Relocation Directive - APS 2012/2013 - Chapter 4

4.02 Purpose

The purpose ofis to
an HHT

secure accommodation at the new place of duty with the intent of ensuring a door-to-door move, thereby:

  • reducing the interim lodgings, meals, and miscellaneous expenses, and
  • eliminating unnecessary storage in transit costs.
a DIT

visit the new place of duty and provide the opportunity to:

  • inspect the replacement residence;
  • inspect purchased property;
  • finalize school arrangements;
  • arrange specific medical requirements/specialized care; or
  • make administrative arrangements related to the pending relocation.

4.03 Eligibility

CF members are entitled to either an HHT or DIT.

CF members who haveare entitled to
not secured accommodation at the new place of duty an HHT
already secured accommodation, purchased property, or officially contracted for the construction of a replacement residence a DIT

4.04 Additional entitlements

In addition to the benefits outlined in this chapter, CF members may be entitled to reimbursement of:


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Section 4.1 Duration

4.1.01 Standard HHT

Core benefit

A standard HHT includes up to five days and five nights at the new location, for the CF member and/or spouse.

The total duration, including travel time, should not normally exceed seven days and six nights.

4.1.02 Dependants

Custom benefit

Dependants accompanying CF member and/or spouse

(TB amended, effective 1 September 2012)

4.1.03 Extended HHT

Personalized benefit

When the CO authorizes annual leave, CF members may extend the duration of a standard HHT by up to an additional four days/four nights, for the following purposes:

  • Finding accommodation; and
  • CF member/dependant issues.

CF members must make the necessary travel amendments.

4.1.04 Standard DIT

Core benefit

A standard DIT includes up to three days and three nights at the new location, for the CF member or spouse.

The total duration, including travel time, should not normally exceed five days and four nights.


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Section 4.2 Planning

4.2.01 Timing

The HHT is to be taken after official notification of posting (for Regular Force)/employment message (for Reserve Force) and normally before COS date (for Regular Force)/commencement date of the period of employment (for Reserve Force). If accommodation has been secured prior to posting notification (for Regular Force)/employment message (for Reserve Force), entitlement is only for a DIT.

4.2.02 Absence from work

CF members require authority from the losing unit Commanding Officer for their absence from work in order to conduct their HHT or DIT.

4.2.03 Travel by commercial carrier

Travel by commercial carrier shall be arranged by the service provider except when it was impossible to do so and was supported by the BComd/BAdmO (i.e. Operational reasons).

Commercial bookings may be made from locations other than the geographical boundaries of the HG&E for service or compassionate reasons only.

The only authorized changes to the travel itinerary are for service or compassionate reasons and must be made through the service provider.

Changes to travel itineraries or stopovers to accommodate pets are not authorized.

(TB amended, effective 1 September 2012)

4.2.04 HHT savings incentive - shortened HHT

An incentive of up to $250 will be added to the personalized funds when CF members plan a shortened HHT or return to their place of duty prior to using the full benefits of a standard HHT. The savings calculation shall include 100% of all lodgings, meals and incidentals for unused days based on a standard HHT minus any cancellation, transfer or change fees charged by the carrier.

4.2.05 Short distance HHT/DIT

Where the old and new places of duty are in close proximity, CF members may travel back and forth each day, while on HHT or DIT. They are on duty status during this time, therefore CO's approval, even for weekend travel, is required.

Reimbursement shall not exceed the cost and time provided for one standard HHT or DIT. Extra transportation costs are offset by the elimination of any accommodation costs at the new location.

HHT savings incentive does not apply to short distance moves when commuting daily to and from new/old place of duty.

4.2.06 Multiple HHTs

Personalized benefit

When the first HHT is unsuccessful, CF members may take additional HHTs.

4.2.07 Recovery of HHT expenses

CF members who exercise the HHT benefit and subsequently re-occupy their former residence will be subject to recovery action. Recovery action shall be for the difference between the additional expenses received from the HHT and the entitlements authorized on a DIT. This shall include savings incentives that have been paid to personalized funds.


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Section 4.3 Meals and incidentals

4.3.01 Entitlements

Reimbursement of:

TopicCore FundsCustom FundsPersonalized Funds
HHT 7 days including travel time for CF member and/or spouse

7 days including travel time for other dependants

  • Up to 4 additional days for CF member, spouse, and other dependants.
  • Expenses in excess of Core/Custom funds
DIT 5 days including travel time If single parent, dependants accompanying the CF member Dependants, if accompanying the CF member.

(TB amended, effective 1 September 2012)

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Section 4.4 Lodgings

4.4.01 Entitlements

Entitlements are to be reimbursed as per section 3.2 based on the table below:

TopicCoreCustomPersonalized
HHT Up to 6 nights for CF member and/or spouse

Up to 6 nights for other dependants

  • Up to 4 additional nights for CF member,spouse and other dependants.
  • Upgrade
DIT Up to 4 nights If single parent, dependants accompanying the CF member
  • Upgrade.
  • Dependants, if accompanying the CF member (4 nights maximum)

(TB amended, effective 1 September 2012)

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Section 4.5 Travel and transportation

4.5.01 Travel time

Total travel time shall be no more than two days, except:

whenthen
the return air travel journey cannot be accomplished in that period, because of distances and/or connections the Relocation Counselor shall authorize expenses related to additional travel time to be paid as a core benefit.
a CF member selects and is authorized a slower mode of transportation that causes additional travel time and traveling expenses additional expenses shall be a personalized benefit; annual leave must be taken for the additional days.

4.5.02 Transportation to and from destination

Entitlements are to be reimbursed as per section 3.3 based on the following:

Core benefit
  • transportation to and from the commercial carrier;
  • rental vehicle;
  • Private motor vehicle (PMV) – kilometric allowance not to exceed the total cost of commercial transportation;
  • motorcycle – 60% of the kilometric rate not to exceed the total cost of commercial transportation; and
  • parking and toll charges.
Custom benefit
  • Transportation to HHT for dependants, other than spouse.
  • Transportation to DIT for dependants, if single parent.
Personalized benefit
  • Transportation to DIT for spouse and dependants if accompanying CF member; and
  • Rental vehicle upgrade.

4.5.03 Local transportation

Entitlements are to be reimbursed as per section 3.3.

Core benefit

Local transportation is based on a maximum vehicle rental of:

  • seven days on a standard HHT; or
  • five days on a standard DIT.
If you areyou will be reimbursed
using PMV the kilometric allowance (not to exceed rental vehicle costs including the Collision Damage Waiver/Loss Damage Waiver, if required).
using commercial transportation actual and reasonable transportation expenses.
Custom benefit

Nil.

Personalized benefit

Actual transportation expenses (supported by gas receipts) if using a PMV or commercial transportation as described in Core above for the period on extended HHT.

4.5.04 Rental vehicle

Entitlements are to be reimbursed as per art 3.3.02 based on the table below:

HHT or DITCore funds up toCustom funds up toPersonalized funds
HHT 7 days Nil
  • Up to 11 days (rental vehicle)
  • Vehicle upgrade
DIT 5 days - Vehicle upgrade

There is no entitlement to local rental vehicle when PMV is the primary mode of transportation and additional expenses are claimed.

(TB amended, effective 1 September 2012)


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Section 4.6 Expenses during HHT or DIT

4.6.01 Dependant care assistance

As per art 3.4.02, CF members may be assisted with dependant care costs that are in excess of existing dependant care arrangements for:

  • dependants under 18 years of age; and/or
  • dependants 18 years of age and over who are incapable of caring for themselves due to a physical or mental disability.
Core benefit

Daily allowance or actual expenses when on:

  • HHT; or
  • DIT if single parent or CF member is away on official military assignment (Temporary Duty, Attached Posted, Ops, etc.).
Custom benefit
  • Daily allowance or actual expenses when on extended HHT.
  • Dependant care expenses in excess of daily maximum rate.
  • Return transportation for a third party to origin to provide dependant care, cost not to exceed the cost of transportation for one dependant from origin to destination return.
Personalized benefit
  • Daily allowance or actual expenses when on extended HHT;
  • daily allowance or actual expenses when both CF member and spouse travel on the DIT; and
  • when all custom funds have been expended.

Note: Dependant care assistance may be reimbursed at both origin and destination depending on the requirement.

(TB amended, effective 1 September 2012)

4.6.02 Business telephone calls, facsimile and Internet

Core benefit

Actual expenses for phone/fax/internet to facilitate acquisition or inspection of residence:

  • HHT - Max of $50 (including taxes); and
  • DIT - Max of $30 (including taxes).

4.6.03 Pet care

Reimbursement for boarding pets is limited to actual and reasonable basic commercial care.

Custom benefit

Nil.

Personalized benefit
  • On HHT; and
  • On DIT for:
    • CF members without dependants,
    • Single parents,
    • Spouse when CF members away on official duty, and
    • CF members and spouse together on DIT.

(TB amended, effective 1 September 2012)

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