SECTION 21 – HOME LEAVE TRAVEL ASSISTANCE |
10.21.01 – DEFINITIONS |
The definitions in this instruction apply in this
section.
"HLTA" means Home Leave Travel
Assistance. (ARDC)
"Reverse Home Leave Travel" means travels
undertaken by the member’s next of kin to
meet the member at the post. (Retour au
domicile inversé)
"third location" means any location outside a
radius of 800 kilometres from the member’s
post, home or previous place of duty, or if a
member is deployed on an operation, any
location outside the theatre of operations.
(tiers lieu)
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10.21.02 – INTENT |
(1) (Intent) The intent of HLTA is to assist a
member who is deployed or assigned to a place
of duty outside Canada to reunite with their next
of kin (NOK).
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(2) (Limits) HLTA is not intended for the:
(a) move of the member’s NOK;
(b) early repatriation of the member; or
(c) transportation expenses of a member’s
girlfriend, boyfriend or fiancé(e) if they are
not in a common-law partnership.
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10.21.03 – ELIGIBLE MEMBERS |
(1) (Eligible members) A member who is
deployed or assigned is entitled to the HLTA, if
that member:
(a) has no dependants and is posted;
(b) is attached posted for an expected period
in excess of 60 consecutive days;
(c) is an accompanied member serving at a
post outside Canada who is deployed or
assigned unaccompanied from that post to
another post for an expected period in
excess of 60 consecutive days;
(d) is a member of an HMCS or allied ship's
company when sailing for an expected
period in excess of 60 consecutive days; or
(e) is on exchange duty with foreign armed
services and is deployed to an operation or
designated post with that foreign armed
service for an expected period in excess of
60 consecutive days.
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10.21.04 – ENTITLEMENT |
(1) (Entitlement) A member to whom this
section applies, is entitled to:
(a) reimbursement of an amount calculated
in accordance with CBI 10.21.05 (HLTA for
Travel to Home or Previous Place of Duty)
for the direct return journey between the
member’s post and:
(i) the member’s home, or
(ii) the member’s previous place of duty;
(b) if the member is deployed or assigned for
an expected period of 120 consecutive days
or more, an allowance in the amount for the
applicable post for travel to a third location in
accordance with CBI 10.21.06 (HLTA for
Travel to a Third Location);
(c) if the member is deployed or assigned for
an expected period in excess of 60
consecutive days but less than 90
consecutive days, an allowance not to
exceed 33% of the allowance for the
applicable post for travel to a third location in
accordance with CBI 10.21.06;
(d) if the member is deployed or assigned for
an expected period of 90 consecutive days
or more but less than 120 consecutive days,
an allowance not to exceed 66% of the
allowance for the applicable post for travel to
a third location in accordance with CBI
10.21.06; or
(e) reimbursement of an amount calculated
in accordance with CBI 10.21.07 (HLTA for
Reverse Home Leave Travel).
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(2) (Frequency of HLTA) A member is entitled
to one HLTA for each:
(a) 60 to 120 consecutive day period of the
deployment or assignment if the member is
not deployed or assigned for a period of 120
consecutive days or more, but not more than
one HLTA during each six consecutive
month period;
(b) six consecutive month period of the
posting or attached posting; or
(c) twelve consecutive month period of the
posting if the member is entitled to the
allowance under section 22 (Vacation Travel
Allowance).
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(3) (Rate applicable) The rate applicable for the
first HLTA is the rate applicable on the day the
member arrives at the post or on the day the
HMCS or allied ship departs from the port. Any
subsequent HLTA will be at the applicable rate
on the day the HLTA is requested.
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(4) (Leave creates entitlement) Entitlement to
claim HLTA is dependent upon the member
being granted leave and authorized to travel on
leave.
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(5) (Leave travel start and finish) Leave travel
for a member travelling to the home or their
previous place of duty or to a third location must
start and finish at the post.
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(6) (Next of kin travelling to post) In the case
where a next of kin (NOK) is travelling to the
member’s post for Reverse Home Leave Travel,
the NOK is not to arrive earlier than three days
prior to or depart later than three days after the
member’s approved leave period.
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(7) (Qualifying time for HLTA) The qualifying
time for an eligible member:
(a) at a post, commences on the date of
arrival of the member at the post and ceases
on the date of departure of the member from
the post;
(b) aboard an HMCS or allied ship,
commences on the date on which the ship
departs for the post and ceases the date the
ship returns to the previous place of duty or
arrives at a newly assigned place of duty; or
(c) who joins an HMCS ship or allied ship en
route or already at the post, commences on
the date on which the member boards the
ship and ceases the date the ship returns to
the previous place of duty or arrives at a
newly assigned place of duty.
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(8) (Early termination) If due to service
reasons, a member’s deployment or assignment
is terminated early and:
(a) the member travelled on approved leave
and HLTA was authorized prior to the
deployment or assignment being terminated,
the HLTA is not recovered; or
(b) the member was not granted leave prior
to the termination of the deployment or
assignment, the member is not entitled to
HLTA.
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(9) (HLTA combined) If two or more members
who have been authorized an HLTA travel
together, each member must provide receipts for
their eligible expenses and each invoice can
only be used by one member for verification
purposes.
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(10) (HLTA not authorized) HLTA is not
authorized:
(a) in the first 30 calendar days at the post or
during the last 30 calendar days at the post;
(b) upon return to Canada at the end of a
deployment or assignment; or
(c) if a member is entitled to family reunion
travel under section 12 (Education and
Related Care of Dependent Children).
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(11) (Transportation on leave) A member who
is entitled to HLTA is not entitled to assistance
under CBI 209.50 (Transportation on Leave).
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10.21.05 – HLTA FOR TRAVEL TO HOME OR PREVIOUS PLACE OF DUTY |
(1) (Travel by air) If travelling by air,
reimbursement is restricted to the following
expenses, subject to the provision of receipts:
(a) the most economical direct routing airfare
from the member’s post to the member’s
home or previous place of duty:
(i) determined by the Approving
Authority (AA), the Task Force
Commander or the Canadian Forces
Personnel Support Agency, or
(ii) obtained by the member directly with
a travel agent or carrier;
(b) ground transportation to and from the
airport consisting of:
(i) transportation provided by the
Canadian Forces (CF),
(ii) the most direct and economical
commercial means of transportation
between the airport and the member’s
home or previous place of duty. If two or
more members travel in the same taxi,
only one member may claim
reimbursement,
(iii) a maximum of two days automobile
rental. If two or more members travel in
the automobile, only one member may
claim reimbursement, or
(iv) the low kilometric rate if a member
uses a PMV, not to exceed the official
direct distance as set out in the
Canadian Distance Guide between the
airport and the member’s home or
previous place of duty. if two or more
members travel in the same PMV, only
one member may claim reimbursement
of the kilometric rate;
(c) road and ferry tolls necessarily incurred;
(d) parking at the airport not to exceed three
hours; and
(e) airport taxes, fuel and security
surcharges when not included in airfare.
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(2) (Travel by modes other than air) If leave
travel is not by air, the expenses that may be
reimbursed, depending on the destination and
the mode of travel used include, but are not
restricted to:
(a) the most economical rail or bus pass;
(b) automobile or motorcycle rental for the
number of days determined by the following
formula, including basic insurance required
by law in the location where the automobile
or motorcycle is rented and the cost of fuel,
A/650 = B
B X 2 = C
where
A is the official direct distance as set
out in the Canadian Distance Guide
between the post and the member’s
home or previous place of duty;
B is the result of the formula rounded
to the highest whole number;
C the total number of days a member
is entitled to rent an automobile for the
trip;
(c) the low kilometric rate for the distance
between the member’s post and the
member’s home or previous place of duty, if
a member uses a PMV, not to exceed the
official direct distance as set out in the
Canadian Distance Guide. If two or more
members travel in the same PMV, only one
member may claim reimbursement of the
kilometric rate; and
(d) road and ferry tolls necessarily incurred.
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(3) (Non-reimbursable expenses) The
following expenses will not be reimbursed:
(a) transportation provided by the CF or a
third party;
(b) transportation expenses on leave travel
used to meet the 50% verification
requirement under section 22 (Vacation
Travel Allowance);
(c) business or first class travel;
(d) meals;
(e) lodging;
(f) incidental expenses;
(g) fuel if PMV kilometric rate is claimed;
(h) medical and other types of travel
insurance including those charged by the
travel agent except those under paragraphs
(2) and (3); and
(i) automobile rental and associated costs
such as fuel during the period of leave at the
member’s home or previous place of duty.
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(4) (Insurance) The member is responsible to
ensure that invoices show transportation costs,
trip cancellation and travel health insurance
costs separately.
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10.21.06 – HLTA FOR TRAVEL TO A THIRD LOCATION |
(1) (Amount) The amount of HLTA for the
applicable post for travel to a third location shall
be the average cost of the most economical
return airfare, as established by Director
Compensation and Benefits Administration
(DCBA), for the most direct flight between the
post and Halifax, Quebec City, Ottawa,
Winnipeg, Edmonton, and Victoria based on a
60-day advanced booking.
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(2) (Limit) The allowance for transportation
expenses for a direct return journey between the
member’s post and a third location is provided
only for the travel of a member or a member and
one next of kin.
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(3) (Direct travel) All travel is to be direct to a
third location and a member is not entitled to
travel:
(a) to or from the member's home or
previous place of duty via a third location; or
(b) to or from a third location via a member’s
home or previous place of duty.
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(4) (HLTA use) HLTA for travel to a third
location is a fixed allowance that is provided for
the following expenses only:
(a) airfare;
(b) ground transportation to and from the
airport;
(c) the low kilometric rate from where the
travel began if a member uses a PMV;
(d) road and ferry tolls necessarily incurred;
(e) parking charges at the airport not to
exceed three hours;
(f) airport taxes, fuel and security surcharges
when not included in the airfare;
(g) rail or bus pass, if the rail or bus pass:
(i) includes meals and accommodation,
50% of the ticket price is used for
verification purpose,
(ii) includes accommodation, 75% the
ticket price is used for verification
purposes,
(iii) does not include meals and
accommodation, the entire cost is used
for verification purposes;
(h) automobile or motorcycle rental including
basic insurance required by law in the
location where the car or motorcycle is
rented and the cost of fuel;
(i) the transportation portion only of a
package cruise, safari or tour. if a cruise,
safari or tour includes meals, beverages or
accommodation, 50% of the ticket price is
used for verification purposes. if a cruise,
safari or tour does not include meals,
beverages or accommodation, the entire
cost may be used for verification purposes;
(j) public transit; and
(k) any reasonable expense for a mode of
transportation not listed above is to be sent
to DCBA for approval.
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(5) (Non-acceptable use) HLTA under this
instruction is not to be used for the following
expenses:
(a) transportation provided by the Canadian
Forces or a third party;
(b) business or first class travel;
(c) transportation expenses on leave travel
used to meet the 50% verification
requirement under section 22 (Vacation
Travel Allowance);
(d) daily tours or cruises;
(e) meals;
(f) lodging;
(g) incidental expenses;
(h) fuel if a PMV is used; and
(i) medical and other types of travel
insurance including those charged by the
travel agent.
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(6) (Insurance) The member is responsible to
ensure that invoices show transportation costs,
trip cancellation and travel health insurance
costs separately.
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(7) (Verification) The member is required to
prove to the Approving Authority or the Task
Force Commander that HLTA claimed for leave
travel to a third location was expended in
accordance with paragraph (4) by providing:
(a) proof upon completion of leave travel for
which the HLTA is claimed that the HLTA
was used as intended;
(b) proof of having reached the authorized
leave destination or having completed the
travel plan which may consist of hotel
receipts, boarding passes or passport entries
but not an approved leave form;
(c) clearly identified transportation costs on
any proof submitted. If insurance costs are
included in the ticket price, the member is
responsible to ensure that transportation
costs and insurance costs are shown
separately on the invoice.
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(8) (Unsubstantiated portion) If a member
cannot prove that 90% of the HLTA has been
used for the purpose intended, the
unsubstantiated portion of the HLTA is to be
recovered from the member.
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10.21.07 – HLTA FOR REVERSE HOME LEAVE TRAVEL |
(1) (Conditions for entitlement) If a member’s
next of kin (NOK) travels in lieu of the member,
the member is entitled to reimbursement for
expenses in paragraph (2) or (3), subject to the
following:
(a) reimbursement is not to exceed the cost
of the direct return transportation from the
member’s post to the member’s home as set
out in CBI 10.21.04(1)(a) (Entitlement);
(b) the most economical form of
transportation is used for travel;
(c) the Reverse Home Leave Travel (RHLT)
is not utilized to reunite a member with their
NOK for a period longer than the member’s
approved leave period; and
(d) reimbursement of expenses is limited to
those for the travel of one NOK.
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(2) (Travel by air) If travelling by air,
reimbursement under paragraph (1) is limited to
the following expenses, subject to the provision
of receipts:
(a) the lesser of the most economical direct
routing airfare from the member’s post to the
member’s home:
(i) determined by the Approving
Authority, the Task Force Commander,
or the Canadian Forces Personnel
Support Agency, and
(ii) obtained by the member directly with
a travel agent or carrier;
(b) ground transportation to and from the
airport consisting of:
(i) the most direct and economical
commercial means of transport ation
between the airport and the member’s
home,
(ii) a maximum of two days automobile
rental, or
(iii) the low kilometric rate if a member
uses a PMV, not to exceed the official
direct distance as set out in the
Canadian Distance Guide between the
airport and the member’s home or
previous place of duty. if two or more
members travel in the PMV, only one
member may claim reimbursement of
the kilometric rate;
(c) road and ferry tolls necessarily incurred;
(d) parking not to exceed three hours at the
airport; and
(e) airport taxes, fuel and security
surcharges when not included in airfare.
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(3) (Travel by modes other than air) If leave
travel to the member’s post is not by air,
expenses that may be reimbursed depend on
the destination and the mode of travel used
include but are not restricted to:
(a) the most economical rail or bus pass;
(b) automobile or motorcycle rental including
basic insurance required by law in the
location where the automobile or motorcycle
is rented, and fuel costs; or
(c) the low kilometric rate from where the
travel began if a member uses a PMV; and
(d) road and ferry tolls necessarily incurred.
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(4) (Non-reimbursable expenses) The
following expenses will not be reimbursed:
(a) transportation provided by the Canadian
Forces or a third party;
(b) transportation expenses on leave travel
used to meet the 50% verification
requirement under section 22 (Vacation
Travel Allowance);
(c) business or first class travel;
(d) meals;
(e) lodging;
(f) incidental expenses;
(g) fuel if a PMV is used;
(h) medical and other types of travel
insurance including those charged by the
travel agent; and
(i) automobile rental and associated costs
such as fuel during the period of leave at the
member’s post.
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(5) (Insurance) The member is responsible to
ensure that invoices show transportation costs,
trip cancellation and travel health insurance
costs separately.
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10.21.08 – HLTA FOR MEMBER OF SHIP’S COMPANY |
The following applies to HLTA for members of a
ship’s company:
(a) if the member travels from a port of call to
the member’s home or previous place of
duty, the member is entitled to the most
economical direct airfare from the port of call
that coincides with the start of the member’s
leave travel to the member’s home or
previous place of duty and back to the ship;
(b) if the member travels from a port of call to
a third location, the allowance, from the
planned port of call that coincides with the
start of the member’s leave, is calculated in
accordance with CBI 10.21.06(1) (Amount).
On completion of leave travel, the member is
sent to the ship’s location (next port of call, if
applicable). The later portion is not included
in the HLTA calculation, it is only to enable
the member to rejoin the ship. On most
sailings the schedule of port visits is known
prior to making any travel arrangements,
however, if the schedule of port visits is not
known, a request for a third location rate is
made to the Director Compensation and
Benefits Administration; and
(c) if RHLT is authorized, the most
economical direct return airfare for the
member’s next of kin to travel and be
reunited with the member is used. The
member's travel back to the port of call, if the
ship has sailed, is also reimbursable as part
of HLTA but shall not be included in the
HLTA calculation.
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10.21.09 – MEAL AND RENT ALLOWANCES |
(1) (Meal allowance) The payment of any meal
allowance ceases for the period of leave for
which HLTA will be claimed whether the member
reunites with their next of kin or not.
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(2) (Rent allowance) If the member vacates
commercial lodging for the period of leave for
which HLTA is claimed, the payment of any rent
allowance ceases for that period.
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10.21.10 – HLTA REQUEST PROCEDURE |
A request for HLTA includes the following:
(a) a copy of the approved leave form;
(b) details of the leave travel to be taken
including itinerary and mode of
transportation;
(c) details:
(i) of the calculation of the HLTA under
CBI 10.21.05 (HLTA for Travel to Home
or Previous Place of Duty) or CBI
10.21.07 (HLTA for Reverse Home
Leave Travel) upon which
reimbursement is based, or
(ii) the amount of the HLTA as
established under CBI 10.21.06 (HLTA
for Travel to a Third Location) or CBI
10.21.08 (HLTA for Member of Ship’s
Company);
(d) a certification by the applicable Approving
Authority, as follows:
"I certify that (member's rank and name) was
granted leave with pay for the period from
(date) to (date) and (rank and name) has
provided satisfactory proof that the member
incurred the transportation expenses being
claimed:
A. to reunite with their next of kin (NOK) at
the member’s home or former previous
place of duty,
B. for their NOK to reunite with the member
at the post,
C. to reunite with their NOK at a third
location, or
D. to travel to a third location without
reuniting with their NOK.
I further certify that no previous HLTA
claim has been paid to the member for
leave granted within this entitlement
period";
(e) certification by the member as follows:
"I certify that except as indicated on this
claim, I have not been and will not be
reimbursed by the public or a third party for
the transportation expenses related to the
journey for which I am claiming Home Leave
Travel Assistance (HLTA) and no
transportation was provided without charge.
I further certify that the items claimed herein
have not been claimed previously and that
the details are as stated".
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10.21.11 – CHANGE IN TRAVEL PLAN |
(1) (Operational requirements) Requests for
the reimbursement of costs resulting from
changes to leave or travel arrangements due to
operational requirements are made to the
Director Compensation and Benefits
Administration for consideration.
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(2) (Personal reasons) Any cost resulting from
a change in leave or travel arrangements due to
personal reasons is not reimbursable.
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