Rev Sections Review / Revision History Date Prepared By Authorized By. 1 All Re-formatted Aug 31, 2018 L. Judge SharePoint

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1 Rev Sections Review / Revision History Date Prepared By Authorized By 1 All Re-formatted Aug 31, 2018 L. Judge SharePoint 2 Doc No Listing correction March 18, 2019 J. Campbell SharePoint Rev: 1 Page 1 of 6

2 Table of Contents 1.0 General Allowable expenses Advance and Expense Accounts...6 Rev: 1 Page 2 of 6

3 1.0 General 1.1 Overview When a member of the staff is transferred from one location to another at the request of the Authority, all reasonable costs attributable to the transfer shall be borne by the Authority. The provisions of this Directive do not apply to: Transfers from one location to another within a recognized residential community Employees reporting for duty on initial assignment with the Authority Transfers arranged solely at an employee s request Rev: 1 Page 3 of 6

4 2.0 Allowable expenses 2.1 Transportation When relocation distance is less than 1,100 km employee should travel by personally owned automobile at a rate specified in Guide to National Joint Council Rates and Allowances When relocation distance is less than 1,100 km employee should contact headquarters in Halifax for approval of mode of transportation. 2.2 Meals The regulations relevant to meal allowance are detailed in Guide to National Joint Council Rates and Allowances. Children under the age of twelve years old, one-half the allowable meal allowance. Rev: 1 Page 4 of Accommodations Motel or Lodging House a transferred employee may be required to obtain temporary accommodation. Upon submission the Chief Financial Officer and the CEO of satisfactory explanations of the necessity, claims may be allowed for the actual and reasonable expenses to the extent and for the period set out hereunder: If the employee has dependents for a period not exceeding twenty-one days If the employee has no dependents for a period not exceeding ten days 2.4 Taxis Taxis may be used, provided the distance warrants it and no other convenient transportation facilities are available. Fares over $5.00 must be supported by a receipt. 2.5 Assistance in obtaining new living accommodation The CEO of the Authority may authorize an employee, and partner (as applicable), to visit a new location prior to the actual transfer for the purpose of obtaining living accommodation. The length of such a trip must be kept to a minimum and all expenses in connection therewith should be reasonable. Automobile rates will be as shown in (a). 2.6 General Items Advertising charges necessary for the disposal and acquisition of the living accommodation. 2.7 Packing, cartage, freight and unpacking of the employee s household effects Storage of household effects for a period not exceeding twenty-one days, unless storage for a longer period is approved by the Authority. 2.8 Allowance for household Employee who maintains a self-contained apartment or dwelling, with personally owned furniture, may claim an allowance equal to the lesser of $ per room, one month s gross salary, or $ Kitchens where appliances are furnished by the landlord, and bathrooms, are excluded. A Kitchen where the employee owns the appliances may count as one-half room. The allowance is to cover miscellaneous expenses of relocation and resettlement, such as:

5 Cleaning of old residence Cleaning and redecorating of new residence Cleaning of household effects Cost of baby-sitters while looking for new living accommodation Disconnecting and connecting radio and television aerials or cable vision outlets Purchase of automobile licenses Adjustment and relaying of carpets Adjustment and rehanging of drapes, curtains etc. Other expenses of a similar nature Claims for this allowance must be made on the Expense Voucher 2.9 Allowance for Disposal of Living Accommodation at Former Place of Duty Residence owned by employee and/or partner Upon the sale of the residence, and upon submission of evidence of payment, the employee shall be reimbursed for Real Estate Agent s commission at not more than the standard rate established in the area. For this purpose, the maximum house valuation shall not exceed twice the amount of the employee s annual salary In all cases, legal requirements regarding the sale of the property will be referred to Authority Solicitors in the area in which the sale takes place, for necessary legal action. However, should the Authority Solicitor, through pressure of other Authority business, be unable to attend to the legal requirements in the sale of the property, s/he will so advise in writing, and the employee, upon substantiation of payment shall be reimbursed for legal or notarial fees paid to an independent solicitor of his choice acting on his/her behalf in the matter, at not more than the rate of the legal tariff for this work established in the area For each month, up to a maximum of six months after the date of the transferred employee having arrived at his new place of duty that the employee s former residence remains unsold, the Authority may reimburse him by way of an allowance in respect of the upkeep and carrying charges on the unsold property. Such monthly allowance shall not exceed the lesser of 25% of the employee s gross monthly salary or $600.00, and it shall be a condition of such an allowance that any rent from the leasing of the residence for the month in respect of which the allowance is claimed, shall accrue to the Authority and be turned over to it Residence rented by employee Actual expenses for fulfillment of the term of the employee s tenancy of leased premises at the place of duty from which he is transferred. This may be paid only if the employee supplies evidence that it was not possible to arrange a compromise settlement from his landlord showing that the landlord was unwilling to accept a lesser sum in settlement than that which was paid. A receipted voucher for the amount claimed under this paragraph must accompany the claim. If the employee is unable to obtain a suitable tenant, or a discharge from the lease, the matter should be referred for direction to the Counsel of the Authority Family Separation Expenses To assist him/her in the cost of temporarily maintaining two residences, an employee who is transferred and who precedes one or more dependant members of his family to the new place of duty, may be reimbursed for his living expenses for a period of up to seven days as if he was travel status and, for the cost of living accommodation, food and incidental expenses, and amount up to $ per month, for a period of up to six months from the eighth day at the new place of duty. Rev: 1 Page 5 of 6

6 3.0 Advance and Expense Accounts 3.1 Upon approval of Chief Financial Officer, an employee will be furnished with an accountable advance (or advances) which, in the opinion of the Chief Financial Officer, based upon an estimate of the cost of the transfer, is reasonable. Such advances shall not include allowances in respect of unsold property or of the sale thereof. If such allowances are authorized, they shall be made as expenses are incurred. 3.2 To assist in the preparation of this estimate, the employee should, if possible, obtain from two carriers written estimates of the cost, including carrier s insurance, of relocation of household personal effects. 3.3 An employee shall account for his relocation, travel and living expenses (other than allowances in respect of unsold property or in respect of the sale thereof) on an approved Travel Expense Claim Form, which must be submitted within 30 days after arrival at the place of duty to which he has been transferred. At the same time, any unexpended balance of the advance shall be refunded. 3.4 Claims for the allowances in respect of unsold property or in respect of the sale thereof shall be made separately as required on an approved Travel Expense Claim Form. Each such claim must be approved by Chief Financial Officer and CEO and the Authority. Rev: 1 Page 6 of 6