are employed as Escort Officers shall be 16 hours for travel time between 8 and 24 hours; for travel time greater than 24 hours, a suitable rest period shall be 24 hours.\nTravel time is the time spent in any mode of transportation en route to destination and/or awaiting immediate connections. This includes the time spent travelling to and from a carrier's terminal.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 4.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-19", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "4.2", "marginal_note": "Ships Officers/Ships Crews", "part": "Part IV - Travel Provisions for Specific Employees", "division": "", "heading": "", "text": "4.2.1 The workplace of employees who are employed as Ships' Officers or Ships' Crews shall be deemed to be a suitable structure, as determined by the employer:\n- at the location of the home port of their vessels, for employees whose normal duties are performed aboard a vessel; or\n- at the location where employees normally perform their duties when they are not employed on a vessel.\n4.2.2 For any period during which the employer requires the employee to be aboard a self-contained vessel (e.g. a ship, dredge or barge with sleeping and eating facilities), an employee shall be deemed to be within the headquarters area, whether or not the vessel is actually within the headquarters area. In this context, \"period\" shall mean the extended period during which the employee is assigned to the vessel, and shall not be limited to the actual physical performance of particular tasks during a watch.\n4.2.3 When the self-contained vessel itself is outside the actual headquarters area, the employee shall be in travel status whenever required by the employer to leave the vessel and go ashore (except when billeted ashore), and when, during such absence, the employee remains outside the actual headquarters area.\n4.2.4 Travel status applies in the circumstances described above when the employee is on sick leave. It does not apply when the employee is on leave of absence. During a period of leave of absence, however, the employee shall be entitled to any appropriate travel provisions contained in the employee's collective agreement, where such provisions are applicable under the circumstances.\n4.2.5 Entitlement to accommodation expenses and meal and incidental expense allowances during each period of required absence from the vessel shall be governed by this directive as applicable. Notwithstanding the foregoing, there shall be no entitlements in respect of meals and accommodation while the employee is ashore if appropriate entitlements in such circumstances are provided for in a collective agreement applicable to the employee.\n4.2.6 Except as otherwise provided for in a collective agreement, for purposes of weekend travel home, an employee shall be deemed not to be in travel status for the period during which the normal duties of that employee are performed aboard a self-contained vessel.\n4.2.7 The provisions concerning emergency or death while away on government travel shall apply to employees who are Ships' Officers, Ships' Crews or other occupational groups and who are serving aboard a vessel while absent from its home port, as if the employees were in travel status.\n4.2.8 Over each contiguous three-day period away from home port, employees on board vessels shall be authorized to make up the equivalent of a ten minute phone call home using the equipment available. When satellite communication systems are available and used, the phone calls shall be limited to five minutes.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 4.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-20", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "5.1", "marginal_note": "Death While in Travel Status", "part": "Part V - Emergencies, Illnesses, Injuries and Death while in Travel Status", "division": "", "heading": "", "text": "5.1.1 If an employee dies while in travel status, the employer shall authorize the payment of necessary expenses that are additional to those which might have been incurred had the death occurred in the headquarters area. Reimbursement of costs incurred shall be reduced by any amount payable under some other authority. Expenses payable are:\n- at the place where death occurred: ambulance, hearse, embalming/cremation, outside crate/container (but not the cost of a coffin/urn) and any other services or items required by local health laws; and\n- transportation of the remains to the headquarters area or, if desired by the survivors, to another location, up to the cost of transportation to the headquarters area. Costs for an escort over and above the costs included in transporting the remains are payable only when an escort is required by law.\n5.1.2 Where the remains are not transported, travel for next-of-kin or a representative of the family to the place of burial shall be reimbursed as though that person were an employee.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 5.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-21", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "5.2", "marginal_note": "Emergencies, Illnesses and Injuries While in Travel Status", "part": "Part V - Emergencies, Illnesses, Injuries and Death while in Travel Status", "division": "", "heading": "", "text": "5.2.1 Payment for the use of a suitable conveyance, such as an ambulance or taxi, shall be authorized where an employee becomes ill or is injured when, in the opinion of the employer, the employee, or the attending medical practitioner, the nature of the illness or injury requires that the employee be transported to a medical treatment facility, the workplace, the travel-related accommodation, or home.\n5.2.2 An employee shall be reimbursed the necessary expenses incurred as a result of illness or accident occurring while in travel status, to the extent that the employer is satisfied the expenses were additional to those which might have been incurred had the employee not been absent from home, and which were not otherwise payable to the employee under an insurance policy, the Government Employees Compensation Act , or other authority.\n5.2.3 An employee who becomes ill or is injured while outside Canada shall, where practical, be provided with a justifiable, accountable advance when incurring sizeable medical expenses. Such advances would subsequently be repaid to the employer under the employee's private insurance plans, the Government Employees Compensation Act , or other authority.\n5.2.4 When, in the opinion of the attending physician, an employee's condition resulting from illness or injury warrants the presence of the next-of-kin or a representative of the family, actual and reasonable travel expenses may be reimbursed, as if that person were an employee.\n5.2.5 An employee may be authorized to return earlier or later, as applicable, than scheduled as a result of personal illness or accident, or in the event of emergency situations at home (e.g. serious illness in the opinion of a physician, fire, flood, ice storm).\n5.2.6 A trip home under this section shall not be taken into account when establishing the employee's eligibility for weekend travel home.\n5.2.7 When a trip home for reasons specified in this section is not warranted, actual and reasonable expenses incurred for long-distance telephone calls home shall be reimbursed.", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive, s. 5.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-22", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "Appendix A - Guide to Insurance Coverage for Employees on government Travel", "marginal_note": "Appendix A - Guide to Insurance Coverage for Employees on government Travel", "part": "", "division": "", "heading": "", "text": "July 1, 2017\nNote: Insurance coverage varies based upon an employee's profile and specific travel requirements. Employees are advised to verify all insurance coverage.\nINCIDENTS HIGHLIGHTS OF INSURANCE COVERAGE SOURCES EMPLOYEE INQUIRIES Death and Dismemberment Multiple insurance plans Public Service Superannuation Act Public Service Management Insurance Main Plan Public Service Management Insurance Executive Plan Flying Accidents Compensation Regulations ********** Contracted Travel Card Service Provider ($500,000 Travel Accident Insurance) Standing Offer / Agreement with PSPC and car rental agencies Contracted Travel Card Service Provider (Car Rental Accidental Death & Dismemberment Insurance) Contact your Human Resources Compensation Section, Pay & Benefits Section ********** Contact your designated Departmental Travel Co-ordinator Injury-on-Duty Leave Employees disabled due to an occupational injury or disease entitled to injury-on-duty Government Employees Compensation Act Public Service Terms and Conditions of Employment Regulations Collective Agreement Contact your Human Resources Compensation Section, Pay & Benefits Section Long-term Disability Monthly income benefit when unable to work for lengthy period due to disabling illness or injury following an \"elimination period\" Public Service Management Insurance Plan (Main & Executive) Disability Insurance Plan Contact your Human Resources Compensation Section, Pay & Benefits Section Medical Expenses Resulting from Illness or Injury Employee coverage Emergency Travel Assistance Services Eligible expenses Public Service Health Care Plan Public Service Dental Care Plan Contact your Human Resources Compensation Section, Pay & Benefits Section Private Life Insurance Benefits Deemed Null and Void Because Death Resulted from War or Other Hostile Activities Compensation to survivors of federal public servant High Risk Travel Compensation Plan Contact your Human Resources Compensation Section, Pay & Benefits Section Indemnification and Legal Assistance Related to Actions Arising from Performance of Duties Including While in Travel Status Indemnification and protection from certain financial costs of Crown servants against liability to the Crown and to third parties and provision of legal assistance where appropriate Policy on Legal Assistance and Indemnification Contact your designated Departmental Travel Co-ordinator Damage to Private Motor Vehicle Driven on Official Business Employer assumes no financial responsibility other than paying authorized kilometric rate and supplementary business insurance premium, when required. Travel Directive Appendix B – Kilometric rate Contact your designated Departmental Travel Co-ordinator Damage to Crown-owned Vehicle Driven on Official Business Federal government \"self-insures\" its own vehicles Motor Vehicle Operations Directive Contact your designated Departmental Travel Co-ordinator Auto Rental Public Liability and Property Damage (PL&PD) Coverage Rental rate includes some rental insurance Standing Offer / Agreement with PSPC and car rental agencies Contact your designated Departmental Travel Co-ordinator Damage to Rental Vehicle Collision Damage Waiver or Loss Damage Waiver (DCW/LDW) Contracted Travel Card Service Provider Contact your designated Departmental Travel Co-ordinator Unexpected Return Home Insurance Unexpected return home coverage in the event of the death of an immediate family member while on government travel Contracted Travel Card Service Provider Contact your designated Departmental Travel Co-ordinator Flight and Baggage Delay and Hotel/Motel Burglary Coverage for the following: – missed connection – delayed flight departure or denied boarding – emergency baggage delay – hotel/motel burglary – entertainment allowance Maximum aggregate benefit Reasonable expenses Loss of personal items Contracted Travel Card Service Provider Contact your designated Departmental Travel Co-ordinator Lost or Stolen Baggage Payment for lost or damaged baggage Contracted Travel Card Service Provider Contact your designated Departmental Travel Co-ordinator Car Rental Personal Effects Burglary Burglary to personal effects while such are in transit in the Rental auto Insured is covered in the event of robbery or theft of personal effects (except money) while being carried, worn or used in travel status (with limitations) Contracted Travel Card Service Provider", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-23", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "Appendix B – Kilometric Rates – Modules 1, 2 and 3", "marginal_note": "Appendix B – Kilometric Rates – Modules 1, 2 and 3", "part": "", "division": "", "heading": "", "text": "Effective Date: April 1, 2026\nThe rates payable in cents per kilometre for the use of private motor vehicles driven on authorized government business travel are shown below:\nProvince/Territory Cents/km (taxes included) Alberta 56.0 British Columbia 59.5 Manitoba 55.5 New Brunswick 60.5 Newfoundland and Labrador 61.5 Northwest Territories 69.5 Nova Scotia 60.0 Nunavut 70.0 Ontario 62.5 Prince Edward Island 59.5 Quebec 61.5 Saskatchewan 55.0 Yukon 69.0\nNote: The kilometric rate payable when a Canadian registered private motor vehicle is driven on government business travel in more than one province or in the USA shall be the rate applicable to the province or territory of registration of the vehicle.\nFor convenience, the Department of Global Affairs Canada (GAC) kilometric rates:\nModule 3: GAC – United States of America Mileage/Kilometre Rates\nModule 4: GAC – International Trade Kilometre Rates at Locations Abroad", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-24", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "Appendix C - Allowances - Modules 1, 2 and 3", "marginal_note": "Appendix C - Allowances - Modules 1, 2 and 3", "part": "", "division": "", "heading": "", "text": "- Private non-commercial accommodation\n- Meals\n- Incidental expenses\n- Weekend travel home transportation\nEffective Date: April 1, 2026\n1. Canada (Canadian $, Taxes Included)\n1.1 Private Non-Commercial Accommodation Allowance Canada Yukon N.W.T. Nunavut Day 1 – 120 50.00 50.00 50.00 50.00 Day 121 onward 25.00 25.00 25.00 25.00\n1.2 Meal Allowances Canada Yukon N.W.T. Nunavut breakfast – 100% (up to 30 th day) 29.50* 26.65 29.05 35.20 breakfast – 75% (31 st to 120 th day) 22.15* 20.00 21.80 26.40 breakfast – 50% (121 st day onward) 14.75* 13.35 14.55 17.60 lunch – 100% (up to 30 th day) 30.05* 33.80 34.45 41.80 lunch – 75% (31 st to 120 th day) 22.55* 25.35 25.85 31.35 lunch – 50% (121 st day onward) 15.05* 16.90 17.25 20.90 dinner – 100% (up to 30 th day) 61.70* 79.15 73.55 100.95 dinner – 75% (31 st to 120 th day) 46.30* 59.35 55.15 75.70 dinner – 50% (121 st day onward) 30.85* 39.60 36.80 50.50 Meal allowance total – 100% (up to 30 th day) 121.25* 139.60 137.05 177.95 Meal allowance total – 75% (31 st to 120 th day) 91.00* 104.70 102.80 133.45 Meal allowance total – 50% (121 st day onward) 60.65* 69.85 68.60 89.00\n1.3 Incidental Allowance Canada Yukon N.W.T. Nunavut Incidental allowance – 100% 25.00* 25.00 25.00 25.00 Incidental allowance – 75% (31 st day onward) 18.75* 18.75 18.75 18.75\nDaily Total – Meals and Incidentals Canada Yukon N.W.T. Nunavut Meals and incidentals – 100% 146.25* 164.60 162.05 202.95 Meals and incidentals – 75% (31 st day onward) 109.75* 123.45 121.55 1 52.20 Meals (50%) and incidentals – (75%) (121 st day onward) 79.40* 88.60 87.35 107.7 5\n1.4 Weekend Travel Home Transportation Allowances (Refer to 3.3.12 Weekend travel home, Every weekend: (b)) Canada Yukon N.W.T. Nunavut Two-day weekend 392.50 429.20 424.10 505.90 Three-day weekend 588.75 643.80 636.15 758.85 Four-day weekend 785.00 858.40 848.20 1,011.80\n2. United States of America (USA)\nAllowances in the United States of America are the same as in Canada but paid in US funds. Alaska follows the Yukon rates.\nNOTE: Refer to Appendix D for United States of America (Outside the Continental USA ONLY: Guam, Hawaii, Northern Marianas, Puerto Rico and Virgin Islands) for meal and incidental allowances, paid in US funds.\n3. Appendix D – Explanatory Note\nFor all locations in Appendix D indicating an asterisk (*) for all three meals (denoting reasonable and justifiable expenses, receipts required), the incidental allowance reflects the amount published in Appendix C, under Canada & USA, paid in Canadian dollars (CAD).", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-25", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "Appendix D - Allowances - Module 4", "marginal_note": "Appendix D - Allowances - Module 4", "part": "", "division": "", "heading": "", "text": "This appendix is regularly updated. Please consult the online version for the latest rates .", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-26", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "Appendix E - Blanket Travel Authority Templates - Module 1 - Travel Within Headquarters Area", "marginal_note": "Appendix E - Blanket Travel Authority Templates - Module 1 - Travel Within Headquarters Area", "part": "", "division": "", "heading": "", "text": "March 28, 2026\n(Refer to applicable Travel Directive Appendices A, B, C and D, as well as GAC – United States of America Mileage/Kilometre Rates or GAC – International Trade Kilometre Rates at Locations Abroad.)\nNote: This document is intended only as a tool to facilitate discussion between the employee and authorizing manager prior to travel status. This tool may be subject to change.\nBlanket Travel Authority–FISCAL YEAR: _________________________________\nBlanket Travel Authority–Tracking Number: _______________________________\nEmployee Name: __________________________________________________\nDepartment: ______________________________________________________\nEmployee Signature: ________________________ Date (Y/M/D): ____________\nDelegated Manager Signature: ________________ Date (Y/M/D): _____________\nBlanket Travel Authority–Geographic Location: ____________________________\nStart Date (Y/M/D): ___________________ End Date (Y/M/D): ________________\nMaximum number of consecutive travel days: _____________________________\nMaximum dollar value/limitation for each individual trip: _____________________\nTravel Advance: YES___ NO___ Specified Travel Advance Amount Limit: _______\nTrip Purpose: _____________________________________________________\nArticle Ref. Category Yes = Y No = N N/A Detail 3.1.1 Accommodation Hotel – daily room rate Hotel – service charges Bed and breakfast Motels Lodging facilities Commercial accommodation – other Crown owned, leased, or operated facilities Colleges Universities Educational institutions Federal government training centers Hospitals Military establishment – Canadian Military establishment – foreign Tents Trailers Government and institutional accommodation – other Non-commercial facilities Private dwelling Private accommodation – other 3.1.2 Additional business expense Facsimiles Health certificate (Health Canada) Inoculations Internet connections Office equipment – rental Office equipment – transportation Entry documents (CanPass) Entry documents (NEXUS) Passport Photocopies Photos – passport and/or visa Required personal effects Service charge – automated banking machine Service charge – credit/debit card usage Service charge – government travel card usage Service charge – safety deposit box Service charge – traveller's cheques Telephone expenses (business calls) Telephone expenses (due to altered schedule/itinerary) Vaccinations Visa (entry permits) Word processing services X-rays Business expense – other 3.1.3 Bottled water Bottled water – reasonable amounts of bottled water (based on receipts). 3.1.4 Currency exchange Commission charged Conversion gain Conversion loss Fee – automated teller machine service charge Fee – service charge Fee – travel card usage charge Currency exchange – other 3.1.5 Dependant care With accommodation overnight – up to $50 CDN per household, per day With accommodation overnight – up to $100 CDN maximum, per dependant, per day With accommodation overnight – other provide explanation 3.1.6 Home communication N/A 3.1.7 Incidental allowance With accommodation overnight – incidental allowance as per Appendix C or D, as applicable. 3.1.8 Insurance N/A 3.1.9 Meals Daily Comprehensive Allowance Breakfast – meal allowance Appendix C or D, as applicable Breakfast – prepaid (e.g. conference, voucher, included in room rate, etc.) Lunch – meal allowance Appendix C or D, as applicable Lunch – prepaid (e.g. conference, voucher, included in room rate, etc.) Dinner – meal allowance Appendix C or D, as applicable Dinner – prepaid (e.g. conference, voucher, included in room rate, etc.) 3.1.10 Rest periods N/A 3.1.11 Transportation Disrupted travel pattern (residence to workplace) Docking fees Ferries Transportation – other Parking lot Parking meter Transportation prepaid Passenger – no charge Tolls (e.g. road, tunnel, bridge) Bus charter Bus (local) Shuttles Subway Taxi – chit utilized (do not enter charge) Taxi – receipts Commercial – other Motorcycle – rental Motorcycle – helmet rental Other mode of transportation Snowmobile – rental Snowmobile – privately owned Snowmobile – helmet rental Watercraft – privately owned Watercraft – rental Crown owned and/or leased Insurance charge (not otherwise covered) Vehicle – other Private motor vehicle (kilometric rate) Rental – drop-off charge Rental – fuel charge Rental – insurance charge Rental – compact Rental – intermediate (standard) Rental – large (non-standard) Rental – other Rental – insurance charge Rental – Provincial Sales Tax Rental – Quebec Sales Tax Rental – Harmonized Sales Tax Rental – Goods and Services Tax", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-27", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "Appendix E - Module 2 - Travel outside headquarters area - no overnight stay", "marginal_note": "Appendix E - Module 2 - Travel outside headquarters area - no overnight stay", "part": "", "division": "", "heading": "", "text": "March 28, 2026\n(Refer to applicable Travel Directive Appendices A, B, C and D, as well as GAC – United States of America Mileage/Kilometre Rates or GAC – International Trade Kilometre Rates at Locations Abroad.)\nNote: This document is intended only as a tool to facilitate discussion between the employee and authorizing manager prior to travel status. This tool may be subject to change.\nBlanket Travel Authority–FISCAL YEAR: ________________________________\nBlanket Travel Authority–Tracking Number: _______________________________\nEmployee Name: __________________________________________________\nDepartment: ______________________________________________________\nEmployee Signature: ________________________ Date (Y/M/D): ____________\nDelegated Manager Signature: ________________ Date (Y/M/D): _____________\nBlanket Travel Authority–Geographic Location: ____________________________\nStart Date (Y/M/D): ___________________ End Date (Y/M/D): ________________\nMaximum number of consecutive travel days: _____________________________\nMaximum dollar value/limitation for each individual trip: _____________________\nTravel Advance: YES___ NO___ Specified Travel Advance Amount Limit: _______\nTrip Purpose: _____________________________________________________\nArticle Ref. Category Yes = Y No = N N/A Detail 3.2.1 Accommodation N/A 3.2.2 Additional business expense Facsimiles Health certificate (Health Canada) Inoculations Internet connections Office equipment – rental Office equipment – transportation Entry documents (CanPass) Entry documents (NEXUS) Passport Photocopies Photos – passport and/or visa Required personal effects Service charge – automated banking machine Service charge – bank/financial institution commission Service charge – credit/debit card usage Service charge – government travel card usage Service charge – safety deposit box Service charge – traveller's cheques Telephone expenses (business calls) Telephone expenses (due to altered schedule/itinerary) Vaccinations Visa entry documents Word processing services X-rays Business expense – Other 3.2.3 Bottled Water Bottled water – reasonable amounts of bottled water (based on receipts). 3.2.4 Currency exchange Commission charged Conversion gain Conversion loss Fee – automated teller machine service charge Fee – service charge Fee – travel card usage charge Currency Exchange – other 3.2.5 Dependant care Up to $50 CDN, per household per day Up to $100 CDN maximum, per dependant, per day Other – provide explanation 3.2.6 Home Communication N/A 3.2.7 Incidental Allowance N/A 3.2.8 Insurance N/A 3.2.9 Meals Daily Comprehensive Allowance Breakfast – meal allowance Appendix C or D, as applicable Breakfast – prepaid (e.g. conference, flight, voucher, included in room rate, etc.) Breakfast – high meal cost Breakfast – receipted amount Breakfast – other Lunch – meal allowance Appendix C or D, as applicable Lunch – prepaid (e.g. conference, flight, voucher, included in room rate, etc.) Lunch – high meal cost Lunch – receipted amount Lunch – other Dinner – meal allowance Appendix C or D, as applicable Dinner – prepaid (e.g. conference, flight, voucher, included in room rate, etc.) Dinner – high meal cost Dinner – receipted amount Dinner – other 3.2.10 Rest periods N/A 3.2.11 Transportation Disrupted travel pattern (residence to workplace) Docking fees Ferries Transportation fees – (not otherwise paid) Parking – hotel, motel or corporate residence Parking lot Parking meter Transportation prepaid Passenger – no charge Tolls (e.g. road, tunnel, bridge) Airfare – airport improvement fee (not included in ticket) Airfare – business class (non-standard) paid by traveller Airfare – departure taxes (not included in ticket) Airfare – military equipment/flight Airfare – business class prepaid by Government of Canada Airfare – economy class prepaid by Government of Canada Airfare – private plane (e.g. rental / charter) Airfare – seat selection fee for commercial, private and chartered carriers Airfare – security charges (not included in ticket) Airfare – unused segment(s) Bus charter Bus (inter-city) Bus (local) Change fee (paid by traveller) Excess baggage/weight (paid by traveller) Miscellaneous charge order (prepaid) Miscellaneous charge order (not prepaid) Rail – next higher class to economy class (standard) Shuttles Subway Taxi chit utilized (do not enter charge) Taxi receipts Commercial – other Motorcycle – rental Motorcycle – helmet rental Other mode of transportation Private/leased aircraft Snowmobile – rental Snowmobile – insurance (not otherwise covered) Snowmobile – privately owned Snowmobile – helmet rental Watercraft – privately owned Watercraft – insurance (not otherwise covered) Watercraft – rental Crown owned and/or leased vehicle Insurance charge (not otherwise covered) Vehicle – other Private motor vehicle – to public carrier/return trip home Private motor vehicle (Appendix B kilometric rate) Private motor vehicle – pick-up at public carrier/ return trip home Rental – drop-off charge Rental – fuel charge Rental – Insurance charge Rental – compact Rental – intermediate (standard) Rental – large (non-standard) Rental – other Rental – insurance charge Rental – Provincial Sales Tax Rental – Quebec Sales tax Rental – Harmonized Sales Tax Rental – Goods and Services Tax", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-28", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "Appendix E - Module 3 - Travel in Canada and Continental U.S.A. - Overnight Stay", "marginal_note": "Appendix E - Module 3 - Travel in Canada and Continental U.S.A. - Overnight Stay", "part": "", "division": "", "heading": "", "text": "March 28, 2026\n(Refer to applicable Travel Directive Appendices A, B, C, as well as GAC – United States of America Mileage/Kilometre Rates.)\nNote: This document is intended only as a tool to facilitate discussion between the employee and authorizing manager prior to travel status. This tool may be subject to change.\nBlanket Travel Authority–FISCAL YEAR: ________________________________\nBlanket Travel Authority–Tracking Number: _______________________________\nEmployee Name: __________________________________________________\nDepartment: ______________________________________________________\nEmployee Signature: ________________________ Date (Y/M/D): ____________\nDelegated Manager Signature: ________________ Date (Y/M/D): _____________\nBlanket Travel Authority–Geographic Location: ____________________________\nStart Date (Y/M/D): ___________________ End Date (Y/M/D): ________________\nMaximum number of consecutive travel days: _____________________________\nMaximum dollar value/limitation for each individual trip: _____________________\nTravel Advance: YES___ NO___ Specified Travel Advance Amount Limit: _______\nTrip Purpose: _____________________________________________________\nArticle Ref. Category Yes = Y No = N N/A Detail 3.3.1 Accommodation Corporate apartment Corporate residences Hotel – daily room rate Hotel – weekly room rate Hotel – monthly room rate Hotel – service charges Bed and breakfast Hotels – service charges Motels Lodging facilities Commercial accommodation – Other Crown owned, leased, or operated facilities Colleges Universities Educational institutions Federal government training centers Hospitals Military establishment – Canadian Military establishment – foreign Tents Trailers Gov't & institutional accommodation – Other Non–commercial facilities Private dwelling Private accommodation – Other 3.3.2 Additional business expense Facsimiles Health Certificate (Health Canada) Inoculations Internet connections Office equipment – rental Office equipment – transportation Entry documents (CanPass) Entry documents (NEXUS) Passport Photocopies Photos – passport and/or visa Required personal effects Service charge – automated banking machine Service charge – bank/financial institution commission Service charge – credit/debit card usage Service charge – government travel card usage Service charge – safety deposit box Service charge – traveller's cheques Telephone expenses (business calls) Telephone expenses (due to altered schedule/itinerary) Vaccinations Visa (entry permits) Word processing services X-rays Business expense – other 3.3.3 Bottled Water Bottled water – reasonable amounts of bottled water (based on receipts) 3.3.4 Currency exchange Commission charged Conversion gain Conversion loss Fee – automated teller machine service charge Fee – service charge Fee – travel card usage charge Currency Exchange – other 3.3.5 Dependant care Up to $50 CDN, per household per day Up to $100 CDN maximum, per dependant, per day Dependant care – other 3.3.6 Home Communication One 10-minute call home, each contiguous 3 day period (refer to section 4.2.8) (revised January 15, 2009) One 5-minute call home, each contiguous 3 day period (refer to section 4.2.8) (revised January 15, 2009) 3.3.7 Incidental Allowance Canada – 100%, as per Appendix C Canada – 75% (starting on the 31st consecutive day), as per Appendix C USA – 100%, as per Appendix C USA – 75% (starting on the 31st consecutive day), as per Appendix C Other – provide explanation 3.3.8 Insurance See Appendix A for insurance coverage Insurance coverage – other 3.3.9 Meals Daily Comprehensive Allowance Breakfast – meal allowance Appendix C. Breakfast – prepaid (e.g. conference, flight, voucher, included in room rate, etc.) Breakfast – high meal cost Breakfast – receipted amount Breakfast – other Breakfast – 75% (starting on the 31st consecutive day) Lunch – meal allowance Appendix C. Lunch – prepaid (e.g. conference, flight, voucher, included in room rate, etc.) Lunch – high meal cost Lunch – receipted amount Lunch – other Lunch – 75% (starting on the 31st consecutive day) Dinner – meal allowance Appendix C. Dinner – prepaid (e.g. conference, flight, voucher, included in room rate, etc.) Dinner – high meal cost Dinner – receipted amount Dinner – other Dinner – 75% (starting on the 31st consecutive day) 3.3.10 Rest periods Suitable rest period Overnight stop after travel time of at least 9 consecutive hours 3.3.11 Transportation Disrupted travel pattern (residence to workplace) Docking fees Ferries Transportation fees – (not otherwise paid) Parking – hotel, motel or corporate residence Parking lot Parking meter Transportation prepaid Passenger – no charge Tolls (e.g. road, tunnel, bridge) Airfare – Airport Improvement Fee (not included in ticket) Airfare – business class (non-standard) paid by traveller Airfare – departure taxes (not included in ticket) Airfare – economy class (standard) paid by traveller Airfare – military equipment/flight Airfare – business class prepaid by Government of Canada Airfare – economy class prepaid by Government of Canada Airfare – private plane (e.g. rental / charter) Airfare – seat selection fee for commercial, private and chartered carriers Airfare – security charges (not included in ticket) Airfare – unused segment(s) Bus charter Bus (inter-city) Bus (local) Change fee (paid by traveller) Excess baggage/weight (paid by traveller) Miscellaneous charge order (prepaid) Miscellaneous charge order (not prepaid) Rail – next higher class to economy class (standard) Shuttles Subway Taxi chit utilized (do not enter charge) Taxi receipts Commercial – other Motorcycle – rental Motorcycle – helmet rental Other mode of transportation Private/leased aircraft Snowmobile – rental Snowmobile – insurance (not otherwise covered) Snowmobile – privately owned Snowmobile – helmet rental Watercraft – privately owned Watercraft – insurance (not otherwise covered) Watercraft – rental Crown owned and/or leased vehicle Insurance charge (not otherwise covered) Vehicle – other Private motor vehicle – to public carrier/ return trip home Private motor vehicle (Appendix B kilometric rate) Private motor vehicle – pick-up at public carrier/return trip home Rental – drop-off charge Rental – fuel charge Rental – insurance charge Rental – compact Rental – intermediate (standard) Rental – large (non-standard) Rental – other Rental – insurance charge Rental – Provincial Sales Tax Rental – Quebec Sales Tax Rental – Harmonized Sales Tax Rental – Goods and Services Tax 3.3.12 Weekend Travel Home 2 day weekend – see Appendix C 3 day weekend – see Appendix C 4 day weekend – see Appendix C 3.3.13 Weekend Travel – Alternatives Accommodation – receipt required (a) By the employee Meals 100% Meals 75% Incidentals 100% Incidentals 75% Weekend Travel expenses – other Dependant care Insurance – personal responsibility and liability of the employee 3.3.13 Weekend Travel Home Public carrier transportation via the government travel suppliers Taxi Private motor vehicle (b) By the employee's spouse, common-law partner, or dependant Insurance – personal responsibility and liability of the employee", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-29", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "Appendix E - Module 4 - International Travel - Overnight Stay", "marginal_note": "Appendix E - Module 4 - International Travel - Overnight Stay", "part": "", "division": "", "heading": "", "text": "March 28, 2026\n(Refer to applicable Travel Directive Appendices A, B, and D, as well as GAC – International Trade Kilometre Rates at Locations Abroad.)\nNote: This document is intended only as a tool to facilitate discussion between the employee and authorizing manager prior to travel status. This tool may be subject to change.\nBlanket Travel Authority – FISCAL YEAR: ________________________________\nBlanket Travel Authority – Tracking Number: _______________________________\nEmployee Name: __________________________________________________\nDepartment: ______________________________________________________\nEmployee Signature: ________________________ Date (Y/M/D): ____________\nDelegated Manager Signature: ________________ Date (Y/M/D): _____________\nBlanket Travel Authority – Geographic Location: ____________________________\nStart Date (Y/M/D): ___________________ End Date (Y/M/D): ________________\nMaximum number of consecutive travel days: _____________________________\nMaximum dollar value/limitation for each individual trip: _____________________\nTravel Advance: YES___ NO___ Specified Travel Advance Amount Limit: _______\nTrip Purpose: _____________________________________________________\nArticle Ref. Category Yes = Y No = N N/A Detail 3.4.1 Accommodation Corporate apartment Corporate residences Hotel – daily room rate Hotel – weekly room rate Hotel – monthly room rate Hotel – service charges Bed and breakfast Hotels – service charges Motels Lodging facilities Commercial accommodation – other Crown owned, leased, or operated facilities Colleges Universities Educational institutions Federal government training centers Hospitals Military establishment – Canadian Military establishment – foreign Tents Trailers Gov't & institutional accommodation – other Non-commercial facilities Private dwelling Private accommodation – other 3.4.2 Additional business expense Facsimiles Health Certificate (Health Canada) Inoculations Internet connections Office equipment – rental Office equipment – transportation Entry documents (CanPass) Entry documents (NEXUS) Passport Photocopies Photos – passport and/or visa Required personal effects Service charge – automated banking machine Service charge – bank/financial institution commission Service charge – credit/debit card usage Service charge – government travel card usage Service charge – safety deposit box Service charge – traveller's cheques Telephone expenses (business calls) Telephone expenses (due to altered schedule/itinerary) Vaccinations Visa (entry permits) Word processing services X-rays Business expense – other 3.4.3 Bottled Water Bottled water – reasonable amounts of bottled water (based on receipts). 3.4.4 Currency exchange Commission charged Conversion gain Conversion loss Fee – automated teller machine service charge Fee – service charge Fee – travel card usage charge Currency exchange – other 3.4.5 Dependant care Up to $50 CDN, per dependant per day Up to $100 CDN maximum, per household, per day Dependant care – other 3.4.6 Home Communication One 10-minute call home, each contiguous 3 day period One 5-minute call home, each contiguous 3 day period 3.4.7 Incidental Allowance 100%, as per Appendix C or D, as applicable 75% (starting on the 31st consecutive day), as per Appendix C or D, as applicable 100%, as per Appendix C or D, as applicable 75% (starting on the 31st consecutive day), as per Appendix C or D, as applicable No meal rates established in Appendix D – incidentals as per Appendix C International travel outside Canada or the continental USA – incidentals as per Appendix D Other – provide explanation 3.4.8 Insurance See Appendix A for insurance coverage Insurance coverage – other 3.4.9 Meals Daily Comprehensive Allowance Breakfast – meal allowance Appendix D Breakfast – prepaid (e.g. conference, flight, voucher, etc.) Breakfast – high meal cost Breakfast – receipted amount Breakfast – other Breakfast – 75% (starting on the 31st consecutive day) Lunch – meal allowance Appendix D Lunch – prepaid (e.g. conference, flight, voucher, etc.) Lunch – high meal cost Lunch – receipted amount Lunch – other Lunch – 75% (starting on the 31st consecutive day) Dinner – meal allowance Appendix D Dinner – prepaid (e.g. conference, flight, voucher, etc.) Dinner – high meal cost Dinner – receipted amount Dinner – other Dinner – 75% (starting on the 31st consecutive day) 3.4.10 Rest periods Suitable rest period Overnight stop after travel time of at least 9 consecutive hours 3.4.11 Transportation Disrupted travel pattern (residence to workplace) Docking fees Ferries Transportation fees – (not otherwise paid) Parking – hotel, motel or corporate residence Parking lot Parking meter Transportation prepaid Passenger – no charge Tolls (e.g. road, tunnel, bridge) Airfare – Airport Improvement Fee (not included in ticket) Airfare – business class (non-standard) paid by traveller Airfare – departure taxes (not included in ticket) Airfare – economy class (standard) paid by traveller Airfare – military equipment/flight Airfare – business class prepaid by Government of Canada Airfare – economy class prepaid by Government of Canada Airfare – private plane (e.g. rental/charter) Airfare – seat selection fee for commercial, private and chartered carriers Airfare – security charges (not included in ticket) Airfare – unused segment(s) Bus charter Bus (inter-city) Bus (local) Change fee (paid by traveller) Excess baggage/weight (paid by traveller) Miscellaneous charge order (prepaid) Miscellaneous charge order (not prepaid) Rail – next higher class to economy class (standard) Shuttles Subway Taxi chit utilized (do not enter charge) Taxi receipts Commercial – other Motorcycle – rental Motorcycle – helmet rental Other mode of transportation Private/leased aircraft Snowmobile – rental Snowmobile – insurance (not otherwise covered) Snowmobile – privately owned Snowmobile – helmet rental Watercraft – privately owned Watercraft – insurance (not otherwise covered) Watercraft – rental Crown owned and/or leased vehicle Insurance charge (not otherwise covered) Vehicle – other Project Support Unit Driver Hired Private motor vehicle – to public carrier/ return trip home Private motor vehicle (Appendix B (international) kilometric rate) Private motor vehicle – pick-up at public carrier/ return trip home Rental – drop-off charge Rental – fuel charge Rental – insurance charge Rental – compact Rental – intermediate (standard) Rental – large (non-standard) Rental – other Rental – insurance charge Rental – Provincial Sales Tax Rental – Quebec Sales Tax Rental – Harmonized Sales Tax Rental – Goods and Services Tax 3.4.12 Weekend Travel Home 7 week – economy return air fare 7 week – taxi 7 week – private motor vehicle 12 weeks = 2 trips (economical airfare, ground transportation, plus meals and incidentals en route only) 17 weeks = 3 trips (economical airfare, ground transportation, plus meals and incidentals en route only) 22 weeks = 4 trips (economical airfare, ground transportation, plus meals and incidentals en route only) 3.4.13 Weekend Travel – Alternatives Accommodation – receipt required (a) By the employee Meals 100% Meals 75% Incidentals 100% Incidentals 75% Weekend travel expenses – other Dependant care Insurance – personal responsibility and liability of the employee 3.4.13 Weekend Travel Home Public carrier transportation via the government travel suppliers Taxi Private motor vehicle (b) By the employee's spouse, common-law partner, or dependant Insurance – personal responsibility and liability of the employee", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d10-30", "doc_type": "directive", "act_code": "d10", "act_short": "Travel Directive", "act_name": "NJC Travel Directive", "section": "Appendix F - Sample declaration", "marginal_note": "Appendix F - Sample declaration", "part": "", "division": "", "heading": "", "text": "Note: This document is intended only as a sample to illustrate the information that should be contained in a declaration when original receipts or copies are lost, accidentally destroyed or unobtainable.\nSAMPLE LOST OR DESTROYED RECEIPT DECLARATION Declaration by Claimant - To be used in lieu of unavailable receipt I, hereby declare that I have paid for the following goods or services incurred by me on travel for government business and that the invoice was: Lost Destroyed Inadvertently not obtained Other (specify):\nInvoice detail:\nDate Person / Business Amount $ GST/HST $ TOTAL $ Description of Goods or Services provided:\nSignature of Claimant", "history": "", "last_amended": "", "current_to": "March 28, 2026", "citation": "Travel Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d10/en" }, { "id": "directive-d11-1", "doc_type": "directive", "act_code": "d11", "act_short": "Uniforms Directive", "act_name": "NJC Uniforms Directive", "section": "Collective agreement", "marginal_note": "Collective agreement", "part": "General", "division": "", "heading": "", "text": "This directive is deemed to be part of collective agreements between the parties to the National Joint Council (NJC), and employees are to be afforded ready access to this directive.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Uniforms Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d11/en" }, { "id": "directive-d11-2", "doc_type": "directive", "act_code": "d11", "act_short": "Uniforms Directive", "act_name": "NJC Uniforms Directive", "section": "Grievance procedure", "marginal_note": "Grievance procedure", "part": "General", "division": "", "heading": "", "text": "In cases of alleged misinterpretation or misapplication arising out of this directive, the grievance procedure, for all represented employees within the meaning of the Federal Public Sector Labour Relations Act , will be in accordance with section 15.0 of the National Joint Council By-Laws . For unrepresented employees the departmental grievance procedure applies.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Uniforms Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d11/en" }, { "id": "directive-d11-3", "doc_type": "directive", "act_code": "d11", "act_short": "Uniforms Directive", "act_name": "NJC Uniforms Directive", "section": "Effective date", "marginal_note": "Effective date", "part": "General", "division": "", "heading": "", "text": "This directive is effective on March 1, 2022.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Uniforms Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d11/en" }, { "id": "directive-d11-4", "doc_type": "directive", "act_code": "d11", "act_short": "Uniforms Directive", "act_name": "NJC Uniforms Directive", "section": "Purpose and scope", "marginal_note": "Purpose and scope", "part": "General", "division": "", "heading": "", "text": "It is the policy of the government to provide appropriate items of clothing to employees where the nature of the work is such that special protection is required or where special identification at the local, national or international level will aid in the effective performance of duties and in meeting program objectives.\nWhen clothing serves for both identification and personal protection, departments shall ensure that this directive is read in conjunction with NJC OHS Directive Part XII - Personal and Protective Equipment and Clothing and that the requirements of both directives are met.\nDepartments and agencies shall review their existing clothing policies to ensure that they comply with this directive.\nThis directive is intended to assist departments in ensuring that their practices provide adequate protection and identification for employees, are economical, equitable and reasonably consistent with those throughout the Public Service and are comparable with those for similar occupations outside the Public Service.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Uniforms Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d11/en" }, { "id": "directive-d11-5", "doc_type": "directive", "act_code": "d11", "act_short": "Uniforms Directive", "act_name": "NJC Uniforms Directive", "section": "Application", "marginal_note": "Application", "part": "General", "division": "", "heading": "", "text": "This directive applies to all departments and agencies listed in Schedules I, I.1 and IV of the Financial Administration Act .\nThis directive does not apply to portions of the Public Service which are subject to other authorities, the Canadian Forces, the Royal Canadian Mounted Police, or to commissions designated as departments under the Inquiries Act for the purpose of the Financial Administration Act .", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Uniforms Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d11/en" }, { "id": "directive-d11-6", "doc_type": "directive", "act_code": "d11", "act_short": "Uniforms Directive", "act_name": "NJC Uniforms Directive", "section": "Authorities", "marginal_note": "Authorities", "part": "General", "division": "", "heading": "", "text": "The President of the Treasury Board has delegated authority to approve exceptions to the directive. Requests for such exceptions should be made in the form of a letter to the Chief Human Resources Officer.\nSuch requests should be signed by departmental officials who have authority to sign submissions and should contain the same information as submissions.\nDeputy heads have the authority to issue necessary items of clothing and determine the requirements for identification items except when the design of a uniform is changed. In this case prior Treasury Board approval must be obtained.\nThe introduction of new uniforms, or changes to a present departmental uniform policy, shall be subject to Treasury Board authorization.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Uniforms Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d11/en" }, { "id": "directive-d11-7", "doc_type": "directive", "act_code": "d11", "act_short": "Uniforms Directive", "act_name": "NJC Uniforms Directive", "section": "1", "marginal_note": "Requirements", "part": "", "division": "", "heading": "", "text": "1.1 Responsibilities\n1.1.1 Public Services and Procurement Canada (PSPC) provides clothing advisory services to departments and agencies, through the Clothing Advisory Group.\n1.1.2 These services are listed in Appendix A.\n1.1.3 It is the responsibility of each department:\n- to ensure that appropriate consultation takes place at a joint committee as defined at section 1.2;\n- in the absence of a specific joint committee on uniforms, the consultations will include the policy committee or, if there is no policy committee, the workplace committee or the health and safety representative;\n- to identify the situations where the provision of clothing is necessary; and\n- to determine that the type of clothing provided is adequate and suitable; and to develop and to maintain up-to-date clothing standards and scales of issue including considerations for, but not limited to, fit, cleaning, maternity clothing, tailoring, material used etc.\n1.1.4 Departments are required to incorporate controls to ensure that practices are consistent with the policy directives. The internal controls shall include the maintenance of a record containing the following information:\n- the number of employees provided with clothing;\n- the composition of standard clothing issues;\n- the value of clothing issued (in total and by unit);\n- the average cost per employee provided with clothing;\n- the value of clothing allowances (in total and individually); and\n- copies of relevant departmental bulletins or directives.\n1.1.5 Corporate and personal identification items such as shoulder flashes, shall be consistent with the requirements of the Treasury Board Secretariat’s Policy on Communications and Federal Identity.\n1.2 Union management consultation\n1.2.1 Departments and other portions of the Public Service shall consult with employee representatives at the local, regional or national level, as appropriate, regarding the application of this directive, and prior to any planned changes in existing practices.\n1.2.2 Departments should be aware of the consultation provisions of the relevant collective agreements when applying this directive.\n1.2.3 When clothing serves for both identification and personal protection, departments shall ensure to consult the joint committee on uniforms or in case of absence of a specific joint committee on uniforms the policy committee or, if there is no policy committee, the workplace committee or the health and safety representative, to assist in the determination of personal protective equipment and clothing requirements.\n1.3 Consultation with the Clothing Advisory Group\n1.3.1 Departments shall consult with the Clothing Advisory Group:\n- before introducing new items of clothing or replacing existing issues;\n- to ensure that the quality and quantity of clothing to be provided to employees performing similar functions in similar working environments are reasonably consistent from department to department;\n- to ensure fabrics selected for protection meet good industrial safety practices, and fabrics selected for uniforms meet the PSPC criteria, considering, but not limited to, flame resistance, etc.;\n- not later than two years prior to introduction of new uniforms; and\n- when clothing purchases are expected to exceed $10,000.\n1.3.2 A department that finds the PSPC recommendations unacceptable shall submit the dispute to the President of the Treasury Board, as provided for in the Authorities section.\n1.4 Inquiries\n1.4.1 All inquiries regarding this directive should be routed through departmental headquarters.\n1.4.2 For interpretation of specific policy statements contained in this directive, designated members of the departmental headquarters should contact:\nEmployment Conditions and Labour Relations, Office of the Chief Human Resources Officer, Treasury Board Secretariat.\n1.5 Credit revenue\n1.5.1 Unless authority to credit revenue to the vote has been obtained by either vote‑netting authority or a revolving fund authority, departments and agencies must credit the proceeds of sales to non‑tax revenue.\n1.5.2 Where there is a charge to employees, the GST and PST (HST) must be collected and remitted in accordance with the applicable federal and provincial laws.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Uniforms Directive, s. 1", "source_url": "https://www.njc-cnm.gc.ca/directive/d11/en" }, { "id": "directive-d11-8", "doc_type": "directive", "act_code": "d11", "act_short": "Uniforms Directive", "act_name": "NJC Uniforms Directive", "section": "2", "marginal_note": "Provision", "part": "", "division": "", "heading": "", "text": "2.1 General\n2.1.1 Uniforms and other items of identification shall be issued to employees free of charge when there is a requirement for identification of employees. There are four distinguishing conditions under which identification of the employee may be required:\n- when identification of the employee is required by management to provide a sign of vested authority in directing, inspecting or enforcing specific laws and regulations;\n- when identification of the employee is required by management to provide an appropriate identification of the employee's function;\n- when identification of the employee is required by management, either permanently or in an emergency, to control emergency equipment and direct persons during an emergency. Such employees must be readily identifiable by the local public; and\n- when identification of an employee's authority is required by management to access and work in a secure area. (Identification clothing may supplement the primary form of identification.)\n2.1.2 Items of wearing apparel of the same pattern or material or colour are supplied free of charge for the following purposes:\n- for occupational identification and worn as required by local management; and/or\n- for image distinctiveness and worn uniformly throughout a sector in accordance with orders.\n2.1.3 Regular shoes of a specific type or colour, which serve only to provide coordination with clothing, are not considered essential to identify the employee. Departments shall not provide regular shoes free of cost, nor shall they demand that employees wear specific types or colours of shoes. Departments may, however, specify that the footwear be of a type generally considered as acceptable and to coordinate with the uniforms provided.\n2.1.4 Departments may, however, utilize the provisions of subsection 3.5.2 to make such footwear available to employees for purchase at cost.\n2.1.5 Bulletins shall be issued to employees when the wearing of uniform clothing is required. Such bulletins normally will identify and enumerate clothing commodities, state the employee's responsibility for clothing received and specify the manner of accounting for clothing when the employee is no longer eligible to receive or retain it (e.g. on promotion, demotion, separation or due to a change in working conditions).\n2.1.6 Normally, clothing which is issued to employees shall be worn only on duty and will not be worn away from the workplace. When employees are provided with specific items of clothing for wear on duty, substitute items shall not be worn. Clothing which is issued to employees may be worn in public to travel to and from work when the safe storage of personal clothing is not possible.\n2.1.7 When, as a condition of employment, an employee receives any item of clothing as an individual issue, that employee will be expected to wear and maintain it in a clean, pressed and repaired condition, in accordance with departmental directives and in accordance with care labels permanently attached to each garment.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Uniforms Directive, s. 2", "source_url": "https://www.njc-cnm.gc.ca/directive/d11/en" }, { "id": "directive-d11-9", "doc_type": "directive", "act_code": "d11", "act_short": "Uniforms Directive", "act_name": "NJC Uniforms Directive", "section": "3", "marginal_note": "Acquisition", "part": "", "division": "", "heading": "", "text": "3.1 Selection\n3.1.1 Clothing shall be selected to ensure that it is hazard free, based as much as possible on comfort, serviceability and ease of care. Natural fabrics, natural fabric blends and fabrics not requiring dry‑cleaning are the preferred choice.\n3.1.2 When departments and agencies are reviewing their uniform policy, and the current or planned uniform requires dry‑cleaning, employee representatives, at the local, regional or national level, as appropriate, shall assist in the selection of the uniforms.\n3.1.3 Uniforms that require dry-cleaning shall only be selected when easy-care uniforms are clearly unsuitable, the Clothing Advisor agrees, and the employee representative has been fully informed. If the employer requires employees to have, wear and maintain a dress uniform (i.e. ceremonial clothing or number 1 dress) that can only be dry-cleaned, the employer must ensure full payment of the cleaning cost.\n3.1.4 Care labels, as designated by Innovation, Science and Economic Development Canada, should be attached to each new item of clothing.\n3.1.5 Normally, it will be advantageous to have clothing for identification manufactured from all‑season fabric, requiring minimum care. Commercially available items in standard sizes are more economical than custom-tailored special designs.\n3.1.6 In events where employees have allergies to the fabric and/or cleaning products, the employer will consider alternatives to the uniform and will accommodate any request from employees. Any request for accommodation to the uniform will not be denied unless it can be demonstrated that it will impose an undue hardship on the employer.\n3.2 Sun protection\n3.2.1 Sun protection shall be made available to employees who wear uniforms outdoors in summer. This means the provision of summer-weight long pants and summer-weight long-sleeved shirts for sun protection in addition to skirts, shorts and short‑sleeved shirts and hats designed to protect from sun rays.\n3.2.2 Clothing shall be selected to minimize total body heat burden. Employees shall have the option of choosing, from the clothing provided, the combination they prefer. Sun protection provisions shall be in compliance with the Personal Protective Equipment and Clothing Directive.\n3.3 Quantities\n3.3.1 The quantity of each commodity to be provided initially to each employee shall be based on conditions of wear and tear and the expected wear‑life of each commodity.\n3.4 Replacement\n3.4.1 Replacement items of clothing shall be issued free of charge when existing items are no longer serviceable.\n3.4.2 The employer will replace any clothing that is lost unless it can be demonstrated by the employer that the employee was unreasonably negligent.\n3.5 Personal clothing\n3.5.1 Personal clothing does not include items which are designated as essential for identification within the context of this directive. Employees will normally be expected to provide, wear and maintain personal clothing as appropriate and necessary for their duties.\n3.5.2 In special circumstances departments may make arrangements for employees to purchase reasonable amounts of personal clothing for use while on duty.\n3.5.3 Items of personal clothing may be made available for employees to purchase when:\n- the department is providing clothing and employees are responsible for wearing items of personal clothing that foster neatness and uniform appearance and complement clothing which is provided;\n- employees request items of personal clothing that are not essential for identification, but the department considers that it would be beneficial, in order to improve the general appearance and comfort of employees while on duty; and/or\n- employees desire additional items of clothing, over and above the amount of authorized issue.\n3.5.4 Such a service will be provided only when there are positive assurances that employees will purchase and use any items of personal clothing that are made available under this arrangement.\n3.5.5 Departments may purchase through PSPC a number of items at cost for resale to employees. These may include, but shall not be restricted to:\n- headgear,\n- jacket, blazer and windbreaker,\n- trousers (work pants) and skirt,\n- shirt or sweater,\n- tie,\n- socks,\n- gloves or mitts,\n- topcoat or other similar type of raincoat,\n- parka (non‑distinctive),\n- belt,\n- scarf,\n- footwear, and/or\n- maternity clothing.\n3.6 Clothing allowance\n3.6.1 The Treasury Board prefers the direct issue of clothing to the payment of clothing allowances. However, Treasury Board does not wish to preclude payment of such allowances in cases where the practice is established or the economy of introducing a new allowance can be clearly demonstrated.\n3.6.2 No new allowances or changes in existing allowances shall be introduced without the prior authorization of the Treasury Board.\n3.6.3 No allowances shall be paid for:\n- repair, cleaning, pressing and laundering; or\n- personal clothing.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Uniforms Directive, s. 3", "source_url": "https://www.njc-cnm.gc.ca/directive/d11/en" }, { "id": "directive-d11-10", "doc_type": "directive", "act_code": "d11", "act_short": "Uniforms Directive", "act_name": "NJC Uniforms Directive", "section": "4", "marginal_note": "Identification", "part": "", "division": "", "heading": "", "text": "4.1 Requirement\n4.1.1 The requirement of management for identification of the employee shall be determined by the degree to which the identification will aid in the effective performance of duties.\n4.1.2 Employees may be identified by the use of readily available identity cards or by a card at their work station in an office or other setting where special clothing would not be required.\n4.1.3 As per the Workplace Harassment and Violence Prevention Regulations , where the use of employees' full names or surname(s) represents a security problem and eventual workplace violence hazard that may follow them outside the workplace, departments shall jointly determine through the consultations defined at Part 2 above, the use of alternate forms of identification such as, not limited to: a badge number, nickname or first name only.\n4.1.4 The amount of identification depends upon the following:\n- the continual contact of the employee with either the local, national or international population;\n- the requirement for promotion of Canada‑wide departmental services; and\n- promotion of the federal identity and the image of Canada.\n4.1.5 Items such as shirts, which are normally considered as personal clothing, may be provided as clothing when essential for a distinctive and consistent image as part of the identifying clothing.\n4.1.6 Outer identifying clothing is provided only when the employee is required to wear it while on duty outdoors for a significant portion of the working period.\n4.1.7 Clothing provided for identification may also serve to protect employees. Duplication of issue for identification and protection should be avoided.\n4.1.8 In some situations only one \"identifier\" will be required; in others, a combination of two or more may be necessary.\n4.1.9 Identification clothing consistent with job requirements should be provided to probationers and casual or part‑time employees. Items for identification may differ from those provided to full‑time employees with the same job requirements (e.g. armband instead of headgear and tunic). The scale of issuance may also vary.\n4.2 Local image\n4.2.1 Clothing is provided when required for continual identification of employees, while on duty at the local level, when in continual direct contact with the local public whom they are serving.\n4.2.2 Clothing for local image includes the following identifiers to wear with personal clothing:\n- identification card, badge (i.e. for attachment to personal clothing),\n- armband,\n- headgear,\n- smock or coveralls with identification markings, and/or\n- identification vest.\n4.3 National or international image\n4.3.1 Clothing is provided when required for identification of an employee while on duty as an official representative of the federal government and when formal identification of vested authority is required to aid the employee in the effective performance of duties. The appearance of the employee must be readily distinguishable from other employees working in the area and must also enhance federal visibility and the image of Canada.\n4.3.2 Clothing for national or international image consists of uniform clothing of a distinctive design and includes:\n- headgear,\n- tunic,\n- pants and skirt,\n- outer identifying clothing including one of: parka, pea jacket, ski jacket, cape, overcoat, rainwear, and/or\n- badges or rank insignia that could vary with department and unit.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Uniforms Directive, s. 4", "source_url": "https://www.njc-cnm.gc.ca/directive/d11/en" }, { "id": "directive-d11-11", "doc_type": "directive", "act_code": "d11", "act_short": "Uniforms Directive", "act_name": "NJC Uniforms Directive", "section": "Appendix A - Clothing Advisory Group", "marginal_note": "Appendix A - Clothing Advisory Group", "part": "", "division": "", "heading": "", "text": "The Clothing Advisory Group of the Commercial and Consumer Products Directorate, Clothing and Textiles Division, Public Services and Procurement Canada, will:\n- provide information on commercially available commodities and advise on materials, apparel, their components and their availability;\n- produce information for materiel managers dealing with all aspects of apparel purchasing, expected future costs and the latest available technology in the apparel fields;\n- advise on or produce purchase descriptions and specifications, including quality assurance requirements in both official languages;\n- evaluate the design of present and proposed apparel;\n- produce and arrange for new design apparel;\n- determine the best product or fabrics which would provide maximum safety protection as required for employees;\n- maintain contact with the Treasury Board Secretariat with respect to the Federal Identity Program. (Departments and agencies may consult FIP officials directly when this approach is desirable);\n- arrange for the production of samples;\n- assist in cost‑benefit analyses against actual field performance of clothing commodities using commodity performance reports;\n- arrange for the testing of materials and apparel;\n- arrange for outside inspection services to be carried out at a plant or a consignee point;\n- promote the use of common terminology;\n- assist departments and agencies to follow Treasury Board guidelines on the provision of clothing and related items to federal employees, with: guidance in the procurement of clothing according to the guidelines set out by the Treasury Board, the Federal Identity Program and according to national objectives, e.g. domestic purchases, regional considerations, scale of issue, economics, design, functionalism, protection, etc.; assistance in fabric selection consistent with the demand for standardized fabrics; forecast of fabric required to meet anticipated scale of issue, cost-benefit of maintaining inventories of fabric and garments, average allowance for normal maintenance; cost estimates related to current prices falling within budgetary limitations as set out in the departmental objectives; assistance with requisitions that clearly state to contracting officers the precise requirements, including purchase descriptions provided by the Clothing Advisory Group; a critical path from first advice to product delivery, showing involvement of all parties; arrangement for consolidation and distribution of all clothing items; and\n- act as the design authority when requested.", "history": "", "last_amended": "", "current_to": "March 1, 2022", "citation": "Uniforms Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d11/en" }, { "id": "directive-d12-1", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "Application", "marginal_note": "Application", "part": "General", "division": "", "heading": "", "text": "This Directive applies to represented employees of the core public administration who have the Work Force Adjustment Directive listed as a National Joint Council (NJC) Directive in their collective agreements (see Appendix B, List of bargaining agents subject to this Directive) and for which Treasury Board is the employer (departments and organizations listed in Schedules I and IV to the Financial Administration Act , for which the Public Service Commission (PSC) has the sole authority to appoint).\nWith the exception of those references to unions and the NJC, this Directive in its entirety will also apply to all employees appointed on an indeterminate basis who are excluded or unrepresented. Any grievances for these employees shall be dealt with under the normal departmental/organizational grievance procedure.\nThis Directive does not apply to employees to whom the Directive on Career Transition for Executives or other directives on work force adjustment apply.\nUnless explicitly specified, the provisions contained in Parts I to VI do not apply to alternative delivery initiatives.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-2", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "Collective agreement", "marginal_note": "Collective agreement", "part": "General", "division": "", "heading": "", "text": "With the exception of those provisions for which the PSC is responsible, this NJC Directive is deemed to be part of the collective agreements between the parties, and employees are to be afforded ready access to it.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-3", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "Effective date", "marginal_note": "Effective date", "part": "General", "division": "", "heading": "", "text": "This Directive is effective on January 1, 2019.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-4", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "Grievance procedure", "marginal_note": "Grievance procedure", "part": "General", "division": "", "heading": "", "text": "In cases of alleged misinterpretation or misapplication arising out of this Directive, the grievance procedure for all represented employees within the meaning of the Federal Public Sector Labour Relations Act , will be in accordance with Section 15.0 of the National Joint Council By-Laws .\nNotwithstanding any other provisions on presenting grievances under the NJC grievance procedure, an affected, surplus or laid-off employee, or one who has received a notice of termination, who feels aggrieved by a department’s or organization’s decision in applying or interpreting this Directive in respect of his or her situation may grieve directly to the departmental liaison officer of the department or organization that made that decision.\nIf the matter is not resolved at this step to the grievor's satisfaction, the grievor may refer the department’s or organization's reply to the grievance directly to the Executive Committee in accordance with NJC By-Laws and, with the bargaining agent's approval, to adjudication.\nThe NJC agrees to expedite the redress process at any parties’ request in cases of dispute when an employee has chosen or is deemed to have chosen Option 6.4.1(a), twelve-month surplus priority period in which to secure a reasonable job offer as per Part VI of this Directive.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-5", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "Objectives", "marginal_note": "Objectives", "part": "General", "division": "", "heading": "", "text": "It is the policy of the Treasury Board to maximize employment opportunities for indeterminate employees affected by work force adjustment situations, primarily through ensuring that, wherever possible, alternative employment opportunities are provided to them. This should not be construed as the continuation of a specific position or job but rather as continued employment.\nTo this end, every indeterminate employee whose services will no longer be required because of a work force adjustment situation and for whom the deputy head knows or can predict employment availability will receive a guarantee of a reasonable job offer within the core public administration. Those employees for whom the deputy head cannot provide the guarantee will have access to transitional employment arrangements (as per Parts VI and VII).", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-6", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "Definitions", "marginal_note": "Definitions", "part": "General", "division": "", "heading": "", "text": "Accelerated lay-off (mise en disponibilité accélérée) – occurs when a surplus employee makes a request to the deputy head, in writing, to be laid off at an earlier date than that originally scheduled, and the deputy head concurs. Lay-off entitlements begin on the actual date of lay-off.\nAffected employee (employé touché) – is an indeterminate employee who has been informed in writing that his or her services may no longer be required because of a work force adjustment situation.\nAlternation (échange de postes) – occurs when an opting employee or a surplus employee who is surplus as a result of having chosen Option 6.4.1(a) wishes to remain in the core public administration and exchanges positions with a non-affected employee (the alternate) willing to leave the core public administration with a Transition Support Measure or with an Education Allowance.\nAlternative delivery initiative (diversification des modes d'exécution) – is the transfer of any work, undertaking or business of the core public administration to any body or corporation that is a separate agency or that is outside the core public administration.\nAppointing department or organization (ministère ou organisation d'accueil) – is a department or an organization which has agreed to appoint or consider for appointment (either immediately or after retraining) a surplus or a laid-off person.\nCore public administration (Administration publique centrale) – means that part in or under any department or organization, or other portion of the federal public administration specified in Schedules I and IV to the Financial Administration Act ( FAA ) for which the PSC has the sole authority to appoint.\nDeputy head (administrateur général) – has the same meaning as in the definition of \"deputy head\" set out in section 2 of the Public Service Employment Act , and also means his or her official designate.\nEducation Allowance (indemnité d’étude) – is one of the options provided to an indeterminate employee affected by normal work force adjustment for whom the deputy head cannot guarantee a reasonable job offer. The Education Allowance is a cash payment, equivalent to the Transitional Support Measure (see Appendix C), plus a reimbursement of tuition from a recognized learning institution, books and relevant equipment costs, up to a maximum of $17,000.\nGuarantee of a reasonable job offer (garantie d’une offre d'emploi raisonnable) – is a guarantee of an offer of indeterminate employment within the core public administration provided by the deputy head to an indeterminate employee who is affected by work force adjustment. Deputy heads will be expected to provide a guarantee of a reasonable job offer to those affected employees for whom they know or can predict employment availability in the core public administration. Surplus employees in receipt of this guarantee will not have access to the options available in Part VI of this Directive.\nHome department or organization (ministère ou organisation d'attache) – is a department or an organization declaring an individual employee surplus.\nLaid-off person (personne mise en disponibilité) – is a person who has been laid off pursuant to subsection 64(1) of the Public Service Employment Act (PSEA) and who still retains an appointment priority under subsection 41(4) and section 64 of the PSEA .\nLay-off notice (avis de mise en disponibilité) – is a written notice of lay-off to be given to a surplus employee at least one month before the scheduled lay-off date. This period is included in the surplus period.\nLay-off priority (priorité de mise en disponibilité) – a person who has been laid off is entitled to a priority, in accordance with subsection 41(4) of the PSEA with respect to any position to which the PSC is satisfied that the person meets the essential qualifications; the period of entitlement to this priority is set out in section 11 of the Public Service Employment Regulations (PSER) .\nOpting employee (employé optant) – is an indeterminate employee whose services will no longer be required because of a work force adjustment situation and who has not received a guarantee of a reasonable job offer from the deputy head and who has 120 days to consider the options of Section 6.4 of this Directive.\nOrganization (organisation) – any board, agency, commission or other body specified in Schedules I and IV of the FAA that is not a department.\nPay (rémunération) – has the same meaning as “rate of pay” in the employee’s collective agreement.\nPriority Information Management System (Système de gestion de l’information sur les priorités) – is a system designed by the PSC to facilitate appointments of individuals entitled to statutory and regulatory priorities.\nReasonable job offer (offre d'emploi raisonnable) – is an offer of indeterminate employment within the core public administration, normally at an equivalent level. Surplus employees must be both trainable and mobile. Where practicable, a reasonable job offer shall be within the employee's headquarters as defined in the Travel Directive. In alternative delivery situations, a reasonable offer is one that meets the criteria set out in Type 1 and Type 2 of Part VII of this Directive. A reasonable job offer is also an offer from a FAA Schedule V employer, providing that:\n- The appointment is at a rate of pay and an attainable salary maximum not less than the employee’s current salary and attainable maximum that would be in effect on the date of offer;\n- It is a seamless transfer of all employee benefits including recognition of years of service for the definition of continuous employment and accrual of benefits, including the transfer of sick leave credits, severance pay and accumulated vacation leave credits.\nReinstatement priority (priorité de réintégration) – is an entitlement under section 10 of the PSER provided to surplus employees and laid-off persons who are appointed or deployed to a position in the core public administration at a lower level.\nRelocation (réinstallation) – is the authorized geographic move of a surplus employee or laid-off person from one place of duty to another place of duty, beyond what, according to local custom, is a normal commuting distance.\nRelocation of work unit (réinstallation d'une unité de travail) – is the authorized move of a work unit of any size to a place of duty beyond what, according to local custom, is normal commuting distance from the former work location and from the employee's current residence.\nRetraining (recyclage) – is on-the-job training or other training intended to enable affected employees, surplus employees and laid-off persons to qualify for known or anticipated vacancies within the core public administration.\nSurplus employee (employé excédentaire) – is an indeterminate employee who has been formally declared surplus, in writing, by his or her deputy head.\nSurplus priority (priorité d’employé excédentaire) – is an entitlement for a priority in appointment, in accordance with section 5 of the PSER and pursuant to section 40 of the PSEA ; this entitlement is provided to surplus employees to be appointed in priority to another position in the federal public administration for which they meet the essential requirements.\nSurplus status (statut d’employé excédentaire) – An indeterminate employee is in surplus status from the date he or she is declared surplus until the occurrence of one of the following: the date of lay-off, the date he or she is indeterminately appointed or deployed to another indeterminate position, until his or her surplus status is rescinded, or until the person resigns.\nTransition Support Measure (mesure de soutien à la transition) – is one of the options provided to an opting employee for whom the deputy head cannot guarantee a reasonable job offer. The Transition Support Measure is a cash payment based on the employee’s years of service in the public service, as per Appendix C.\nTwelve-month surplus priority period in which to secure a reasonable job offer (Priorité d’employé excédentaire d'une durée de douze mois pour trouver une offre d’emploi raisonnable) – is one of the options provided to an opting employee for whom the deputy head cannot guarantee a reasonable job offer.\nWork force adjustment (réaménagement des effectifs) – is a situation that occurs when a deputy head decides that the services of one or more indeterminate employees will no longer be required beyond a specified date because of a lack of work, the discontinuance of a function, a relocation in which the employee does not wish to relocate or an alternative delivery initiative.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-7", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "Monitoring", "marginal_note": "Monitoring", "part": "General", "division": "", "heading": "", "text": "Departments or organizations shall retain central information on all cases occurring under this Directive, including the reasons for the action; the number, occupational groups and levels of employees concerned; the dates of notice given; the number of employees placed without retraining; the number of employees retrained (including number of salary months used in such training); the levels of positions to which employees are appointed and the cost of any salary protection; and the number, types, and amounts of lump sums paid to employees.\nThis information will be used by the Treasury Board Secretariat to carry out its periodic audits.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-8", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "References", "marginal_note": "References", "part": "General", "division": "", "heading": "", "text": "The primary references for the subject of work force adjustment are as follows:\nFinancial Administration Act\nPay Rate Selection (Treasury Board Homepage, Organization, Human Resource Management, Compensation and Pay Administration)\nValues and Ethics Code for the Public Sector\nEmployer regulations on promotion\nFederal Public Sector Labour Relations Act\nPublic Service Employment Act\nPublic Service Employment Regulations\nPublic Service Superannuation Act\nPension Eligibility at Age 60 – Workforce Adjustment and Pension Waivers\nEmployer Directives:\nDirective on Terms and Conditions of Employment\nIsolated Posts and Government Housing Directive\nNJC Relocation Directive\nTravel Directive", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-9", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "Enquiries", "marginal_note": "Enquiries", "part": "General", "division": "", "heading": "", "text": "Enquiries about this Directive should be referred to the respective bargaining agent, or the responsible officers in departmental/organizational headquarters.\nResponsible officers in departmental/organizational headquarters may, in turn, direct questions regarding the application of this Directive to the senior director, Union Engagement and NJC Support, Compensation and Labour Relations Sector, Treasury Board Secretariat.\nEnquiries by employees pertaining to entitlements to a priority in appointment or to their status in relation to the priority appointment process should be directed to their departmental/organizational human resource advisors or to the priority advisor of the PSC responsible for their case.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-10", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "1.1", "marginal_note": "Departments or organizations", "part": "Part I - Roles and Responsibilities", "division": "", "heading": "", "text": "1.1.1 Since indeterminate employees who are affected by work force adjustment situations are not themselves responsible for such situations, it is the responsibility of departments or organizations to ensure that affected and surplus employees are treated equitably and given every reasonable opportunity to continue their careers as public service employees.\n1.1.2 Departments or organizations shall carry out effective human resource planning to minimize the impact of work force adjustment situations on indeterminate employees, on the department or organization, and on the public service.\n1.1.3 Departments or organizations shall establish joint work force adjustment committees, where appropriate, to advise and consult on the work force adjustment situations within the department or organization. Terms of reference of such committees shall include a process for addressing alternation requests from other departments and organizations.\n1.1.4 Departments or organizations shall, as the home department/organization, cooperate with the PSC and appointing departments/organizations in joint efforts to redeploy departmental/organizational surplus employees and laid-off persons.\n1.1.5 Departments or organizations shall establish systems to facilitate redeployment or retraining of the department's/organization’s affected employees, surplus employees, and laid-off persons.\n1.1.6 When a deputy head determines that the services of an employee are no longer required beyond a specified date, the deputy head shall advise the employee, in writing, which of the four workforce adjustment situations applies: lack of work, the discontinuance of a function, a relocation of a work unit or an alternative delivery initiative.\n1.1.7 When the situation occurs due to lack of work or discontinuance of a function, such communication will also indicate if the employee:\n- is being provided a guarantee of a reasonable job offer from the deputy head and that the employee will be in surplus status from that date on; or\n- is an opting employee and has access to the options of Section 6.4 of this Directive because the employee is not in receipt of a guarantee of a reasonable job offer from the deputy head.\n1.1.8 Where applicable, the communication should also provide the information relative to the employee's possible lay-off date.\n1.1.9 Deputy heads will be expected to provide a guarantee of a reasonable job offer for those employees subject to work force adjustment for whom they know or can predict employment availability in the core public administration.\n1.1.10 Where a deputy head cannot provide a guarantee of a reasonable job offer, the deputy head will provide 120 days to consider the three options outlined in Part VI of this Directive to all opting employees before a decision is required of them. If the employee fails to select an option, the employee will be deemed to have selected Option 6.4.1(a), twelve-month surplus priority period in which to secure a reasonable job offer.\n1.1.11 The deputy head shall make a determination to either provide a guarantee of a reasonable job offer or access to the options set out in Section 6.4 of this Directive, upon request of any indeterminate affected employee who can demonstrate that his or her duties have already ceased to exist.\n1.1.12 Departments or organizations shall send written notice to the PSC of the employee's surplus status, and shall send to the PSC such details, forms, résumés, and other material as the PSC may from time to time prescribe as necessary for it to discharge its function.\n1.1.13 The home department or organization shall provide the PSC with a written statement that it would be prepared to appoint the surplus employee to a suitable position in the department or organization commensurate with his/her qualifications, if such a position were available.\n1.1.14 Departments or organizations shall advise and consult with the bargaining agent representatives as completely as possible regarding any work force adjustment situation as soon as possible after the decision has been made and throughout the process and will make available to the bargaining agent the name and work location of affected employees.\n1.1.15 Departments or organizations shall provide the employee with a copy of this Directive simultaneous with the official notification to an employee to whom this directive applies that he or she has become subject to work force adjustment.\n1.1.16 Deputy heads shall apply this Directive so as to keep actual involuntary lay-offs to a minimum, and lay-offs shall normally only occur where an individual has refused a reasonable job offer, or is not mobile, or cannot be retrained within two years, or is laid off at his or her own request.\n1.1.17 Departments or organizations are responsible to counsel and advise their affected employees on their opportunities of finding continuing employment in the public service.\n1.1.18 Appointment of surplus employees to alternative positions, whether with or without retraining, shall normally be at a level equivalent to that previously held by the employee, but this does not preclude appointment to a lower level. Departments or organizations shall avoid appointment to a lower level except where all other avenues have been exhausted.\n1.1.19 Home departments or organizations shall appoint as many of their own surplus employees or laid-off persons as possible, or identify alternative positions (both actual and anticipated) for which individuals can be retrained.\n1.1.20 Home departments or organizations shall relocate surplus employees and laid-off persons, if necessary.\n1.1.21 Relocation of surplus employees or laid-off persons shall be undertaken when the individuals indicate that they are willing to relocate and relocation will enable their redeployment or reappointment, providing that:\n- there are no available priority persons, or priority persons with a higher priority, qualified and interested in the position being filled; or\n- no available local surplus employees or laid-off persons who are interested and who could qualify with retraining.\n1.1.22 The cost of travelling to interviews for possible appointments and of relocation to the new location shall be borne by the employee's home department or organization. Such cost shall be in accordance with the NJC Travel and Relocation Directives.\n1.1.23 For the purposes of the NJC Relocation Directive, surplus employees and laid-off persons who relocate under this Directive shall be deemed to be employees on employer-requested relocations. The general rule on minimum distances for relocation applies.\n1.1.24 For the purposes of the Travel Directive, a laid-off person travelling to interviews for possible reappointment within the core public administration is deemed to be a “traveller” as defined in the Travel Directive.\n1.1.25 For the surplus and/or lay-off priority periods, home departments or organizations shall pay the salary, salary protection and/or termination costs as well as other authorized costs such as tuition, travel, relocation, and retraining as provided for in the various collective agreements and directives. The appointing department or organization may agree to absorb all or part of these costs.\n1.1.26 Where a surplus employee is appointed by another department or organization to a term position, the home department or organization is responsible for the costs above for one year from the date of such appointment, unless the home and appointing departments or organizations agree to a longer period, after which the appointing department or organization becomes the new home department or organization consistent with PSC authorities.\n1.1.27 Departments or organizations shall protect the indeterminate status and surplus priority of a surplus indeterminate employee appointed to a term position under this Directive.\n1.1.28 Departments or organizations shall inform the PSC in a timely fashion, and in a method directed by the PSC, of the results of all referrals made to them under this Directive. In addition, departments or organizations shall provide feedback to surplus employees and laid-off persons when they are not offered a position for which they were referred.\n1.1.29 Departments or organizations shall review the use of private temporary agency personnel, contractors, consultants and their use of contracted out services, employees appointed for a specified period (terms) and all other non-indeterminate employees. Where practicable departments or organizations shall refrain from engaging or re-engaging such temporary agency personnel, consultants or contractors and their use of contracted out services, or renewing the employment of such employees referred to above where this will facilitate the appointment of surplus employees or laid-off persons.\n1.1.30 Nothing in the foregoing shall restrict the right of a department or organization to engage or appoint persons to meet short-term, non-recurring requirements. Surplus and laid-off persons shall be given priority even for these short-term work opportunities.\n1.1.31 Departments or organizations may lay off an employee at a date earlier than originally scheduled when the surplus employee requests them to do so in writing.\n1.1.32 Departments or organizations, acting as appointing departments or organizations, shall cooperate with the PSC and other departments or organizations in accepting, to the extent possible, affected, surplus and laid-off persons, from other departments or organizations for appointment or retraining.\n1.1.33 Departments or organizations shall provide surplus employees with a lay-off notice at least one month before the proposed lay-off date, if appointment efforts have been unsuccessful. A copy of this notice shall be provided to the National Head of each bargaining agent that has members involved. The notice may be sent electronically.\n1.1.34 When a surplus employee refuses a reasonable job offer, he or she shall be subject to lay-off one month after the refusal, however not before six months after the surplus declaration date. The provisions of Appendix E of this Directive shall continue to apply.\n1.1.35 Departments or organizations are to presume that each employee wishes to be redeployed unless the employee indicates the contrary in writing.\n1.1.36 Departments or organizations shall inform and counsel affected and surplus employees as early and as completely as possible and shall, in addition, assign a counsellor to each opting and surplus employee and laid-off person to work with them throughout the process. Such counselling is to include explanations and assistance concerning:\n- the work force adjustment situation and its effect on that individual;\n- the Work Force Adjustment Directive;\n- the PSC's Priority Information Management System and how it works from the employee's perspective;\n- preparation of a curriculum vitae or résumé;\n- the employee's rights and obligations;\n- the employee's current situation (e.g., pay, benefits such as severance pay and superannuation, classification, language rights, years of service);\n- alternatives that might be available to the employee (alternation, appointment, relocation, retraining, lower-level employment, term employment, retirement including possibility of waiver of penalty if entitled to an annual allowance, Transition Support Measure, Education Allowance, resignation, accelerated lay-off);\n- the likelihood that the employee will be successfully appointed;\n- the meaning of a guarantee of reasonable job offer, a twelve-month surplus priority period in which to secure a reasonable job offer, a Transition Support Measure, an Education Allowance;\n- advice to employees on the alternation process, to seek out proposed alternations and submit requests for approval as soon as possible after being informed they will not be receiving a guarantee of a reasonable job offer;\n- the Human Resources Centres and their services (including a recommendation that the employee register with the nearest office as soon as possible);\n- the preparation for interviews with prospective employers;\n- ongoing counselling as long as the individual is entitled to a staffing priority and has not been appointed;\n- advice to employees that refusal of a reasonable job offer will jeopardize both chances for retraining and overall employment continuity;\n- advice to employees of their right to be represented by their bargaining agent in the application of the directive; and\n- the employee assistance program.\n1.1.37 The home department or organization shall ensure that, when it is required to facilitate appointment, a retraining plan is prepared and agreed to in writing by themselves, the employee and the appointing department or organization.\n1.1.38 Severance pay and other benefits flowing from other clauses in collective agreements are separate from, and in addition to, those in this Directive.\n1.1.39 Any surplus employee who resigns under this Directive shall be deemed, for the purposes of severance pay and retroactive remuneration, to be involuntarily laid off on the day as of which the deputy head accepts in writing the employee's resignation.\n1.1.40 The department or organization will review the status of each affected employee annually, or earlier, from the date of initial notification of affected status and determine whether the employee will remain on affected status or not.\n1.1.41 The department or organization will notify the affected employee, in writing, within five (5) working days of the decision pursuant to subsection 1.1.40.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 1.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-11", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "1.2", "marginal_note": "The Treasury Board Secretariat", "part": "Part I - Roles and Responsibilities", "division": "", "heading": "", "text": "1.2.1 It is the responsibility of the Treasury Board Secretariat to:\n- investigate and seek to resolve situations referred by the PSC or other parties;\n- consider departmental/organizational requests for retraining resources; and\n- ensure that departments or organizations are provided to the extent possible with information on occupations for which there are skill shortages.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 1.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-12", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "1.3", "marginal_note": "The Public Service Commission", "part": "Part I - Roles and Responsibilities", "division": "", "heading": "", "text": "1.3.1 Within the context of work force adjustment, and the Public Service Commission’s (PSC) governing legislation, it is the responsibility of the PSC to:\n- ensure that priority entitlements are respected;\n- ensure that a means exists for priority persons to be assessed against vacant positions and appointed if found qualified against the essential qualifications of the position; and\n- ensure that priority persons are provided with information on their priority entitlements.\n1.3.2 The PSC is further willing, in accordance with the Privacy Act, to:\n- provide the Treasury Board Secretariat with information related to the administration of priority entitlements which may reflect on departments’ or organizations’ level of compliance with this Directive; and\n- provide information to the bargaining agents on the numbers and status of their members in the Priority Information Management System, as well as information on the overall system.\n1.3.3 The PSC’s roles and responsibilities flow from its governing legislation, not the collective agreement. As such, any changes made to these roles/responsibilities must be agreed upon by the PSC. For greater detail on the PSC’s role in administering surplus and lay-off priority entitlements, refer to Appendix E of this document.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 1.3", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-13", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "1.4", "marginal_note": "Employees", "part": "Part I - Roles and Responsibilities", "division": "", "heading": "", "text": "1.4.1 Employees have the right to be represented by their bargaining agents in the application of this Directive.\n1.4.2 Employees who are directly affected by work force adjustment situations and who receive a guarantee of a reasonable job offer, or who opt, or are deemed to have opted, for Option 6.4.1(a) of Part VI of this Directive are responsible for:\n- actively seeking alternative employment in cooperation with their departments or organizations and the PSC, unless they have advised the department or organization and the PSC, in writing, that they are not available for appointment;\n- seeking information about their entitlements and obligations;\n- providing timely information to the home department or organization and to the PSC to assist them in their appointment activities (including curriculum vitae or résumés);\n- ensuring that they can be easily contacted by the PSC and appointing departments or organizations;\n- attending appointments made for referrals; and\n- seriously considering job opportunities presented to them (referrals within the home department or organization, referrals from the PSC, and job offers made by departments or organizations), including retraining and relocation possibilities, specified-period appointments and lower-level appointments.\n1.4.3 Opting employees are responsible for:\n- considering the options of Part VI of this Directive;\n- communicating their choice of options, in writing, to their manager no later than 120 days after being declared opting.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 1.4", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-14", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "1.5", "marginal_note": "National Joint Council Work Force Adjustment Committee", "part": "Part I - Roles and Responsibilities", "division": "", "heading": "", "text": "1.5.1 The terms of reference of this committee are to review and, where necessary, to recommend to the National Joint Council, changes to the Work Force Adjustment Directive, and to provide interpretation of the intent of the Directive upon request.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 1.5", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-15", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "2.1", "marginal_note": "Department or organization", "part": "Part II - Official Notification", "division": "", "heading": "", "text": "2.1.1 As already mentioned in subsection 1.1.14, departments or organizations shall advise and consult with the bargaining agent representatives as completely as possible regarding any work force adjustment situation as soon as possible after the decision has been made and throughout the process and will make available to the bargaining agent the name and work location of affected employees.\n2.1.2 The department or organization shall notify the Treasury Board Secretariat, in confidence, at the earliest possible date and under no circumstances less than four (4) working days before the situation is announced of any work force adjustment situation which is likely to involve six (6) or more indeterminate employees subject to this Directive. The notice may be sent electronically.\n2.1.3 Prior to notifying any potentially affected employee, departments or organizations shall also notify the National Head of each bargaining agent that has members involved. Such notification is to be in writing, in confidence and may be transmitted electronically. The notification should be sent at the earliest possible date and under no circumstances less than two (2) working days before any employee is notified of the work force adjustment situation.\n2.1.4 Such notification will include the identity and location of the work unit(s) involved, the expected date of the announcement, the anticipated timing of the work force adjustment situation and the number, group and level of the employees who are likely to be affected by the decision.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 2.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-16", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "3.1", "marginal_note": "General", "part": "Part III - Relocation of a Work Unit", "division": "", "heading": "", "text": "3.1.1 In cases where a work unit is to be relocated, departments or organizations shall provide all employees whose positions are to be relocated with written notice of the opportunity to choose whether they wish to move with the position or be treated as if they were subject to a work force adjustment situation.\n3.1.2 Following written notification, employees must indicate, within a period of six months, their intention to move. If the employee’s intention is not to move with the relocated position, the deputy head, after having considered relevant factors, can either provide the employee with a guarantee of a reasonable job offer or access to the options set out in Section 6.4 of this Directive.\n3.1.3 Employees relocating with their work units shall be treated in accordance with the provisions of subsections 1.1.20 to 1.1.24.\n3.1.4 Although departments or organizations will endeavour to respect employee location preferences, nothing precludes the department or organization from offering the relocated position to employees in receipt of a guarantee of a reasonable job offer from their deputy heads, after having spent as much time as operations permit looking for a reasonable job offer in the employee’s location preference area.\n3.1.5. Employees who are not in receipt of a guarantee of a reasonable job offer shall become opting employees and have access to the options set out in Part VI of this Directive.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 3.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-17", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "4.1", "marginal_note": "General", "part": "Part IV - Retraining", "division": "", "heading": "", "text": "4.1.1 To facilitate the redeployment of affected employees, surplus employees, and laid-off persons, departments or organizations shall make every reasonable effort to retrain such persons for:\n- existing vacancies; or\n- anticipated vacancies identified by management.\n4.1.2 It is the responsibility of the employee, home department or organization and appointing department or organization to identify retraining opportunities pursuant to subsection 4.1.1.\n4.1.3 When a retraining opportunity has been identified pursuant to subsection 4.1.2, the deputy head of the home department or organization shall approve up to two years of retraining.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 4.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-18", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "4.2", "marginal_note": "Surplus employees", "part": "Part IV - Retraining", "division": "", "heading": "", "text": "4.2.1 A surplus employee is eligible for retraining provided that:\n- retraining is needed to facilitate the appointment of the individual to a specific vacant position or will enable the individual to qualify for anticipated vacancies in occupations or locations where there is a shortage of qualified candidates; and\n- there are no other available priority persons who qualify for the position as referenced in paragraph (a) above.\n4.2.2 The home department or organization is responsible for ensuring that an appropriate retraining plan is prepared and is agreed to in writing by the employee and the delegated officers of the home and appointing departments or organizations.\n4.2.3 Once a retraining plan has been initiated, its continuation and completion are subject to satisfactory performance by the employee.\n4.2.4 While on retraining, a surplus employee continues to be employed by the home department or organization and is entitled to be paid in accordance with his or her current appointment, unless the appointing department or organization is willing to appoint the employee indeterminately, conditional on successful completion of retraining, in which case the retraining plan shall be included in the letter of offer.\n4.2.5 When a retraining plan has been approved and the surplus employee continues to be employed by the home department or organization, the proposed lay-off date shall be extended to the end of the retraining period, subject to subsection 4.2.3.\n4.2.6 If a retraining plan is denied, a meeting to discuss the rationale for the decision will be held at the employee’s request. The bargaining agent representative may attend the meeting.\n4.2.7 An employee unsuccessful in retraining may be laid off at the end of the surplus period, provided that the employer has been unsuccessful in making the employee a reasonable job offer.\n4.2.8 Pursuant to Section 4.1 and in addition to all other rights and benefits granted under this section, a surplus employee who is guaranteed a reasonable job offer and is granted relocation under subsection 1.1.21 is guaranteed training to prepare him/herself for appointment to a position. Such training may continue up to one year after the completion of the two-year training period or until the date of appointment to another position, whichever comes first. Appointment to this position is subject to successful completion of the training.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 4.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-19", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "4.3", "marginal_note": "Laid-off persons", "part": "Part IV - Retraining", "division": "", "heading": "", "text": "4.3.1 A laid-off person shall be eligible for retraining provided that:\n- retraining is needed to facilitate the appointment of the individual to a specific vacant position;\n- the individual meets the minimum requirements set out in the relevant Qualification Standard for appointment to the group concerned; and\n- there are no other available persons with a priority who qualify for the position.\n4.3.2 When an individual is offered an appointment conditional on successful completion of retraining, a retraining plan shall be included in the letter of offer. If the individual accepts the conditional offer, he or she will be appointed on an indeterminate basis to the full level of the position after having successfully completed training and being assessed as qualified for the position. When an individual accepts an appointment to a position with a lower maximum rate of pay than the position from which he or she was laid off, the employee will be salary protected in accordance with Part V.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 4.3", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-20", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "5.1", "marginal_note": "Lower-level position", "part": "Part V - Salary Protection", "division": "", "heading": "", "text": "5.1.1 Surplus employees and laid-off persons appointed to a lower-level position under this Directive shall have their salary and applicable pay equity equalization payments protected in accordance with the salary protection provisions of their collective agreement, or, in the absence of such provisions, the appropriate provisions of the Directive on Terms and Conditions of Employment.\n5.1.2 Employees whose salary is protected pursuant to subsection 5.1.1 will benefit from salary protection until they are appointed or deployed into a position with a maximum rate of pay that is equal to or higher than the maximum rate of pay of the position from which they were declared surplus or laid off.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 5.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-21", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "6.1", "marginal_note": "General", "part": "Part VI - Options for Employees", "division": "", "heading": "", "text": "6.1.1 Deputy heads will be expected to provide a guarantee of a reasonable job offer for those affected employees who will be declared surplus and for whom they know or can predict employment availability. A deputy head who cannot provide such a guarantee shall provide his or her reasons in writing, if requested by the employee. Employees in receipt of this guarantee would not have access to the choice of options below.\n6.1.2 Employees who are not in receipt of a guarantee of a reasonable job offer from their deputy head have 120 days to consider the three options below before a decision is required of them.\n6.1.3 The opting employee must choose, in writing, one of the three options of Section 6.4 of this Directive within the 120-day window. The employee cannot change options once having made a written choice.\n6.1.4 If the employee fails to select an option, the employee will be deemed to have selected Option 6.4.1(a), twelve-month surplus priority period in which to secure a reasonable job offer at the end of the 120-day window.\n6.1.5 If a reasonable job offer which does not require a relocation is made at any time during the 120-day opting period and prior to the written acceptance of the Transition Support Measure (TSM) or the Education Allowance option, the employee is ineligible for the TSM or the Education Allowance.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 6.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-22", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "6.2", "marginal_note": "Voluntary departure programs", "part": "Part VI - Options for Employees", "division": "", "heading": "", "text": "6.2.1 Departments and organizations may establish voluntary departure programs where:\n- positions are being eliminated as a result of work force adjustment situations involving less than five affected employees working at the same group and level and in the same work unit; and\n- the DH cannot provide a guarantee of a reasonable job offer to the less than 5 affected employees working at the same group and level in the same work unit.\n6.2.2 Departments and organizations shall establish voluntary departure programs where:\n- positions are being eliminated as a result of work force adjustment situations involving five or more affected employees working at the same group and level and in the same work unit; and\n- the DH cannot provide a guarantee of a reasonable job offer to all five or more affected employees working at the same group and level in the same work unit.\n6.2.3 If a voluntary program is established as per 6.2.1 or 6.2.2, such program shall:\n- be the subject of meaningful consultation through joint union-management WFA committees;\n- volunteer programs shall not be used to exceed reduction targets. Where reasonably possible, departments and organizations will identify the number of positions for reduction in advance of the voluntary programs commencing;\n- take place after affected letters have been delivered to employees;\n- take place before the department or organization engages in the SERLO process;\n- provide for a minimum of 30 calendar days for employees to decide whether they wish to participate;\n- allow employees to select Options 6.4.1(b), 6.4.1(c)(i) or 6.4.1(c)(ii);\n- provide that when the number of volunteers is larger than the required number of positions to be eliminated, volunteers will be selected based on seniority (total years of service in the public service, whether continuous or discontinuous).", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 6.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-23", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "6.3", "marginal_note": "Alternation", "part": "Part VI - Options for Employees", "division": "", "heading": "", "text": "6.3.1 All departments or organizations must participate in the alternation process.\n6.3.2 An alternation occurs when an opting employee who wishes to remain in the core public administration exchanges positions with a non-affected employee (the alternate) willing to leave the core public administration under the terms of Part VI of this Directive.\n6.3.3 Only opting and surplus employees who are surplus as a result of having chosen Option 6.4.1(a) may alternate into an indeterminate position that remains in the core public administration.\n6.3.4 If an alternation is proposed for a surplus employee, as opposed to an opting employee, the Transition Support Measure that is available to the alternate under 6.4.1(b) or 6.4.1(c)(i) shall be reduced by one week for each completed week between the beginning of the employee’s surplus priority period and the date the alternation is proposed.\n6.3.5 An indeterminate employee wishing to leave the core public administration may express an interest in alternating with an opting employee or a surplus employee who is surplus as result of having chosen Option 6.4.1(a). Management will decide, however, whether a proposed alternation will result in retaining the skills required to meet the ongoing needs of the position and the core public administration.\n6.3.6 An alternation must permanently eliminate a function or a position.\n6.3.7 The opting employee moving into the unaffected position must meet the requirements for appointment to the position; for greater clarity, that appointment is subject to all Public Service Commission requirements for the appointment or deployment of an affected employee from his or her surplus position into an unaffected position; this includes language requirements and the determination of applicable equivalencies for staffing purposes. The alternate moving into the opting position must meet the requirements of the position, except if the alternate will not be performing the duties of the position and the alternate will be struck off strength within five days of the alternation.\n6.3.8 If an alternation is denied, a meeting to discuss the rationale for the decision will be held at the employee’s request. The bargaining agent representative may attend the meeting.\n6.3.9 An alternation should normally occur between employees at the same group and level. When the two positions are not the same group and level, alternation can still occur when the positions can be considered equivalent. They are considered equal when the maximum rate of pay for the higher paid position is no more than 6 percent higher than the maximum rate of pay for the lower paid position.\n6.3.10 An alternation must occur on a given date, i.e., two employees directly exchange positions on the same day. There is no provision in alternation for a “domino” effect or for “future considerations”.\n6.3.11 For clarity, the alternation will not be denied solely as a result of untimely administrative process.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 6.3", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-24", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "6.4", "marginal_note": "Options", "part": "Part VI - Options for Employees", "division": "", "heading": "", "text": "6.4.1 Only opting employees who are not in receipt of the guarantee of a reasonable job offer from the deputy head will have access to the choice of options below:\n- Option A: Twelve-month surplus priority period in which to secure a reasonable job offer. Should a reasonable job offer not be made within a period of twelve months, the employee will be laid off in accordance with the Public Service Employment Act. Employees who choose or are deemed to have chosen this option are surplus employees. At the request of the employee, this twelve-month surplus priority period shall be extended by the unused portion of the 120-day opting period referred to in subsection 6.1.2 which remains once the employee has selected in writing Option 6.4.1(a). When a surplus employee who has chosen, or who is deemed to have chosen, Option 6.4.1(a) offers to resign before the end of the twelve-month surplus priority period, the deputy head may authorize a lump-sum payment equal to the surplus employee’s pay for the substantive position for the balance of the surplus period, up to a maximum of six months. The amount of the lump-sum payment for the pay in lieu cannot exceed the maximum of that which he or she would have received had they chosen Option 6.4.1(b), the TSM. Departments or organizations will make every reasonable effort to market a surplus employee during the employee’s surplus period within his or her preferred area of mobility. Or\n- Option B: TSM is a cash payment, based on the employee’s years of service in the public service (see Appendix C) made to an opting employee. Employees choosing this option must resign but will be considered to be laid off for purposes of severance pay. The TSM shall be paid in one or two lump-sum amounts over a maximum two-year period. Or\n- Option C: Education Allowance is a TSM (see Option 6.4.1(b)) plus an amount of not more than $17,000 for reimbursement of receipted expenses of an opting employee for tuition from a learning institution and costs of books and relevant equipment. Employees choosing Option 6.4.1(c) could either: resign from the core public administration but be considered to be laid off for severance pay purposes on the date of their departure. The TSM shall be paid in one or two lump-sum amounts over a maximum two-year period; or delay their departure date and go on leave without pay for a maximum period of two years, while attending the learning institution. The TSM shall be paid in one or two lump-sum amounts over a maximum two-year period. During this period, employees could continue to be public service benefit plan members and contribute both employer and employee share to the benefits plans and the Public Service Superannuation Plan . At the end of the two-year leave without pay period, unless the employee has found alternate employment in the core public administration, the employee will be laid off in accordance with the Public Service Employment Act.\n6.4.2 Management will establish the departure date of opting employees who choose Option 6.4.1(b) or Option 6.4.1(c) above.\n6.4.3 The TSM, pay in lieu of unfulfilled surplus period and the Education Allowance cannot be combined with any other payment under the Work Force Adjustment Directive.\n6.4.4 In the cases of: pay in lieu of unfulfilled surplus period, Options 6.4.1(b) and 6.4.1(c)(i), the employee relinquishes any priority entitlements for reappointment upon acceptance of his or her resignation.\n6.4.5 Employees choosing Option 6.4.1(c)(ii) who have not provided their department or organization with a proof of registration from a learning institution 12 months after starting their leave without pay period will be deemed to have resigned from the core public administration, and be considered to be laid off for purposes of severance pay.\n6.4.6 All opting employees will be entitled to up to $1,200 towards counselling services in respect of their potential re‑employment or retirement. Such counselling services may include financial, and job placement counselling services.\n6.4.7 An opting employee who has received pay in lieu of unfulfilled surplus period, a TSM or an Education Allowance and is appointed to the public service shall reimburse the Receiver General for Canada by an amount corresponding to the period from the effective date of such reappointment or hiring, to the end of the original period for which the TSM or Education Allowance was paid.\n6.4.8 Notwithstanding subsection 6.4.7, an opting employee who has received an Education Allowance will not be required to reimburse tuition expenses, costs of books and relevant equipment, for which he or she cannot get a refund.\n6.4.9 The deputy head shall ensure that pay in lieu of unfulfilled surplus period is only authorized where the employee's work can be discontinued on the resignation date and no additional costs will be incurred in having the work done in any other way during that period.\n6.4.10 If a surplus employee who has chosen, or is deemed to have chosen, Option 6.4.1(a) refuses a reasonable job offer at any time during the twelve-month surplus priority period, the employee is ineligible for pay in lieu of unfulfilled surplus period.\n6.4.11 Approval of pay in lieu of unfulfilled surplus period is at the discretion of management, but shall not be unreasonably denied.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 6.4", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-25", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "6.5", "marginal_note": "Retention payment", "part": "Part VI - Options for Employees", "division": "", "heading": "", "text": "6.5.1 There are three situations in which an employee may be eligible to receive a retention payment. These are total facility closures, relocation of work units and alternative delivery initiatives.\n6.5.2 All employees accepting retention payments must agree to leave the core public administration without priority entitlements.\n6.5.3 An individual who has received a retention payment and, as applicable, is either reappointed to that portion of the core public administration specified from time to time in Schedules I and IV to the Financial Administration Act, or is hired by the new employer within the six months immediately following his or her resignation, shall reimburse the Receiver General for Canada by an amount corresponding to the period from the effective date of such reappointment or hiring, to the end of the original period for which the lump sum was paid.\n6.5.4 The provisions of subsection 6.5.5 shall apply in total facility closures where public service jobs are to cease, and:\n- such jobs are in remote areas of the country; or\n- retraining and relocation costs are prohibitive; or\n- prospects of reasonable alternative local employment (whether within or outside the core public administration) are poor.\n6.5.5 Subject to subsection 6.5.4, the deputy head shall pay to each employee who is asked to remain until closure of the work unit and offers a resignation from the core public administration to take effect on that closure date, a sum equivalent to six months' pay payable upon the day on which the departmental/organizational operation ceases, provided the employee has not separated prematurely.\n6.5.6 The provisions of subsection 6.5.7 shall apply in relocation of work units where core public administration work units:\n- are being relocated; and\n- when the deputy head of the home department or organization decides that, in comparison to other options, it is preferable that certain employees be encouraged to stay in their jobs until the day of workplace relocation; and\n- where the employee has opted not to relocate with the function.\n6.5.7 Subject to subsection 6.5.6, the deputy head shall pay to each employee who is asked to remain until the relocation of the work unit and offers a resignation from the core public administration to take effect on the relocation date, a sum equivalent to six months' pay payable upon the day on which the departmental/organizational operation relocates, provided the employee has not separated prematurely.\n6.5.8 The provisions of subsection 6.5.9 shall apply in alternative delivery initiatives:\n- where the core public administration work units are affected by alternative delivery initiatives;\n- when the deputy head of the home department or organization decides that, compared to other options, it is preferable that certain employees be encouraged to stay in their jobs until the day of the transfer to the new employer; and\n- where the employee has not received a job offer from the new employer or has received an offer and did not accept it.\n6.5.9 Subject to subsection 6.5.8, the deputy head shall pay to each employee who is asked to remain until the transfer date and who offers a resignation from the core public administration to take effect on the transfer date, a sum equivalent to six months’ pay payable upon the transfer date, provided the employee has not separated prematurely.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 6.5", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-26", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "Preamble", "marginal_note": "Preamble", "part": "Part VII - Special Provisions Regarding Alternative Delivery Initiatives", "division": "", "heading": "", "text": "The administration of the provisions of this Part will be guided by the following principles:\n- consistent, fair and reasonable treatment of employees;\n- value for money and affordability; and\n- maximization of employment opportunities for employees.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-27", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "7.1", "marginal_note": "Definitions", "part": "Part VII - Special Provisions Regarding Alternative Delivery Initiatives", "division": "", "heading": "", "text": "For the purposes of this Part, an alternative delivery initiative (diversification des modes d’exécution) is the transfer of any work, undertaking or business of the core public administration to any body or corporation that is a separate agency or that is outside the core public administration;\nFor the purposes of this Part, a reasonable job offer (offre d’emploi raisonnable) is an offer of employment received from a new employer in the case of a Type 1 or Type 2 transitional employment arrangement, as determined in accordance with subsection 7.2.2;\nFor the purposes of this Part, a termination of employment (licenciement de l’employé) is the termination of employment referred to in paragraph 12(1)(f) of the Financial Administration Act (FAA) .", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 7.1", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-28", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "7.2", "marginal_note": "General", "part": "Part VII - Special Provisions Regarding Alternative Delivery Initiatives", "division": "", "heading": "", "text": "Departments or organizations will, as soon as possible after the decision is made to proceed with an alternative delivery initiative (ADI), and if possible, not less than 180 days prior to the date of transfer, provide notice to the bargaining agents.\nThe notice to the bargaining agents will include: 1) the program being considered for ADI, 2) the reason for the ADI and 3) the type of approach anticipated for the initiative.\nIn cases of ADI, the parties will conduct meaningful consultation, with the respective bargaining agents, on human resource issues related to the ADI in order to provide information to the employee which will assist him/her in deciding on whether or not to accept the job offer.\nA joint WFA-ADI committee will be created for ADI and will have equal representation from the department or organization and bargaining agents. By mutual agreement, the committee may include other participants. The joint WFA-ADI committee will define the rules of conduct of the committee.\nCommercialization – In cases of commercialization where tendering will be part of the process, the members of the WFA-ADI Committee will make every reasonable effort to come to an agreement on the criteria related to human resource issues (e.g. terms and conditions of employment, pension and health care benefits, the take up number of employees), to be included in the RFP process. The committee will respect the contracting rules of the federal government.\n7.2.1 The provisions of this Part apply only in the case of alternative delivery initiatives and are in exception to other provisions of this Directive. Employees who are affected by alternative delivery initiatives and who receive job offers from the new employer shall be treated in accordance with the provisions of this Part and, only where specifically indicated will other provisions of this Directive apply to them.\n7.2.2 There are three types of transitional employment arrangements resulting from alternative delivery initiatives:\n- Type 1 Type 1 arrangements meet all of the following criteria: legislated successor rights apply. Specific conditions for successor rights applications will be determined by the labour legislation governing the new employer; the Directive on Terms and Conditions of Employment, the terms of the collective agreement referred to therein and/or the applicable compensation plan will continue to apply to unrepresented and excluded employees until modified by the new employer or by the Federal Public Sector Labour Relations and Employment Board pursuant to a successor rights application; recognition of continuous employment in the core public administration, as defined in the Directive on Terms and Conditions of Employment, for purposes of determining the employee's entitlements under the collective agreement continued due to the application of successor rights; pension arrangements according to the Statement of Pension Principles set out in Appendix A, or, in cases where the test of reasonableness set out in that Statement is not met, payment of a lump-sum to employees pursuant to subsection 7.7.3; transitional employment guarantee: a two-year minimum employment guarantee with the new employer; coverage in each of the following core benefits: health benefits, long term disability insurance (LTDI) and dental plan; short-term disability bridging: recognition of the employee's earned but unused sick leave credits up to maximum of the new employer's LTDI waiting period.\n- Type 2 Type 2 arrangements meet all of the following criteria: the average new hourly salary offered by the new employer (= rate of pay + equal pay adjustments + supervisory differential) for the group moving is 85 percent or greater of the group's current federal hourly remuneration (= pay + equal pay adjustments + supervisory differential), when the hours of work are the same; the average annual salary of the new employer (= rate of pay + equal pay adjustments + supervisory differential) for the group moving is 85 per cent or greater of federal annual remuneration (= percent or greater of federal annual remuneration (= pay + equal pay adjustments + supervisory differential), when the hours of work are different; pension arrangements according to the Statement of Pension Principles as set out in Appendix A, or in cases where the test of reasonableness set out in that Statement is not met, payment of a lump sum to employees pursuant to subsection 7.7.3; transitional employment guarantee: employment tenure equivalent to that of the permanent work force in receiving organizations or a two-year minimum employment guarantee; coverage in each area of the following core benefits: health benefits, long-term disability insurance (LTDI) and dental plan; short-term disability arrangement.\n- Type 3 A Type 3 arrangement is any alternative delivery initiative that does not meet the criteria applying in Type 1 and 2 transitional employment arrangements.\n7.2.3 For Type 1 and Type 2 transitional employment arrangements, the offer of employment from the new employer will be deemed to constitute a reasonable job offer for purposes of this Part.\n7.2.4 For Type 3 transitional employment arrangements, an offer of employment from the new employer will not be deemed to constitute a reasonable job offer for purposes of this Part.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 7.2", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-29", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "7.3", "marginal_note": "Responsibilities", "part": "Part VII - Special Provisions Regarding Alternative Delivery Initiatives", "division": "", "heading": "", "text": "7.3.1 Deputy heads will be responsible for deciding, after considering the criteria set out above, which of the types applies in the case of particular alternative delivery initiative.\n7.3.2 Employees directly affected by alternative delivery initiatives are responsible for seriously considering job offers made by new employers and advising the home department or organization of their decision within the allowed period.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 7.3", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-30", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "7.4", "marginal_note": "Notice of alternative delivery initiatives", "part": "Part VII - Special Provisions Regarding Alternative Delivery Initiatives", "division": "", "heading": "", "text": "7.4.1 Where alternative delivery initiatives are being undertaken, departments or organizations shall provide written notice to all employees offered employment by the new employer, giving them the opportunity to choose whether they wish to accept the offer.\n7.4.2 Following written notification, employees must indicate within a period of 60 days their intention to accept the employment offer.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 7.4", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-31", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "7.5", "marginal_note": "Job offers from new employers", "part": "Part VII - Special Provisions Regarding Alternative Delivery Initiatives", "division": "", "heading": "", "text": "7.5.1 Employees subject to this Directive (see Application) and who do not accept the reasonable job offer from the new employer in the case of Type 1 or 2 transitional employment arrangements will be given four months’ notice of termination of employment and their employment will be terminated at the end of that period or on a mutually agreed upon date before the end of the four month notice period except where the employee was unaware of the offer or incapable of indicating an acceptance of the offer.\n7.5.2 The deputy head may extend the notice of termination period for operational reasons, but no such extended period may end later than the date of the transfer to the new employer.\n7.5.3 Employees who do not accept a job offer from the new employer in the case of Type 3 transitional employment arrangements may be declared opting or surplus by the deputy head in accordance with the provisions of the other parts of this Directive.\n7.5.4 Employees who accept a job offer from the new employer in the case of any alternative delivery initiative will have their employment terminated on the date on which the transfer becomes effective, or on another date that may be designated by the home department or organization for operational reasons provided that this does not create a break in continuous service between the core public administration and the new employer.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 7.5", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-32", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "7.6", "marginal_note": "Application of other provisions of the Directive", "part": "Part VII - Special Provisions Regarding Alternative Delivery Initiatives", "division": "", "heading": "", "text": "7.6.1 For greater certainty, the provisions of Part II, Official Notification, and Section 6.5, Retention payment, will apply in the case of an employee who refuses an offer of employment in the case of a Type 1 or 2 transitional employment arrangement. A payment under Section 6.5 may not be combined with a payment under the other section.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 7.6", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-33", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "7.7", "marginal_note": "Lump-sum payments and salary top‑up allowances", "part": "Part VII - Special Provisions Regarding Alternative Delivery Initiatives", "division": "", "heading": "", "text": "7.7.1 Employees who are subject to this Directive (see Application) and who accept the offer of employment from the new employer in the case of Type 2 transitional employment arrangements will receive a sum equivalent to three months’ pay, payable upon the day on which the departmental/organizational work or function is transferred to the new employer. The home department or organization will also pay these employees an 18‑month salary top-up allowance equivalent to the difference between the remuneration applicable to their core public administration position and the salary applicable to their position with the new employer. This allowance will be paid as a lump sum, payable on the day on which the departmental/organizational work or function is transferred to the new employer.\n7.7.2 In the case of individuals who accept an offer of employment from the new employer in the case of a Type 2 arrangement whose new hourly or annual salary falls below 80 percent of their former federal hourly or annual remuneration, departments or organizations will pay an additional six months of salary top-up allowance for a total of 24 months under this subsection and subsection 7.7.1. The salary top-up allowance equivalent to the difference between the remuneration applicable to their core public administration position and the salary applicable to their position with the new employer will be paid as a lump sum payable on the day on which the departmental/organizational work or function is transferred to the new employer.\n7.7.3 Employees who accept the reasonable job offer from the successor employer in the case of a Type 1 or Type 2 transitional employment arrangement where the test of reasonableness referred to in the Statement of Pension Principles set out in Appendix A is not met, that is, where the actuarial value (cost) of the new employer's pension arrangements are less than 6.5 percent of pensionable payroll (excluding the employer's costs related to the administration of the plan) will receive a sum equivalent to three months’ pay, payable on the day on which the departmental/organizational work or function is transferred to the new employer.\n7.7.4 Employees who accept an offer of employment from the new employer in the case of Type 3 transitional employment arrangements will receive a sum equivalent to six months’ pay payable on the day on which the departmental/organizational work or function is transferred to the new employer. The home department or organization will also pay these employees a 12-month salary top-up allowance equivalent to the difference between the remuneration applicable to their core public administration position and the salary applicable to their position with the new employer. The allowance will be paid as a lump sum, payable on the day on which the departmental/organizational work or function is transferred to the new employer. The total of the lump-sum payment and the salary top-up allowance provided under this section will not exceed an amount equivalent to one year's pay.\n7.7.5 For the purposes of subsections 7.7.1, 7.7.2 and 7.7.4, the term “remuneration” includes and is limited to annual salary plus equal pay adjustments, if any, and supervisory differential, if any.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 7.7", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-34", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "7.8", "marginal_note": "Reimbursement", "part": "Part VII - Special Provisions Regarding Alternative Delivery Initiatives", "division": "", "heading": "", "text": "7.8.1 An individual who receives a lump-sum payment and salary top-up allowance pursuant to subsection 7.7.1, 7.7.2, 7.7.3 or 7.7.4 and who is reappointed to that portion of the core public administration specified from time to time in Schedules I and IV to the Financial Administration Act at any point during the period covered by the total of the lump-sum payment and salary top-up allowance, if any, shall reimburse the Receiver General for Canada by an amount corresponding to the period from the effective date of reappointment to the end of the original period covered by the total of the lump-sum payment and salary top-up allowance, if any.\n7.8.2 An individual who receives a lump-sum payment pursuant to subsection 7.6.1 and, as applicable, is either reappointed to that portion of the core public administration specified from time to time in Schedules I and IV to the Financial Administration Act or hired by the new employer at any point covered by the lump-sum payment, shall reimburse the Receiver General for Canada by an amount corresponding to the period from the effective date of the reappointment or hiring to the end of the original period covered by the lump-sum payment.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 7.8", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-35", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "7.9", "marginal_note": "Vacation leave credits and severance pay", "part": "Part VII - Special Provisions Regarding Alternative Delivery Initiatives", "division": "", "heading": "", "text": "7.9.1 Notwithstanding the provisions of the employee's collective agreement concerning vacation leave, an employee who accepts a job offer pursuant to this Part may choose not to be paid for earned but unused vacation leave credits, provided that the new employer will accept these credits.\n7.9.2 Notwithstanding the provisions of this Agreement concerning severance pay, an employee who accepts a reasonable job offer pursuant to this Part will not be paid severance pay where:\n- successor rights apply; and/or\n- in the case of a Type-2 transitional employment arrangement, when the new employer recognizes the employee’s years of continuous employment in the public service for severance pay purposes and provides severance pay entitlements similar to the employee’s severance pay entitlements at the time of the transfer.\n- However, where paragraphs (a) or (b) would apply, an employee who has a severance termination benefit entitlement under the terms of the severance pay article of their respective collective agreement shall be paid this entitlement at the time of transfer.\n7.9.3 Where:\n- the conditions set out in subsection 7.9.2 are not met;\n- the severance provisions of the collective agreement are extracted from the collective agreement, by mutual consent of both parties, prior to the date of transfer to another non-federal public sector employer;\n- the employment of an employee is terminated pursuant to the terms of subsection 7.5.1; or\n- the employment of an employee who accepts a job offer from the new employer in a Type 3 transitional employment arrangement is terminated on the transfer of the function to the new employer;\nthe employee shall be deemed, for purposes of severance pay, to be involuntarily laid off on the day on which employment in the core public administration terminates.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive, s. 7.9", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-36", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "Appendix A - Statement of Pension Principles", "marginal_note": "Appendix A - Statement of Pension Principles", "part": "", "division": "", "heading": "", "text": "1. The new employer will have in place, or Her Majesty in Right of Canada will require the new employer to put in place, reasonable pension arrangements for transferring employees. The test of “reasonableness” will be that the actuarial value (cost) of the new employer pension arrangements will be at least 6.5 percent of pensionable payroll, which in the case of defined-benefit pension plans will be as determined by the Assessment Methodology developed by Towers Perrin for the Treasury Board, dated October 7, 1997. Where there is no reasonable pension arrangement in place on the transfer date or no written undertaking by the new employer to put such reasonable pension arrangement in place effective on the transfer date, subject to the approval of Parliament and a written undertaking by the new employer to pay the employer costs, Public Service Superannuation Act (PSSA) coverage could be provided during a transitional period of up to a year.\n2. Benefits in respect of service accrued to the point of transfer are to be fully protected.\n3. Her Majesty in Right of Canada will seek portability arrangements between the Public Service Superannuation Plan and the pension plan of the new employer where a portability arrangement does not yet exist. Furthermore, Her Majesty in Right of Canada will seek authority to permit employees the option of counting their service with the new employer for vesting and benefit thresholds under the PSSA .", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-37", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "Appendix B - List of Bargaining Agents Subject to this Directive", "marginal_note": "Appendix B - List of Bargaining Agents Subject to this Directive", "part": "", "division": "", "heading": "", "text": "Association of Canadian Financial Officers\nAssociation of Justice Counsel\nCanadian Air Traffic Control Association, CATCA Unifor Local 54 54\nCanadian Association of Professional Employees\nCanadian Federal Pilots Association\nCanadian Merchant Service Guild\nCanadian Military Colleges Faculty Association\nFederal Government Dockyard Chargehands Association\nFederal Government Dockyards Trades and Labour Council (East)\nFederal Government Dockyards Trades and Labour Council (West)\nInternational Brotherhood of Electrical Workers, Local 2228\nProfessional Association of Foreign Service Officers\nUnifor, Local 2182\nUnifor, Local 87-M", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-38", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "Appendix C - Transition Support Measure (TSM)", "marginal_note": "Appendix C - Transition Support Measure (TSM)", "part": "", "division": "", "heading": "", "text": "Years of Service in the Public Service Transition Support Measure (TSM) (Payment in weeks' pay) 0 10 1 22 2 24 3 26 4 28 5 30 6 32 7 34 8 36 9 38 10 40 11 42 12 44 13 46 14 48 15 50 16 52 17 52 18 52 19 52 20 52 21 52 22 52 23 52 24 52 25 52 26 52 27 52 28 52 29 52 30 49 31 46 32 43 33 40 34 37 35 34 36 31 37 28 38 25 39 22 40 19 41 16 42 13 43 10 44 07 45 04\nFor indeterminate seasonal and part-time employees, the TSM will be pro-rated in the same manner as severance pay under the terms of the collective agreement.\nSeverance pay provisions of the collective agreement are in addition to the TSM.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-39", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "Appendix D - Key Elements of the Work Force Adjustment Directive", "marginal_note": "Appendix D - Key Elements of the Work Force Adjustment Directive", "part": "", "division": "", "heading": "", "text": "Display full size image\nFlowchart Text Version\nWorkforce Adjustment\nDepartment/Organization decides that the services of one or more indeterminate employees will no longer be required beyond a specified date because of a lack of work, the discontinuance of a function, a relocation of a work unit or an alternative delivery initiative.\nNotification to Employer and Bargaining Agent(s)\n- Treasury Board Secretariat - Where 6 or more affected employees, not less than 4 working days prior to notifying affected employees (subsection 2.1.2).\n- National Head of each Bargaining Agent(s) - Not less than two (2) days prior to notifying affected employee (subsection 2.1.3). Consultation to continue with Bargaining Agent(s) throughout the WFA process (subsection 1.1.14).\nNotification of Affected Status (for lack of work, discontinuance of a function or alternative delivery initiative)\nAn indeterminate employee receives notification that his/her services MAY no longer be required or that the relocation of the work unit has been approved. The department or organization will review the status of each affected employee annually, or earlier, from the date of initial notification of affected status and determine whether the employee will remain on affected status or not (subsection 1.1.40).\nVoluntary Departure Programs (only applicable when DH cannot provide GRJO)\n- For less than 5 affected employees at the same group and level in the same unit the DH may establish a voluntary departure program;\n- For 5 or more affected employees the DH must establish a voluntary departure program;\n- 30 calendar days to decide to select options B, C(i) or C(ii);\n- See other requirements (subsection 6.2.3).\nOfficial Notification of WFA Status\nAn indeterminate employee receives written notification which of the 4 workforce adjustment situations applies (with a copy of the applicable Work Force Adjustment provisions) (subsection 1.1.6).\nWritten Notice of Relocation of a Work Unit\nEmployees have six months to decide if they wish to move with their position or to be treated as if they were subject to a work force adjustment situation (section 3.1).\nEmployee Decides not to Move with the Position\nDH provides GRJO or Options\nEmployee Decides to Move with the Position\nNJC Relocation Directive Applies\nSurplus with Guarantee of Reasonable Job Offer (GRJO)\nSurplus Priority Status\nEmployee receives a letter giving surplus priority rights for appointment to other positions in the Core Public Administration (CPA). Employee remains in surplus status until appointed or deployed to another indeterminate position, refuses a reasonable job offer, is laid-off or chooses to resign.\nEmployee Accepts RJO\n- If appointment to a lower level position, salary protected until appointed or deployed to a position with a maximum rate of pay equal to or higher than that of the surplus position;\n- Also if to a lower level, a Reinstatement Priority for reappointment to a former level;\n- If needed, retraining is provided (Part IV).\nEmployee Refuses RJO\n- Laid-off but no sooner than 6 months from beginning of surplus period;\n- 1 month lay-off notice required;\n- Lay-off priority for 1 year;\n- Severance pay at lay-off rate;\n- No access to lump-sum amounts nor pension waiver.\nOpting Employee - No Guarantee of a Reasonable Job Offer (no GRJO)\nOpting Employee\n- Employee receives a letter from the DH and has 120 days to choose between Options A, B or C (subsection 6.4.1);\n- Employee must choose one of the 3 options and cannot change it once it is submitted in writing;\n- If employee fails to select an option, Option A is deemed to be the selected option;\n- The employee is ineligible for Option B or C if RJO which does not require relocation is made during the opting period and prior to the receipt of the employee's written choice.\nAlternation Program\n- Employee may participate in an Alternation Program during the 120-day opting period or during 12 month Option A surplus period;\n- Employee can only select Option B or C(i);\n- If alternation is during Surplus A period, alternate's TSM will be reduced by 1 week for each completed week between beginning of employee surplus period and date of alternation.\nOption A - 12-Month Surplus Period in which to secure a Reasonable Job Offer (RJO\n(may extend by remainder of 120-day opting period)\nOption B - Transition Support Measure (TSM)\nCash payment based on employee's years of service in the Public Service.\nOption C - Education Allowance\nCash payment equivalent to the TSM plus reimbursement of up to $17,000 for receipted expenses for tuition fees, costs of books, and relevant equipment.\nSurplus Priority Status\nEmployee receives a letter giving him/her surplus priority rights for appointment to other positions in the Core Public Administration (CPA).\n- 12 month time limit to find RJO;\n- Pension Waiver if 55-59 years of age with at least 10 years of service (not having received an RJO and is laid-off);\n- Pay in lieu of unfulfilled surplus period may be authorized to a surplus employee who offers to resign before the end of the 12 month surplus period;\n- The lump-sum payment is equal to the surplus regular pay for the balance of the surplus period, up to a maximum of 6 months;\n- The amount cannot exceed the maximum that would have been received under Option B;\n- Employee's work must be discontinued on resignation date;\n- Employee is ineligible for pay in lieu if an RJO has been refused during the surplus period;\n- Considered laid off for severance pay.\nEmployee Accepts RJO\n- If applicable, eligible for retraining, salary protection or reinstatement priority rights;\n- If appointment to a lower level position, salary protected until appointed or deployed to a position with a maximum rate of pay equal to or higher than that of the surplus position;\n- Also if to a lower level, a Reinstatement Priority for reappointment to a former level;\n- If needed, retraining is provided (Part IV).\nEmployee Refuses RJO\n- Laid-off but not sooner than 6 months from beginning of surplus period;\n- 1 month lay-off notice required;\n- Lay-off priority for 1 year;\n- Severance pay at lay-off rate;\n- No access to lump-sum amounts nor pension waiver.\nNo RJO received within 12 month surplus period\n- Lay-off notice at least 1 month before the scheduled lay-off date;\n- Lay-off priority rights for appointment to positions in the CPA for 1 year following lay-off date;\n- If applicable, eligible for retraining, salary protection or reinstatement priority entitlements.\nEmployee Resigns - Option B or C(i)\n- Lump-sum amount(s). The cash amount ranges from 4 to 52 weeks' salary (see WFAD). Individuals with 16-29 years of service get maximum amount;\n- Considered laid off for severance pay purposes. Management establishes departure date;\n- Cannot be combined with any other payment under the WFAD;\n- Entitled to $1,200 for financial and job placement counselling services (subsection 6.4.6). Relinquishes any priority entitlements for reappointment;\n- Pension Waiver if 55-59 years of age with at least 10 years of service (not in receipt of an RJO and is laid-off). (applies to Option B only).\nC(ii) - Employee requests leave without pay (LWOP) for a maximum of 2 years\n- Delay departure date and go on LWOP while attending learning institution. Note: Proof of registration required within 12 months of starting LWOP, otherwise deemed to have resigned from the core public administration and considered laid-off for severance pay purposes;\n- Can continue to be a member of benefit plans by paying both the employer and employee's share to the plans and to the PS Superannuation Plan;\n- At the end of the 2 years, the employee is laid off unless alternate employment is found;\n- 12 month lay-off priority status.", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-40", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "Appendix E - Alternative Service Delivery Initiative (ADI) Process", "marginal_note": "Appendix E - Alternative Service Delivery Initiative (ADI) Process", "part": "", "division": "", "heading": "", "text": "The flowchart serves as an information guide only.\nDeputy Head Approval Notice to Bargaining Agents (180 days prior) Establishment of Joint WFA - ADI Committee ADI Decision (Type 1, 2 or 3) Notification to Bargaining Agents Notification to Employees (60 days prior to Transfer) Type 1 Type 2 Type 3 ADI Type 1 Legislation determines successor rights (maintenance of bargaining agent, collective agreement) Reasonable job offer (RJO) from new employer Continuous employment in CPA recognized Pension arrangements (see Appendix A) Core benefits offered: health benefits, long‑term disability and dental plan Transfer of sick leave credits up to maximum qualifying period for new employer’s long‑term disability insurance 2‑year employment guarantee by new employer 60 days to Consider Job Offer Accepts RJO 3 months’ lump sum if pension criteria not met If new employer recognizes years of service for severance pay purposes: CPA portion paid out at time of transfer if employee is entitled under his/her collective agreement. Option to carry over unused annual leave credits (new employer must agree) Termination on date of transfer or other date for operational reasons Refuses RJO Official notification to TBS and Bargaining agents Retention payment can be considered 4 months’ termination notice (termination date no later than date of transfer) Priority entitlement : Deemed laid-off for the purpose of the Public Service Employment Act Severance pay as per collective agreement if applicable ADI Type 2 Reasonable job offer (RJO) New average salary of group of employees between 85% and 100% of current average salary Pension arrangements (see Appendix A) Health benefits, long-term disability and dental plan Short‑term disability insurance arrangement 2‑year employment guarantee by new employer 60 days to Consider Job Offer Accepts RJO 3 months’ lump sum + 18 months’ salary top‑up 6 months’ top‑up if salary less than 80% 3 months’ lump sum if pension criteria not met If new employer recognizes years of service for severance pay purposes: CPA portion paid out at time of transfer if employee is entitled under his/her collective agreement. Option to carry over unused annual leave credits (new employer must agree) Termination on date of transfer or other date for operational reasons Refuses RJO Official notification to TBS and bargaining agents Retention payment can be considered 4 months’ termination notice (termination date no later than transfer date to new employer) Priority entitlement: Deemed laid-off for the purpose of the Public Service Employment Act Severance pay as per collective agreement if applicable ADI Type 3 Not considered a reasonable job offer Criteria of Type 1 or Type 2 not met (ex. new average salary for group is less than 85% of current group average) 60 days to Consider Job Offer Accepts Offer 6 months’ lump sum Severance pay as per collective agreement Option to carry over unused annual leave credits (new employer must agree) Termination on date of transfer or other date for operational reasons Refuses Offer 4 months’ termination notice (end date no later than transfer date) Declared opting or surplus with a GRJO Priority entitlements (surplus/laid off as applicable) Severance pay at layoff rate as per collective agreement", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" }, { "id": "directive-d12-41", "doc_type": "directive", "act_code": "d12", "act_short": "Work Force Adjustment Directive", "act_name": "NJC Work Force Adjustment Directive", "section": "Appendix F - Role of PSC in Administering Surplus and Lay-off Priority Entitlements", "marginal_note": "Appendix F - Role of PSC in Administering Surplus and Lay-off Priority Entitlements", "part": "", "division": "", "heading": "", "text": "1. The PSC will refer surplus employees and laid-off persons to positions, in all departments, organizations and agencies governed by the PSEA, for which they are potentially qualified for the essential qualifications, unless the individuals have advised the PSC and their home departments or organizations in writing that they are not available for appointment. The PSC will further ensure that entitlements are respected and that priority persons are fairly and properly assessed.\n2. The PSC, acting in accordance with the Privacy Act, will provide the Treasury Board Secretariat with information related to the administration of priority entitlements which may reflect on departments’ or organizations’ and agencies’ level of compliance with this Directive.\n3. The PSC will provide surplus and laid-off persons with information on their priority entitlements.\n4. The PSC will, in accordance with the Privacy Act, provide information to bargaining agents on the numbers and status of their members who are in the Priority Information Management System and, on a service-wide basis, through reports to the National Joint Council’s Work Force Adjustment Committee.\n5. The PSC will ensure that a reinstatement priority is given to all employees who are appointed to a position at a lower level.\n6. The PSC will, in accordance with the Privacy Act, provide information to the Employer, departments or organizations and/or bargaining agents on referrals of surplus employees and laid-off persons in order to ensure that the priority entitlements are respected.\nPublic Service Commission \"Guide on Priority Entitlements\": https://www.canada.ca/en/public-service-commission/services/information-priority-administration/public-service-commission-guide-priority-administration.html", "history": "", "last_amended": "", "current_to": "January 1, 2019", "citation": "Work Force Adjustment Directive", "source_url": "https://www.njc-cnm.gc.ca/directive/d12/en" } ]