Chapter 209 - Transportation and Travelling Expenses

Section 1 – General

209.01 - Definitions

The definitions in this instruction apply in sections 1 to 6.

accommodation

means the berth, seat or other accommodation that may be provided to an officer or non-commissioned member in a railway train or other conveyance.

transportation

means transportation provided at public expense under CBI 209.30 - Entitlement and Instruction, (see Canadian Forces Temporary Duty Travel Instructions) and does not include accommodation, meals, gratuities and similar incidentals.

travelling expenses

means travelling expenses at the rates established Canadian Forces Temporary Duty Travel Instruction.

(effective 1 October 2002)
Amendment 2/03

209.013 - Special Powers of the Minister

209.013(1) (Definition) In this instruction, compensation means all expenses and all benefits, whether primarily of a financial nature or not, established in this chapter.

209.013(2) (Power of the Minister) Where in this chapter an officer or non-commissioned member or a member's dependants have not received compensation because the relevant circumstances, although not dissimilar to, were different from the circumstances established, the Minister may, if the Minister considers it would be equitable and consistent with the purpose of this chapter, approve the grant of all or part of that compensation.

209.015 - Exceptions and Limitations to Entitlements under this Chapter

209.015(1) (Limitations) Subject to paragraph (2) and despite sections 2 – Transportation and Accommodation, 3 – Travelling Expenses and 4 – Incidental Travelling Expenses, the entitlement of an officer or non-commissioned member to any of the expenses described in those sections may be limited in whole or in part in accordance with orders or instructions issued by the Chief of the Defence Staff, if

  1. expenses in whole or in part, or any other remuneration, of the member who is sent on duty are paid by a third party; or
  2. prior to proceeding on duty, the member waives their entitlement in whole or in part to the expenses described in sections 2, 3 and 4.

209.015(2) (Cap) No limitation may be imposed under paragraph (1) that exceeds the expenses or other remuneration paid by the third party or the expenses waived by the officer or non-commissioned member.

209.015(3) (Expenses denied or paid by a third party) When a limitation is imposed under paragraph (1), any monies received as expenses or other remuneration by the officer or non-commissioned member from a third party may be retained by the member in lieu of any expenses under section 2, 3 or 4 that are denied the member under paragraph (1).

209.02 - Unpaid Ranks

This chapter applies to officers and non-commissioned members holding unpaid acting rank as though they held the equivalent paid rank.

209.03 - Preparation and Submission of Claims

209.03(1) (Submission of claim) Claims for transportation and travelling expenses shall be prepared and submitted in such manner and supported by such receipts and vouchers as may be required by the CBI and by any orders or instructions issued by the Chief of the Defence Staff.

209.03(2) (No subsequent adjustment) After a claim has been paid, no subsequent adjustment shall be made as a result of any antedated promotion, relinquishment of rank or appointment promulgated after the payment.

209.04: Repealed Consequentually to TB Approval of 1 December 2003

209.045 - Transportation Assistance for Reserve Force Personnel on Class A Reserve Service

209.045(1) (Definitions) The definitions in this paragraph apply in this instruction.

adequate public transportation

means public transportation that is scheduled at appropriate times to permit officers or non-commissioned members to work their allotted schedule and return to their residence within a reasonable time after work and that has the capacity to carry the work force.

worksite

means a building or other place where an officer or non-commissioned member reports for training or duty.

209.045(2) (Travel assistance) An officer or non-commissioned member on Class “A” Reserve Service is entitled to transportation assistance under this paragraph  based on distance travelled when:

  1. the member lives a minimum of 16 kilometres  from their worksite; and 
  2. transportation cannot be provided from Government sources, or adequate public transport is not available.  

209.045(3) (Amount of assistance)  The amount of the assistance payable for each one way trip between the member’s worksite and the member’s residence is determined by the formula

[ ( A − 16 ) × B ]

where

A is, to a maximum of 100 kilometres, the direct road distance between the member’s residence and their worksite; and

B is the kilometric rate — for the location of the worksite — as set out in “Appendix A — Lower Kilometric Rates” of the National Joint Council Commuting Assistance Directive, as amended from time to time.

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(TB 1 June 2017, effective 1 September 2017)

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Section 2 – Transportation and Accommodation

209.20: Repealed by TB on 1 December 2003 Effective 1 October 2002

209.22: Repealed by TB on 1 December 2003 Effective 1 October 2002

209.25: Repealed by TB on 1 December 2003 Effective 1 October 2002

209.26: Repealed by TB on 1 December 2003 Effective 1 October 2002

209.27 - Hire of Private Motor Cars

209.27(1) (Hire of private motor car) A commanding officer may, with the approval of an officer commanding a command or the Chief of the Defence Staff, hire the private motor car of an officer or non-commissioned member for use in tactical exercises or for other similar purposes and the member is entitled to reimbursement for the use of the motor car as follows:

  1. if up to three persons are carried – $8 a day;
  2. if four to six persons are carried – $10 a day; and
  3. if more than six persons are carried – $12 a day.

209.27(2) (Car insurance) No private motor car may be hired under paragraph (1) unless, for any period during which the motor car is hired, the owner

  1. carries insurance against third party liability in respect of
    1. legal liability for bodily injury or death, and
    2. legal liability for damage to the property of others; and
    1. is insured against loss or damage to their motor car by collision, fire or theft, or
    2. undertakes in writing to waive any claim against the Crown for any such loss or damage to their motor car.

209.27(3) (Compliance) The commanding officer shall be satisfied, before a private motor car of an officer or non-commissioned member is hired, that the conditions described in paragraph (2) are met.

209.28 - Commuting Assistance

209.28(1) (Definitions) The definitions in this paragraph apply in this instruction.

adequate public transportation

means public transportation that is scheduled at appropriate times to permit employees to work their allotted schedule and return home within a reasonable time after work and that has the capacity to carry the work force.

suitable residential community

means the community designated by the Minister where most of the employees at a place of duty would be expected to reside.

worksite

means the actual building or other place to which an officer or non-commissioned member regularly reports for duty.

209.28(2) (Authorization) Commuting assistance may be authorized by the Minister, in respect of

  1. a new worksite designated by the Minister that is not served by adequate public transportation and is situated more than 16 road kilometres from the nearest suitable residential community;
  2. an existing worksite for which commuting assistance was, prior to the making of this instruction, authorized for public service employees, that is not now served by adequate public transportation and that is situated more than 16 road kilometres from the nearest suitable residential community; or
  3. an existing worksite when that location meets the established qualifications but was in existence prior to 1 January 1973, is not now served by adequate public transportation and is situated more than 16 road kilometres from the nearest suitable residential community.

209.28(3) (Types of commuting assistance) Commuting assistance may be in the form of a kilometrage allowance, assisted transportation or free transportation as determined by the Chief of the Defence Staff, but normally only one form of commuting assistance will be authorized in respect of each designated worksite.

209.28(4) (Method of commuting assistance) When commuting assistance is authorized in respect of a worksite and the Chief of the Defence Staff has determined the form of the commuting assistance, that assistance shall be provided as follows:

  1. if assistance in the form of free transportation is authorized, transportation shall be by publicly-owned or chartered vehicle between the worksite and the nearest public transportation system;
  2. if assistance in the form of assisted transportation is authorized, transportation shall be by publicly-owned or chartered vehicle
    1. between the worksite and a suitable residential community,
    2. for any officer or non-commissioned member serving at the worksite who enters or leaves the vehicle at any point on its normal direct route between the worksite and a suitable residential community, and
    3. at the cost established by Treasury Board for a public service employee for each one-way trip or the normal fare on the public transportation system within the designated community, whichever is greater; or
  3. if assistance in the form of a kilometrage allowance is authorized, then an officer or non- commissioned member is entitled — for each one way trip between the member’s worksite and the member’s residence that is necessarily made by the member in daily travel to or from work — to assistance determined by the formula

[ ( A − 16 ) × B ] 

A is the direct road distance between the member’s worksite  and their residence, or the centre of the suitable residential community, whichever is closer to the worksite; and 

B is the kilometric rate for the location of the worksite as set out in “Appendix A — Lower Kilometric Rates” of the National Joint Council Commuting Assistance Directive, as amended from time to time.

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(TB 1 June 2017, effective 1st September 2017)

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Section 3 – Travelling Expenses

209.30 – Entitlement and Instruction

209.30(1) (Benefits) Section 35(2) of the National Defence Act authorizes the Treasury Board to determine and regulate the payments for the duty travel expenses of Canadian Forces members.

209.30(2) (Administrative Instructions)Under subsection 18(2) of the National Defence Act, the Chief of the Defence Staff may issue administrative instructions to the Canadian Forces in respect of duty travel.

209.31 - Reimbursement for Weekend Travel while on Temporary Duty

209.31(1) (Entitlement) Subject to paragraph (3), if authorized by their commanding officer to travel on a weekend, an officer or non-commissioned member who is on temporary duty in Canada away from their base or other unit or element in Canada is entitled to be reimbursed for travelling expenses to and from their normal place of duty or the place where their dependants are residing, except if any of the following circumstances exist:

  1. the member is on temporary duty for the purpose of attending a course of training or instruction; or
  2. after completion of the travel, there are fewer than three days of actual duty remaining at the temporary duty location.

209.31(2) (Reimbursement when performing tasks outside of normal duties) If authorized by their commanding officer to travel on a weekend, an officer or non-commissioned member who is on temporary duty in Canada away from their base or other unit or element in Canada for the purpose of performing tasks that are outside of their normal duties is entitled to be reimbursed once during each 30-day period of absence for travelling expenses to and from their normal place of duty or the place where their dependants are residing, if the following circumstances exist:

  1. before beginning the travel, the member has served at least eight days of actual duty at the temporary duty location;
  2. after completion of the travel, there are at least eight days of actual duty remaining at the temporary duty location; and
  3. the member is a member of
    1. the Regular Force,
    2. the Reserve Force on Class C Reserve Service, or
    3. the Reserve Force on Class B Reserve Service who, while on callout, is required to remain on callout and to perform tasks that are outside of their normal duties.

209.31(3) (Rate of reimbursement)The officer or non-commissioned member shall be reimbursed the expenses set out in the Canadian Forces Temporary Duty Travel Instruction, except that a member who is performing only tasks that are part of their normal duties shall not be reimbursed an amount that exceeds the cost of maintaining the member at the temporary duty location over the weekend.

209.32: Repealed by TB on 1 December 2003 Effective 1 October 2002

209.335 - Family Care Assistance

209.335(1) (Application) This instruction applies to an officer or non-commissioned member of the Regular Force or of the Reserve Force on Class B or C Reserve Service, who has a dependant who is

  1. less than 18 years of age; or
  2. 18 years of age or older but requires assistance due to a physical or mental disability and is not in receipt of a pension.

209.335(2) (Definitions) The definitions in this paragraph apply in this instruction.

commercial care

means childcare or attendant care services provided by

  1. a person who provides childcare or attendant care services as a regular source of income and does not ordinarily reside with the member; or
  2. a commercial enterprise that is in the business of providing childcare or attendant care services.
daily amount for childcare

means the daily reimbursable amount for child care expenses within the daily levels established from time to time in the Treasury Board Travel Directive.

dependant

has the same meaning as in CBI 209.80 (Application and Definitions).

family home

means the place where the member and their dependants ordinarily reside.

member

means an officer or non-commissioned member.

place of duty

has the same meaning as in CBI 209.80.

service couple

means two members who are married or living in a common-law partnership.

209.335(3) (Entitlement – absent from place of duty) Subject to paragraph (6), a member who, for service reasons, is absent from their place of duty for a period of 24 hours or more, is entitled to be reimbursed for childcare or attendant care services in an amount set out in paragraph (8), if the member

  1. does not have a spouse or common-law partner; or
  2. has a spouse or common-law partner who is a member but that spouse or common-law partner
    1. does not live at the member's place of duty for service reasons, or
    2. lives at the member's place of duty, but for service reasons is absent from that place of duty during the same period.

209.335(4) (Entitlement – absent from family home) A member who, while on military training or military exercise at their place of duty, is absent from their family home for a period of 24 hours or more is entitled to be reimbursed for childcare or attendant care services in an amount set out in paragraph (8), if the member

  1. does not have a spouse or common-law partner; or
  2. has a spouse or common-law partner who is a member but that spouse or common-law partner
    1. does not live at the member's place of duty for service reasons, or
    2. lives at the member's place of duty, but for service reasons is absent from that place of duty during the same period.

209.335(5) (Service couples) If both members of a service couple who are serving at the same place of duty are absent from the family home for a period of 24 hours or more while on military training or military exercise at that place of duty, one of the members is entitled to be reimbursed for childcare or attendant care services in an amount set out in paragraph (8).

209.335(6) (Service reasons) For the purposes of paragraphs (3) to (5), a member who is absent from the family home or from their place of duty in order to serve a punishment imposed by a service tribunal is not considered to be absent for service reasons.

209.335(7) (Limitation to entitlement) A member is not entitled to be reimbursed for childcare or attendant care services if a person who is 18 years of age or older is normally resident with the member, unless that person

  1. suffers from a physical or mental disability and is incapable of providing childcare or attendant care; or
  2. provides childcare or attendant care services as a regular source of income.

209.335(8) (Amount) A member referred to in paragraphs (3) to (5) is entitled to be reimbursed a maximum of the daily amount for childcare established by Treasury Board in respect of the difference between:

  1. the amount paid by the member for childcare or attendant care services as a direct result of their being absent from their family home or place of duty for a period of 24 hours or more; and
  2. the amount normally paid by the member for childcare or attendant care services.

209.335(9) (Exception) Despite paragraph (8), a member who receives less than 48 hours notice of the requirement to be absent from the family home or their place of duty for a period of 24 hours or more, except for the purpose of military training, is entitled to be reimbursed a maximum of 14 days at the commercial rate as promulgated by the Treasury Board Directives. (See form DND 2269, Family Care Assistance, for further information).

209.335(10) (Taxation) Family Care Assistance is not a taxable employment benefit.

(effective 5 June 2003)
Amendment 2/03

209.35 - Expenses when a Ship is Temporarily Evacuated due to Disruptions in Essential Services

209.35(1) (Entitlement to reimbursement)When it becomes necessary for a ship to be temporarily evacuated for the purpose of fumigation, refit or repairs or for other reasons, an officer or non-commissioned member serving on board the ship is entitled to be paid actual and reasonable expenses up to the maximum rates and in the manner set out in the Canadian Forces Temporary Duty Travel Instruction.

209.35(2) (Exceptional circumstances) An officer or non-commissioned member whose dependants were last moved at public expense to the area, or whose dependants were acquired in the area, where the ship is evacuated and have never been moved at public expense, is not entitled to payment of the expenses described in paragraph (1), unless otherwise authorized, in exceptional circumstances, by the Minister.

(effective 1 October 2002)
Amendment 2/03

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209.36 – Custodial Expense

209.36(1) (Purpose) The purpose of the Custodial Expense (CE) is to reimburse Canadian Forces members for some expenses paid for maintaining a vacant residence.

209.36(2) (Definitions) The following definitions apply in this instruction:

custodial expense

or CE means the reimbursement of expenses identified in this instruction.

principal residence

means a principal residence as defined in CBI 208.997 (Separation Expense).

service couple

means two members both of whom are the spouse or common-law partner of the other.

spouse

in relation to a member, does not include a spouse who is living separate and apart, within the meaning of the Divorce Act, from the member.

209.36(3) (Entitlement) A member – other than a member who occupies single quarters and other than a member who places their household goods and effects in long-term storage during their absence from their principal residence – who is prohibited, in accordance with orders or instructions issued by the Chief of the Defence Staff, from moving their dependants and household goods and effects at public expense to their new place of duty is entitled to CE if any of the following conditions are satisfied after 31 January 2011:

  1. the member is absent from their principal residence for service reasons, has no dependants, and the principal residence remains vacant during the member's absence;
  2. the member:
    1. is absent from their principal residence for service reasons;
    2. is a single parent;
    3. has a dependant who is under 18 years of age and does not occupy the principal residence during the member's absence; and
    4. leaves their principal residence vacant during the member's absence; or
  3. the member is part of a service couple who are absent from their principal residence for service reasons and the principal residence remains vacant during the service couple's absence.

209.36(4) (Authorized Expenses) CE is payable for the following expenses in respect of the member's vacant principal residence:

  1. snow removal, lawn maintenance, security and household maintenance, provided by a commercial business; and
  2. additional property insurance.

209.36(5) (Limitation) For greater certainty, CE is not payable:

  1. in respect of a service couple, to more than one member; and
  2. in respect of property taxes, electricity, telephone, cable, internet, water, gas, sewer, utility, renovation and other principal residence expenses.

209.36(5) (Amount) The amount of CE is limited to the lesser of:

  1. actual and reasonable expenses;
  2. $9.17 per day; or
  3. $275 per month.

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Section 4 – Incidental Travelling Expenses

209.42: Repealed by TB on 1 December 2003 Effective 1 October 2002

209.43: Repealed by TB on 1 December 2003 Effective 1 October 2002

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Section 5 – Transportation on Leave

209.50 - Leave Travel Assistance (LTA)

209.50(1) (Purpose) The purpose of Leave Travel Assistance is to reimburse Canadian Forces members for some expenses paid because of travel on leave to meet a family member.

209.50(2) (Definitions) The following definitions apply in this instruction:

commercial carrier

includes but not limited to:

  1. a commercial passenger aviation service;
  2. a commercial passenger railway service;
  3. a commercial inter-city bus service; or
  4. a ferry service,

i. between two locations within British Columbia, or

ii. between any two of the following provinces: New Brunswick, Newfoundland and Labrador, Nova Scotia, and Prince Edward Island. 

(T)

NOTE

1. Examples of a commercial passenger aviation service includes but not limited to Air Canada, Air France, British Airways, Buffalo Airways, Canadian North, Lufthansa, Porter and WestJet

2. Examples of a commercial passenger railway service includes but not limited to Amtrak, Deutsche Bahn, Ontario Northland, and Via Rail.

3. Examples of a commercial inter-city bus company includes but not limited to Greyhound Lines, Greyhound Canada, Maritime Bus, and Voyageur Colonial Bus Lines.

(C)

dependant

means a dependant as defined in CBI 208.997 (Separation Expense).

family member

means:

  1. a dependant;
  2. in respect of a member who has no dependant, a member's child, including a stepchild, legal ward, adopted child, or child adopted under a Canadian aboriginal custom adoption practice;
  3. in respect of a member who has no dependant and no child, the member's parent, including a person who stood, prior to the member's enrolment, in the place of the member's father or mother; and
  4. in respect of a member who has no dependant, no child, and no parent, the member's brother, stepbrother, sister, or stepsister.
Leave Travel Assistance

or LTA means the reimbursement of expenses identified in this instruction.

place of duty

means:

  1. a place of duty as defined in paragraph (3) of CBI 208.80 ( Application and Definitions); or
  2. the place where a member is performing duty.
principal residence

means:

  1. in respect of a member with a dependant, a principal residence as defined in CBI 208.997 (Separation Expense); and
  2. in respect of a member without a dependant, a residential property that a family member occupies for more than 183 days in a continuous 365 day period.
service couple

means two members both of whom are the spouse or common-law partner of the other and one of whom is:

  1. a member of the Regular Force; or
  2. a member of the Reserve Force who is both on Class B or C Reserve Service and authorized to move household goods and effects at public expense for that Class B or C Reserve Service.
spouse

in relation to a member, does not include a spouse who is living separate and apart, within the meaning of the Divorce Act, from the member.

209.50(3) (Entitlement) A member of the Regular Force – or of the Reserve Force who is both on Class B or C Reserve Service and authorized to move their household goods and effects at public expense for that Class B or C Reserve Service – is entitled to LTA if all of the following conditions are satisfied after 31 January 2011:

  1. the member is on leave under QR&O chapter 16 (Leave), except under article 16.18 (Retirement Leave), article 16.25 (Leave Without Pay and Allowances), article 16.26 (Maternity Leave) and article 16.27 (Parental Leave) of the QR&O;
  2. the member has a family member;
  3. during leave, either the member travels to see a family member or a family member travels to see the member;
  4. the member provides proof of travel to an authorized destination;
  5. the member is not entitled to a payment for travel expenses under section 21 (Home Leave Travel Assistance) of the Military Foreign Service Instructions; and
  6. only in respect of a member with a dependant, the member is – for 60 continuous days – either entitled to Separation Expense under CBI 208.997 (Separation Expense) or absent – for service reasons – from their place of duty.

209.50(4) (Number – Persons) LTA is authorized in respect of the travel expenses of only one person.

209.50(5) (Number – Trips) LTA is authorized once every fiscal year, and travelling that spans two fiscal years is deemed to have occurred in the fiscal year in which the travel commenced.

209.50(6) (Authorized Destinations) LTA is authorized for travel:

  1. in respect of a member with a dependant,
    1. by the member to their principal residence, to a spouse's or common-law partner's place of duty, or to a third location where a dependant is; or
    2. by a dependant to the member's place of duty or to a third location where the member is; and
  2. in respect of a member without a dependant,
    1. by the member to a principal residence or to a third location where a family member is; or
    2. by a family member to the member's place of duty or to a third location where the member is.

209.50(7) (Amount – Travel Within Canada and the United States) Subject to paragraph (8), if all travel occurs within Canada and the United States of America (CANUS), the amount of LTA is the lesser of:

  1. the actual cost of return travel by commercial carrier,
    1. in respect of a service couple who meet at a place of duty, from the member's place of duty to the other member's place of duty; and
    2. in any other case, from the member's place of duty to the principal residence; and
  2. the amount determined by the formula,

    [({Dx2} - 800) - P] x OLKR

    where

    D is the most direct kilometric road distance,
    1. in respect of a service couple who meet at a place of duty, from the member's place of duty to the other member's place of duty, and
    2. in any other case, from the member's place of duty to the principal residence;

    P is the distance the member travels as a passenger in a private motor vehicle with another person who is reimbursed at public expense for travelling that distance; and

    OLKR is the Ontario lower kilometric rate in Appendix A of the National Joint Council Commuting Assistance Directive, as amended from time to time.

209.50(8) (Amount – CANUS Road Travel Impossible) Where paragraph (7) applies and if the authorized destination is inaccessible by road, the amount of LTA is the amount determined by the formula:

C - (OLKR x 800)

where C is the cost under subparagraph (7)(a) and OLKR is the Ontario lower kilometric rate in Appendix A of the National Joint Council Commuting Assistance Directive, as amended from time to time.

209.50(9) (Amount – Travel Between CANUS and Another Country) If any travel occurs between CANUS and another country, the amount of LTA is the lesser of:

  1. the actual cost of return travel by commercial carrier from the member's place of duty to the principal residence; and
  2. the amount of 13092 × OLKR, where OLKR is the Ontario lower kilometric rate in Appendix A of the National Joint Council Commuting Assistance Directive, as amended from time to time.

209.51 - Compassionate Travel Assistance

209.51(1) (Application) This instruction applies to an officer or non-commissioned member to whom section 23 of the Military Foreign Service Instructions does not apply.

209.51(2) (Definitions) The definitions in this paragraph apply in this instruction.

commercial carrier

has the same meaning as in CBI 209.50 (Leave Travel Assistance (LTA)).

Compassionate Travel Assistance or CTA

means the reimbursement of expenses identified in this instruction.

eligible child

means a member's, their spouse's, or their common-law partner's child – including a stepchild, legal ward, adopted child or child adopted under a Canadian aboriginal custom adoption practice – who is dependent on the member because the child either is under 18 years of age or is mentally or physically disabled.

immediate family member

means:

  1. a member's spouse or common-law partner;
  2. a member's, their spouse's, or their common-law partner's child – including a stepchild, legal ward, adopted child or child adopted under a Canadian aboriginal custom adoption practice – who is dependent on the member;
  3. a member's, their spouse's, or their common-law partner's father, mother, brother, stepbrother, sister or stepsister; or
  4. a person who stood, prior to the member's enrolment, in the place of the member's, their spouse's, or their common-law partner's father or mother.
point of departure

means:

  1. in relation to a member who is on leave under article 16.17 (Compassionate Leave) of the QR&O, the place where the member performed duty immediately prior to that leave; and
  2. in relation to any other person, a principal residence as defined in CBI 208.997 (Separation Expense).
serious illness or injury

means an illness or injury so severe that the person's life is in immediate danger.

spouse

in relation to a member, does not include a spouse who is living separate and apart, within the meaning of the Divorce Act, from the member.

209.51(3) (Entitlement) A member of the Regular Force – or of the Reserve Force who is both on Class B or C Reserve Service and authorized to move their household goods and effects at public expense for that Class B or C Reserve Service – is entitled to CTA if all of the following conditions are satisfied after 31 January 2011:

  1. an immediate family member:
    1. is permanently moving into a long-term care facility, has no surviving spouse or common-law partner, and has no other family member who can facilitate that move; or
    2. dies or is seriously ill or injured;
  2. the member:
    1. is on leave under article 16.17 (Compassionate Leave), article 16.26 (Maternity Leave), or article 16.27 (Parental Leave) of the QR&O; or
    2. cannot travel – for service reasons – to the immediate family member or their funeral;
  3. the member, their spouse, their common-law partner or an eligible child travels to that immediate family member or their funeral;
  4. the member provides:
    1. a copy of the immediate family member's death certificate; or
    2. a certificate from a qualified medical practitioner stating that the immediate family member either is permanently moving into a long-term care facility or is so seriously ill or injured that their life is in immediate danger, as the case may be; and
  5. the member is not entitled to a payment for travel expenses under section 23 (Compassionate Travel) of the Military Foreign Service Instructions.

209.51(4) (Number – Persons) CTA is authorized in respect of two of the following persons:

  1. a member;
  2. the member's spouse or common-law partner; and
  3. an eligible child, but only when the member has no spouse or common-law partner or when for military reasons the member cannot travel to the immediate family member or their funeral.

209.51(5) (Number – Trips) CTA may be authorized only twice in respect of the same immediate family member for the same illness or injury.

209.51(6) (Amount – Travel Within Canada) If a person travels entirely within Canada, the amount of CTA for that person's travel is:

  1. the actual and reasonable expense of one night's accommodation at a hotel if:
    1. it is impractical to make a connecting flight;
    2. the distance traveled by private motor vehicle (PMV) is in excess of 500 kilometers; or
    3. for demonstrated medical reasons, the person must travel by PMV; and
  2. the cost of the fastest return travel from the point of departure to the location of the immediate family member:
    1. by commercial carrier in economy class; or
    2. by PMV or motorcycle at the lower kilometric rate in Appendix A of the National Joint Council (NJC) Commuting Assistance Directive as amended from time to time, not exceeding the cost by commercial carrier.

209.51(7) (Amount – Travel from Canada to Another Country) If a person travels from Canada to another country, the amount of CTA for that person's travel is limited to the lesser of:

  1. the cost of the fastest, economy-class return travel by commercial carrier from the point of departure in Canada to the location of the immediate family member; and
  2. the cost of the fastest, economy-class return travel by commercial carrier from the point of departure in Canada to the city – Victoria, BC or St. John's, NL – furthest from that point.

209.51(8) (Amount – Member on Temporary Duty Outside Canada) If a member is on temporary duty outside Canada, the amount of CTA for that member's travel on compassionate leave is limited to:

  1. in respect of a member who also travels – on temporary duty – between the place of temporary duty outside Canada and their unit in Canada, the cost of the fastest, economy-class return travel by commercial carrier from their unit in Canada to the location of the immediate family member; and
  2. in any other case, the cost of the fastest, economy-class travel by commercial carrier:
    1. from the place of temporary duty outside Canada to the location of the immediate family member; and
    2. from the location of the immediate family member to either the place of temporary duty or the member's principal residence, as the case may be.

209.51(9) (Amount – Certificates) The amount of CTA in respect of medical and death certificates is limited to the actual and reasonable expense or $50, whichever is the lesser, to obtain a medical or death certificate required under this instruction.

209.52 - Transportation on Special Leave

209.52(1) (Definitions) The definitions in this paragraph apply in this instruction.

home

has the same meaning as in CBI 209.50 - Transportation on Leave.

operational theatre

means an area or location so designated by the Minister.

209.52(2) (Entitlement to expenses) An officer or non-commissioned member proceeding to their home on special leave granted under QR&O 16.20 (Special Leave) is entitled to

  1. prior to embarkation for service with a unit detailed for duty outside Canada and the continental United States of America and as designated from time to time by the Minister, the payment established in CBI 209.50, provided the member has not received that payment within three months of the commencement of the period of special leave; and
  2. after disembarkation from service with a unit as described in the Canadian Forces Temporary Duty Travel Instruction, transportation, accommodation and meals at public expense for that portion of the journey actually made in Canada or between Canadian points by the most direct route to the member's home and return to the member's place of duty.

209.52(3) (Calculation of entitlement) The provision of transportation, accommodation and meals under subparagraphs (2)(b), or reimbursement of the cost thereof when paid by the officer or non-commissioned member shall be made under this instruction as though the member were travelling on duty, excluding incidental expenses. If the member is authorized to use a private motor vehicle or airplane, they shall be reimbursed up to the equivalent of the most cost effective means of transportation, normally airfare plus taxis, as determined by the member's commanding officer. Incidental expenses are not payable under any circumstances under this instruction.

(effective 1 October 2002)
Amendment 2/03

209.53 - Assisted Leave Transportation Expense

209.53(1) (Entitlement) An officer or non-commissioned member is entitled to be reimbursed once during each 12-month period for transportation from the member's place of duty to the assisted leave centre, if the following circumstances exist:

  1. the Chief of the Defence Staff has designated an assisted leave centre for the member's place of duty; and
  2. the member is receiving a Foreign Service Premium under the Military Foreign Service Instructions.

209.53(2) (Rate of reimbursement) The officer or non-commissioned member shall be reimbursed the lesser of:

  1. the actual transportation expenses incurred, and
  2. the return economy airfare between the member's place of duty and the assisted leave centre.

209.53(3) (Recovery of reimbursement) The expenses reimbursed to the officer or non-commissioned member shall be recovered from the pay and allowances of the member, if the following circumstances exist:

  1. the member does not complete the period of service for which the expenses were reimbursed; and
  2. in the opinion of the Chief of Defence Staff, the reason for non-completion was not beyond the control of the member.

209.54 - Reimbursement of Expenses when Recalled from or on Cancellation of Leave

209.54(1) (Application) SSubject to paragraph (2), an officer or non-commissioned member who is recalled to duty from leave in accordance with QR&O 16.01 (Withholding of and Recall From Leave) or whose approved leave has been cancelled for service reasons may be reimbursed for:

  1. transportation and travelling expenses in accordance with CBI 209.83 - Transportation and Travelling Expenses – Move of Officers and Non-commissioned Members on Posting or of Dependants for the member and, where applicable, their dependants to the place of duty from the place from which the member was recalled and for the return journey if the member resumes leave immediately after completion of the duty for which the member was recalled; and
  2. additional expenses resulting either from the cost of breaking contractual arrangements or cancellation fees that were made specifically for the purpose of an approved leave period.

209.54(2) (Submission of claims for reimbursement) Claims for reimbursement under paragraph (1) shall be submitted in accordance with orders and instructions issued by the Chief of the Defence Staff.

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Section 6 – Entitlement at Time of Enrolment

209.60 - Definition

In this section, ordinary place of residence means the place at which a person ordinarily resides at the time of the person's application for enrolment in or transfer to the Regular Force.

209.61 - Applicants for Enrolment

209.61(1) (Definition) In this instruction, 

applicant

means

  1. a person who has applied for enrolment in the Canadian Forces; or
  2. a member of the Reserve Force who is not on Class B or C Reserve Service and who has applied for transfer to the Regular Force.

209.61(2) (Application) Subject to paragraph (6), an applicant who has been instructed in accordance with orders or instructions issued by the Chief of the Defence Staff to report for interview or to travel between one place of interview and another, and also where the applicant has so reported but is subsequently rejected for any reason, is, in respect of the journey from and to the applicant's ordinary place of residence or between places of interview, entitled to transportation and travelling expenses at the rates and under the conditions established in CBI 209.30 - Entitlements and Instruction, (see Canadian Forces Temporary Duty Travel Instruction).

209.61(3) (Quarters and rations) An applicant to whom paragraph (1) applies shall, for the period the applicant is required to remain or attend at the place of interview, be provided with quarters and rations in kind or, if quarters and rations are not available, the applicant shall be paid

  1. if the applicant resides in the vicinity of the place of interview, and is required to remain over a meal hour, an amount equal to the applicant's actual expenses for one meal per day not exceeding the amount described in CBI 209.30 - Entitlements and Instruction, (see Canadian Forces Temporary Duty Travel Instruction), for a lunch; or
  2. if the applicant resides elsewhere than in the vicinity of the place of interview, travelling expenses as established in CBI 209.30 - Entitlements and Instruction, (see Canadian Forces Temporary Duty Travel Instruction).

209.61(4) (Return to place of residence) When the estimated cost is less than that of maintaining the applicant under paragraph (3), an applicant awaiting acceptance shall be returned to the applicant's ordinary place of residence and paid the expenses described in paragraph (2) for their journey.

209.61(5) (Deferral of enrolment) When an applicant who has reported to a recruiting centre has been found acceptable but is required to return to the applicant's ordinary place of residence because the applicant's enrolment has been deferred for a definite period, the applicant shall, in respect of the journey, be entitled to the expenses described in paragraph (2).

209.61(6) (Applicant outside Canada) When the ordinary place of residence of an applicant is outside Canada, and the applicant has been instructed to report for interview to a place within Canada, the applicant is not entitled, except when authorized by the Minister, to reimbursement in respect of any portion of the journey that takes place outside Canada.

209.61(7) (Refusal of enrolment) When an applicant refuses to be enrolled, the entitlement described in paragraph (3) ceases on the date of the applicant's refusal and no transportation and travelling expenses may be provided for the applicant's return journey

(effective 1 October 2002)
Amendment 2/03

209.63 - Leave Without Pay and Allowances on Enrolment

209.63(1) (Entitlement) Subject to paragraph (2), when an officer or non-commissioned member is, on enrolment, granted leave without pay and allowances the member is entitled to the expenses described in paragraph (2) of CBI 209.61 - Applicants for Enrolment:

  1. for the journey from the recruiting centre to the member's ordinary place of residence; and
  2. if required to report at the expiration of that leave to the recruiting centre at which the member was enrolled, for the journey from the member's ordinary place of residence to that recruiting centre.

209.63(2) (Travel from place of residence to base or other unit or element) Subject to paragraph (3), if an officer or non-commissioned member who was granted leave without pay and allowances on enrolment is required to report on the expiration of that leave to a base or other unit or element other than the recruiting centre at which the member was enrolled, the member is entitled to the transportation and travelling expenses (see CBI 209.01 – Definitions) established for the member's rank, for the journey from the member's ordinary place of residence to that base or other unit or element.

209.63(3) (Travel outside Canada) Except when authorized by the Minister, an officer or non-commissioned member who has been enrolled at a place within Canada and is granted leave without pay and allowances on enrolment is not entitled to the expenses described in this instruction for any portion of the journey that takes place outside Canada.

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Section 7 – Relocation Benefits - Special Cases

209.715 - Transportation and Travelling Entitlements on Termination of Class C Reserve Service for Misconduct – Reserve Force

209.715(1) (Entitlement to expenses) An officer or non-commissioned member of the Reserve Force on Class C Reserve Service whose period of service is terminated by reason of misconduct may be provided at public expense with transportation by the most economical means and paid necessary meal expenses at the rates described in CBI 209.30 - Entitlements and Instruction, (see Canadian Forces Temporary Duty Travel Instruction), for the journey to the place in Canada at which the member resided at the time the Class C Reserve Service commenced.

209.715(2) (Application for reimbursement) The entitlements established in paragraph (1) shall be granted only when the officer or non-commissioned member applies within 30 days from the termination of the member's Class C Reserve Service, or the member's release from incarceration, whichever is later.

(effective 1 October 2002)
Amendment 2/03

209.72 - Transportation and Travelling Entitlements on Release for Misconduct - Regular Force

209.72(1) (Entitlement to expenses) Subject to CBI 208.73 (Transportation and Travelling Entitlements on Release – Alien Members – Regular Force), an officer or non-commissioned member of the Regular Force who is released under Item 1 - Misconduct of the table to QR&O 15.01 (Release of Officers and Non-commissioned Members) may be provided at public expense with tickets covering transportation at the least expensive rate by rail or ship and paid necessary meal expenses at the rates described in the Canadian Forces Temporary Duty Travel Instruction for the journey to:

  1. if enrolled in Canada, the place in Canada that the member specified as the member's residence on enrolment in the Regular Force;
  2. if enrolled outside Canada, the nearest port of embarkation in Canada on the direct route to the country in which the member was enrolled; or
  3. any place in Canada, when the cost of the journey does not exceed the cost of the journey under subparagraph (a) or (b).

209.72(2) (Application for reimbursement) The entitlements described in paragraph (1) shall be granted only when the officer or non-commissioned member applies within 30 days of the member's release from the Regular Force, or from incarceration, whichever is later.

(effective 1 October 2002)
Amendment 2/03

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209.73 - Transportation and Travelling Entitlements on Release – Alien Members – Regular Force

(has been moved to Chapter 208, effective 1 January 2012)

Section 8 – Relocation Expenses

(has been moved to Chapter 208, effective 1 January 2012)

Section 9 – Canadian Forces Integrated Relocation Program

(has been moved to Chapter 208, effective 1 January 2012)

Section 10 – Miscellaneous

209.99 - Entitlement to Transportation Benefits on Reinstatement – Regular Force

(has been moved to Chapter 208, effective 1 January 2012)

209.991 - Transportation Entitlements of Non-Commissioned Members who Re-Engage while on Terminal Leave

(has been moved to Chapter 208, effective 1 January 2012)

209.9911 - Transportation of Dependants – Limitation of Entitlement

(has been moved to Chapter 208, effective 1 January 2012)

209.9912 - Transportation of Former Dependants and Shipment of Furniture and Effects for Other Than Service Reasons

(has been moved to Chapter 208, effective 1 January 2012)

209.9913 - Reimbursement for Transportation and Travelling Expenses of Serving or Retired Officers and Non-Commissioned Members and Guests Attending Investitures

209.9913(1) (Person accompanying member) Subject to paragraph (2), where a serving or retired officer or non-commissioned member is required to attend an investiture and in the interest of protocol it is deemed necessary for the member to be accompanied by another person, the following shall apply:

  1. for an investiture to the Order of Military Merit, the appointee and one guest shall be entitled to transportation using military transport and reimbursement of accommodation, meal and incidental expenses at the daily rate established under CBI 209.83 -Transportation and Travelling Expenses – Move of Officers and Non-commissioned Members on Posting or of Dependants; and
  2. for the presentation by the Governor General of a General Officer's Script to an officer recently promoted to the rank of brigadier-general, the spouse or common-law partner of the officer shall be entitled to transportation only, using military transport, but there is no entitlement for reimbursement of accommodation, meal and incidental expenses.

209.9913(2) (Commercial transportation) When transportation by military transport is not practicable, the Minister may authorize the use of commercial transportation at public expense by the most practical and economical means.

209.992 - Transportation of Dependants – Medical Care and Dental Treatment

209.992(1) (Entitlement to benefits) When, under article 34.25 - Provision of Medical Care at Isolated Units or 35.11 - Dental Treatment of Dependants – Isolated Units of the QR&O, an officer commanding a command or formation authorizes a dependant to travel to and from the nearest appropriate medical or dental facility

  1. the benefits under CBI 209.83 - Transportation and Travelling Expenses – Move of Officers and Non-commissioned Members on Posting or of Dependants may be granted for the mode of transportation authorized for the journey from and to an isolated post including reimbursement for lodgings, meals and incidental expenses; or
  2. the benefits under CBI 209.83 may be granted for the mode of transportation authorized for the journey from and to an isolated unit that is not an isolated post but shall not include reimbursement for lodgings, meals or incidental expenses.

209.992(2) (Delay in transportation) When, because of a delay in normal return transportation, a dependant is unavoidably delayed following treatment either at the treatment centre or at terminal points en route, where no other provision to pay such expenses exists, reimbursement may, with the approval of the officer commanding the command or formation, be made for lodgings and meal expenses at the rates described in CBI 209.83.

209.992(3) (Necessary accompaniment) When the appropriate medical or dental authority deems it necessary for another person to accompany a dependant proceeding in accordance with paragraph (1), that other person shall, with the approval of the officer commanding the command or formation, be provided with the same benefits as the patient.

209.9922 - Transportation of a Deceased Dependant or an Officer or Non-Commissioned Member whose Dependant has Died or a Dependant of a Deceased Officer or Non-Commissioned Member

209.9922(1) (Transportation of the body) When a dependant dies while accompanying an officer or non-commissioned member serving outside Canada and the remains are returned to Canada at the request of the next of kin, the actual cost of transportation of the body may be paid from public funds.

209.9922(2) (Return transportation for member) Subject to paragraph (4), an officer or non-commissioned member who is serving outside Canada and, as applicable, the spouse or common-law partner and dependent child, as defined in CBI 205.015 - Interpretation, accompanying such member, may be authorized return transportation at public expense from the place of duty to the place of burial in Canada for the purpose of attending the burial of a deceased dependant referred to in paragraph (1).

209.9922(3) (Death of member) Subject to paragraph (4), the spouse or common-law partner and dependent child, as defined in CBI 205.015, accompanying an officer or non-commissioned member who dies while serving outside Canada may be authorized return transportation at public expense from the place of duty to the place of burial in Canada for the purpose of attending the burial of the deceased member.

209.9922(4) (Method of transportation) Transportation shall be by military air or ground transport to the maximum extent possible. However, when transportation by military means is not practicable, commercial transportation by the most practical and economical mode may be authorized by an officer commanding a command.

209.993 - REPEALED BY TB ON 7 JUNE 2012 AND REPLACE BY CBI 211.07(NEXT OF KIN TRAVEL BENEFIT) AND ARTICLE 209.02 (ENTITLEMENTS – NEXT OF KIN) OF THE QR&O EFFECTIVE 7 JUNE 2012

209.9931 - REPEALED BY TB ON 7 JUNE 2012 AND REPLACE BY CBI 211.07(NEXT OF KIN TRAVEL BENEFIT) EFFECTIVE14 JUNE2012 

209.994 - Transportation and Travelling Expenses – Access t Furniture and Effectes in Long-Term Storage

(has been moved to Chapter 208, effective 1 January 2012)

209.9941 - Shipment of Replacement Furniture and Effects

(has been moved to Chapter 208, effective 1 January 2012)

209.9942 - Movement of Dependants, Furniture and Effects – Personnel Reinstated - Regular Force

(has been moved to Chapter 208, effective 1 January 2012)

209.995 - Employment Assistance for Spouses and Common-Law Partners

(has been moved to Chapter 208, effective 1 January 2012)

209.9951 – Temporary Evacuation of Family Housing

(has been moved to Chapter 208, effective 1 January 2012)

209.9952 – Shipment of Unaccompanied Personal Baggage – Officers and Non-Commissioned Members on Other Than Temporary Duty and Dependants

(has been moved to Chapter 208, effective 1 January 2012)

209.996 – Local Move of Furniture and Effects

(has been moved to Chapter 208, effective 1 January 2012)

209.9961 – Local Move of Furniture and Effects – Furnished Family Housing

(has been moved to Chapter 208, effective 1 January 2012)

209.9962 – Reimbursement on Postponement or Cancellation of a Posting

(has been moved to Chapter 208, effective 1 January 2012)

209.9963 – Reimbursement of Additional Living Expenses – Dependants Separated from an Officer or Non-Commissioned Member on Posting

(has been moved to Chapter 208, effective 1 January 2012)

209.997 – Separation Expense

(has been moved to Chapter 208, effective 1 January 2012)

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