2017 Canadian Armed Forces General Briefing Session

1 2017 Canadian Armed Forces General Briefing Session 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 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).

2 The CF IRP is the Treasury Board approved relocation directive 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 as outlined in the Directive 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. 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 General Information The 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).

3 Departmental Contract Authority, responsible for monitoring the CF IRP Contract General Information The 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 BGRS 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.

4 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) General Information Your Primary Responsibilities ..continued Dispose and acquire principal residence Contact legal representative for home sale and/or purchase Obtain approvals as needed 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.

5 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 General Information Our Primary Responsibilities.

6 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 Tools and Resources Secure Website Tools and Resources Secure Website access through Tools and Resources Home 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 Tools and Resources Relocation Tools and Resources Third Party Service Tools and Resources During the course of your relocation, you may require the services of Third Party Service Providers (TPSP).

7 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 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.

8 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 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 Discuss benefits such as TNL, Interim, 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.

9 The advisor can assist if required. A Typical 3rd Planning 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 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.

10 Accommodation, Transportation & Shipment of HG&E Examples of Core House Hunting Trip (HHT) for CAF member AND/OR spouse Examples Maximum total of 7 days/6 nights (including travel time) Travel Meals Lodgings Local transportation Maximum total of 5 days/4 nights (including travel time) Travel Meals Lodgings Local transportation Destination Inspection Trip (DIT) for either the CAF member OR spouse Examples of Core 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 CFI RP guidelines * Some benefits are taxable Examples Examples of Core Interim Lodgings, Meals and Miscellaneous Expenses (ILM&M) Examples At origin for pack, load and clean days Awaiting delivery of HG&E (while HG&E is in transit) At destination for unload and unpack days Travel to New Location (TNL)