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1215a - Ultimate Removal Assistance

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Contents

Reference

The Government of the Northwest Territories provides removal assistance to employees upon termination of employment. Terms and conditions of removal assistance are contained in collective agreements and employee handbooks:

Main Collective Agreement with the UNW – Article 42, Ultimate Removal Assistance

Excluded Employees’ Handbook – Removal on Termination

Senior Managers’ Handbook – Removal on Termination

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Application

These guidelines and procedures apply to all employees, except the following:

  1. casual employees;
  2. employees in the Northwest Territories Teachers’ Association bargaining unit;
  3. employees of the Northwest Territories Power Corporation; and
  4. employees who are dismissed, rejected on probation or declared to have abandoned their position.

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Definitions

Continuous Service is service with the Government of the Northwest Territories not interrupted by a break in service greater than three months.  Previous service with the Federal government or with a Northwest Territories municipal government is not continuous service.

Community of Employment is the community in which the employee was residing while employed by the Government of the Northwest Territories and upon termination.

Dependent refer to Section 1201 – Dependents of Employees.

Maximum Reimbursement Schedule is a list of the maximum entitlements to ultimate removal assistance available for each community in which an employee is employed upon termination. The maximum reimbursement schedule is found in collective agreements and employee handbooks.   

New Residence is where the employee plans to live after leaving employment with the Government of the Northwest Territories

Point of Recruitment is the employee's residence at the time of initial appointment to the Government of the Northwest Territories.

Removal Administrator is the Government officer within the Department of Human Resources designated to co-ordinate and administer removals.

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Guidelines

  1. The Government of the Northwest Territories provides employees with financial assistance in moving themselves, their dependants and their household effects when an employee terminates employment and certifies their intent of moving from their community of employment.
  2. In order to be eligible for Ultimate Removal Assistance, employees must move from their community of employment within 18 months of terminating employment and submit evidence of having moved to the Department of Human Resources within 21 months.
  3. Household effects eligible for removal assistance include furniture, household goods, equipment and personal effects of an employee and dependants at the time of the move.  Eligible effects do not include automobiles, boats, motorcycles, snowmobiles, trailers, animals or foodstuffs.
  4. The total amount of removal assistance available to an employee is based on a percentage of the maximum reimbursement amount for the employee’s community of employment. The percentage is determined by the length of the employee’s years of continuous service. The maximum reimbursement schedule and length of service entitlements are set out in collective agreements and employee handbooks.
  5. Term employees hired from other NWT communities or from other jurisdictions are entitled to 100% of the removal entitlement outlined in the community maximum reimbursement schedule upon completion of their term. Maximum reimbursement for removal costs on termination of term employees is the lesser of the total assistance described in this clause or in 4 above.
  6. Removal assistance entitlements may vary for employees hired under a federal transfer program.  Refer to the applicable transfer agreement for specifics.
  7. NWT Local Hires: Subject to the community maximum reimbursement schedule, employees hired after August 5, 1976 whose community of residence is the same as the point of recruitment (local hires) and who have ten years of continuous employment are entitled to 100% removal assistance.
  8. Employees hired before August 5, 1976: Subject to the community maximum reimbursement schedule, all employees, including those hired locally, who were hired before August 5, 1976, may choose to use their previous ultimate removal entitlement of $20.00 per month of service.  Although the maximum entitlement is $20.00 per month of continuous service, the claim must be backed by freight bills and travel receipts. The Government does not pay more than the total of the substantiated claim, nor does it pay more than a maximum of $2,400.00.
  9. An employee who chooses removal assistance under 8, and who resides in a community outside of the Mackenzie Highway System, will continue to receive assistance from their community of residence to the nearest of those communities, and then be entitled to removal assistance as outlined in 8 above.
  10. When removal assistance under 8 is exceeded by the entitlement under the current system, an employee will be covered instead by the current system.  An employee hired locally before August 5, 1976, is entitled to ultimate removal assistance, in accordance with the current system, either to the point of departure or to any destination in the Northwest Territories, whichever is the lesser cost.
  11. The Government does not pay ultimate removal assistance for an employee who receives duplicate assistance from another source (e.g., a spouse’s employer).  An employee cannot claim to move the same items twice (e.g., living room furniture).  However, there may be instances where another source may move items the Government of the Northwest Territories does not.  For example, ultimate removal assistance does not include shipping vehicles, but a spouse’s employer’s removal assistance package may be used for this purpose.
  12. Any monies owed by an employee to the Government of the Northwest Territories that cannot be recovered from the employee’s final pay will be deducted from their removal assistance entitlement.
  13. If an employee has effects in storage at the Government’s cost, the Government of the Northwest Territories’ responsibility ends 30 days after the employee’s termination date. The employee is responsible for moving effects out of storage.
  14. Employees receiving ultimate removal assistance employed in the following communities are entitled to a non-taxable benefit:

    NON TAXABLE ULTIMATE REMOVAL BENEFIT
    Colville Lake Norman Wells
    Deline Paulatuk
    Fort Good Hope Sachs Harbour
    Fort Liard Trout Lake
    Fort McPherson Tsiigehtchic
    Fort Providence Tuktoyaktuk
    Fort Resolution Tulita
    Gamètì Ulukhaktok
    Kakisa Wekweètì
    Lutselk'e Whati
    Nahanni Butte Wrigley
  15. Employees receiving ultimate removal assistance employed in the following communities will have ultimate removal benefits reported on a T4A:

    TAXABLE ULTIMATE REMOVAL BENEFIT
    Aklavik Hay River
    Behchokö (Rae-Edzo) Hay River Reserve
    Dettah Inuvik
    Enterprise Jean Marie River
    Fort Simpson Yellowknife
    Fort Smith  

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Procedures

  1. Employees are responsible for making all moving and travel arrangements and paying for their move. 
  1. Payment of ultimate removal assistance as a lump sum will be made upon the provision of evidence satisfactory to the Department of Human Resources that an employee has moved from his or her community of employment.
  2. Payroll checks for monies owed by the employee to the Government of the Northwest Territories while calculating the employee’s final pay.
  3. The removal administrator authorizes payment after ensuring compliance with entitlements. The removal administrator verifies termination documents and employee removal entitlements by checking the following:
    1. nature of the termination;
    2. length of continuous service with the Government;
    3. community of residence and amount on the maximum reimbursement schedule;
    4. goods in long-term storage.

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About this section

Authority: Human Resources Establishment Policy (14.00), Main Collective Agreement with the UNW
Effective Date: February 2, 2012
History: August 2007, Ultimate Removal Assistance
Responsible Unit: Employee Services

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