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UNW Collective Agreement

Article 43 - Relocation Expenses on Initial and Subsequent Moves as an Employee

43.01(a)The Employer will reimburse an employee for reasonable expenses incurred in moving with his/her dependants between places of duty or to his/her first place of duty on appointment to the Public Service.
 (b)Employees shall be compensated for travel at regular salary and at duty travel rates for the time in transit, to a maximum of three (3) days.
 

ENTITLEMENT

43.02The following entitlements are subject to the limitations in Clause 43.07. Where the expenses for meals, lodgings, or other items cannot be kept within the entitlements laid down in these regulations, the claimant must explain the circumstances on his/her claim.
43.03The following travelling expenses are allowed:
 (a)

transportation by:

(i) the most economical airfare (e.g. family plan);

(ii) privately owned car (refer to Article 45 - Duty Travel).

 (b)The cost of meals and incidental expenses will be reimbursed in accordance with the duty travel article 45.05 for the employee and his/her spouse plus an amount equal to one-half of that rate for each other dependants.
  (i)

at the start of the journey for a maximum of three (3) days.

  (ii)enroute for the time required to make the direct journey. Employees travelling by car will be allowed lodging and meal costs of not more than one day for each six hundred and forty-four kilometres 644 km. (400) miles of the trip, using the distances given in the Canadian Warehousing Official Distance Guide where these are listed and on the generally accepted kilometrages for the most direct route for other enroute distances.  The maximum claim payable for kilometrages, meals, and lodging enroute cannot exceed the total expense that would have been incurred had the trip been made under paragraph 43.03(a)(i).
  (iii)at destination while awaiting furniture or accommodation for up to twenty-one (21) days if dependants accompany the employee or up to ten (10) days if dependants are not with the employee.
  (iv)for periods of interim lodging and meals at the start of the journey of more than three (3) days and for periods of interim lodging and meals at destination of more than twenty-one (21) days or ten (10) days, as applicable, the Employer may, in exceptional circumstances such as the lack of accommodation at destination, approve reimbursement for an additional period in reduced amounts to a maximum of $7.50 per day per adult and $5.00 per day for each child under six (6) years of age which will allow for the saving in home costs during the period.
  (v)under no circumstances will an employee be granted interim lodging and meals exceeding twenty-one (21) days or ten (10) days as applicable, including the period at the start of the journey and at the destination without the approval of the Employer or his/her delegate.
 (c)Excess baggage to a maximum of six (6) pieces not more than 32 kg. (70 lbs) each for the employee and two (2) pieces not more than 32 kg. (70 lbs) each for each dependant where:
  (i)effects are moved separately by a slower method of transportation;
  (ii)

no other expenses are paid for the movement of effects.

 (d)

expenses for facsimiles and telephone calls necessary to expedite shipment of effects.

43.04The following entitlements shall apply to the movement and storage of effects:
 (a)where furnished accommodation is not provided at destination and or where the location is serviced by an all-weather road or rail line, the movement of effects not exceeding:
  (i)

for an employee who does not have dependants residing with him, 1,814 kg. (4,000 lbs);

  (ii)for an employee who has dependants residing with him, 6,804 kg. (15,000 lbs).
 (b)where furnished accommodation is provided by the Employer at locations not serviced by an all-weather road or rail line, the movement of effects not exceeding:
  (i)for an employee who does not have dependants residing with him/her removal assistance for 680 kg. (1,500 lbs) of effects;
  (ii)for an employee who has dependants residing with him/her removal assistance of 1,814 kg. (4,000 lbs) of effects.
 (c)costs of packing, crating, unpacking, uncrating, transportation and in-transit insurance. If professional movers are not available in the community, the Employer may authorize payment for the cost of packing materials purchased by the employee from local stores and the cost of making crates, etc. by local people in lieu of packing costs by a professional mover;
 (d)temporary storage pending availability of permanent accommodation where authorized by the Employer.
 (e)long term storage at the nearest commercial storage facility when it is not in the interest of the Employer to move the effects. Under normal circumstances, this storage will not exceed three (3) years without the approval of the Employer.
 (f)reimbursement of incidental expenses of the move not specifically provided in these regulations not exceeding:
  (i)$250.00 for an employee moving into unfurnished accommodation;
  

(ii)

$125.00 for an employee moving into furnished accommodation.

 

REAL ESTATE COSTS

43.05(a)An employee who owns and occupies a single family dwelling as a principal residence and is required to transfer from one place of duty to another in the service of and as an employee of the Government of the Northwest Territories may be reimbursed actual real estate, legal and notarial fees incurred in the sale of the residence, provided that the residence is sold and/or purchased within one year of the date the employee was authorized to transfer.
  (i)This benefit will not be applicable to employees upon initial appointment to the Public Service;
  (ii)reimbursement will not be authorized without documented evidence of expenditures;
  (iii)all claims for reimbursement are to be submitted to the Employer for authorization.
 (b)On initial appointment where a new employee is residing in his/her own home and must either sell or rent it and where this has not been accomplished prior to his/her relocation and he/she is making payments for accommodation at both his/her old and new residences, reimbursement will be made for the period of duplicate cost for a maximum period of three (3) months from the date of appointment for the lesser amount of:
  (i)the monthly mortgage payment on the old residence; or
  (ii)the monthly rental payment on the new residence.
 

COST OF BREAKING LEASES

43.06All employees, both on initial appointment and on subsequent moves, shall be entitled to reimbursement for the cost of fulfilling the terms of the employee's tenancy not exceeding three (3) months, of leased premises at the old place of duty.
 

LIMITATIONS

43.07The following limitations shall apply:
 (a)in no case will a move be made without the prior approval of the Employer;
 (b)reimbursement shall be limited to costs which would have been incurred if the move had been carried out in the most practical and economical manner;
 (c)entitlement for lodgings obtained in a private home shall not exceed a daily amount of $11.00 for the employee and $3.00 for each dependant;
 (d)an employee who has an established residence at the place of duty at the time of appointment (other than one which he/she must vacate because it was owned by his/her previous employer) shall not be entitled to the benefits provided by this Article.
 (e)travel advances shall not exceed the estimated amount of the employee's entitlement under this Article.
 (f)where the total weight allowance for removal of effects is not used at the time of the initial move, the balance of the allowance cannot be claimed at a later date except in cases where transportation problems preclude transporting the total weight allowance in one shipment.
 

PROCEDURE

43.08The Employer shall:
 (a)where local moving companies have been appointed as the exclusive booking agent for major van lines, select, on a rotational basis, a local moving company to handle the move;
 (b)(i)where no local moving company has been appointed as the exclusive booking agent, request the employee to obtain from at least two (2) carriers, if possible, a quotation on moving his/her effects to his/her place of duty, including proposed date of delivery.
  (ii)review the estimates and advise the successful moving company to commence the move upon direction from the employee;
 (c)

advise the employee of the name of the moving company selected to perform the move;

 (d)issue the necessary travel advances and, if required, transportation warrants.
43.09Within thirty (30) days of arrival, the employee shall submit:
 (a)a completed Travel Authorization and Expense Claim, attaching supporting receipts;
 (b)where reimbursement of incidental expenses is claimed under paragraph 43.04(f) a completed certificate as follows:

"Certifies that I have incurred expenses incidental
to this  move  and not otherwise  claimable in the
amount of $                    ."

Claimant

 (c)a cheque for any unexpended balance of advances issued.
43.10The Employer shall provide new employees with an information package specifically detailing what is covered by the provisions of this Article.
43.11

All claims for relocation expenses on initial appointment and subsequent moves of an employee shall be paid within six (6) weeks of receiving an expense claim from the employee.

NOTE:

For entitlement concerning transportation and purchasing assistance for foodstuffs, refer to Article 44 - Food and Transportation Assistance.