Instructions to Complete Education Travel - Secondary and Post Secondary Students Forms

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List of Education Travel Forms

The form CAN BE FILLED OUT ONLINE. However, please note that you cannot submit this form electronically. You will need a printer to print the form. IMPORTANT be sure to: SIGN and DATE your form.

EDUCATION TRAVEL – READ IN CONJUNCTION WITH FSD 35 – Education Travel Administration procedures may be found at: Part V - Education Allowance - Schooling Away From Post.

1. Members are responsible for making schooling, education & family reunion travel arrangements and applicable payment on behalf of the student. Refunds must be returned to the Department of National Defence. Entitlement to Education Travel Allowances is available from the date the member is posted, upon presentation of posting message, and may continue until the end of the last academic year that commenced while the member was serving abroad.

2. An Education allowance for travelling expenses for a dependent student where neither IRP nor FRT allowance applies. It is not designed to supplement the provisions of these benefits but to provide assistance for the payment of travelling expenses within Treasury Board age parameters, which are normally incurred at the commencement and termination of a member's assignment to a post, in sending a dependent student to an approved educational institution.

3. Where education allowances are being paid or will be paid pursuant for Canadian Curriculum or approved French secondary education from the post, an Education Travel allowance may be authorized for an allowance for the actual and reasonable travelling expenses incurred by an member in sending a dependent child as defined in FSD 2.01(j)(ii) or a dependent student as defined in FSD 2.01(k) to an secondary school that has been approved for government employees.

PARAMETERS OF EDUCATION TRAVEL

4. Travel allowances are based on airfare and take into consideration:

  1. That bookings will be done 60 days or more prior to travel date
  2. That the most economical airfare (including APEX/discounted/seat sale/excursion fare) will be used
  3. That business class is not authorized
  4. That the most direct routing will be used
  5. That the amount being requested, the "up to" maximum, represents the member's actual travel costs only (cost of hotel, meals etc are not included)
  6. That boarding passes, airline tickets, travel itineraries are kept for a period of six years to satisfy audit requirements.
  7. That a photocopy of boarding passes or airline tickets will be submitted to the Outside Canada Support unit for inclusion in the member's education file within 30 days after completion of Family Reunion Travel.

5. Members are to be aware that:

  1. Travel bookings made on short notice, which may result in a higher airfare, will not result in a higher allowance
  2. Higher actual costs due to personal booking choices will not increase the amount of the allowance.

    NOTE: Members will have the responsibility to arrange for such trips and be responsible for fares they are charged.
  3. The allowance does not include member's personal preferences such as length of stay, chosen travel dates or choice of more expensive air carrier.
  4. Stopover supplements will not be included.
  5. The nine/twelve hour provision for upgrading to business class shall not apply.
  6. Lowest available airfare means that advance booking fares are the norm, as opposed to last minute bookings, which would result in higher fares.
  7. Flight Insurance on travel bookings is not required, nor will it be reimbursed.

Issuing the travel allowance

6. Travel allowances shall be issued as close to the proposed date of travel as possible, taking into account the need to book tickets in advance. The member must present a travel itinerary that identifies proposed travel and anticipated costs to the extent of the allowance. It is understood that member’s travel plans may change, and planned travel may have to be cancelled or amended. Amendments to the plan may be made as necessary.

Education Travel

7. Education travel allowance is one way travel expenses associated with sending a dependent student to/from an approved educational institution at the commencement and termination of a member’s posting. (FSD 34.02 and 34.05 refer).

Travel Rates

Escort travel allowances require verification and certification.

  • (Verification) Use Part II - Travel Allowance – Verification and Certification on all travel forms. The member is required to prove to the administering Canadian Forces Support Unit Approving Officer that FRT allowance provided has been utilized within the parameter and the intent of the allowance.
  • (Requirement) Although FRT allowance is non-accountable; the member is required to prove that the FRT allowance was expended within the intent of the benefit.
  • (Timing) proof upon completion of travel, but not later than 30 days after completion of travel associated with FRT allowance.
  • (Proof of travel) proof of having reached the authorized FRT location may consist of a photocopy of the hotel receipt or boarding passes or passport entries. An approved leave form is not acceptable proof of travel.
  • (Transportation costs) clearly identified transportation costs on any proof submitted to support any FRT allowance claimed.
  • (Recovery action) if proof cannot be produced as required, recovery action is to be taken.
  • (Unsubstantiated portion) If a member cannot prove that the allowance has been used for the purpose intended, the member is to return the unsubstantiated portion of the allowance.
  • (Additional FRT Allowance) No additional FRT Allowance is issued until the verification procedure, and adjustments have been completed.(Additional FRT Allowance) No additional FRT Allowance is issued until the verification procedure, and adjustments have been completed.

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FORM 16 EDUCATION TRAVEL – SECONDARY STUDENT UP TO SY of 21st BIRTHDAY
INTERNAL ORDERS GRC0000B3214
APPROVAL NDHQ/ DDEM
PARAMETERS • One way travel available upon initial enrolment at a school and/or upon completion of schooling due to transfer and/or upon graduation
• Education allowance available up to the last day of the school year in which the 21st birthday occurs.
• School year 1 September to 31 August.
INTENT One-way travel. Most economical airfare, including excursion. Itinerary showing costs to be included with request
REMARKS • References: FSD 35.01

FORM 16ET ESCORT TRAVEL – SECONDARY STUDENT-GRADE 9 TO 12
INTERNAL ORDERS GRC0000B3215
APPROVAL NDHQ DDEM
PARAMETERS • Available for one parent from Post to school (return airfare) on commencement of the enrolling year.
• Student must have graduated Secondary School outside Canada
• Escort Travel Airfare only
INTENT Post Secondary student - One parent may escort a dependent student from the Post to the approved Post secondary school in Canada on commencement of the enrolling year. Intent is to assist student with enrolment at new school, air travel, airport familiarization, health card, bank account etc.
REMARKS • FSD 35.04
• Most economical airfare, including excursion.
• Itinerary showing costs to be included with request.

8. Where an allowance for Education travel expenses has been authorized NDHQ/DDEM may approve reimbursement for actual and reasonable costs associated with shipping of personal effects on behalf of a dependent student provided:

  1. Shipment is by the most economical means;
  2. The total weight does not exceed 100 KG net in addition to the maximum allowable weight of accompanying baggage transported free of charge by the air carrier; and
  3. Cartage/handling expense may apply, if applicable, associated with the transport of the personal effects to the shipping point.8.2 Allowance is based on shipment of 100 kg of personal effects on behalf of an entitled student. Method of shipment would be the most economical means from post to school on enrolment or from school to post on cessation of schooling when the student is returning to post to take up residence with the member or the APS/summer period in the year of the member’s tour expiry. Entitlement would be up to the last day of the school year in which the twenty-first birthday occurs.

9. The member is responsible for making all arrangements. Application for shipment of personal effects should be received and allowance payment made well before (60 days or more) the shipment date. Most economical method of shipment may include:

  1. Parcel post using postal system;
  2. FedEx – www.fedex.com
  3. United Parcel Service (UPS) closest to member’s place of duty
  4. Excess baggage by air with the student (this would be in addition to the allowable two pieces, charges would be approximately 140.00 dollars plus tax per piece under 45 kg. Bicycle would be approximately the same price);
  5. Air freight;
  6. PMC when education travel via PMC has been authorized; or
  7. Other economical means as determined by the Outside Canada Approving Authority.

Note 1: Shipment of 100 Kg by a moving company is NOT authorized due to cost.

10. Personal effects would include personal clothing, computer, textbooks, leisure items and bicycle.

11. Entitlement is for personal effects and would not include any piece of furniture and effects thus packing would not be applicable.

FORM 16S SHIPMENT OF PERSONAL EFFECTS OR STORAGE BETWEEN CONSECUTIVE SCHOOL YEARS – SECONDARY STUDENT
INTERNAL ORDERS GRC0000B3216
APPROVAL NDHQ DDEM
PARAMETERS The intent of the benefit is for a student to ship via the most economical means 100Kg. Personal effects include: personal clothing, computer, textbooks, radio, CD player, leisure items and bicycle.
In the event parents are not available or the family vehicle would not accommodate transfer of items from home to shipping destination point, then a cartage/handling expense may apply.
Neither the intent nor the policy is for a moving company to ship personal effects.
Shipment does not including packing.
Estimate of cost must be provided when applying for this allowance.
This benefit only applies when Education Travel allowance has been provided in conjunction with shipment of personal effects.
Commercial storage of Personal Effects between consecutive school years is based on 100KG of personal effects. Allowance applies to storage of personal effects during the summer months (i.e., July and August) between consecutive school years.
INTENT In conjunction with Education travel, ship 100 KGs of personal effects on enrolment/cessation at a approved school away from Post
REMARKS • References: FSD 35.05 For Storage between consecutive school years: FSD 34.04

POST-SECONDARY - Education Travel – read in conjunction with FSD 35 – Education Travel Administration procedures may be found at: Part VII - Education Allowances - Post Secondary Education In Canada.

Where Post Secondary Shelter assistance is or will be paid, an Education Travel allowance for payment of the travelling expenses incurred by an member in sending a dependent student:

  1. From the member’s place of duty, where the dependent child has been residing with the member at the post; or
  2. From the employee's post, where relocation expenses on behalf of the dependent student have been authorized by IRP to post outside Canada; or
  3. From school being attended away from post, within Treasury board age parameters, where relocation expenses on behalf of the dependent student will be authorized by IRP for return to Canada; or
  4. With posting message, from the member's former place of duty in Canada, where the dependent student is not going to take up residence with the member at the post but will be going directly from the former place of duty to the approved school; or
  5. With posting message, cross-posting, from the member's former post, where the dependent student is not going to take up residence with the member at the new post but will be going directly from the former post to the approved school;

FORM 18 EDUCATION TRAVEL – POST SECONDARY STUDENT UP TO SY OF 21ST BIRTHDAY
INTERNAL ORDERS GRC0000B3218
APPROVAL • NDHQ DDEM
PARAMETERS • One way travel available upon initial enrolment at a Canadian Post Secondary school and/or upon completion of schooling due to transfer and/or graduation up to the last day of the school year in which the 21st birthday occurs.
• School year being 01 September to 31 August.
INTENT One way travel. Itinerary showing cost required with request.
REMARKS • References: FSD 35.05

FORM 18S SHIPMENT OF PERSONAL EFFECTS UP TO SCHOOL YEAR OF 21st BIRTHDAY OR STORAGE BETWEEN CONSECUTIVE SCHOOL YEARS – POST SECONDARY STUDENT UP TO SY OF 23rd BIRTHDAY
INTERNAL ORDERS GRC0000B3219
APPROVAL • NDHQ DDEM
PARAMETERS
  • The intent of the benefit is for a student to ship via the most economical means 100Kg.
  • Personal effects include:
    • Personal clothing, computer, textbooks, radio, CD player, leisure items and bicycle
  • In the event parents are not available or the family vehicle would not accommodate transfer of items from home to shipping destination point, then a cartage/handling expense may apply.
  • Neither the intent nor the policy is for a moving company to ship personal effects.
  • Shipment does not including packing.
  • Estimate of cost must be provided when applying for this allowance.
  • This benefit only applies when Education Travel allowance has been provided in conjunction with shipment of personal effects.
INTENT Available to Post secondary students on enrolment at Post secondary school away from Post.
REMARKS • References: FSD 35.05
• For Storage between consecutive school years: FSD 34.06(c)

FORM 18ET ESCORT TRAVEL – POST SECONDARY STUDENT GRADUATING FROM SECONDARY SCHOOL OUTSIDE CANADA
INTERNAL ORDERS GRC0000B3555
APPROVAL • NDHQ DDEM
PARAMETERS
  • Available for one parent from Post to school (return airfare) on commencement of the enrolling year.
  • Student must have graduated from a Secondary School outside Canada
  • Escort Travel (return airfare) plus ground transportation allowance only.
INTENT Post Secondary student - One parent may escort a dependent student from the Post, when secondary school graduation has occurred outside Canada, to the Post Secondary school in Canada on commencement of the enrolling year. Intent is to assist student with airport familiarization, application for health card, opening bank account etc.
REMARKS • References: FSD 35.04
• Most economical airfare, including excursion.
• Itinerary showing costs to be included with request.