Military Relocation Program – Information for your Posting
The Canadian Armed Forces (CAF) is making key changes to improve relocation services, effective April 1, 2019. These changes are based on feedback from members and their families, and aim to improve how relocation services are delivered.
Every relocating member will begin the process of moving by scheduling a customized individual planning session with a BGRS agent. This will be done either on the phone or through video-chat. The first session will be within five business days of a member registering with BGRS. Upon registering, the website will launch a video. It is important for members and their families to watch this video before their first session with BGRS.
During that first session, the agent will explain the program, outline the process, and assist members with website navigation. If there is an issue, or the member requires additional one-on-one support following this session, they will be able to schedule additional sessions. Members will be offered a final session at the end of their relocation to ensure that all applicable items and benefits have been covered and claimed. Members will also be able to contact their base Canadian Forces Integrated Relocation Program (CFIRP) coordinator or Director Relocation Business Management to resolve issues.
In addition, the program is being amended so that BGRS, CAF’s relocation contractor, handles payments to third party service providers (TPSP) instead of the member. Third party service provider services include: home inspection, appraisals, real estate commission, rental searches, and legal/notary fees. That means, beginning April 1st, 2019, BGRS will be responsible to reimburse participating TPSP fees directly. The aim is to reduce the pressure on members who will no longer have to request an advance, pay the TPSP, and reconcile the claim – BGRS will handle that workload. This applies to members who use third party service providers from the approved TPSP directory.
Members may also choose to use third party service providers that are not listed in the directory. If they do so, they will pay those third party service providers directly and claim the reimbursement. It is important to note the amount to be reimbursed must be within authorized limits.
To help facilitate a smooth relocation for members and their families, members will be given time during their work day to organize their moves. Specifically, following registration with BGRS, members will be given a half day to conduct their first call with their agents and to familiarize themselves with the online service. Members will also be given relocation administrative time as required. This will be conducted in 1-2 hour blocks, in coordination with the member’s chain of command. For new members who have just completed their training, the chain of command will ensure they have access to computers.
The BGRS website and mobile app are now available. Members who are posted to a new location will have further details in their posting messages, such as how to access the BGRS website and who to contact in case of problems with the online service. They can also expect to have their claims settled within 15 business days of BGRS receiving the required information. To ensure Bases and Wings are prepared to support our members who will be posted this summer, representatives from all Bases and Wings will meet in Ottawa at the end of March for demonstrations and familiarization by subject matter experts from the Department of National Defence and the contractor.
Your feedback matters and the CAF leadership is listening. The payment card (Relo Card) was eliminated and all funds due to the member will be through electronic funds transfers (EFT). In addition, the CAF leadership wants to know more about your relocation experience, including the information and service provided by BGRS. This will be measured using an annual relocation satisfaction survey following the Active Posting Season. The results of the survey will be provided to CAF leadership. This is to ensure the service being delivered continues to meet the needs of members and their families.
One of the most stressful things the CAF demands of its members and their families is relocating from one post to another. The Department of National Defence and the CAF leadership are invested in a relocation program that is fair to military members and their families, and will continue to work on improving the move process.
Sample Posting Message
PROTECTED A [member’s service number]
MAR 19
[A listing of all units that need to know about this message]
BILINGUAL MESSAGE // MESSAGE BILINGUE
SUBJ:POSTING INSTR [service number] [rank, name]
1. [service number] [rank, name], OCCUPATION [military occupation code], SEC CL [security clearance level], FOL [first official language]ENGLISH; SL EEE [second language E=exempt from testing] DEPENDANTS: SPOUSE F/YYYY M/YYYY [I am the spouse and the kids are labelled as male and female with year of birth]
2. CURRENT POSN: [more military numbers and letters to describe the current tasking], [city], [country]
3. POSTED ON 13-AUG-2020 [date the actual member’s personnel file transfers from one unit to the other], TO [more codes indicating job description the member is posted to] POS LNG REQ: BILINGUAL POS LNG PROFILE: ENG:BBB FRE:BBB [This describes the linguistic requirements of the position. The member must have at least a level B in his/her second language, whether that be English or French as second language]
4. MOVEMENT/STORAGE OF (D) HG AND E RESTRICTED IAW CFAO 209-28 AND CFIRP CERT IAW FAA 32 INTERNAL ORDER IO M930030769 CC 3398AZ FUNDS C107 CATEGORY OF MOVE 08 APPROPRIATE GENERAL LEDGER IAW FMAS
[This means that the dependants (us) household goods and effects (our stuff) will not be permitted to move until lodging is secured at the destination because those are the rules]
This next part is to tell you how to follow the rules and the procedures.
5. A. MEMBERS ELIGIBLE FOR A MOVE UNDER THE CFIRP MUST PRE-REGISTER ON THE ROYAL LEPAGE RELOCATION SERVICES WEB SITE AT WWW.IRP-PRI.COM PRIOR TO CONTACTING THE RLRS REPRESENTATIVE. ANY OTHER INFORMATION REGARDING RELOCATION BENEFITS CAN BE ACCESSED ON THE DIN AT HTTP://HR.OTTAWA-HULL.MIL.CA/DGCB/DCBA OR ON THE INTERNET SITE AT WWW.FORCES.GC.CA/DGCB/DCBA BY CLICKING ON THE CF INTEGRATED RELOCATION PROGRAM OPTION FOUND ON THIS SITE FOR MOVES UNDER CFIRP OR THE APPLICABLE CBI IF MOVED OUTSIDE OF CFIRP. [This part tells where to go to get the rules. The DIN is the secured “Defense IntrA Net” not the standard intERnet that you and I can go to.]
These are more rules and procedures to follow.
B. RETURN TO CANADA POSTING. DCBA WILL APPROVE YOUR ELIGIBILITY FOR A MOVE OF DEPENDANTS, HOUSEHOLD GOODS AND EFFECTS (D,HG AND E) UNDER THE PROVISIONS OF THE CANADIAN FORCES INTEGRATED RELOCATION PROGRAM (CFIRP) AND ADVISE ROYAL LEPAGE RELOCATION SERVICES (RLRS) OF YOUR ELIGIBILITY. MEMBERS ARE ASKED TO CONSIDER THE FOLLOWING QUESTIONS PRIOR TO CALLING THE RLRS CFA:
1. IT IS NECESSARY TO OBTAIN YOUR PAY RECORD IN ORDER TO CALCULATE YOUR POSTING ALLOWANCE,
2. ANY LEASE TERMINATION PENALTIES ON YOUR CURRENT ACCOMMODATION,
3. ACQUISITION INTENTIONS (REOCCUPY YOUR PREVIOUS RESIDENCE, PURCHASE, APPLY FOR SINGLE OR MARRIED QUARTERS, RENT COMMERCIAL ACCOMMODATION),
4. DATE OF BIRTH OF DEPENDANT CHILDREN, AND
5. YOU WILL BE ASKED TO PROVIDE YOUR SOCIAL INSURANCE NUMBER (SIN) AS REQUIRED BY REVENUE CANADA
C. AS A REMINDER, PURSUANT TO QR AND O 101.09 AND 108.10, ALL SUPERIOR COMMANDERS, COMMANDING OFFICERS AND DELEGATED OFFICERS REQUIRE A VALID PRESIDING OFFICER CERTIFICATION BEFORE REPEAT BEFORE THEY CAN ASSUME THEIR DUTIES. IT IS SUGGESTED, THEREFORE, THAT THESE OFFICERS TAKE THE APPROPRIATE STEPS TO CERTIFY OR RE-CERTIFY AS NECESSARY BY CONTACTING THEIR LOCAL AJAG OR DJA
6. MBR DF&E LOCATED IN [Ontario]
BGRS INFORMATION
You will choose your username and password when you create an account. Once you have successfully created an account and found a match to your posting message/release paperwork, you will have full access to all the information and tools BGRS has created to assist with your move.
If you are unable to find a match, please keep in mind it can take up to 5 business days for your file to be authorized by the CAF.
10. Can I call or email for assistance?
Your secure website has all the tools and information you’ll need to self-serve throughout the course of your move. We understand, however, that there will be times when you need to speak to a relocation agent with BGRS.
Once you have submitted your PRA, details on how to contact us will be provided. Your questions or concerns will be handled by one of our agents.
11. I plan on releasing in the next year. What are my options?
BGRS is only authorized to provide assistance for your move once the CAF has authorized a file in our system and you have completed your PRA. Once you have elected your release location with the CAF, they will request a file be authorized for you.
12. Should I require policy clarification/ adjudication or have service delivery questions who may I talk to?
BGRS is your first point of contact for all move questions however; each Base/Wing has one or more CAF Relocation coordinators who are responsible to assist CAF Members with their questions. If you are uncertain who the CAF coordinator is for your area, please contact your orderly room.
13. TPSP – Third Party Service Providers
What are participating suppliers and do I have to use them?
BGRS invites suppliers such as appraisers, home inspectors, lawyers, notaries, rental search agents, and realtors®/brokers to join our supplier directory. To join, those suppliers must agree to certain service levels as well as maximum ceiling rates.
It is your choice to decide if you want to use a supplier from the directory, or not. If you choose to use a supplier that is not in the directory and they charge you above the maximum ceiling rates, you are responsible to personally cover the additional expenses.