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2017 Canadian Armed Forces General Briefing Session Relocations to/from Outside Canada
2017 Canadian Armed Forces General Briefing Session
Relocations to/from Outside Canada
Agenda
• General information on the CF IRP
• Tools and Resources
• CF IRP Current Directive and Provisions
• Taxation
• Roles and Responsibilities
General Information on the CF IRP and the Relocation Process
About BGRS…
BGRS is Canada's oldest and largest employee relocation services company. We are an international company administering both corporate and government relocations. Specific to the CAF, we have 27 military base locations and a national team of approximately 150 highly-trained relocation specialists. Since 1999 BGRS has administered over 13,000 moves worldwide each year under the Canadian Forces Integrated Relocation Program.
Who are we?
General Information
The CF Integrated Relocation Program (CF IRP)…
The CF IRP is the Treasury Board approved relocation policy for CAF members. It includes provisions for the move of a Member, their Dependents, and Household Goods and Effects ((D)HG&E).
What is it?
The intent of the CF IRP is to facilitate door to door moves by ensuring fair and reasonable reimbursement of necessary relocation expenses. The program provides options for the CAF member within a policy framework to allow the member to choose relocation benefits based on their individual situation.
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What does it do?
General Information
What does it not do?
• Cover expenses outside of the CF IRP Directive • Cover expenses not directly attributable to the relocation • Cover unreasonable and unjustified expenses • Serve as a means for personal financial gain • Allow the exchange, trade or assigning of a monetary value to benefits • Allow for the creation/establishment of new entitlements
The CF Integrated Relocation Program…continued
General Information
The Authorities…
Treasury Board: Responsible to approve the CF IRP policy document Director of Compensation and Benefits Administration (DCBA) and Grievance & Authorities: Departmental authority responsible for administering the CF IRP Policy, and is the adjudication authority Director Relocation Business Management (DRBM): Departmental Contract Authority, responsible for monitoring the CF IRP Contract
General Information
The Authorities…
Base Commanders/BAdmO: approve entitlements, as indicated within the CF IRP Directive where extenuating circumstances are involved BGRS: provides guidance/assistance, and administers the CF IRP CAF Coordinator: assists the member in the CF IRP clarification and adjudication process.
General Information
Roles & Responsibilities DRBM
• Departmental Authority for CF
IRP and monitors for contract compliance, quality of service
• Closes all files where CAF Members have not registered in GRS system
• Audit relocation files to ensure compliance with CF IRP, FAA
• Order recoveries or reimbursements for over/under payments
DCBA and Grievance & Authorities
• Develops CF IRP policy • Exercises approval of
Ministerial Authority • Adjudicates all files where
circumstances/benefits are not specifically outlined in the CF IRP policy documents (policy exceptions)
General Information
Your Primary Responsibilities …
• Complete the on-line registration process • Be mindful, financial commitments may not be reimbursable if incurred prior to official file authorization • Advise of any changes in intentions/circumstances during the relocation • Review the CF IRP directive and be familiar with the benefits contained therein • Review It’s Your Move, Public Website and Secure Website information • Make decisions on which benefits to use and inform advisors • Provide required documents and original receipts as needed for substantiation of benefits • Select and advise of Third Party Service Providers (TPSP)
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General Information
Your Primary Responsibilities …continued
• Dispose and acquire principal residence • Contact legal representative for home sale and/or purchase • Obtain approvals as needed i.e. BAdmO • Facilitate the door-to-door move process in order to reduce personalized expenses • Request the move of HG&E and meet with Base Traffic for the briefing • Communicate with HRG concerning BGRS booked relocation travel as required • Request advances • Create an expense report and submit with the original receipts in a timely fashion • Provide required documents as requested by your employer in order to process your final move claim - the Relocation Check List, Certification of Services Received forms and the signed Financial Worksheet
General Information
BGRS Primary Responsibilities … • Provide the information and tools to make informed decisions such as the Policy, It’s Your Move, Secure Website, Public Website • Administer the benefits as outlined in the TBS approved
CF IRP Directive • Advise on disposal/acquisition of principal residence • Advise on your move plan • Provide required forms • Process requests for advances and expense reports as per policy entitlement • Help facilitate the shipment of HG&E (Note: The HGRS Contract is separate from the IRP contract) • Facilitate commercial travel • Process eligible expenses by direct payment to participating Third Party Service Providers
continued…
General Information
Our Primary Responsibilities …continued
General Information
• Reconcile your relocation file in preparation for audit by your employer • Provide Origin Services wherein the Origin Advisor provides relocation services, support and assistance for the entire relocation. The BGRS Destination Team remains available to assist the CAF Member at all times
OR Origin and Destination Services offered wherein an Origin Advisor will provide relocation services, support and assistance at Origin, and then another BGRS Advisor will be assigned at Destination, to finalize all relocation activities.
Tools and Resources
Public Website www.irp-pri.com
Pre-Registration…
Tools and Resources
Secure Website www.irp-pri.com
Tools and Resources
Secure Website access through www.irp-pri.com
Tools and Resources
Home Page...
NOTE: In keeping with DND/CF initiatives for the environment, the method of distribution for the CF IRP Directive will be the electronic format
Tools and Resources
Home Page...
Tools and Resources
Relocation Steps...
Tools and Resources
Third Party Service Providers...
Tools and Resources
• During the course of your relocation, you may require the services of Third Party Service Providers (TPSP). A few examples include appraisers, lawyers, building inspectors, and real estate agents.
• BGRS maintains a TPSP directory of qualified service providers to help you secure services that are within the rates reimbursed by the CF IRP.
• The choice of Supplier remains with you, provided the individual is considered to be “at arm’s length”.
• The various TPSP Service Agreements that identify the services that must be provided are also available for your review on the Secure Site.
• You need to confirm that they do the work they are required to do. NOTE: Your personal information may be provided to your Third Party Service Providers in order for them to supply the service you have requested.
A Typical 1st Planning Session…
General Information
• Explain Secure Website (advances/expense reports/ TPSP) • Discuss move plan • Offer options and advice on the disposal/acquisition of your principal residence • Discuss requirement for door to door move • Explain the Financial Worksheet • Facilitate a House Hunting/Destination Inspection Trip (HHT/DIT) • Action Request for HHT/DIT Advance • Discuss selection of TPSP and capped ceiling rates • Review Relocation Checklist (RCL) • Book appointment for 2nd Planning Session
NOTE: HHT/DIT expense reports are to be completed and submitted with original receipts to the attention of your relocation advisor in advance of the 2nd Planning Session
A Typical 2nd Planning Session…
General Information
• Review and sign completed HHT/DIT expense claim • Facilitate the movement of HG&E • Update your disposal and acquisition decisions as they affect rent in advance/liability etc… • Discuss benefits such as TNL, Interim, Sundries.... • Action request for travel to new location and interim lodging advance • Confirm supplier selection and payment to suppliers • Review Relocation Checklist
NOTE: Interim/travel expense reports, where feasible, can be completed on-line. They require original receipts, and are submitted to the attention of your relocation advisor in order to have your final move claim processed. The advisor can assist if required.
A Typical 3rd Planning Session…
General Information
• Review and sign completed final move claim • Confirm pay-out of Personalized Funds • Review and sign final Financial Worksheet • Discuss future purchase entitlements (if required) • Explain recovery items (if required) • Explain outstanding or ongoing entitlements • CAF Member to provide signed Relocation Checklist • Additional entitlements may be claimed up to 2 years after COS date
Advance Request / Expense Claim
Note: Advances are capped to 90% of anticipated expenses and will ensure members are not “out of pocket” while the claim is being finalized.
Tools and Resources
Advance Request / Expense Claim
Tools and Resources
Advance Request / Expense Claim
Tools and Resources
Current CF IRP Directive & Provisions
Your Benefits…
Current CF IRP Directive & Provisions
CORE FUNDING Composed of: All reasonable
expenses as per CF IRP
CUSTOM FUNDING Composed of: Accommodation,
Transportation & Shipment of HG&E
PERSONALIZED FUNDING Including but not limited to: Movement
Grant, Posting/Reserve Relocation Allowance, Incentives, Savings
All benefits completely funded
If depleted
CORE BENEFITS
Essential
CUSTOM BENEFITS
Enhancements
PERSONALIZED BENEFITS
Non-essential
Choose & Use it Or Lose it
Choose & Use it or Cash It Out
CUSTOM FUNDING Composed of: Accommodation,
Transportation & Shipment of HG&E
Examples of Core Benefits… House Hunting Trip (HHT) for CAF member AND/OR spouse
Examples
• Maximum total of 7 days/6nights (rest day may be applicable) • Travel • Meals • Lodgings • Local transportation
• Maximum total of 5 days/4nights (rest day may be applicable) • Travel • Meals • Lodgings • Local transportation
Destination Inspection Trip (DIT) for either the CAF member OR spouse
HHT/DIT points to consider…
Approvals for HHT/DIT TO outside Canada: the Gaining Unit CO must sign the HHT/DIT
application form along with the Losing Unit CO. From Outside Canada : only Losing Unit CO approval is required. Outside Canada Airports When there is a choice of airports at a driving distance from the
place of duty and it is more practical and/or economical to chose one over the other, transportation to the CAF member’s chosen airport will be reimbursed.
VISA’s or Special Passports Members must contact the Gaining Support Unit and ensure all is in
order before flights are booked
HHT/DIT points to consider…
Pet Care Reimbursement for boarding pets is limited to actual and reasonable
basic commercial care and is a personalized benefit for both HHT and DIT.
Phone/Fax/Internet Limited to $50 from Core on HHT or $30 from Core on DIT Business only to facilitate acquisition or inspection of residence
HHT/DIT points to consider…
• HHT/DIT expenses not authorized outside of geographical boundaries
• When posted to a location where Treasury Board has no breakfast
rate listed, original receipts for breakfasts are required. No personal declarations can be accepted.
• Accommodation Directory for Outside Canada usually has less than
five hotels listed. The Accommodation directory should be verified to be sure.
• Cars at locations overseas are typically manual transmission. If an
automatic is required as a rental it must be specifically requested through your Relocation Advisor.
Examples of Core Benefits…
• Real estate commission not exceeding pre-negotiated rates • Legal fees not exceeding pre-negotiated rates • Rent or lease liability
Principal Residence Disposal
Principal Residence Acquisition
• Rental agency finding fees for up to two days • Credit validation for new rental • First structural inspection not exceeding pre- negotiated rates • Interest on a short term loan within CF IRP guidelines
* Some benefits are taxable
Examples
Examples of Core Benefits… Shipment of Household Goods and Effects (HG&E)
Examples
• Shipment of primary vehicle when travel is via commercial carrier (not administered by BGRS)
• Approved primary transportation expenses
• Lodgings, meals and miscellaneous allowance while travelling to destination
• Driver’s license
• Primary vehicle registration and plate fees
Travel to New Location (TNL)
Sundry Relocation Expenses
Shipment of Household Goods and Effects (HG&E)
Family Size Furnished Unfurnished Controlled Location
1 3100 kg/6820 lbs 4700 kg/10340lbs 705 kg/1550 lbs
2 3400 kg/7480 lbs 5300 kg/11660 lbs 1160 kg/2550 lbs
3 3700 kg/8140 lbs 5900 kg/12980 lbs 1510 kg/3325 lbs
4 4000 kg/8800 lbs 6500 kg/14300 lbs 1865 kg/4100 lbs
5 4300 kg/9460 lbs 7100 kg/15620 lbs 2215 kg/ 4875 lbs
6 4600 kg/10120 lbs 7700 kg/16940 lbs 2570 kg/ 5650 lbs
7 4900 kg/10780 lbs 8300 kg/18260 lbs 2920 kg/6425 lbs
* A detailed inventory listing is also required for all HG&E being shipped both TO and FROM Canada
Shipment of Household Goods and Effects (HG&E) Pet Shipment Personalized benefit • PMV travel, to and from airport • commercial transportation of pets; • compulsory pet care as required by the carrier or the host country;
and • pet carrier, as required by the commercial carrier. • When pets are shipped to an alternate location, the cost reimbursed
shall not exceed the cost of shipment to the location of the new place of duty.
• Additional costs will not be reimbursed as a result of the early or late shipment of pets.
Travel by Sea Comparison
Expense Amount
Family Reunion travel (FRT)
+ Lodgings
+ Meals
+ Misc Allowance
Total (A)
Air Travel Expense Amount
Queen Mary Tickets
+ Commercial transportation
+ Misc Allowance
Total (B)
Travel by Sea
Travel to New Location Accompanied Baggage on TNL CAF members shall be reimbursed as follows: Core benefit • second piece of baggage (weight as specified by the airline) for
each authorized traveler. • third piece of baggage (weight is as specified by the airline) for CAF
members Custom benefit • third piece of baggage (weight as specified by the airline) for each
authorized traveler (to include child car seats and strollers). Personalized benefit • Expenses in excess of Custom benefit.
Examples of Core Benefits… Interim Lodgings, Meals and Miscellaneous Expenses (ILM&M)
Examples
• At origin for pack, load and clean
• Awaiting HG&E due to circumstances beyond your control*
• At destination for unload and unpack
*Please see clarification of ILM&M on next slide.
Intent and Scope of ILM&M
Examples
Article 5. 01 : “Once HG&E is available for delivery at the new place of duty, ILM&M is no longer reimbursable unless circumstances beyond the CAF members control* extend the entitlement. CAF members whose closing date is after the date the HG&E is available for delivery have made a personal choice and are therefore responsible for additional costs associated with the later closing.” *includes operational reasons that would prevent CAF member from accepting HG&E or reasons at the fault of the department or its contracted agents Clarification Bulletin 1: “ CF members who are authorized to move their (D)HG&E but have not had the opportunity to take an HHT because they are posted upon graduation from training; or receive a short notice posting (30 days or less between posting instr DTG and COS date).
Upon arrival at their new place of duty, these CF members are entitled to be reimbursed for: HHT benefits as per Chapter 4, up to a maximum of 5 days in order to secure permanent accommodations; and ILM&M as per Chapter 5, up to a maximum of 15 days in order to await availability of permanent accommodation.”
Examples of Custom Benefits…
Examples
• Taking your dependents on a standard House Hunting Trip (HHT) • Spousal employment related expenses within the CF IRP guidelines • Costs associated with moving second vehicle to destination *Some benefits are taxable
Examples of Personalized Benefits…
Examples
• Mortgage Interest Buy-down • Interest on a Home Relocation Loan of up to $25,000 of the total mortgage • Shipment/care of pets • Spouse accompanying you on your DIT • Up to 4 additional days beyond a standard HHT
*Reimbursement cannot exceed funds available in personalized envelope *Some benefits are taxable
Incentives that may be added to Personalized.....
CAF members who own and are entitled to ship their PMV, may transfer 80% of the savings to their personalized funding when they do not ship or store ANY PMV to a maximum of $2880.00
Incentive to not ship or store PMV
Current CF IRP Directive & Provisions
Vehicle – Mid Size PMV
Fixed Initial Savings at 80%
Additional monthly savings at 80%
MAX Savings at 80% for 12 months
MAX Savings at 80% for 24 months
Total $120.00 $120.00 $1440.00 $2880.00
Incentives - Personalized Funding…
CAF members who own major appliances and are entitled to LTS may transfer 80% of the savings to their personalized funding when they do not ship or store the appliances, up to a maximum of 24 months.
LTS Incentive
Current CF IRP Directive & Provisions
Appliances Fixed Initial Savings at 80%
Additional monthly Savings at 80%
MAX Savings at 80% for 12 months
MAX Savings at 80% for 24 months
Dishwasher $53.52 $5.03 $113.88 $172.24
Dryer $49.92 $4.69 $106.20 $162.48
Freezer $109.84 $10.32 $233.68 $357.52
Refrigerator $69.36 $6.52 $147.60 $225.84
Stove/Range $68.48 $6.44 $145.76 $223.04
Washer $67.76 $6.37 $144.20 $220.64
Total $418.88 $39.37 $891.32 $1363.76
Tax information…
For the most part, the benefits that are paid to you during the relocation process are non-taxable.
Non-Taxable Benefits
You may also incur expenses during your relocation that are not covered by the CF IRP Directive or, for which you choose not to be reimbursed. If those expenses are considered eligible moving expenses under CRA regulations; they can be deducted from your employment income on your personal tax return. Please contact the Canada Revenue Agency (CRA) office for further information.
Current CF IRP Directive & Provisions
In some cases, however, employees gain what are considered by CRA to be taxable benefits from a relocation.
Taxable Benefits
Tax Deductible
Tax information…
Prior to the cash-out of any Personalized funds owed to you at the end of the relocation, BGRS is required to withhold source deductions in accordance with the Income Tax Act. These deductions include Provincial and Federal Income taxes. BGRS will counsel on RRSPs and make a one time only payment direct to the financial institution if you so wish.
Personalized Cash-out
Current CF IRP Directive & Provisions
T4 Slips and R1 Forms
BGRS will make available, through your secure website, a T4/R1 for all benefits that are deemed taxable by the end of February for taxation purposes. This T4/R1 is to be reported on your personal income tax return.
Feedback...
Tools and Resources
If you have any comments. issues or concerns regarding the application of the CF IRP Directive or services provided please contact: • CAF Relocation Coordinator
• Use DCBA Adjudication process for policy issues
• Forward service issues through your Base/Wing Admin chain of command for onward submission to DRBM
Feedback...
Tools and Resources
In Summary…
• The CFIRP Directive governs your entitlements and allows for reimbursement of actual and reasonable costs associated with your relocation
Questions?
Thank You
We look forward to assist you!
