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Addendum - Initial Appointees Relocation Program

Table of contents

1.01 Effective Date

The Initial Appointees Integrated Relocation Program came into effect 1 December 2007. All newly appointed employees other than EX/GIC appointees to the Federal public service who accept a letter of offer on or after 1 December 2007, will be relocated under the Initial Appointees Relocation Program.

This program is annexed to the current National Joint Council Relocation Directive.

1.02 Purpose and Scope

The Initial Appointees Relocation Program provides newly appointed employees with:

  • the sum of up to five thousand dollars ($5, 000.00) shall be made available in their Customized Funding envelope =- all unused funds will be returned to the employing department; and
  • a contract with a relocation services supplier who will provide the newly appointed employees with professional assistance such as counselling on the relocation benefits available, guidance on accommodation at the new location and expense management, along with several other relocation services, as per section 1.09 of this Directive.

The Integrated Relocation Program (RP) rates, definition and principles will apply.

Assistance shall only be extended if the appointee is prepared to sign a two-year service agreement specifying that if the appointee terminates employment and thereby fails to complete a continuous two-year period with the federal government, the employee shall repay directly to the engaging department, a portion of the relocation assistance provided, proportional to the period by which the employee's continuous service falls short of two years.

For specified term appointments of less than two years, the reimbursement will be proportional to the period by which the employee's service falls short of the original duration of the term.

1.03 Eligibility

All newly appointed employees (other than EX/GIC) to the public service must be relocated under the Initial Appointees Relocation Program. This includes relocations from abroad on initial appointment.

A newly appointed employee is defined as 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, for a duration of one year (365 days) or more.

Members of the Canadian Forces and the RCMP on initial appointment to the Public Service are considered to have the status of appointees.

1.04 Administration

1.04.1 The Contracted Relocation Services Provider providing services for the Integrated Relocation Program is responsible to reimburse relocation related expenses to newly appointed employees relocated under the Initial Appointees Relocation Program.

No relocation expenses are to be reimbursed internally, by the Departments.

1.04.2 The employer has the responsibility to authorize a relocation and to ensure that all relocation arrangements are consistent with the provisions of this Addendum-Initial Appointees Relocation Program.
In exceptional circumstances, the Departmental National Coordinator may post authorize relocation expenses incurred up to 30 days prior to the acceptance of the letter of offer by the initial appointee. In post authorization cases of more than 30 days, the approval of the Program Authority at TBS is required.

1.05 40 Kilometre Rule

Should the relocation not meet the 40Km rule outlined in the Income Tax Act, all relocation benefits paid to the newly appointed employee may be taxable.

1.06 Advance of Funds

Advance of funds can be made to the newly appointed employee for anticipated relocation expenses.

The advance cannot exceed the funds remaining in the Customized envelope at the time the advance request is made and is limited to a maximum of $5,000.00.

At the conclusion of the file, any unused advances must be immediately reimbursed directly to the contracted relocation service provider upon notification.

1.07 Customized Funding Envelope

The Customized funding is provided by the employer to allow newly appointed employees to claim expenses that are relocation related, up to a maximum of $5,000.00. It provides the flexibility to claim items that best meet the employees' relocation needs.

Unused or remaining monies shall be returned to the Receiver General of Canada/department and are not payable to the newly appointed employee as a cash-payout. The relocation file must be closed upon conclusion of the move or 12 months from registration date, whichever comes first.

The IRP's Core and Personalized funding envelopes do not apply.

1.08 Relocation Expenses

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 newly appointed employee and must be supported by receipts. The employee shall submit a complete relocation expense claim with necessary supporting documentation within 60 days after the date of the employee's arrival at the new place of duty.

The provisions shall provide only for the employee's legitimate expenses, without opening the way for personal gain or for the underwriting of extravagances.

Relocation expenses include but are not limited to House Hunting Trip, Destination Home Inspection Trip, Interim Accommodation, Travel to new Location, Movement of House-hold Goods and Effects, Rental of Vehicle, Child Care and Pet Care.

There is no assistance for disposal or acquisition of a principal residence, including rental related expenses.

1.09 Non-Accountable Incidental Expenses Allowance

Newly appointed employees may claim a Non Accountable Incidental Expense Allowance in the amount of $650 as part of the $5,000.00 allocation of Customized funds.

Receipts are not required however they should be retained by the newly appointed employee in the event of a Tax audit.

The newly appointed employee must sign a statement certifying that the expenses were incurred.

1.10 Limitations

The meal allowance while on relocation Status is reflective of the current Treasury Board Travel Directive Rates per person plus only one incidental allowance per family unit per day.

The kilometric allowance is reflective of the current Treasury Board Travel Directive kilometric rate.

The private accommodation allowance of $50.00 is payable per family unit, in lieu of commercial accommodation, for each night of interim lodgings occupied and is reflective of the current national Joint Council Relocation Directive rate.

1.11 HGRS Contract

There is no authority to utilize the services of the current household goods and effects contract. The newly appointed employee is to arrange for the shipment of his/her household goods and effects and claim reimbursement for expenses incurred.

1.12 Travel Arrangements

There is no authority to utilize the Government contracted travel services. The newly appointed employee must arrange for his/her own travel and claim for expenses such as air, train or bus charges.

1.13 Accommodation Expenses

There is no requirement to reside in commercial lodgings that are listed in the PWGSC Accommodation Directory. Actual and reasonable lodging expenses can be claimed.

1.14 Essential Staffing Assistance

When considered essential for effective staffing action, relocation assistance in excess of the $5000, if any, may be negotiated with persons appointed (other than EX/GIC) to the Senior Management, Scientific and Professional, Administrative and Foreign Service, and Technical categories. All the provisions outlined in this Directive are approved. Assistance in the disposal and acquisition of accommodation shall not be given.

It may be necessary to provide additional assistance in these cases. In those instances, a detailed business case outlining the reasons and the proposed assistance inclusive of dollar value is to be submitted to the Office of the IRP Program Authority at Treasury Board Secretariat via the Departmental National Coordinator for consideration.

1.15 Ab Initio

The Initial Appointees Relocation Program Addendum extends to candidates with a status of a non-employee or "Ab Initio" (AIO). All Candidates, hired to undertake training prior to obtaining a position with the Public Service, shall be relocated under the terms of this addendum. The employer must refer the file of the employee to the Contracted Relocation Service Provider (CRSP).