Practice Questions

Question 1

What is the process to request an increase to the WCF (Working Capital Fund) and how does one obtain the funds?

Answer 1

The option 1: would be to buy the cash from the bank (Ref: MARLANTORD 202-2). The process consists of determine how much cash is to be ordered and break it down into denomination and number of bundles required:

1. For example if $100,000.00 is required, it could be broken down as follows

a. 10 bundles of 50$ = $50,000.00
b. 20 bundles of 20$ = $40,000.00
c. 5 bundles of 10$ = $ 5,000.00
d. 10 bundles of 5$ = $5,000.00

2. Have the Logistics Officer approval and contact N8
3. Phone the bank. The bank (Royal Bank) requires at 3 days notice for Canadian funds and 2 weeks’ notice for US funds and 3 weeks notice for other foreign currencies.
4. The bank will need the delivery of the cheque to the bank by noon on the day prior to delivery and the bank arrange for the money to be delivered
5. Complete the cheque payable to the Senior Paywriter and the cheque should be endorsed when dropped at the bank. Proper identification will be required by the bank and do not input in the ACS (Automatic Cashier System) until the cash is delivered.
6. Contact FLOG to request call-up against Standing Offer for cash delivery.

The option 2: would be to buy the funds from another ship. The following procedures are to be followed:

1. A MP (Military Police) escort must be arranged
2. The supplying ship will issue R-Series advances and the receiving ship will buy them in ACS
3. The supplying ship will issue WCF receipt (DND 508) and the receiving ship will clear the advances using the WCF receipt. It will appear that the Senior Paywriter is paying back the advances which will increase the WCF
4. Finalize the receipt and add to SA (System Adjustment).

The Senior Paywriter has received the cash on board? What should be done next?

1. When Securicor personnel arrive on board, someone from the Pay Office must go up to the brow to sign for delivery. Securicor personnel are not authorized to proceed below decks carrying weapons
2. Counting of the currency must be witnessed in the presence of a CPO2 or higher rand, in case there are errors. If there is an error, ensure the paper band is kept and contact the bank. They will request that the paper band be returned to the bank and the missing denomination will then be replaced.

Question 2

What is the purpose of cashier upload?

Answer 2

The purpose of cashier upload is to transfer KRs and SAs from ACS to DRMIS for inputting on proper FIN CODINGS

Question 3

How do you process KRs paperwork after the cashier upload has been completed?

Answer 3

There is not requirement to process any paperwork for KRs.

Question 4

What type of forms are used in Pay Office?

Answer 4

1. CF 106 – Acquitance Rolls;
2. CF 52 – General Allowance Claims;
3. DND 99 – Travel Order Claims;
4. DND 508 – Financial Receipt;
5. DND 432 – Accountable advances of public fund;
6. CF 370 – MTEC (Minor Travel Expenses Claims); and
7. CF 78 – Moving Expense Claims

Question 5

What is the procedure to take over the WCF?

Answer 5

1. Review Senior Paywriter Supersession checklist and read duty of cashier (CFAO 202-2 and FAM chap 68)
2. Cash count of Junior and Senior Paywriter
3. ACS/DRMIS reconciliation
4. Review outstanding vouchers (travel, advances, claims etc…)
5. Review pay record for debit balance and pay voucher file
6. Sign hand over certificate and send to N7 within 5 working days and
7. Change the safe combination and send the new combination to Stad AO for safekeeping

Question 6

What is the purpose of the debit/credit report in CCPS

Answer 6

The purpose of these reports is to review members pay records for credit/debit balances. These reports are to be done monthly for the Logistics Officer’s review and also for the SYO’s quarterly Cash count.

Question 7

The CF member comes see you and states that he really needs a loan of $1,000.00. As his DivO, what do you do? What if it would be $1,500.00? What should be your course of action?

Answer 7

I would advise the member to make an appointment with SISIP in order get appropriate information about CFPAF (Canadian Forces Personnel Assistance Fund) loan. There are different type of loan available ranging from $500 to $4,000.00 and the member does not required an approval from the Chain of Command
The $1,000.00 versus $1,500.00 does not matter anymore. It used to be when ships were allocated $4,000.00 per month for loans. Ships are not allocated this amount anymore. It’s all being done through SISIP now.

Question 8

Your Sub-cashier is posted out. There is a new Sub-cashier that is taking his/her place. What should you ensure as a Logistics Officer to be completed?

Answer 8

1. Outgoing Sub-cashier returns standing advance (cash vouchers and cash totaling full amount of standing advances) to Head-cashier.
2. Head-cashier issues a WCF receipt, original given to the outgoing Sub-cashier and then process a WCF receipt in ACS, which will zero out the standing advance
3. Safe combination must be changed immediately
4. Sub-cashier signs statement of duties memo and reads applicable references (CFAO 201-1 and FAM chap 75)
5. Annex A to statement of duties memo must also be signed and a copy retained by incoming Sub-cashier and
6. Form DND 432 is raised and signed on completion of the new Sub-cashier verifying the standing advance.

Question 9

What are the duties of the Head-cashier during the turnover of the Sub-cashier (Junior Paywriter)?

Answer 9

1. Head-cashier retains original of standing advance
2. Copy of combination change is given to the Logistics Officer for retention
3. Ensures Pay note is placed in CCPS for standing advance for the incoming Junior Paywriter and deleted for the outgoing Junior Paywriter
4. If the new Sub-cashier is below the rank of LS/Cpl, they must be appointed in writing iaw para 3 of CFAO 201-1.

Question 10

Can a member on SE (Separation Expense) entitle to Foreign Port Incidental? How about someone on TD (Temporary Duty)? How much are the incidentals inside and outside Canada? How long to you have to be gone to qualify?

Answer 10

1. Yes member on SE is entitled to Foreign Port Incidental
2. No member on TD is not entitled to Foreign Port Incidental
3. Foreign Port Incidental inside Canada is $4 CND and $4 US outside Canada per day.
4. It has to be for deployment exceeding 60 days.

Question 11

How do you raise an OPAS (Operational Amenities Support) claim?

Answer 11

1. The Senior Steward is responsible for raising the OPAS claims. It’s processed on CF 52 general allowance claim and the calculation is as follow: number of personnel on board X number of days at sea X 8 or 10 cents (depending if personnel are above/below 250 crew). First and last day at sea more than 6 hours do count as a full day.
2. The CO’s vendor code used
3. Fin Code: 0100AD L101 4418
4. Processed in ACS as a claim paid by cash to the NPF Manager.

Question 12

What is the procedure to get PF (Public Grants) for NPF?

Answer 12

1. Claim is created at beginning of each fiscal year
2. CF 52 is completed by NPF
3. Paid out to NPF either as cash, cheque, DFT and
4. Processed in the ACS

Question 13

A function including 150 people took place on board your ship. How do you proceed with the claim as a Senior Paywriter?

Answer 13

Procedure for processing Official Entertainment claim is as follows:

1. CF 52 will be submitted by NPF Manager/Logistics Officer recording the expenses;
2. Invoices for meal from the Senior Cook and invoices for beverages and alcohol from the Exchange Manager will be summarized by NPF Manager and submitted to the people involved.
3. NPF Manager will be paid and at his turn, he will bring the money for meal to the Pay Office to be reimbursed to the ration Fin coding and the money for beverage/alcohol to Exchange Manager.
4. Claims will be paid out to NPF, they will provide a NPF receipt (CF 602) to be attached to the claim and
5. Copy of finalized claim must be forwarded to MARLANT HQ/VP

Question 14

How are the R&R (Rest and Recreation) claim processed?

Answer 14

1. R&R are for CEFCOM (Canadian Expeditionary Forces Command) deployment;
2. Ship must be deployed 4 months and plus;
3. Member must be on theatre at least 60 days to be eligible
4. R&R funds are provided to CEFCOM deployed operations for the purpose of enhancing the morale, well being and quality of life of deployed members
5. Ships tasked for deployment where these funds apply will be briefed directly by CEFCOM staff and have direct liaison with CFPSA via CEFCOM J8 for the management of these funds. The predeployment briefing will provide all the required directives.

To process to claim R&R Fund the following rules apply:

a. The amount payable to each member will be determined by the ship
b. The amount is prorated for those members who join the ship late or depart the ship early; example: if a total amount claimable is $250 for a 6 months deployment and a member is only deployed for 3 months, then $250/6= $41.66 max claimable per month. The member is entitle to $41.66 x 3 = $125.

c. Example of claimable items with receipts are: Hotel accommodation, Transportation, Meals, Tours.
d. Items that can not be reimbursed are those purchased for personal use such as clothing, electronic, souvenir or gifts.
e. Alcohol can not be claimed
f. Receipts must be provided
g. Money will not be cashed out to members if R&R not used

Procedure for processing R&R Fund claims is as follows:

a. Member provides receipts to Sub-cashier for reimbursement
b. Sub-cashier completes the Unit’s R&R form and obtains the member’s signature for receipt of the money
c. Sub-cashier then sells the R&R form and receipts to the Senior Paywriter who then compiles all receipts and generates a CF52
d. Claims is generates using Vendor Code for CO and
e. Claim is then processed in the ACS

Question 15

A CF’s member has separated from his wife. They had 2 children together. There is no indication that him and his wife will be coming back together. According to a financial support order, the member is to pay his wife $800/month for child support. What should the Senior Paywriter/Logistics Officer do?

Answer 15

When a compulsory payment has been ordered against a CF member in the Halifax area, the following actions must be taken, regardless of where the member is serving:

1. When the garnishment documentation is received:
   a. The Senior Paywriter must date stamp the document. This is very important as the CF has only 30 days from the date of receipt to action the documentation. Otherwise an Officer commanding a Command has to order the payment iaw QR&O 207.
   b. Fax the document to the Legal Assistant at DJA (Deputy Judge Advocate) Greenwood, with the following information:i. Member’s SN, Rank, Name, Initial, Mosid
   ii. Unit and unit’s CO
   iii. Comment on whether the documents held are original, copies or certified true copies.
   2. No action is to be taken against the member’s pay account until a written response is received from the DJA (Deputy Judge Advocate), who will rule on the legality of the payment order. Once this is received, Ship’s Pay Office staff must complete Annex A and B to FAM chap 108 for the CO to order the payment

3 Once the annex A and B to FAM chap 108 are completed and the CO has served the individual the appropriate documents, the compulsory payment is entered in the CCPS for payment.

Question 16

CF’s member has separated from his wife. They had 2 children together. There is no indication that him and his wife will be coming back together. It’s been a year now that they have been separated. According to the wife, she should be receiving enough child support for their 2 children, but she doesn’t. A mere $300 is just not enough. A financial support order is then ordered against the member for the amount of $550. She claims that not only she wants to receive $550/month iaw the court order, but she also wants to claim the money she should had been given; difference between $550 and $300 for the past year. Can she do that? If not, what she must do? What the CO must do?

Answer 16

1. No, she can not do that. If the wife is seeking for a compulsory payment in relation to arrears owing pursuant to a Financial Support Order, she must first obtain a judgment for the amount of the arrears if not addressed specifically in the Financial Support Order, and then request a compulsory payment for a judgment debt in accordance with QR&O 207.
2. The CO must do the same as the question above, upon receiving the written response from DJA (Deputy Judge Advocate), who will rule on the legality of the payment order

Question 17

Who has been tasked in the Atlantic Region with reviewing all compulsory payment matter?

Answer 17

The DJA (Deputy Judge Advocate) at 14 Wing Greenwood has been tasked with reviewing all compulsory payment matters in the Atlantic Region. He/she provides legal advices and recommendations to the CO of the member concerned. Can be reached at the DJA (Deputy Judge Advocate) Greenwood Office at 902-765-1494 extension 5623.

Question 18

The NPF Manager desires to DFT (Direct Fund Transfer) $25,000.00 in the NPF account. How would you do it from the Pay Office?

Answer 18

1. NPF will request the Head cashier to deposit the funds in the NPF bank account via DFT
2. The Senior Paywriter will raise an advance in the name of the Senior Steward given that the NPF banking information should already be inputted in ACS;
3. The Senior Paywriter inputs advance in ACS. The method of payment is DFT
4. Senior Paywriter sends the DFT to DMPAP (Directorate Military Pay Accounting Processing)
5. Once confirmation has been received that funds have been deposited to the NPF bank account, Senior Paywriter accepts cash from the Senior Steward and raises DND 508 receipt, input and finalize the receipt in ACS and
6. The pink copy of the receipt and advance is placed with DFT file while the Senior Steward retains the yellow copy of the receipt.

Question 19

What the 2 types of PF (Public Funds) receipts and what are they used for:

Answer 19

1. WCF (Working Capital Fund) – used when a member is paying back an advance and
2. RGDF (Receiver General Deposit Facility) – used when money is going to be charged against a Fin Code; example; NPF Manager giving money to rations coding or member crediting money to his pay guide.

Question 20

Why would you want to process an SA (System Adjustment) against PAYE (Payable At Year End)?

Answer 20

SA was inputted using new fiscal year instead of old fiscal year

Question 21

What are Statutory set-offs for?

Answer 21

Statutory set-offs are most commonly issued by the CRA (Canada Revenue Agency) to collect money from a member for income tax arrears. 15 days to process after the ship receives it.

Question 22

What is the WCF control report 6173 used for?

Answer 22

The purpose of the 6173 Report is to reconcile DRMIS to ACS using your daily balance sheet. The 6173 report is used to identify items that have been uploaded from ACS to DRMIS ( SAs and KRs) and it is done daily

Question 23

The ship is leaving for 36 hours, roughly. 10 people all together had to come in early to do flash up. Are they entitled to being reimbursed?

Answer 23

No, it has to be for more than 48 hours

Question 24

As a Logistics Officer, you’ve just got a new Paywriter. How long does he/she have to forward the supersession documents to MARLANT HQ/N71 Formation Comptroller?

Answer 24

5 working days

Question 25

Your ship is at sea and will arrive in Portsmouth, England in 5 days. As Logistics Officer, you count the cash and find to your surprise that you require an additional $10k to pay the ship’s company prior to arriving to port. How do you sort out this problem?

Answer 25

1. If NPF Manager has enough fund available on his holding, ask him to do a deposit;
2. If sailing in company with other Canadian ships, arrange for fund transfer between ships. Inform the GLC who will then coordinate the transfer based on availability of delivery means and the current operation;
3. Request fund from the ship’s agent;
4. Arrange for an electronic transfer of fund via email with Halifax Base and the local bank;
5. Routine Order’s entries requesting that crew members that have cash to deposit to their pay account to do so; and
6. Contact Canadian embassy if all fails.

Question 26

A week prior to sailing, one of your most efficient cooks declared personal bankruptcy and all his pay except for $500 month has been assigned to a trustee. A month later, you received a letter from a bank in Vancouver saying that the same cook owes them $1500 and unless he makes immediate arrangements to settle the debt, the bank will take your cook to court. What should you do?

Answer 26

1. It’s obvious that the cook has a problem financially speaking. Bankruptcy is a serious endeavor because it puts the member in a situation where he won’t be able to borrow or have a credit card for the next few years. Since we are sailing in a week, arrange meeting with the member and his supervisor to find out why he owes so much money. Then, make an appointment with SISIP (Service Income Security Insurance Program) where the member will be able to meet a financial advisor. From there SISIP will provide the member with various plans or options, which may include remedial, preventive or informative counseling, a CFPAF (Canadian Forces Personnel Assistance Fund) loan or grant, recommendation to third party professionals for assistance with debt consolidation, orderly payment of debts, consumer proposal or assignment in bankruptcy. If you suspect the member to have an addiction problem such as gambling, refer to CF Hospital Services.
2. Since we are sailing in a week, see if you can land the member. Contact CPO1 Hann (MOC advisor for the Cooks) to see if we could get another cook.
3. And of course, in the process, the CO and XO must be kept fully informed

Question 27

Define WCF (Working Capital Fund)?

Answer 27

The WCF is an accountable advance to an accounting Officer for issuing other accountable advances and for making payments of pay and allowance, travel and moving expenses, and other expenditures authorized by service regulations and orders. Ref: FAM 70 para 3

Question 28

In addition to the Accounting Officer, who may countersign a CDBA (Central Department Bank of Canda) cheque?

Answer 28

Where possible every CDBA cheque drawn shall bear the signature of the Accounting Officer or another finance Officer at the unit, and the signature of another commissioned Officer authorized by the comptroller to a maximum of 6 signatures. In circumstances where a commissioned Officer is not available, PO1, CPO1&2 may be authorized to sign CDBA cheque. NCM can only sign for a maximum amount of $250k. This means that they will have a signing authority with the bank. Ref: FAM 79 para 26-27

Question 29

When would you see a negative SA (System Adjustment)?

Answer 29

An SA could increase if a member is putting money on his pay guide; therefore the deposit cash and have a negative SA.

Question 30

Having cashed a DBA (Departmental Bank Account) cheque at a local bank, you discover that the bank has applied a $20 service charge for the transaction because the account has placed the DBA in an overdraft position. Is the service charge an authorized expenditure? If not, what action are you obligated to take and can you resolve the overdraft position?

Answer 30

1. Section 99 of FAA (Financial Administration Act) prohibits banks from charging for cashing cheques or other negotiable instruments. Accounting Officer should be careful that such charges are not accepted
2. A DBA (Departmental Bank Account) shall not normally be placed in an overdraft position. If an overdraft occurs and an overdraft charge is levied, the Accounting Officer shall try to have the bank cancel the charge. If these efforts fail, full particulars of the amount and reasons for the overdraft shall be provided to DPS (Directorate Pay Service) through Command HQ. DPS will either attempt to have the charge cancelled, or will authorize payment of the charge from public funds ( providing the appropriate Fin Code as well direction, if required, on the administrative recovery of the charge for the Accounting Officer)

Question 31

When should the cashier prepare an SA (System Adjustment)?

Answer 31

1. Daily, when the accumulated value of paid disbursement voucher exceeds $5000
2. Under the supervision of the verifying officer, when the WCF account is verified; and
3. At least weekly

Question 32

What is an SA (System Adjustment)?

Answer 32

1. When any travel, moving, general allowance, acquittance roll, and miscellaneous claims, that may be paid by an Accounting Officer as prescribed in various DND orders and regulations are compiled together for the Logistics Officer’s signature of section 34.
2. And the cashier cannot have access to the SAs after they have received section 33 approval

Question 33

A CF’s member is in process of clearing out the ship through the ship’s office when you, as the Logistics Officer of STJ, overhear one of the clerks asking him about a note on his pay guide indicating that he was the advance holder for $3000. He advises the clerk that the note can be deleted because the advance was turned over to his replacement. Did the member follow the proper procedure? If not, how should the turnover have been completed?

Answer 33

No, the member did not follow the proper procedure. A standing advance shall not be handed over from one person to another. The transfer will be made by a refund of the existing advance by the present holder and the issue of a new advance to the new holder.

Question 34

When conducting cash verification, how are outstanding advances treated?

Answer 34

Outstanding DND 432 for standing advances shall be totaled and included in the total cash vouchers

Question 35

In delegating the duties of Accounting Officer, what specific duties cannot be delegated by the Logistics Officer?

Answer 35

1. Determine all levels of the WCF
2. Ensuring that all claims and petty cash statement contain necessary certification before payment; and
3. Checking and certifying all related requisitions for payment and SAs

Question 36

What are the Junior Pay writer responsibilities?

Answer 36

1. The custody and disbursement of public fund – cash
2. The submission of paid vouchers to the Senior Paywriter
3. The daily balancing of public fund in ACS

Question 37

Can a PO2/Sgt be appointed to conduct monthly cash verification?

Answer 37

Yes

Question 38

While sitting in your cabin, your Head-cashier knocks on the door and reports to you that his Junior cashier is short $2500. Assume no criminal act was suspected, what action is the unit required to take?

Answer 38

1. Report the incident immediately to the CO
2. CO may then authorize a reporting delay up to 72 hours to investigate/reconcile
3. If not reconcile within 72 hours, cannot find the error send message of loss of public fund to NDHQ DGFIN and info MARLANT HQ and N71
4. CO is required to call an BOI (Board Of Investigation)
5. A copy of all supporting financial documents held by the Logistics Officer shall be submitted to DMPAP (Director Military Pay Accounting Processing) and info Formation Comptroller within 90 calendar days of the date the loss of public funds was discovered;
6. All the SI/BOI findings must be forwarded to NDHQ and info Formation HQ within 21 days; and

What if criminal activity was involved in the previous scenario?

1. The CO shall contact the MP (Military Police) immediately;
2. BOI will be delayed when investigation interfere with MP investigation
3. DMPAP, N71, RCN and CCFL must contacted

What if you count the money twice and the money is still not there. You decide to recount the money a 3rd time using different people, verifying all financial vouchers a 3rd time and daily balance sheet. Well, you know that the Junior Paywriter had to be left alone in the Pay Office while looking for a 3rd party to do a 3rd recount. Now magically, the money is all there. What do you do?

1. Talk to XO/CO about your findings. Obviously stealing occurred
2. Where a criminal act is involved and the perpetrator admits guilt, the requirement to conduct a SI or BOI may be waived at the CO’s discretion
3. Relieve the member from his duties
4. Administer a disciplinary action and remedial measures;
5. Financial counseling for the member if in financial distress to prevent recurrence
6. Inform DMPAP, N71, RCN and CCFL of the incidence, including any disciplinary action taken and any action taken to prevent recurrence;
7. D Military C, and Career Manager should be informed

Question 39

What is a disbursement voucher?

Answer 39

Any claims or acquittance roll paid by the Head-cashier

Question 40

When is the form DND 432 request for accountable advance of public fund considered a cash voucher?

Answer 40

When still outstanding; example: as soon as an accountable advance is paid, the DND 432 becomes a cash voucher and the original copy must be safeguarded as cash.

Question 41

What should you do upon receiving your acquisition card statement?

Answer 41

Upon reception of the invoice from Mastercard, compare with purchase register attached and all attached invoices, assign Fin Code in DRMIS and verify section 34 statement and this is done monthly.

Question 42

How do you recover an overpayment, how long is the recovery period, can it be extended and on whose authority?

Answer 42

1. A member who has been overpaid can have his wage garnished for a full recovery, however to ease potential financial burden, the CO can authorize an extended recovery period for up to a year. Anything longer has to go a higher authority.
2. An Officer or non-commissioned member shall normally make refund of the amount of an overpayment in either one lump sum or by monthly deductions in the pay account in amounts not less than the monthly rate at which the overpayment was made.

Question 43

When should you do an ACS SA uploads?

Answer 43

Weekly at a minimum or when the total of your SAs documents is equal or greater than $5000

Question 44

What do you check in SA?

Answer 44

1. Reasonable expenditure
2. Proper signatories
3. Accuracy
4. No math errors

Question 45

How often to you reconcile the WCF?

Answer 45

Monthly

Question 46

What is LCPA?

Answer 46

1. Local Control Purchase Authority
2. LCPA is local procurement and it is material purchased directly from trade or through PWGSC (Public Work Gorvement Service Canada)

Question 47

What is a PAYE, how is it established and for what?

Answer 47

1. Payable At Year End
2. PAYEs are created for goods/services received prior to or on 31 March old fiscal year such that the cost is reflected and used by old year funds
3. Must have supporting documenents
4. All PAYEs must be closed by 31 Jan of the current fiscal year.

Question 48

Name restricted items that you cannot purchase via normal contracting or with your acquisition card?

Answer 48

1. Major equipment
2. Military pattern footwear/clothing
3. IT
4. Communication equipment
5. Furniture
6. CBRN (Chemical, Biological, Radiation, Nuclear) equipment
7. Weapons
8. Ammunition
9. Fuel

Question 49

What is commitment control?

Answer 49

1. Commitment control is a budgetary concept use at local and national level to have the best picture possible of the free balance of a budget allocation;
2. A commitment must be recorded once an obligation is created. However, it is recommended that recording begins as soon as an intent involving the expenditure of public fund is initiated. The DRIMS is the preferred departmental system of recording commitments and intent of expenditures;
3. However, other systems such as spreadsheet and manual records may be used for lower value transaction. In a financial language we are talking about soft commitment when we refer to fund reservation(that is the normal practice on board the ship) and hard commitment when there is a commitment number assigned to an expenditure for important expenditure;
4. As a minimum, commitment records must contain the following information:

a. Purpose/nature of the transaction
b. Name of the vendor or payee
c. Amount of the transaction
d. Financial coding; and
e. If applicable, details of multi-year commitments;

5. Seniors Managers must be able to assess the availability of funds (free balance) that could be used to address changing priorities. The information must be timely and easily accessible regardless of the recording method selected. Resource Managers must review and monitor their budgets at minimum, on a monthly basis to ensure their commitments and expenditures are accurately recorded and do not exceed their approved budget. Commitments should be reviewed periodically and adjusted to reflect any contract or timing changes and to ensure that accuracy of the free balance is maintained.

Question 50

How long should a recovery of advance be?

Answer 50

Temporary advances shall be accounted for not later than 15 days after the purpose for which the advance was issued.

Question 51

What are some methods use to pay for invoices?

Answer 51

1. First section 34 must be applied; and
2. Payment can be done by:

a. Cash
b. DRMIS (before FMAS)
c. Acquisition card
d. Fin Code provided
e. Cheque
d. Thru Flog (Formation Logistics) customer support cell
e. Ship’s agent/chandler

Question 52

How do you proceed with a cash examination/verification? Is there any differences?

Answer 52

1. The difference between a monthly cash examination and quarterly cash verification is that the RICE is conducted by anyone who is above the rank of PO2/Sgt. The quarterly cash verification however is conducted by the Logistics Officer. These verification should always be started before the pay office is opened for business as the pay office should balance prior to starting the verification;
2. Monthly – XO responsibility assigned to a Junior Officer or PO2 & above;
3. Quarterly – the Logistics Officer responsibility and what to look for:

• Report 6173;
• Check debit/credit balances;
• Uploads are occurring weekly or at 5k;
• Combination lock change every 6 months or as required if compromised;
• Review open ARs (Acquittance Rolls);
• Examine outstanding vouchers, advances and claims;
• Standing advance – call in the member to verify and that it is annotated on their pay guide and advances are finalized within 15 days from the last day of leave/TD, etc
• Acquisition cards for members are annotated on the member’s pay guide; and
• Daily cash counts are conducted.

4. CCPS, pay guide check for:

• Check clerks pay guide to ensure that they have not tampered with own pay;
• Debit balance;
• Excessive number of casual payments;
• Pay office clerk pay guide are annotated and check for casual payment on their pay guide; and
• All imprest holder annotated, and check Junior Paywriter standing advances.

5. Look in out basket, overall pay office is clean and in order.

Question 53

How can a Junior/Senior Paywriters steal money?

Answer 53

1. Cashier could give himself advances. This is just a matter of filling out the advance form and taking the cash. The WCF would continue to balance. Therefore, the only way that the auditor could discover the misappropriation of public funds is by carefully analyzing the advances and ensuring that they are legitimate. Signature would have to be closely examined to ensure forgery was not occurring. It would be prudent to check the due date of advances to ensure that none have been outstanding past the date;
2. Cashier could write a claim to him and forge section 34 signature (Logistics Officer’s signature). It could pass detection if the claim appeared legitimate;
3. Cashier could dip into his safe on Friday and replace it after the week end. The only way to detect that would be to do a surprise cash count on Monday morning;
4. Cashier, knowing the tendency of member, could forge the member’s signature on ARs (Acquittance Rolls) therefore small quantities of cash, which overtime add up to a significant amount. This would be very difficult to detect. The only person who would notice it would be the member himself through analysis of his pay guide;
5. Cashier submits receipts more than one; and
6. Invoices resubmitted/created false ones.

Question 54

How can you ensure that Junior/Senior Paywriter don’t steal money?

Answer 54

1. Ensure once the SAs (System Adjustments) have been entered, completed and reviewed, the Paywriters don’t have access anymore;
2. Review claims/advances etc…very carefully;
3. Doing daily balances;
4. Quarterly/monthly verification are done;
5. Inspect pay guide monthly;
6. Verify signatures on advances/claims/ARs; and
7. Bring in advances holders to verify advances

Question 55

How does rate of exchange affect cash and when is the rate of exchange changed, what happens when the Senior Paywriter changes it and what should he/she do?

Answer 55

1. The rate of exchange is set twice/month by DMPAP (Director Military Pay Accounting Processing) based on the Bank of Canada;
2. To buy 100 USD x rate of exchange (1.14) = 114 CDN

• If the rate of exchange increases, it costs more to buy 100 USD therefore loss on exchange
• If the rate of exchange decreases, it costs less to buy 100 USD, therefore profit on exchange

3. An SA (System Adjustment) is automatically created in DRMIS
4. All claims should be processed before changing rate of exchange, as well bring back any advance from the sub-cashier. It is recommended that after SA or rate of exchange, issue another advance to the sub-cashier.

Question 56

You are operating independently, and have just arrived in a foreign port for a 5 days visit. Your cash reserves are low. Too low to service an incoming payday. Previous plans called for a cash replenishment at a bank at the next port, however the CO has informed you that operational requirements will delay the arrival in the next port until well after payday. How are you going to pay the ship’s company?

Answer 56

You should immediately determine how much money you are going to need to make payday. Once requirements are known, the following courses of action are suggested and keeping the XO/CO fully informed throughout the process:

1. The problem can be quickly resolved if Royal Bank has a correspondent at the port now being visited. If Royal Bank in the current foreign port accepts to change a DCBA (Departmental Central Bank of Canada) cheque from the Senior Paywriter, then there is no necessity to contact Ottawa to make arrangements. But if there is no agent available to facilitate the transaction with the bank, then, contact Ottawa through N71 who can deposit money under the Senior Paywriter’s name in a bank where the ship is actually docked and the Senior Paywriter can get the money once the money is ready. In order to do so, port authorities must be informed because an armed guard will be required to escort the money to the ship.
2. Use the agent if born to get the money delivered to the ship’s upon arrival (what we do in Nuuk, Greenland during Ops Nanook)
3. Another option would be to use helo/Rhib transfer if not too far from the port that the ship will missed to get the money and of course this option will based on operation requirement;
4. If all fail, engage the NPF Manager and see how much cash he has available and ask him to make a bank deposit and use that cash to pay the ship’s company;
5. As a last resort, inform the ship’s company that payday will be held in 2 instalments – a part prior to entry into the port and the remainder after receipt of money in foreign port.

Question 57

How does high WCF level affects the Fleet?

Answer 57

1. The money borrowed at a higher interest rate set by TB (Treasury Board), which means the more money borrowed the more expense to the CF. Therefore, there is a strict guidelines referring to acceptable WCF levels. For example, appropriate level of WCF should be driven by OPSKED (Operational Schedule) and there must be a rational into wanting to increase WCF level for every unit in the Fleet. Furthermore, higher WCF level may cause the number of fraud, theft to occur and other misappropriation of public funds.
2. Basically, too high WCF = government incur an expense on the interest;

Question 58

How does RGDF receipt affect your WCF?

Answer 58

RGDF receipt does not affect WCF since you are accepting cash in return for a receipt. Money goes into a GL.

Question 59

What are the goals of the LCI - Logistic Compliance Inspection; what does it try to accomplish?

Answer 59

1. Cash verification;
2. Examination of internal control including authorization and security;
3. Accuracy of financial transaction;
4. Compliance with finance regulations and orders;
5. Quality, accuracy and timeline or reports, collections and payments;
6. Control and accounting of corporate credit cards;
7. Compliance with tax regulations;
8. Review of advances and signing authorities;
9. Customer satisfaction;
10. The team will verbally brief the CO at the beginning and end of each inspection;
11. In Logistics Officer’s debrief, observation are received which will be in the written report to the CO;
12. The Logistics Officer is required to act upon these observations and take corrective actions to avoid reoccurrence;
13. Formal written reply will be submitted within the time frame specified in Flog/N71 report;
14. The team will conduct follow-up during the next inspection;
15. LCI is based on a point system;

Question 60

What is the purpose of the Letter of Attestation at the end of the fiscal year?

Answer 60

Letter signed by the CO annually that attests to the fact that he has expended public funds according to all regulations and directives as honestly and judicially as possible. The Letter of Attestation is to TB (Treasury Board) via Formation Comptroller through the chain of Command.

Question 61

Define capability planning?

Answer 61

1. Funding for any mission is based on the premise that every activity conducted by HMC Ships requires a different allocation of resources. Effective funds management is the application of resources to approval activities in the most cost effective and efficient manner.
2. Resources directly linked to activities are:

• Fuel
• Rations
• Port services
• Communications

3. Resources linked to Ops

• LTA (Leave Travel Assistance)
• TD (Temporary Duty)
• OPAS (Operation Amenities Support)
• Benefits: phone calls/card, Foreign port incidentals, etc…

4. Resources non linked to funding by mission

• LCPA (Local Control Purchase Authority)
• NPF grants

Question 62

All of your fellows HOD and XO ask if each department can have their own acquisition cards because the Supply Techs take too long to turn around simple demands. What are your consideration and action?

Answer 62

As the Logistics Officer my role is to find out why it’s taking too long to satisfy demands. In doing so, some considerations must be taken into account:

1. Why does it take too long to get simple demands;
2. Talk to account section supervisor;
3. May be manning shortage;
4. Review with the account supervisor the procurement process and find out how long it takes to process any normal demands;
5. Ensure the buyers have appropriate training EMC (Expenditure Management Course) and CCC in order to apply section 32 and 34;
6. Check availability of personnel to take the courses; and
7. Review the responsibility of the cards holder as well the security of the acquisition card
   After having tried to find the sources of the problem, here some corrective measures that can be put in place in order to increase the productivity of the Supply Tech when trying to action demands for the ship’s company:
8. Seek with the Account supervisor if we can satisfy demands more rapidly;
9. Talk with HODs and XO of their requirements, complaints;
10. If necessary, have the HODs and XO take the EMC/CCC course and contract training for acquisition card course;
11. Explain consequence of fraud, mis-use and abuse of acquisition cards;
12. Re-iterate credit limit versus contracting authority; and
13. Re-iterate responsibilities, security and use of the card – LCPA spending according to HOD’s allocated budget.

Question 63

It came to your attention that a fellow HOD may be abusing his LCPA by buying frivolous items, what action will you take?

Answer 63

1. Fraud or misuse of acquisition cards may result in disciplinary and administrative action. Administration action can include, but not limited to, cancellation of the card holder’s contracting authority and acquisition card. Any offence may be reported to the CO and to the Regional Acquisition Card Coordination. RC Manager who fails to take appropriate action, or who directly/indirectly tolerate or condone improper use of the card shall be held accountable. Individuals will be held responsible for any losses to the Crown resulting from fraud or misuse and action will be taken to recover those losses;
2. Explain to the HOD his budget allocation and consequences of frivolously spending/overspending will put the unit’s CO in a bad position at year end;
3. See if behaviour changes afterwards. If not, tell XO, CO and administrative action that can be sought.

Question 64

When finalizing an official entertainment function, what do you attach to the claim?

Answer 64

Shall be attached to the claim, any applicable receipts, and the signed copy of annex B and a list of all attendees to include guests and hosts and any supporting documentation.

Question 65

CO asks to make payments, which is clearly against regulations. What is your response?

Answer 65

Provide guidance and explain why this request is contrary to regulations. If he persists, request assistance from the XO. If all fails, send him an email confirming that although not compliant with his decision, that you will do it IAW his directions and orders.

Question 66

Explain the Public Fund cash examinations conducted on board the ship?

Answer 66

1. Daily – cash holder;
2. Monthly – XO’s surprise cash count;
3. Monthly – WCF holder; and
4. Quarterly – the Logistics Officer verification.

Question 67

In preparation for a long deployment, how would you come up with your WCF cash requirement?

Answer 67

After review of the ship’s program, discussion with the HODs, XO and CO and a review of OPSKED, the following are estimate expected disbursement in the following areas:

1. Military pay;
2. Foreign currency;
3. TD travel;
4. LTA;
5. Public grants;
6. Laundry;
7. Miscellaneous purchases;
8. Fuel – although handled by Linda Singer at N31;
9. Estimate expected NPF revenue that can be transferred to the WCF; and
10. Estimate any amount that you will be able to write as a DCBA cheque to cash in foreign port.

Question 68

What is SISIP and briefly outline some of its benefits?

Answer 68

The Service Income Security Insurance Plan is a group insurance plan available to members of Regular and Reserve Forces. Enrolment is on a voluntary basis except (1) Compulsory Long Term Disability, (2) Accidental Dismemberment Insurance Plan and (3) General Officers Insurance Plan. The plan operates as a non-public funds entity and is considered a division of the Canadian Forces Personnel Support Agency (CFPSA). SISIP also has a Financial Services division, which provides financial products and services to current and former CF members and their families. It offers financial counseling, planning and education services. SISIP operates in 3 mains areas which are: (1) insurance division, (2) financial planning and (3) Canadian Forces Personnel Assistance Fund (CFPAF).

1. Insurance division

• Long Term Disability Insurance;
• Term Life Insurance;
• CF accidental dismemberment;
• Spousal Disability.

2. Financial planning

• Investment products;
• Income tax preparation;
• Financial education; and
• Financial counselling (remedial, preventive and informative counselling).

3. Canadian Forces Personnel Assistance Fund (CFPAF)

• Minor disbursement grants: $50 - $200 to relieve immediate distress;
• Self improvement loan program: $1000 - $5000 to prevent distress;
• Financial distress grant and loans: $5000 (grants) and up to $25K (loan); and
• Education assistance loan: $1200 - $4000 with lifetime maximum of $16k.

Question 69

When can the AO (Accounting Officer) accept a personal cheque. Can he process it in his system. What must he do with it?

Answer 69

1. An AO (Accounting Officer) may accept a personal cheque when the cheque is used to repay all or part of an accountable advance;
2. No
3. The cheque must be brought to CSOR where they will be able to process it.

Question 70

What happens if a cheque bounces from the bank from a member?

Answer 70

If the bank returns a personal cheque, the amount shall be recovered from the individual in cash or by CF 106 (Acquittance Roll). The personal cheque shall not be accepted again for payment. An AO who believes that a returned personal cheque cannot be recovered after 60 days of its return, shall report the cheque as a loss of public funds in accordance with CFAO 202-4. Notwithstanding its recovery, the full details of each occurrence of a returned personal cheque shall be reported to the DPS (Director Pay Services) by message.

Question 71

What is the policy of security of public fund?

Answer 71

1. Safe

• $50K – approved safe with security measures in place : walls are floor to ceiling, lighting after hours, locking bars on the windows etc….

2. Combination

• Changed every 6 months;
• On supersession;
• When suspected to be compromised;
• Junior Paywriter combination is held with the Logistics Officer/CO in sealed signed envelop; and
• Senior Paywriter’s combination is held at Stad by the AO (Accounting Officer)

Question 72

Under what circumstances may an advance of unearned pay be issued?

Answer 72

1. When proceeding on leave (maximum of 30 days)
2. TD or posting (maximum of 30 days)
3. When a CF member is granted a compassionate leave and transportation at public expense is not authorize. Advance of pay is not to exceed cost of transportation to and from the place of authorized leave. This advance requires the approval from the CO.

If a person doesn’t qualify for an advance of unearned pay, what other financial assistance avenues that are available to him?

1. Ship’s fund loan;
2. CFPAF (Canadian Forces Personnel Assistance Funds) loan through SISIP (Service Income Security Insurance Plan);
3. Self-Improvement loan program through SISIP from $500 - $5000;
4. Pass the hat;
5. MARLANT assistance fund; and
6. CSOR do manage one assistance fund…but which one????

Question 73

Explain the financial coding background by decoding the following 1681AK L101 2106 1700645?

Answer 73

1681 – UIC (Unit Identification Code)

AK – Hierarchy; Chain of the Command in the organization

L101 – Fund (The 1 represents vote 1); source of funding/spending authority

2106 – General Ledger. In every day life, the general ledger classifies and records financial transactions by type: asset, liabilities, equity, expenses and revenue within DND.

1700645 – Internal order number. Internal order is cost collector by activity and by course. It is permanent and may be grouped into an IO Group. This field is not mandatory.

Question 74

What are the types of financial systems currently being used by the pay office?

Answer 74

1. ACS (Automated Cashier System) for processing negotiable documents into DRMIS
2. CCPS (Central Computerized Pay System) used to pay CF pay and allowances
3. DRMIS (Defence Resource Management System) formally FMAS (Financial Management Accounting System); both ACS and CCPS are ultimately uploaded into FMAS.

Question 75

Name 5 methods of obtaining cash in foreign port?

Answer 75

1. Ship’s agent
2. FLS (Forward Logistics Site)
3. DCBA (Departmental Central Bank of Canada)
4. Another ship
5. NPF (Non Public Fund)

Question 76

What are MTECs (Minor Travel Expenses Claims) used for?

Answer 76

1. For travel duty for 1 calendar day – maximum of 7 days
2. No advance is taken
3. Meals claims have supporting documents (receipt etc…)
4. We are responsible to pay our way to & from work
5. MARLANTORD – for flash up

Question 77

What should you look for when auditing a claim?

Answer 77

1. Authority
2. Addition cash holder/errors and mathematically correctness
3. Fin code
4. Incidental are properly calculated and not double entered
5. Original receipt/proper statutory declaration attached
6. NPF CF 52 – proper rates
7. Recovered advances if issued
8. Signatures, section 34/certification of claimant/approving authority
9. Required messages: posting/TD/move
10. Require signature
11. Look at all timings, date and details to ensure that they agree with the entitlements that the member have received

Note: approval for TD must be supported by message with applicable FIN CODE or CO authorization. The CO’s message must be from CCFL and usually an email as an approving authority is sufficient.
Separation expense is abated by leave and TD

Question 78

What are some of the pitfalls that people do when using an Acquisition Card?

Answer 78

1. Split contracting
2. Cash advances
3. Vehicle repairs
4. Fuel
5. Travel
6. Safekeeping
7. Only name that appears on the card can use the card
8. Not rotating suppliers – we want a variety of suppliers share in business
9. Per purchase limit 5k excluding HST
10. Standing offers exist, so we should use them
11. Quotes

Question 79

What is the ship’s budget comprised of and who is the control authority?

Answer 79

1. LCPA, rations, communication, port services, TD/grants

2. The control authority is A-FN-100, delegation of financial authority for DND and CF.

Question 80

Senior Paywriter needs some cash. He has a cheque co-signed by the Chief for $275k. Is this correct?

Answer 80

No, the maximum amount would be $250k.

Question 81

Which publication refers to travel instruction?-

Answer 81

CFTDTI – Canadian Forces Temporary Duty Travel Instruction

Question 82

What is a KR?

Answer 82

It is created when the Senior Paywriter writes a cheque or purchase cash.

Question 83

What is the difference between comprehensive allowance and composite allowance?

Answer 83

1. Comprehensive allowance is a daily allowance that includes some or all of meal cost, incidental expenses, transportation costs and accommodation expenses;
2. Composite allowance is a per diem compensation for meals and incidental expenses

Question 84

For the members traveling within Headquarters area – no overnight stay, what would be their entitlement to meals?

Answer 84

1. When CF members are required to work through normal meal hours as approved by their supervisor. This primarily refers to lunches, however, breakfast and dinner may apply on rare occasions. That being said, a reasonable delayed meal hour does not constitute an entitlement to a meal at Crown expense;
2. When CF members are required to attend conferences, seminars, training sessions, meeting or public hearing during the weekend or holidays, where meals are not provided by a third party;
3. When CF members are required to attend formal full-day conferences, seminars, training sessions, meetings or hearing and meals are a required part of the proceedings;
4. When CF members are on ration strength but because of an absence on authorized duty are unable to take a meal at the mess and have not been provided with a box lunch; and
5. When CF members are required to work outside the primary work place, and their participation in an intensive task force or committee work is enhanced by keeping members together over a normal meal period.

Question 85

Transportation selection while on TD is based on which criteria?

Answer 85

1. Cost
2. Duration
3. Convenience
4. Practicability
5. Safety

Question 86

If a member is required to travel on TD – traveling outside Headquarter area, no overnight stay from one geographic area to another with a different kilometric rate, which applicable rate for the entire journey applies?

Answer 86

The applicable rate the entire journey shall be that which applies to the geographic area where the journey begins.

Question 87

A CF member is on TD, traveling outside the Headquarters area, no overnight stay. He takes a taxi that cost $9.50. Does he need a receipt to be reimbursed that cost?

Answer 87

No, any taxi ride below the cost of $10 does not need receipt to be reimbursed and reasonable gratuities will be reimbursed as well.

Question 88

CF member while waiting for the plane was thirsty and got 2 bottles of water. Can he be reimbursed for the water

Answer 88

Yes as long as it’s a reasonable amount.

Question 89

CF member has come back to his unit. Soon after, his boss tells him that he has to go to Borden on TD for 2 days. He buys some bottles of water. Can he be reimbursed for them?

Answer 89

No. On overnight stay in Canada, bottles of water are already calculated in the incidental expense allowances

Question 90

A CF member has been tasked to go to Edmonton on TD for 14 days. Because of operational requirement, he will need to have with him military baggage in excess of what he is entitled to. Can the CO increase the maximum amount of excess military baggage on TD that be shipped. How much baggage is he entitle to on a regular basis while on TD for 14 days?

Answer 90

1. No the CO cannot increase the entitlement. For operational/other exceptional circumstances, the Minister of National Defence may increase the maximum amount of excess military baggage on TD that may be shipped. The request for approval must be forwarded to DCBA (Director Compensation Benefit and Allowance);
2. The maximum amount of military baggage that may accompany the member is 100kg plus the weight of baggage conveyed at no charge by the transportation company

Question 91

CF member has finished 14 days training and comes back to Halifax at 00:30. Is he entitled to incidental expense allowance?

Answer 91

yes

Question 92

When would a member not entitled to receive incidental expenses allowance while on TD in Canada, USA or Alaska?

Answer 92

1. Receipt of separation expense
2. Receipt of Survey allowance
3. Receipt of Field Operation allowance
4. Receipt of Casual sea duty
5. While in hospital

Question 93

A CF member is on TD in Borden for 29 days. He is on IR. Is he allowed to get incidental expense allowance?

Answer 93

Yes. He is allowed to receive full incidental less the Separation expense portion on IR.

Question 94

A CF member has to work on ship. His supervisor tells him that the job will be close to all night and that he has to sleep on board ship. The next day, he sees the Senior Paywriter to get his incidental expenses. He says that since he was ordered to stay on board, that it was the same as being on TD. He is right?

Answer 94

Yes. Members who are required to occupy any accommodation overnight other than their residence at their normal place of duty are considered to be on TD status. Accordingly, such members shall be entitled to incidental expenses.

Question 95

What is the rate for meal allowance for TD in Canada and USA

Answer 95

1. Breakfast - $15.60
2. Lunch - $14.85
3. Supper - $40.85
4. Incidental - $17.30 for the first 30 days

Question 96

What time does it have to be for a CF member on TD to receive meals at public expense while coming back home after his TD period?

Answer 96

1. Breakfast – leave home before 06:30
2. Lunch – be on the road 11:30 – 13:00
3. Supper - arrive home after 18:00

Question 97

in the interest of safe driving, if PMV (Personal Motor Vehicle) or rental vehicle is used a member shall not normally be expected to drive more than what?

Answer 97

1. 250 kms after having worked a full day;
2. 350 kms after having worked a half day;
3. 500 kms on any day when the CF member has not worked

Question 98

What is the current high and low kilometric rate for NS?

Answer 98

1. High – 53 cents;

2. Low – 17.5 cents

Question 99

As the on board financial counsellor, a divisional officer makes you aware of a problem of one of his Chiefs. The man is in dire financial problems due to a large medication bill and a recent car accident. He needs financial help. What can you do?

Answer 99

I will advise the member depending on the amount of money needed that there are several avenues he can pursue to get financial assistance. The following are some of them:

1. Self Improvement Loan Program through CFPAF (Canadian Forces Personnel Assistance fund) range from $500 to $5000. Application is done through SISIP (Service Income Security Insurance Program);
2. Financial Distress Program through CFPAF range from $5000 (grant) and up to $25,000 (loan). Application is done through SISIP. This program is a combination of loans and grants. Usually to face urgent distress call like medical;
3. NPF loan; up to $2000 may be borrowed from the ship fund;
4. Bank loan; and
5. Interview the member with the Base financial counsellor who can advise on consolidating loans, etc…

Question 100

Your Senior Paywriter has just informed you that when he was reviewing pay guides, he noticed a mistake had been made on one of them. The member has been overpaid $200/month for the last 3 months. What do you do?

Answer 100

It the individual’s responsibility to be aware of the amount of pay due and that overpayment be reported immediately. Action to recover the amount of the overpayment is usually made in one lump sum. However CO can grant an extension up to 6 months to repay if the recovery will cause financial hardship on the member. A further extension may be granted by going through Formation HQ

Question 101

The CO is preparing a checklist of items such as stocktaking, examination, verification and reports. Could you make a list of financial items that you must do as a Logistics Officer and also include independent checks that must be done on your operations.

Answer 101

1. Monthly:

• Stocktaking of canteen/messes
• NPF imprest verification
• NPF/PF cash counts
• Verification of serial numbered forms
• NPF bank reconciliation
• NPF distribution of profit
• Logistics Officer sub cashier advance verification
• HST remittance
• Income tax remittance
• Base fund/CFCF levies
• Monthly fuel report
• Budget report
• Consumption report
• Credit card reconciliation
• NPF audit voucher
• Wages distribution

2. Quarterly

• Q-reports
• Review of staff pay guides
• Quarterly report of write off
• Quarterly food report
• Stocktaking of messes/canteen/warehouse/imprests
• Mess meeting
• 100% stocktaking of ration
• 100% small arms verification

3. Semi-annually:

• NPF semi-annual statement report in October
• NPF year-end report in April
• Safe combination change
• NPF properties muster
• PFMG
• Accumulated losses in a single unit of NPP exceeding $1000 over 6 months period of fiscal year

4. Annually:

• WCF requirements
• CDBA cheque requirement
• Annual verification of delegated financial signing authorities
• Grants
• Letter of financial management attestation
• T4 for NPF employees
• Verification of sport’s equipment and F & E
• Ammunition verification

Question 102

For Non-Public Property (NPP) what is the rate of depreciation and is it the same for everything?

Answer 102

1. 20% Per Annum: Radio, Television, Drapes, Rec Eqpt, Watercraft;
2. 10% Per Annum: Furniture, Pianos, Electrical Appliances, Tools (Hobby Shop), Rugs and PA System Equipment
3. No Depreciation on silverware

Question 103

NPF. What is a 602?

Answer 103

A 602 is properly called a CF 602 and it is a financial receipt used for NPF operations whenever the NPF Manager receives funds.

Question 104

Who is entitled to Sales at Cost?

Answer 104

Formation Commander / CANFLTPAC / CTG / MAROPSGRU Commander, CO / Honorary Captain / Ship’s Fund / OPAS / HMC Ships / NRDs any sale billed to Public Funds (e.g. Official Entertainment).

Question 105

Which claim is reduced at the beginning of the next fiscal year if left unspent?

Answer 105

Reference Library Grant and the annual allocation is $475.

Question 106

Who has the expenditure authority for the ship’s Fighting Efficiency Fund and is the claim reduced in the next fiscal year if unspent?

Answer 106

1. Expenditure authority for the ship’s Fighting Efficiency Grant is vested with the CO;
2. The claim for the year is not reduced by the unspent balance from the previous year.

Question 107

Explain OPAS entitlement?

Answer 107

1. Operational Amenities Support
2. Ship is eligible is deployed in excess of 72 hours plus
3. Crew of 250 and above; entitlement is 8 cents/day and 250 and below 10 cents/day
4. First and last day sail over 6 hours do count as one day

Question 108

The ship’s committee decides to hold a ship’s company dance expected to cost $6k. The total ship’s fund equity on the NPF financial statements shows $2500 and the Exchange capital account set at a minimum balance of $40k iaw NNPFM and as authorized by the CO, shows a balance of $40k. You explain to the committee that there is not enough equity to pay for the dance. The XO then states “no problem, we will take it out of Capital”. What would be your advice to the ship’s committee?

Answer 108

1. Ship’s exchange is required to provide working capital for the whole exchange operation without which there may be difficulties in purchasing stock and in covering liabilities;
2. The amount of working capital may not be decreased below $40k without the approval from Formation HQ/N8 and it is highly doubtful if such approval would be granted in such case;
3. It should also be noted that expenditures from equity accounts shall not be at any time exceed the equity balance
4. Recommend to the ship’s committee that:

• Each Mess contributes to the shortfall on a pro rata basis
• An entrance fee be charged to cover the excess costs

Question 109

You are halfway through a four months deployment. You have 20k in NPF cash on board, but the NPF balance is down $200. Give at least 2 ways whereby the cash can be transferred to the ship’s NPF bank account.

Answer 109

1. Make a deposit though the Senior Paywriter;
2. Purchase a bank draft in a foreign port and mail it;
3. Check for correspondent bank in foreign port so that bank transfer can be done to the NPF home port bank account;
4. Cash could be transferred to the Logistics Officer of a Canadian ship returning to Halifax who will make a bank deposit on our behalf; and
5. Check as well if a ship’s company member is returning back home and he can do the bank deposit on our behalf.

Question 110

What is the purpose of an NPF internal loan to entities and when must the loan be cleared?

Answer 110

1. The ship’s fund may authorize a loan to internal NPF entities for the purpose of assisting NPF activities/scheduled functions throughout the fiscal year; and
2. The approved loan must be cleared prior to the end of the NPF fiscal year

Question 111

How is the Commander’s Fund (CCFL) established?

Answer 111

CANFLTLANT are authorized to receive a grant from the CO’s fund to establish a Commander’s fund.

Question 112

What are the CFCF (Canadian Forces Central Fund) levy and the Base fund levy used for and what is the rate for each one?

Answer 112

1. CFCF levy rate is 0.75% of sales and distributed as follow:

• 0.25% goes CFPAF loan program; and
• 0.50% goes to CIP (Consolidated Insurance Program).

2. Base fund levy rate is 2% of sales and it goes to fund base gym, base family days, TV cables in quarter and others support programs. Base fund committee meets and decides how to utilize the money.

Question 113

How HST work and what is it applied on?

Answer 113

1. 13% charge at point of sale to the ship;
2. Remits/refund = taxes on sale – input tax credit to CRA;
3. We apply a sales multiplier of 2.9%;
4. If at sea and unable to remit; email N7 and call CRA to avoid penalties;
5. Documents are kept for 6 years;
6. HST is applied to:

• Private functions - on food and wages only as HST is applied to beverage as they are charged from exchange to the entities;
• Partially subsidized function – on unsubsidized portion;
• All sales to the Messes and Canteen;
• Official entertainment;
• Mess due;
• Wages; and
• Sales of NPP?????

Question 114

You are going for a deployment for 4 months. How would you order duty free and how does ordering duty free work on board ship?

Answer 114

1. CPO1 Kricher; MARLANT Steward Services MOC Adviser – Senior Steward within the Formation. All CAV’s (Custom Acquisition Voucher) and custom question must be directed to him;
2. Outside 12 nm limit/48 hours;
3. Submit CAV 21 days prior deployment;
4. 3 months entitlement may be authorized with an extension to 4 months for long deployment;
5. 1 issue/month/deployment;
6. CO authorize duty free issue on board by signing the CAV form and if CO is absent for more than 72 hours, XO can sign the CAV form;
7. Must accompany the alcohol; not meet the ship back in homeport;
8. Duty paid cigarette is allowed to be mailed home, however it is not safe to send alcohol via mail therefore it is forbidden;
9. Cox’n holds custom forms and they must be completed prior to arrival in first Canadian port after issue of duty free;

• Amounts for personal overages are faxed to CBSA (Canadian Border Services Agency);
• CBSA sends the total of the over entitlement calculated back and amount required to be paid;
• Members sign AR;
• Pay office cuts cheque for delivery to CBSA;
• Pay customs on arrival to speed up process;

10. Entitlement to alcohol onboard

Wines Spirits Beers

Officers 100oz 100oz 2 x person x day
C&POs 50oz 80oz 2 x person x day
MS & Below 30oz 60oz 2 x person x day

11. Officers and Senior NCOs are entitled to more wines/spirits as they host and entertain more often;
12. Only duty paid alcohol and cigarettes can be mailed home;
13. Members are entitled to claim $400 of goods if out of country for greater than 48 hours. If out of country for greater than 7 than days, then they may claim $750;
14. Foreign port purchase – individual/Exchange:

• Exchange buys 15 stereos and sells 10, then the Exchange will claim 5 stereo and pay the applicable taxes;
• Individuals must claim their own stereos and pay applicable taxes
• Individual buying alcohol/cigarettes ashore log them with the DCox’n and pack them up and stored with either the Exchange Manager or Cox’n office until return to Canada.

15. When ordering duty free, 4 copies of the CAV are produces:

• MARLANT;
• CBSA (Canadian Border Services Agency);
• Supplier; and
• Ship.

16. When entering refit, sell to another ship, return stock or put stock in bonded storage.

Question 115

How would you transfer alcohol between ships?

Answer 115

1. Receiver ship does CAV and send to MARLANT thru to customs; and
2. Transferring ship does not need to do CAV to MARLANT as it will be stated as the supplier on the CAV from the receiver ship and the entitlement can be adjusted using the one CAV.

Question 116

True of false, the CO of a ship is posted in January of the present fiscal year; he should ensure that his fund is depleted prior to the arrival of the new CO, as this fund is not carried over the next fiscal year?

Answer 116

False, the amount spent by the outgoing CO should be commensurate with the period of time elapsed in the NPF fiscal year. For example, if the outgoing CO is posted 1 July, the amount spent should equal one quarter of the total allocation for that fiscal year.

Question 117

What guidelines must the CO follow in the spending of his fund?

Answer 117

The CO’s fund is to be used solely at the discretion of CO to meet any obligation of the ship for which no other source of funding exists.

Question 118

If a regular force unit is preparing for a major deployment, what is the total of allowance for representational expense?

Answer 118

$3105 plus $915 for major deployment of 4 months or greater. Can be defined as major deployment as well any significant deployment involving heavy representational obligation but this must be done with prior approval of Formation Command.

Question 119

For a long deployment, how would you go about to increase your stock in the Exchange?

Answer 119

1. Increase of the capital above $40k and CO approves this. It is done over a period of time by taking a percent of the profits and directing to the capital fund; and
2. Apply for a line of credit maximum to $150k from CFPSA.

• Allow ship to bulk up on inventory and pay bills before deploying;
• As deployment progresses pay off the loan; and
• No interest incurred until 30 days after returning from deployment. It should be paid back in full by this date other 4% interest rate apply on unpaid balance.

Question 120

On board the ship, how does Mess meeting work. What is the frequency?

Answer 120

1. Mess meeting are to be held by the XO at least 1/quarter or when require;
2. General mess meeting with a quorum of 2/3 in attendance are to be held at least 1/6 months;
3. Standings authorities to be reviewed 1/year;
4. Constitutions are to be reviewed 1/ 2 years;
5. Profit is distributed to the messes and ship’s fund based on the number of membership. For example, on board HMCS ST. JOHN’S, profit distribution is as follow:

• 50% - ship’s fund
• 25% - MS & Below;
• 15% - C & POs;
• 10% - Wardroom;
• The profit distribution is voted by the ship’s fund committee.
6. At every bar, there must be a sign stating that no member shall serve/sell alcohol to those intoxicated iaw SSOs. It applies off base situations where members are serving members too.

Question 121

How do you control NPP (Non Public Property) and how does it work when selling of NPP occur?

Answer 121

1. NPPs are verified annually:

• Control’s number on items are cross-reference to control register;
• Items written off are archived documents, disposed off or sold – if sold 13% HST is charged for people buying from the Mess;

2. Personnel accountable has signed for the stock;
3. Consumable items are not tracked;
4. Disposal must be approved by the ship’s company;
5. Write offs/disposable only with CO authorization;
6. If repaired by public expense, it becomes the property of the Crown;
7. Depreciation is acted for each item on the register;

Question 122

What NPF loans are available to ship?

Answer 122

1. CFCF loan

• Ship Fund/Messes making large renovation/expenditure can apply for a CFCF loan;
• 4% interest rate calculated annually; and
• Apply thru CFPSA;

2. Ship’s fund loan;

• Members of ship’s company can request loan thru divisional chain of command;
• Recommend thru Logistics Officer and approved by XO;
• No interest;
• Maximum granted is $2000;
• Recovery time is maximum 1 year;
• Recorded on pay guide;
• As payment is made, member receives receipt and Account receivables is decreased; and
• Unrecoverable will be charged against the ship’s fund.

Question 123

For the laundry operation, what should you look for?

Answer 123

1. Ship’s committee sets laundry personal prices and CO approves thru minutes of the meeting;
2. On board HMCS ST. JOHN’S, personnel operating the laundry are: 1 from Supply department and 1 from Engineering department;
3. Personnel assigned to the Laundry party will be controlled by the Logistics Officer. Except in high degrees of readiness and laundry personnel shall not be employed with their parent department. Laundry personnel are excused from harbour duty watches when their workload is sufficiently; and
4. Look for:

• Signs of hours of operation;
• What day linens are exchanged;
• 3 full set of linen must be available for the crew at any given time;

Question 124

Your CO requests an explanation why the ship should pay HST (Harmonizes Sales Tax) even though the ship is deployed for over 3 months. He also requests an explanation of the ITC (Input Tax Credit).

Answer 124

1. The NPF spaces of HMC Ships fall within the category of regular commercial outlets due to their commercial operations, therefore, the normal provision of HST legislation apply. However, CRA (Canada Revenue Agency) has acknowledged the unique nature of the operation of HMC Ships and has approved the use of a pre-determined multiplier system in order to calculate the tax payable. As such, all sales are subject to the HST at all times, got at reduced rate of 2.9% of total monthly gross sales. Mess dues are also subject to HST at the regular rate of 14%, as directed by CRA and NDHQ;
2. HST on sale (2.9%) is calculated monthly as an operating expense and is part of the mark-up of items sold on board ship;
3. HMS Ships also take advantage of the ITC (Input Tax Credit) system, which allow ship to claim all the HST paid on merchandise for resale purchased by the exchange as well as the HST paid on goods/services that are not for resale. The ITCs are subtracted from the tax payable on monthly exchange sales and from the tax collected on revenue sources (Mess dues), with only the difference remitted to CRA. Should the ITCs claimed total more than the amount of tax collected for the period, the monthly return will be used as a claim for a refund from CRA.

Example: ITC = $70 Tax collected = $50 → this means CRA owes the ship $20.

Question 125

The ship is at sea and you decide it is a good time to pop down to the canteen just to see how things are going. You happen to notice an IOU for $1500 made out by one of your servers. Further investigation reveals that the server borrowed the funds because of financial difficulties and used the money to pay bills prior to sailing. What do you do?

Answer 125

Immediate actions:

1. Fire the canteen server right away;
2. Get him to make full restitution of the money;
3. Inform XO, CO, Cox’n and the member DivO; and
4. Recommend disciplinary/conduct charge;

Follow up action:

1. Confirm the shortage by doing cash count;
2. Stocktaking must be done;
3. Recommend SI (Summary Investigation) to figure out if there were any collusion or other persons involved;
4. Interview the canteen manager on his management abilities;
5. Establish whether the IOU was counted as cash during a previous monthly examination of the imprest;

Finally assist the member/DivO on option to alleviate member from financial distress: CFPAF, ship fund loan, pass the hat etc….

Question 126

Name the different sources of revenue used to augment the ship’s fund?

Answer 126

1. Distribution of profit from the exchange operations;
2. Donations; and
3. Assessments against individuals participating in or attending a ship’s activities;

Question 127

Ship’s representational expense shall not be used to cover what?

Answer 127

Representational expenses shall not be used to offset food, alcohol or other costs associated with hosting Canadian Federal government personnel or their spouse. This exclusion also includes CF military personnel and spouses.

Question 128

At the beginning of the fiscal year, how is the CO’s fund augmented?

Answer 128

1. The allotment to the CO’s fund is set annually as a portion of the annual allotment of the ship’s Fund representational expenses; and
2. CO’s fund is $1150 per fiscal year and this amount is augmented by $310 if deployed greater than 4 months.

Question 129

Can a Mess use the ship’s representational fund?

Answer 129

Yes, a Mess may initiate a request to use ship’s representational funds as long as they are representing the ship and not the Mess.

Question 130

To avoid the alienation of NPF, revenue for the Compassionate Travel Fund must come from what sources?

Answer 130

To avoid the alienation of NPF, revenue for the Compassionate Travel Fund must come from any combination of raffle/donations, pass the hat.

Question 131

Under what occasions can funds from the ship’s fund be diverted to the charity fund?

Answer 131

Under no circumstances are ship’s fund revenues to be diverted to the charity fund.

Question 132

The Logistics Officer and a person appointed by the XO shall do a cash count quarterly/monthly respectively. What should the Logistics officer look for?

Answer 132

Cash counts done monthly are the responsibility of the XO who appoints a Junior officer to carry out this duty. The Logistics officer does the quarterly verification and he should look for:

1. 602 receipt are in numerical order and have supporting documents;
2. Bank reconciliation is completed and accurate;
3. Combination changes are done every 6 months or if required;
4. Standing authorities are followed/referenced to minutes approved;
5. Signatures on JVs (Journal Voucher);
6. JVs in sequence;
7. Salaries not paid by cheque;
8. Cheques in sequence and void cheques are retained;
9. Cash count are done daily;
10. Receipts are stamped paid;
11. Examine grants/equity/inventory levels;
12. Signed certified as audited; and
13. Brief the CO.

Question 133

A member is going to be our new canteen server; chosen among all others. What are the requirements when hiring a new canteen server?

Answer 133

1. Interview the member;
2. Financially stable;
3. Complete the contracts, statements of losses and imprests responsibilities;
4. It’s important to notice that the member must be recommend by DivO/Cox’n to SYO and XO approves;
5. Note on the member pay guide;
6. Ensure he understands the hours of operation, must conduct monthly verification, liable for shortages, salary is 3.5% of sale on HMCS ST. JOHN’S.
7. The length of the contract is 6 months.

Question 134

How the PMC (President of the Mess Committee) are appointed?

Answer 134

1. Wardroom is the XO;
2. C&POs must be appointed in writing by the CO, but historically and on board HMCS ST. JOHN’S it is the Cox’n; and
3. MS & Below must be appointed in writing by the CO.

Question 135

When are the PFMG (Physical Fitness Maintenance Grants) funds disbursed? Are the funds reduced if unspent?

Answer 135

1. For HMC Ships, the annual PFMG grant monies are generated and allocated to them automatically by CFPSA semi-annually and are not reduced by the unspent balance of the previous year;
2. The amount is annually reviewed and published 1 April by CFPSA;
3. Items purchased with PFMG become NPP (Non Public Property); and
4. The allocation is $17.40 for crew of 350 or less and $13.50 for crew of 350 plus.

Question 136

Explain the ship fund Committee and the purpose?

Answer 136

1. The CO shall arrange for the establishment of a Ship’s Fund. The Ship’s Fund shall be administered by the Ship’s Company Committee. The Ship’s Company Committee shall be formed to advise the CO on matters falling within the scope of their responsibilities.
2. The primary purpose of the Ship’s Company Committee is to provide a full opportunity and the proper mechanism for free discussion among all members of the Ship’s Company on items of personnel support, welfare and general amenities within the ship;
3. The CO shall determine the composition of the committee. The XO should normally be appointed as President. Where no XO is borne, the President will be appointed by the CO. The other members shall be appointed from each mess, and shall represent a wide distribution of ranks and trades. The Log O, as authorized by the CO, shall be the Treasurer and ex-officio member of the Ship’s Company Committee;
4. The CO shall be responsible for the proper administration of the Ship’s Fund and serves as the approving authority for all expenditures of funds as recommended by the Ship’s Company Committee; and
5. Meetings shall be held at least quarterly, and/or as required.

Question 137

What are the 2 options available for breakage and spoilage in a Mess?

Answer 137

There are two options for recording breakage and spoilage:

1. The maintenance of a monthly breakage and spoilage register and expense the loss against the mess equity at retail; or
2. Return merchandise to the Exchange and write it off at cost against the Exchange breakage/spoilage account.

Question 138

If a Mess gift fund is depleted, can funds be transferred from another account to replenish the gift fund?

Answer 138

1. Gift Fund shall be funded from mess dues and shall not be created or replenished by transfers of funds from other accounts. It shall operate as a trust account of the mess;
2. The proportion of the mess dues that is to be designated for the Gift Fund shall be recorded in the minutes of a general mess meeting and approved by the CO. This amount should be reviewed on an annual basis during the standing authority review;
3. The Gift Fund shall not be placed in a negative balance; and
4. If a Gift Fund for the Ship’s Fund is not established, expenditures legitimately assessable to such a fund may be apportioned among Mess Gift funds of the three messes, provided approval is granted by the CO. The method of apportioning shall be determined by the Ship’s Company

Question 139

Explain NPF Bar overage and shortages?

Answer 139

1. Bar’s overages discovered during imprest verifications shall normally be turned in to the designated cashier. However, the Log O is authorized to exercise discretion in this regard. The overage is to be actioned as a debit to cash and a credit to the applicable mess equity; and
2. Bar’s shortages discovered during imprest verifications shall normally be recovered from the responsible Bar Manager. However, the Log O is authorized to exercise discretion in this regard. Recovery or write-off (Art. 507) is at the CO’s discretion based on the circumstances of the case.

Question 140

Can a request be made to use Public money to establish canteen/messes?

Answer 140

Advances of Public Funds can, in limited circumstances, be made for the purpose of establishing messes and canteens. Such advances are to be made and repaid in accordance with the provisions of QR&O 210.38 and CFAO 210-17.

Question 141

What are the serial numbered forms normally held at the NPF level?

Answer 141

1. CF 602 NPF receipts;
2. CBA cheques;
3. Meal tickets.

Question 142

When receiving duty free on board ship, what is very important to verity?

Answer 142

The merchandise must be counted both on the jetty and when entering the appropriate secure space.

Question 143

What is the good maximum guideline to follow in the rotation of Exchange stock?

Answer 143

Merchandise carried in the Ship’s Exchange should generally be of a consumable, fast moving nature. In fact, Exchange stock should completely “turn over” in a maximum of three months. Large or luxurious items, eg. appliances, cameras, radios, expensive watches, etc. should only
be purchased on a consignment or special order basis.

Question 144

How much is the SYO empowered to spend against the Exchange operating fund?

Answer 144

The Log O is empowered to authorize all operating expenditures against the Exchange Operating Fund, to a limit of $500 per expense (e.g. cash registers, stamps etc.) by signing the invoice. All
other operating expenditures are to be first authorized by the Ship’s Company Committee.

Question 145

Who can authorize retail prizes changes?

Answer 145

Mark-ups, Markdowns and Markdowns Below Cost shall be recommended by the Exchange Manager and authorized by the Log O. Prior to processing, all imprest stock of the item being adjusted should be returned to the Exchange in order to maintain a consistent selling price throughout the ship.

Question 146

What is the minimum percentage of tax deduction to be used for NPF employee?

Answer 146

The amount of income tax deducted will be the lowest amount allowable (as a minimum 30% should be used as a guideline), except when the employee files the appropriate income tax form requesting greater deductions.

Question 147

When does uncashed CBA (Central Bank Account) cheque become stale dated?

Answer 147

Uncashed CBA (Central Bank Account) cheques become stale-dated six months after issue and will not be honoured by the banks’ clearing system. The cost of all cheques issued to all NPF entities will be borne by the CFCF.

The Log O is responsible for ensuring the control and security of blank NPF cheques. Cheques are considered accountable documents for control purposes and thus shall be recorded in the accountable document control register and safeguarded accordingly. CBA cheques must be given the same security required for public funds (CFAO 202-2). The loss/theft of blank CBA cheques shall be immediately reported by message to Base/FCompt. The message is to list the missing cheques by their control numbers.

Question 148

What method is used to deposit cash and cheques to the ship’s CBA (Central Bank Account) account?

Answer 148

1. Deposits shall be made as frequently as necessary to avoid carrying any amount of NPF cash on board in excess of that required for:

• Making change; and
• Petty cash and other minor disbursements which cannot be paid by cheque.

2. Deposit of cash to the bank account, whether in homeport or deployed, will be done by Direct Funds Transfer (DFT) through the Pay Office using the Automated Cashier System (ACS). Only cheques received as payment should be hand carried to the bank for deposit.

Question 149

What are the NPF write offs and the approving authority?

Answer 149

1. $50 → Exchange → at cost → SYO
2. $50 → Canteen → at retail → SYO
3. $20 → NPF Cash → SYO
4. $20 → Cash → SYO’s holding → CO
5. $250,000 → CO
6. $500,000 → CCFL (for MOG 5, Submarines and MCDVs)
7. $1,000,000 → MARLANT.

Question 150

Who recommends and approves the amounts used in the distribution of profit?

Answer 150

The distribution of Exchange net profit/loss shall be recommended by the SYO and approved by the Ship’s Company Committee. This distribution may be based on:

1. A fixed percentage;
2. In proportion to sales by each mess;
3. On a per capita basis; or
4. Such other system as may be determined.

Profits/losses shall be distributed monthly.

Question 151

When are the NPF audits done?

Answer 151

1. Supersession SYO;
2. Supersession NPF Manager;
3. Semi-annual statement;
4. Year-end report;
5. LCI (Logistics Compliance Inspection);
6. Quarterly SYO verification; and
7. XO appoints someone each for surprise cash count.

Question 152

A supplier invites the Exchange Manager for lunch. Once in a while, it does happen. Is this practice normal?

Answer 152

The procurement authority – Exchange Manager may accept the following offers without written approval as long as they do not bring suspicions on the objectivity and impartiality of DND/CF members, do not compromise the integrity of the Government of Canada and do not offend foreign customs or diplomatic protocol:

1. An incidental gift such as a calendar, mug, pens, T-shirts, cultural article, figurine or other culturally representative artwork, of minimal value;
2. An occasional dinner/lunch at the expense of a contractor or foreign representative to discuss business or defence affairs as long as;

• The associated costs are reasonable;
• There is no verbal commitment, preferential treatment or privileged information resulting from it.

Question 153

What are the various checks and balances in terms of NPF?

Answer 153

1. Surprise cash count done monthly (XO);
2. SYO quarterly cash verification;
3. Bank reconciliation;
4. Cheque signing authorities;
5. Daily cash verification; and
6. End month process.

Question 154

What are the Exchange Manager responsibilities?

Answer 154

The Exchange Manager (PO2) shall be responsible to the Logistics Officer through the Senior Steward for the efficient operation of the Exchange and canteen. He/she is designated as the
Laundry Supervisor. He/she shall supervise the employment of canteen servers, ensure that scheduled hours of operation are adhered to, and that a high standard of service to the ship’s company is provided. He/she shall:

1. Prepare purchase orders for the Logistics Officer’s signature as required to replenish stock;
2. Maintain accurate records of all NPF merchandise held in stock;
3. Update, as directed by the Logistics Officer, the schedules of canteen and mess bar prices and ensure that these are posted at the canteen and messes respectively;
4. Constantly review canteen and mess bar stocks and replenish from Exchange stores when necessary;
5. Continuously monitor movement of NPF merchandise and advise the Logistics Officer through the Senior Steward of slower moving stock;
6. Receive and store all NPF merchandise delivered to the ship;
7. All major storing shall be coordinated through the Senior Storesman;
8. Ensure that canteen and exchange storerooms are clean, properly stowed and secured at all times;
9. Assists in quarterly stocktaking;
10. Prepare CAVs 101 as required to procure bonded merchandise; and
11. Assist in the training of junior stewards.

He/She shall perform other secondary duties as delegated by the Senior Steward for the efficient operation of the Wardroom, mess bar, and the organization and operation of official functions held on board, in addition to other duties set out in this article.

Question 155

How can the NPF Book keeper steal money?

Answer 155

1. Take money and replace it with IOU;
2. Produce false receipts or re-use;
3. Pay an active supplier;
4. Forge signature
5. Keep a duplicate receipt book;
6. Charity fund – how much was actually generated from activities;
7. Canteen authorized to take USD – what is the exchange rate;
8. Give a receipt and void it after; and
9. With the Exchange Manager, create suppliers and pay them.

Question 156

You are going to have a function where the function cost is $495 and the CO is attending. Your CO wants to present a memento of a value of $35 to a person acknowledged her professional assistance. How would you proceed?

Answer 156

1. Fill out annex B of MARCORD 61-5 for CCFL approval;
2. Fill out annex C of MARCORD 61-5 to receive Public fund for gift;
3. If the function would be $1000, then the approval authority is the MARLANT; and;
4. If the gift is $50 then fill out annex of C of MARCORD 61-5 to receive Public fund for; and
5. gift then take an extra $15 from ship’s representational fund for protocol.

Question 157

Messes are entrusted to whom?

Who is the directing authority for all NPF activities on board the ship?

Answer 157

The CO

Question 158

What are the SYO responsibilities in terms of NPF?

Answer 158

1. The administration of NPF accounting activities in compliance with financial policies and regulations;
2. The review of NPF operation;
3. Setting the level of capital with CO approval;
4. Effective management of NPF operations;
5. Accounting control over assets/liabilities;
6. Setting/changing the selling price of inventory items;
7. Purchasing decision;
8. Advise Messes/ship’s fund on NPF operations; and
9. Ensure NPF is safeguarded, controlled, and disbursed.

Question 159

Define write- off?

Answer 159

Write-off is defined as the authority to adjust the accounting records to reflect the deletion or changed monetary value of an asset or liability arising from an extraordinary occurrence and not supported by a normal market transaction. Examples of situations in which write-off action is appropriate are fraud, arson, damage, destruction, theft, fire, disappearance and deletion of bad debts.

Question 160

What is the net book value?

Answer 160

The net book is defined as acquisition cost minus accumulated depreciation charges.

Question 161

There are 2 kinds of inspection – external/internal. Why are they so important? What are their utilities?

Answer 161

1. The effectiveness of operational procedures;
2. The standard of NPF services provided in relation to Command and CF objectives;
3. Security of assets;
4. Verification of funds;
5. Management effectiveness of NPF organization; and
6. Compliance with regulation.

Question 162

The consumption report given to the CO on a monthly basis represents what. What is the purpose?

Answer 162

It is important to notice that the CO is responsible for the stock level. It needs to last for a period of 3 months. If the ship is at sea, and some hard liquor has been consumed, it is against the regulation. The C & POs and Officers entertain more people per month, hence the greater entitlement. The CO may look at the report to find that some sailors may be drinking more than what is acceptable per day and take action. The consumption report is a method of control and used as a quantitative method to ensure policies and regulations are followed.

Question 163

You are the incoming SYO of HMCS ST. JOHN’S. The CO has called you to his cabin to discuss the financial statements he has received for signature from the outgoing SYO. He is pleased with the net profit figures, but wants to hear your comments regarding the operating profit/loss statement. Review the following statement and states any concerns you think the CO should have, as well as areas you may have to address during your tenure.

	Operating Profit or Loss Statement
		October to March	Year to date
		Amount	Percentage %	Amount	Percentage %
	Sales	100,000	100%	200,000	100%
1	COGS	55,000	55%	120,000	60%
2	Gross Profit	45,000	45%	80,000	40%

Total Operating Revenue	45,000	45%	80,000	40%

Operating Expenses				

3	Salaries & Wages	12,000	12%	20,000	10%
	Employer Payroll Expenses				
	Base fund levy	2,000	2%	4,000	2%
	CFCF levy	500	0.50%	1,000	0.50%
	Inventory				
4	Spoilage	3,000	3%	6,000	3%
5	HST Expense	2,600	2.6%	5,800	2.9%
	Stationary/postage Expense	100	0.10%	200	0.10%
6	Customs duties	1,500	1.5%	1,500	0.75%

Total Expenses	21,700	21.7%	38,500	19.25%

Net Operating Profit	23,300	23.30%	41,500	22.15%

Answer 163

1. It is evident that from the COGS (Cost Of Goods Sold) figures the average mark-up on the Exchange merchandise is excessive, even after allowing for a typically higher mark-up on duty free stocks. This is not consistent with the overriding objective of providing good service at a reasonable cost to the ship’s company. On HMCS ST. JOHN’S, the normal mark-up is actually 13%;
2. Increase in gross profit, which exceeds 3% requires investigation and an explanation must be included with the submission;
3. Salaries paid to canteen servers have apparently increased during this period, notwithstanding that they were very high to begin with. 12% of sales going to salaries and wages are excessive. The norm is usually 7% for canteen servers distributed evenly. And on HMCS ST. JOHN’S, the salaries/wages is 7%;
4. The spoilage expense of $3,000 and $6,000 require explanation. Although a plausible reason may exist, this trend could reflect unsound purchasing practices or improper storage or even a robbery;
5. The required HST rate of 2.9% of sales is not respected. The figure for October to March is low and should be investigated, as it has offset a high figure for the first 6 months period;
6. This reflects a fairly common error in accounting procedures. Customs charges should from part of COGS and the particular goods marked up accordingly to cover this expense.

Question 164

As a new shipboard SYO, one your primary concerns is exercising firm control over Exchange operation. With this in mind, what are some of the areas you would discuss and/or brief your Exchange Manager on at the commencement of your tour?

Answer 164

1. Purchasing:

• Extent of Canteen Manager’s authority. It must be clear that the SYO exercises all purchasing authority and that other duty are specifically delegated, such as routine replenishment items;
• Guidelines concerning inventory levels and the range/variety of stock to be carried;
• Policy on promotional deal and gifts/donations from suppliers, and
• Policy on special offers;

2. Pricing:

• Must reflect the spirit of why we are operating a canteen;
• Average mark-up to be applied;
• Policy on mark-ups/mark downs must be clear;
• Policy on sales at cost; and
• Control of pricing machine;

3. Stock control:

• Inventory has a turnover of no more than 3 months;
• Stocktaking is conducted monthly for imprest holders and canteen;
• Provide training on Simply Accounting if required;
• Ensure contracts, terms of references and issues of imprest vouchers are in place and current; and
• Control of spoilage;

4. Security;

• Physical integrity of spaces;
• Lock changes/key control;
• Combination change every 6 months and as required;
• Control over cash receipts and frequency of remittance; and
• Control of serially numbered forms;

5. Control over Canteen:

• Supervision of Canteen servers;
• Hours of operation for the canteen;
• Policy on credit and AR;
• Ensure money held on canteen box does not exceed $1000; and
• Avoid taking foreign currency;

6. Other miscellaneous duties:

• Hiring of canteen servers;
• Laundry room operation;
• HST remittance is conducted monthly;

Question 165

Provided with the information below, complete a verification of inventory and determine the amount of any shortage/overage.

Answer 165

Cost		Retail
Opening Inventory		$45,000		$60,000
Purchase			$15,000		$20,000
Sales						$15,000
Inventory as per muster: $64,850

Answer: So verification of inventory is as below:

Opening inventory		$60,000
Add: Purchase			$20,000
Total for sale:			$80,000
Less sales made:		$15,000
Inventory should be:		$65,000

Actual inventory by muster: $64,850
Shortage at selling price $150

Question 166

What factors must you consider when placing your mark up on goods sold in the canteen?

Answer 166

1. Low mark-up on necessity item like must have;
2. SYO authorizes/approves the prices in the canteen based on the Exchange Manager’s advice;
3. CFCF levy – 0.75%;
4. Base fund levy – 2%;
5. Wages – 7%;
6. HST – 3.3%;
7. Spoilage – 2% on STJ; and
8. Profit margin - usually 13%.

Question 167

What would you do when faced with a shortage/overage of cash?

Answer 167

1. Any shortage/overage of $100 or greater shall be reported to N8 within 72 hours
2. Inform CO in writing, if criminal activities suspected, MP investigation and report immediately by message/letter to MARLANT HQ/N7;
3. If no criminal activities suspected, 72 hours to reconcile;
4. If no success, CO investigation or SI if significant over $1000 or BOI over $5000 and report by message/letter to MARLANT/N8. Write-off shortage if minor or consider recovery from individual.
5. Depending of the situation, shortage/overage goes in suspense account pending investigation.

Question 168

Over the week end, you receive a call from the OOD that the roudsman has just discovered a canteen break in. What do you do?

Answer 168

1. Determine if the brow has been closed;
2. Ensure that action has been taken to re-secure the canteen or a sentry has been posted;
3. Ensure XO, CO, N41 and if required MP have been informed;
4. Contact the canteen servers, Exchange Manager and carry out a stocktaking with an independent witnesses to determine if any losses;
5. Prepare a preliminary report of lost for submission to CFPSA for CIP (Consolidated Insurance Program);
6. If damage is more than $500, claim to CFPSA in the amount of the claim minus the $500 deductible, which is absorbed by the ship’s fund;
7. SI/BOI;
8. Review effectiveness of security in place.

Question 169

How the CIP (Consolidated Insurance Program) work?

Answer 169

1. The Non Public Funds Consolidated Insurance Program covers all non-public property and all non-public fund activities of the Canadian Forces;
2. The CFCF pays all premium charges applicable to the NPF CIP;
3. Report to CFPSA immediately if damage exceeds $5,000. Arrange adjuster to investigate and handle the claim. In that case only annex A preliminary report of loss is to be completed. If less damage less than $5,000, claim will be settled by submission of annex A preliminary report of loss signed by CO and annex B proof of loss report signed by CO;

• Furniture and equipment is insured at its current replacement cost less depreciation;
• Merchandise is insured at its cost price;
• All occurrences where legal liability is involved and property losses which are estimated to be in excess of $5,000 shall be reported to the CFO & VPI by the most expeditious means. The CFO & VPI will contact the NPF CIP insurers and arrange for an insurance adjuster to investigate and handle the claim;
• Once CFO &VPI has been contacted in regard to liability claims and property losses in excess of $5,000, annex A to preliminary report of loss is to be forwarded to the CFO & VPI as early as possible through the PSP Manager. If an insurance adjuster has been appointed to investigate and settle the claim there is no requirement to submit annex B proof of loss report. If an insurance adjuster has not been appointed it is necessary to submit annex B before the claim can be finalized.

4. Deductible is $500.

Question 170

What are OPDEFs, provide definition, examples, timings and what type of message are involved . How do you upgrade a Cat 3 OPDEF to Cat 2 etc. When do you not need an OPDEF to support an HPR.

Answer 170

1. OPDEF stands for Operational Deficiency. The purpose of an OPDEF message is to inform the shore authorities of operational deficiency/restriction capability.

• CAT 1 – Mission critical: Represents an immediate and severe impact on current/imminent operations and capability. Is normally associated with a system /equipment defect that prevents the vessel from deploying for an assigned mission/abandoning the current mission to return alongside at the earliest opportunity for repairs. Immediate rectification is required in order to continue with assigned mission;

• CAT 2 – Mission essential: Represents a significant impact on current operations and capability. Is associated with a system/equipment defect that has an undesirable effect but does not prevent the vessel form carrying on with an assigned mission. Rectification is required as soon as possible within the operational program to restore the vessel’s operational capability; and
• CAT 3 – Routine: Represents a defect that does not greatly impact current operations and capability. Is associated with a system or equipment defect that has no impact on an assigned mission such as a loss of system redundancy, improve quality of life. Rectification is to occur when the operational program permit or during the next programmed maintenance period.

2. OPDEFs go along with Material Priority Code (MPC):

• CAT 1 – MPC 0 → Operational critical → RDD 1 - 2 days;
• CAT 2 – MPC 1 → Urgent → RDD 3 – 6 days;
• CAT 3 – MPC 2 → Essential → RDD 7– 14 days;
• CAT 3 – MPC 3 → Routine → RDD 15 – 30 days;
• MPC 4 → Sustainment/ Plannning →RDD 30 days plus;

3. The initial OPDEF message must be sent to inform the shore authorities in a timely manner. Thus, the OPDEF message must not be unduly delayed while technical investigation is ongoing. It’s acceptable to send an initial OPDEF with the detailed operational impact and limited technical information. In this event, an OPDEF SITREP message should follow at a later time once the detailed technical information becomes available.
4. In order to achieve the intended purpose, a CAT 1 OPDEF message shall be sent via immediate message within one hour of defect discovery, a CAT 2 OPDEF message should be sent via priority message within 2 hours of defect discovery and CAT 3 OPDEF message should be sent within 6 hours of defect discovery
5. OPDEF SITREP – An OPDEF SITREP message is sent at any time when significant circumstances of the OPDEF change. The OPDEF SITREP message advises the shore authorities of the current status of the OPDEF. Examples of OPDEF SITREP are:

• Spares are received or an anticipated store delivery is delayed or fails to meet the RDD (Required Delivery Date);
• Parts are removed for repair and overhaul;
• Repair is made but acceptance trial or functional test is necessary;

6. OPDEF REC – An OPDEF RECT message is sent when the original OPDEF has been rectified; ie. Once the defect has been resolved and the system or equipment proven operational:

• CAT 1 OPDEF RECT message shall be sent within 1 hour of defect rectification,
• CAT 2 OPDEF RECT message shall be sent within 2 hours of defect rectification
• CAT 3 OPDEF RECT message shall be sent within 6 hours of defect rectification

7. If prolonged investigation of an OPDEF is required by shore support agencies, SSO SSENIOR may direct the unit to send an OPDEF RECT message and initiate an unsatisfactory condition report;
8. Air department OPDEFs shall be cancelled using an OPDEF RECT message when the helicopter disembarks the ship;
9. Can have an HPR without an OPDEF – if it’s a matter of safety.

Question 171

How do you dispose of C4 Mask?

Answer 171

The C4 Mask is subject to CTAT (Controlled Technology Access and Transfer) regulations. The assembled C4 Mask is assigned the DMC (De-Militarization Code) “C”. The face piece is the major key component and is assigned DMC “D” and must be demilitarized by cutting it into 2 pieces horizontally through or just below the eyepiece openings before disposal iaw normal supply procedures. All other individual component is assigned DMC “A” and can be disposed of iaw normal supply/maintenance procedures.

Question 172

The Engineer comes to see you before a major deployment with a list of spares he requires for an upcoming deployment. What action are you going to take? Hint; answer must include mentioning the ESL, how and why it is changed and what action is required to request to sail with extra spare over and above the ESL. Who may approve it?

Answer 172

1. Each quarter, a warehouse status report is devolved to the ship from DMMOS. From this report, we can see how much holding we have, along with the maximum/minimum of the spares required;
2. If a spare required is not at full entitlement, the spare part would be ordered. Otherwise, if the part is at full entitlement, and extra parts are required, a MACR (Material Authorization Change Request) form would be completed and staffed through FLog (Formation Logistic);
3. Email can be sent to N37 about the temporary issue. Not something that has to be changed Fleet wise;
4. If over entitlement results, it may deprive another ship of badly needed spares at a critical time. Or may cause unnecessary procurement action to be taken to satisfy urgent requirements. Extra holding are placing extra pressure on limited warehouse facilities on board. If there is a valid reason the proper staffing procedures and amendments should be followed such as contacting the applicable OPI through the Formation for the approving/funding authority;

• All equipment entitlements authorized by MAST (Mobile Account Ship Table) are recorded for on the ship’s SCA (Supply Customer Account). Ships must hold the maximum authorized entitlement specified in the MAST MA document;
• Amendments to MAST are done through fax, email, message or letter to the items manager thru formation using MACR.

5. SHARP – Ship Allowance Replenishment Program are MA (Material Authorization) document that provide authority for a list of fitted equipment and associated entitlement of repair part and general stores to support the ship. This account is an automatic replenishment account with maximum/minimum holdings as set by the items managers for each class of ships. SHARP consists of 3 distinct MA documents: (1) FEL (Fitted Equipment List), (2) ESL (Equipment Support List) and (3) GS (General Store);

• FEL (Equipment Support List) are all equipment that are fitted to the ship’s infrastructure and that will require on board spares. These are provided automatically via maximum/minimum system auto-replenishment. To amend, SHIPMODS is pushed by Ottawa.
• ESL (Equipment Support List) are produced as part of the initial provisioning process and are subsequently maintained as part of the post provisioning of follow on support process. They are used to identify and procure spare parts maintenance support for equipment. An ESL exists for all equipment where an operational need exists for in service maintenance support. This allowance of repair spares is required to support the FEL. This equipment is listed in the SMSENIOR (Stripped Material Status Report). All amendment to MAST and SHARP shall be submitted by the applicable Formation to DMARP 4-8-2 (Directorate Maritime Procurement). DMARP 4-8-2 is the control point for all submitted change request and responsible for forwarding to applicable OPI for the approving/funding authority. DSCO (Director Supply Chain Operation) coordinates and publishes these changes within the CFSS at the request of DMRS (Director Maritime Requirement Sea) and DMMS (Director Maritime Management Support);

6. Spares parts authority for all items required on board that are not on other lists that are consumable. Amended thru MACR form;
7. Operational ships shall hold 90 day 1st line and designated on board parts.

Question 173

What are some ways to requisition parts/items from supply?

Answer 173

1. CF 2227
2. Verbal
3. Memo/message/letter

Question 174

Explain stocking and non-stocking accounts.

Answer 174

1. Stocking account → stocking required → SHARP → warehouse, automatically supplied → has maximum/minimum level;
2. Non-stocking → verification required → MAST → SCA → based on a 1 for 1 exchange.

Question 175

What happen or what should you do when requisition of a part exceeds entitlement?

Answer 175

1. Abandon the requisition;
2. Reduce the quantity requested to within the entitlement quantity;
3. Proceed with the requested quantity.

If the quantity requisitioned caused the entitlement to be exceeded for the item, a warning is displayed. If the transaction being processed is a warehouse requisition or a transfer request, the transaction is created as unauthorized. All unauthorized transactions must be approved before the requisition can be satisfied. To determine who is to authorized to requisition, MSO78A must be used. Prior to approving any unauthorized requisition that exceeds entitlement the customer service section must be consulted and entitlement adjusted to accommodate the quantity requested.

Question 176

What is IM Code?

Answer 176

1. Item Management Advisory Code.
2. Used by the Supply Manager to restrict the requisition and issue of material for reasons of safety, security, configuration management, limited operational assets or funding restrictions.

Question 177

The military uses MPC (Material Priority Code) to order parts. Explain what you know about them.

Answer 177

1. MPC (Material Priority Code) are based on RDD (Required Delivery Date). RDD is primarily the indicator of the urgency of the material requisitioned;
2. They are 5 MPC (Material Priority Code) as followed:
   MPC 0 – This priority code shall be used to demand High Priority Requisitions (HPRs) which are
   demands for materiel that are required immediately in order to satisfy critical operational
   requirements. It is limited to materiel or equipment failures that will impede operational
   readiness or the completion of an operational or training for operation tasks.
   2.13 This priority code is strictly for materiel that is required immediately to satisfy critical
   operational requirements that meet one of the following strict criteria:
   a. the materiel is critically required to ensure uninterrupted performance of an assigned
   international or domestic mission, including training and other critical preparations
   for those missions performance of an assigned operational mission or task;
   b. the materiel is required to repair or replace damaged or inoperative major equipment
   in support of critical operational imperatives;
   c. the materiel is required to repair or replace minor equipment without which critical
   major equipment cannot meet mission commitments;
   d. the materiel is required to repair or replace critical operational telecommunication
   equipment;
   e. the materiel is required in support of civil emergency purposes; and
   f. the materiel requirement does not meet one of the above criteria but the criticality of
   obtaining the item on an immediate basis has been authorized in writing by the
   Commanding Officer (CO) or their delegated representative. RDD 1-2 Days

MPC 1 – This priority code shall be used to demand urgently required materiel, needed within 3 to 6
days, for major equipment undergoing maintenance, repair, overhaul or modification,
provided that the scheduled date of release of the major equipment will be delayed solely
because of lack of parts and that this major equipment is required for operational or
operational training use. It shall also be used to demand essential materiel required to
ensure unimpaired operational capability. As in the case of MPC 0 demands, shipping shall
be provided by the quickest most efficient means possible.
This is an HPR with RDD = 3 – 6 days.

MPC 2- Essential. This MPC is used to designate all materiel requirements that do not meet the criteria for
MPC 1 and failure to deliver the materiel by the RDD may significantly impact mission
mounting operations or exercises; and static operations where maintenance planning and
force generation tasks will be significantly affected by the failure to deliver on the
requisitioned materiel requirements. Premium shipping is not authorized for MPC 2
requirements. Depots, when and where possible, will ship on next scheduled freight run.
RDD of 7-14 days

MPC 3 – Routine: This MPC is used for typically describes the day-to-day static operational and training
requirements. Materiel requirements for routine, training exercises and scheduled
maintenance should be processed by routine demands, which is RDD between 15 and 30
days since they will be known well in advance. This MPC is also used for routine
sustainment and system replenishment both in Canada and overseas and they have a
replenishment of 30 days. Premium shipping is not authorized for MPC 3 requirements. RDD = 15 – 30 days.

MPC 4 – Sustainment/Replenishment/ planning: This MPC is used to order material for planned activities with longer lead times. It
identifies the needs of material for upcoming operational, training and work periods which
can then be used to extrapolate future materiel requirements. This MPC is used to ensure
the necessary materiel is in the right location at the right time. Premium shipping is not
authorized for MPC 4 requirements. RDD = 30 day plus.

3. For deployed ships, categorization of MPC helps to consolidate high priority demands providing a means to qualify and subsequently authorize the item for premium or standard transportation to meet the requested RDD and to sustain operability of the mission.

Question 178

How are returns of material done?

Answer 178

1. Material is returned from account holder on a CF 2227;
2. Material is to be accompanied by a completed CF 942 tag and a copy of the message. Before returning, it must be verified that the item is on account. Surplus items must be issued to an account before they can be returned as a repairable item. The item can be sent to return stores and from there, an appointment is set up with return stores D206. Delivery to Base supply;
3. For electronic equipment, the item is taken to GO/NO GO cell located at D247. They determine if the item is repairable prior to return to D206 as above.

Question 179

If discrepancies occur in stocktaking (surplus), what do you do?

Answer 179

During stocktaking, if a surplus/deficiency was found, then the following must be considered:

1. Must conduct a re-count using different personnel to confirm discrepancy;
2. If discrepancy is confirmed:

• Verify history;
• Verify location;
• Was the items processed twice;
• CRV/CIV – Certificate Receipt Voucher/Certificate Issue Voucher

3. If the item is found to be a surplus item with a reason of the overage, then the item is to be brought back on account. If there is no known reason for the surplus/deficiency, a surplus/deficiency CRV/CIV is to be forwarded to the appropriate authority with a recommendation for write-off if applicable.

Question 180

In foreign port the CO can authorize purchase of various items. Do these items need to be brought on charge or assigned stock number?

Answer 180

If the items are consumable in nature, non-recurring nature, not purchased for stock, purchased using local funds or not managed nationally, they don’t have to be brought on charge.

Question 181

What kind of transaction can you do with CF 2227?

Answer 181

1. Demand;
2. Rotation;
3. Return;
4. Adjustment;
5. Transfer;
6. Service;
7. Loan;

Question 182

What is CF 892?

Answer 182

Envelop for individual clothing /equipment record

Question 183

Describe the material authorization structure on board HMC Ships, the relevant documents and the proper amendment procedures.

Answer 183

The material authorization for ship is recorded on accounts to support the role as follow:

1. Mobile Sub Unit Account; and
2. SSS (Self Sufficiency Stock) Account defined as Main account. There are 2 material authorization documents, (1) MAST and (2) SHARP.

• The MAST (Mobile Account Support Table) lists all accountable material to be held by a particular ship in order for it to fulfill its operational role. The MAST identifies authorization for controlled equipment like stock classification of class E and accountable stores of stock classification of class A exclusive of spare parts, fitted equipment, ammunition or explosives. The equipment authorized in the MAST is accounted for on the ship’s MUA or SCA (Supply Customer Account);
• SHARP (Ship Allowance Replenishment Program) consists of 3 distinct MA documents: FEL (Fitted Equipment List), ESL (Equipment Support List) and GS (General Store).
• FEL (Equipment Support List) are all equipment that are fitted to the ship’s infrastructure and that will require on board spares. These are provided automatically via maximum/minimum system auto- replenishment.
• ESL (Equipment Support List) are produced as part of the initial provisioning process and are subsequently maintained as part of the post provisioning of follow on support process. They are used to identify and procure spare parts maintenance support for equipment. An ESL exists for all equipment where an operational need exists for in service maintenance support. This allowance of repair spares is required to support the FEL.
• GS (General Store) spares parts authority for all items required on board that are not on other lists that are consumable. Amended thru MACR form.

Question 184

You are the Logistics Officer on one of our DDHs. The CO has advised you that the ship will pay off in 90 days. What stores action will be necessary?

Answer 184

When a ship is to be paid off, only material, which NDHQ has identified as no longer required, or which is impracticable to remove is to be left on board:

1. Ammunition shall be returned to the nearest ammunition depot;
2. Aircraft support materiel shall be returned to Shearwater;
3. All other materiel shall be returned to Flog; and
4. When notified that the ship is to be paid off, the Logistics Officer shall:

• Have automatic replenishment ceased. Suspend all incoming order on CFSS and freeze all demands;
• Liaise with CHODs/HODs to reduce demands to immediate requirements and arrange for return of unneeded material in their custody;
• After determining what material should be kept on board, prepare the remainder for landing/return;
• Arrange with supporting base for an orderly program for landing the materiel and where possible, have materiel inspected and conditioned on board to eliminate any need for double handling;
• Clear all supply records and pass them together with all document to Flog, closing the ship MUA, and SSS accounts; and
• Liaise with Division Maritime Management Support in conjunction with Life Cycle Material Manager (LCMM) and determine what materiel should remain on board and what gets off loaded. DMMS will prepare and issue the off load list.

Question 185

You and your Senior Supply Tech have recently been posted to your ship. You ask to check the stocktaking schedule and discover that there is none. What are the requirement iaw regulations for stocktaking and the stocktaking parameters?

Answer 185

The following accounts must be checked as per the schedule:

1. SSS account also called Main warehouse – 100% every 4 years;
2. Ammunition and explosive – 100% annually by the supply division;
3. Clothing – 100% annually;
4. Provision – 100% quarterly and
5. Small arms/rhib – 100% quarterly

Question 186

You are the SYO of ship. You have made a detailed review of your SSS account and have noted that you have holding of 500 line items of A class repairable materiel in excess of authorized entitlement. Why is this problem and what should you do about it.

Answer 186

1. A class repairable are normally high value items that tend to be in short supply in the CFSS. A ship, which has excess holding, may be depriving another ship of badly needed spares at a critical time or may be causing unnecessary procurement action to be taken to satisfy urgent requirements;
2. This surplus materiel is, without a doubt, placing extra pressure on your limited warehouse facilities. Unless valid reasons for having the surplus materiel can be determined and proper allowance amendment action is taken, the SYO should direct that all excess holding be immediately returned to Flog for second line custody and control.

Question 187

What accounting action is required of the stores office in regard with shelf life expired naval stores items and ammunition.

Answer 187

1. Shelf life expired naval store item shall be removed from stock and tagged with CF 942 condition tag, which shall be annotated expired and returned to supporting base who will either re-life or commence write-off action;
2. For ammunition expended during a training shoot, materiel record adjustment shall be done by the use of a CIV. Not subject to write-off action.

Question 188

The scheduled stocktaking of general stores has revealed many surpluses and deficiencies of accountability code C and D materiel in several different NATO stock classes. Are separate CF 152 required for write-off and who signs the CF 152 raised to summarize the differences?

Answer 188

1. Surpluses and deficiencies of class C and D are consumable item therefore no write-off action is not required;
2. The CF 152 does not need to be costed and the SYO signs the CF 152 and any reference to write-off must be deleted.

Question 189

Your ship is foreign port and arrangements have not been made for the delivery of provisions. Which reference is available to assist in determining the availability of provision in this port and a list of probable suppliers?

Answer 189

1. Agents/chandlers;
2. Maritime Command port information book, Port information folio; and
3. International ship suppliers register available from MARLANT.

Question 190

You are doing stocktaking of ammunition when you discover a loss of ammunition. What do you do?

Answer 190

1. Re-count to confirm the loss;
2. Inform immediately the CO;
3. 7 days to reconcile;
4. Inform MPs;
5. Throughout investigation;
6. SI/BOI; and
7. Significant incident message if theft suspected.

Question 191

What are the departmental held stock?

Answer 191

Those items that require programming or calibration specific to the ship are held under the DHS (Departmental Held Stock). On the SCA, there would be DND 638 temporary loan card indicating the department has x number in DHS of the item.

Question 192

What is a SCA - Supply Customer Account and explain what the CDB121 is used for?

Answer 192

1. A SCA (Supply Customer Account) – non-stocking account is created for employees in order to requisition materiel in the CFSS or services at public expense for use in their day-to-day tasks. A SCA records materiel that is equipment E or quantity Q tracked;
2. CDB121 - the Supply Customer/Individual Account Holdings is used on completion of issues, exchanges, loans and return of materiel. It provides a list of all entitlements and quantities issued to an SCA. Additionally it has a signature block for the employees’ acceptance of the material.

Question 193

What is a RSA – Repair Shop Account?

Answer 193

RSA (Repair Shop Account) are used to record transaction related to work orders at technical and non-technical workshops. Due to their role in supporting the issue of traceable items in support of work orders, these accounts are not subject to entitlement checking and are not to hold materiel on a long-term basis. These accounts are used to manage requisition for consumable and accountable materiel required to complete repairs or modification to equipment assigned to work orders and to monitor the returns of the traceable non-stocking components back to a supply account.

Question 194

How do you dispose of contaminated clothing for ship?

Answer 194

1. In home port, clothing shall be delivered to the hazardous materiel storage building with a copy of the miscellaneous loss report;
2. While deployed, clothing shall be stored in hazardous materiel storage containers (yellow bin) and returned upon arrival to formation environmental.

Question 195

What is EMREQ?

Answer 195

1. EMREQ is an Emergency Requirement while at sea in TG/TF is a requirement that directly affects mobility, ship safety, fighting equipment and communication for which, if the associated defect/deficiency is not rectified within 24 hours, an OPDEF (Operational Deficiency) must be raised.
2. Ships in company in TG/TG has 2 hours to reply and nil response is required;
3. If the part is available then the GLC (Group Logistics Coordinator) will arrange delivery based on Flex/operation being conducting and appropriate delivery means.

Question 196

What is MATREQ?

Answer 196

1. MATREQ is a Materiel Requirement;
2. Same process as for EMREQ but for non-emergency situation;
3. Nil response is not required and ships in company have 24 hours to respond.

Question 197

When is a TRANREQ used? Who is the control unit? Who name the losing unit?

Answer 197

To meet operational commitments, there may be no alternative but to transfer equipment/spares within the Fleet. So:

1. TRANREQ – Transfer Request are use when Flog confirm that there are no locally held spares in the CFSS to support:

• HPR – High Priority Request;
• Repair work by FMF contractor can not be completed in time to meet operational commitments.

2. The 2 types of transfer are (1) Equipment and (2) spares. Flog and N37 are the organizations that strictly control equipment transfer and are responsible for originating the TRANREQ with N34 assisting with naming of the losing unit. When the losing unit is in an unmanned refit, the custodian (FMF) will be considered the losing unit.

Question 198

Your local dry cleaner calls you mentioning that a CF member did not pick up his CF pants. You recognize the name and know that he has been posted overseas. What can you do?

Answer 198

Unclaimed laundry shall be stored for a reasonable period – 6 months, before disposal action is taken. The SYO shall ensure every effort is made to find the owner of unclaimed articles. After a reasonable period, the laundry manager shall (1) Hand over of service items to the appropriate services for CRV action and (2) Action any personal items iaw Formation policies.

Question 199

What CIV/CRV are used for and how long do you keep them?

Answer 199

CIV/CRV – Certificate Issue Voucher and Certificate Receipt Voucher are used to adjust the computer balance records. These adjustments are required to ensure that computer records reflect the actual quantities and conditions of materiel held at the warehouse SCA (Customer Supply Account) and they must be kept for 5 years.

Question 200

What was the main goal to shift from Materiel Compliance Inspection (MCI) to Logistics Compliance Inspection (LCI)?

Answer 200

The shift to Compliance Inspections is a move from qualitative to a more quantitative assessment. It includes the addition of a weighted scoring methodology applied to each logistics discipline. The aim of the LCI, and the addition of scoring, is to establish a framework whereby strengths and weaknesses can be identified, trends analyzed, and the Logistics Readiness of the ship or unit quantified. This process will contribute significantly to improving the overall effectiveness and efficiency of Fleet Logistics Readiness. It is a tool to reach a common standard between both coasts.

Question 201

What will be the schedule for ship in terms of Logistics Compliance Inspection (LC I)?

Answer 201

It is expected that the ship’s logistics inspections will be scheduled in accordance with the readiness rhythm of the Fleet. Normally, inspections will be scheduled as ships transition between readiness levels and in accordance with their readiness state. Therefore, ships at high or standard readiness shall be inspected yearly, while ships at restricted or extended readiness will be inspected on an eighteen-month cycle.

Question 202

When a Logistics Compliance Inspection (LCI) is conducted on board ship, what is its purpose and which departmental activities are inspected?

Answer 202

The aim of the checklist is to provide a performance management mechanism and a performance measurement tool to accurately assess the effectiveness and efficiency of the logistics services provided to the Fleet. It is as well an efficient tool the SYO could use on board ship to assess the effectiveness and efficiency of his/her department. The checklists have also been designed to provide COs with an objective examination and independent assessment of their ship’s overall compliance with existing logistics policies and procedures. Basically, the LCI encloses these points:

1. Replaces MCI;
2. Used to standardize the 2 coasts/Ottawa in inspecting logistics operations;
3. To evaluate a ship’s overall compliance with existing policies and procedures in logistics;
4. High readiness will be inspected annually;
5. Restricted or extended readiness will be inspected every 18 months;
6. It has a scoring methodology to track trends, strengths, and weaknesses and overall readiness of the log dept onboard; and
7. Intended to be incorporated as part of the readiness support program for the readiness rhythm of the fleet.

The logistics disciplines to be inspected include (1) Warehouse, (2) Administration, (3) Supply, (4) Provision and (5) Ammunition. Technical assistance is provided as required.

Question 203

If the hand over stocktaking/verification cannot be completed prior to the departure of the outgoing officer, what should the SYO do? How much time is needed prior to complete verification?

Answer 203

The certificate shall be annotated to show the incomplete items. The incoming SYO shall finalize the outstanding items within a two-month period and retain any supporting documents with the supersession certificate.

Question 204

Is a medical officer authorized to administer a special issue of alcohol to injured personnel?

Answer 204

Yes, a medical officer may authorize a special issue of spirits to personnel who are injured, in emotional shock or require it for other medical reasons.

Question 205

Who is responsible for mechanical and electrical maintenance of laundry equipment on board ship?

Answer 205

The ship’s Engineering Officer.

Question 206

Who is responsible on board ship to promulgate the ship’s policy on settlement of claims for loss or damage to personal items i.e. clothing? -

Answer 206

Ship fund committee.

Question 207

How many days is the CO authorized to grant for compassionate leave. Is it calendar days or working days?

Answer 207

The CO can authorize 14 calendar days compassionate leave.

Question 208

You have to get a claim signed for the CO’s upcoming TD. Local funds will be paying for the trip, who can sign the claim and how do you go about getting the claim signed, describe the staffing process. What FAA (Financial Administration Act) sections are involved.

Answer 208

All claims for the CO have to be authorized and signed by CCFL Commander. At this point we are talking about section 32 of FAA. Once the claim is back to the ship the SYO will exercise section 34 signing authority for the Fin Code. And finally the Senior Paywriter will exercise section 33 payment.

Question 209

Who is the the approving authority for release for commissioned officers other than officer cadets?

Answer 209

Governor General on behalf of the Queen

Question 210

What procedure is followed during a SI (Summary Investigation) or BOI (Board Of Inquiry) if evidence is uncovered that will adversely affect a CF member.

Answer 210

The BOI President/SI investigator shall:

1. Provide written notice to the person that he is likely to be adversely affected by the evidence;
2. Advise the person as to whether or not he will be called as a witness by a BOI or requested to provide a statement to an investigator of an SI; and
3. Include with the written notice a copy of the terms of references.

Question 211

Who is authorized to lay charges and where is this information recorded?

Answer 211

1. CO;
2. An officer/non-commissioned member authorized by a CO to lay charges; and
3. An Officer/non-commissioned member of the Military Police assigned to investigative duties with the CFNSIS (Canadian Forces National Investigation Service).

Question 212

When do completed RDP (Record of Disciplinary Proceedings) need to be forwarded and to who. Where those records are held.

Answer 212

1. By the 7th of each month for review to AJAG’s Office in Ottawa;
2. The RDP are held on the unit Registry of Disciplinary Proceeding.

Question 213

Explain the conduct sheet held at the unit?

Answer 213

1. CO is authorized to make additions/deletions to a conduct sheet
2. CO is responsible for the maintenance of accurate conduct sheet on board; but this responsibility can be delegated the Chief Clerk;
3. The form used to compile the conduct sheet is CF 569;
4. Any notorious conduct can be part of a conduct sheet;
5. When a member is re-enrolled in the Regular Force, entries from the conduct sheet used during the member’s previous service shall be included on the new conduct sheet;
6. When an entry is removed from a conduct sheet, any remaining entries shall be entered on a new conduct sheet and the old conduct sheet shall be destroyed; and
7. The reference is DAOD 7006

Question 214

What does IRP stand for and what is the reference?

Answer 214

1. Imposed Relocation Program;

2. DCBA (Director Compensation Benefits Allowance) – Canadian Forces IRP directives.

Question 215

What is the posting allowance intended to and what is it based on?

Answer 215

Posting allowance is intended to provide compensation for the turbulence associated with relocation of regular CF members, which is based on CF members’ monthly rate of pay and COS date.

Question 216

What do we mean by imposed Restriction?

Answer 216

An approved delay in moving dependants, household good and effects for specific period of time.

Question 217

What is the intended place of residence?

Answer 217

The place at which a CF member or former CF member intends to reside following release from the CF.

Question 218

How long does a member have to claim their relocation benefits?

Answer 218

1. The member has 21 days to contact Brookfield – Service provider after receiving a posting message; and
2. There is a 2 year time limit from the COS date to receive reimbursement on relocation benefits.

Question 219

How long is a standard HHT (House Hunting Trip) and what is the difference between a HHT and a Destination Inspection Trip?

Answer 219

1. A standard HHT includes up to 5 days at the new location, for the CF members and/or spouse. The total duration, including travel time should not normally exceed 7 days and 6 nights
2. A HHT is given to a member who has not secured accommodation at the new place of duty whereas a Destination Inspection Trip is for a member who has already secured accommodation, purchased property or officially contracted for the construction of a replacement residence.

Question 220

If a member uses his motorcycle, how much kilometric allowance is entitled?

Answer 220

1. 60% of kilometric rate;

2. In Nova Scotia, that will be 60% of 53 cent → 32 cents for high rate and 10.5 cents for low rate (17.5 cents).

Question 221

What is the purpose of the ILM&M – Interim Lodgings, Meal and Miscellaneous expenses.

Answer 221

1. The purpose of ILM&M is to provide reimbursement within prescribed limits during the time when:

• HG&E (House Goods and Effects) are being packed and loaded;
• HG&E are being unpacked and unloaded; and

2. HG&E are necessary separated from CF members for reasons beyond their control.
3. Member is entitled to:

• Up to 3 nights → lodgings → Meals/Miscellaneous expenses → place of origin;
• Up to 2 nights → lodging → Meals/Miscellaneous expense → destination

Question 222

How much rent in advance of move a member is entitled to?

Answer 222

Up to 1 month.

Question 223

You are doing a postal change for the new address. Is this reimbursable?

Answer 223

Yes

Question 224

How does Sea Pay work on a ship. What happens for landed personnel for extended periods?

Answer 224

1. Sea pay → boots on/boots off – sea pay policy;
2. Basically, when a member is on temporary Medical Category and it passes 6 months periods, that it is combine med cat or not 6 months is the key here, the sea pay must cease;
3. Now in saying this, it does not apply all the time. If a member has an addition T3, which would make it 9 months altogether but not landed, member retains sea pay. Member has to be landed. Rule of thumb is that if the member is still doing duties on board, he basically retains his sea pay. Member could be found seasick chronic, but as long as he is doing duties on board he is still entitled to his sea pay according to MARLANT policies;
4. Once the paperwork arrives on board from the hospital, the Chief Clerk passes it on the XO and the member’s chain of command. Once it has been signed by all, the distribution is done and copy to CM (Carrier Manager), copy to personal file and the pay guide will be amended at this point.

Question 225

Name the Logistics Department Book required for the CO’s inspection/signature?

Answer 225

1. Weekly – outgoing correspondence register → general/restricted
2. Weekly – correspondence register
3. Weekly – charge report
4. Monthly – consumption report;
5. Monthly – C&P (Counselling and Probation) register
6. Div Note at CO’s discretion can be done quarterly/semi-annually.

Question 226

Explain the correspondence and document control procedures and the proper staffing procedures for official correspondence.

Answer 226

1. All correspondence in/out is logged into a register, passed to the XO, and then forwarded on to the proper department. Once appropriate personnel have seen it, the required requests are auctioned by the Ship’s Office.
2. As far as outgoing mail, it is log on the register. A copy made for ships file and float file (float file is pass around at the end of each month for all the department) and correspondence is mailed. If it is an important nature or if it is protected B and higher, it is send with 728.

Question 227

What is the Contingency cost move?

Answer 227

The contingency cost move for personal reason shall only be considered to deal with exceptional personal circumstances that do not meet the requirement of compassionate status posting. The Career Manager has at his disposal a budgetary envelop set aside to deal with the contingency cost move.

2. The personal circumstances may not affect the member’s deploy-ability and ability to perform duties;
3. Contingency cost move is not subject to career restriction as compassionate status

Question 228

Explain the difference between contingency costs move and compassionate posting?

Answer 228

During contingency cost move, the deploy-ability of a member is not affected and the member can be promoted and attend career course and training. There are much less restrictions than compassionate posting. During compassionate posting, ability to perform duties, course, promotions and deploy-ability of the member are affected.

Question 229

Explain the relationship with the Dockyard Transfer Point?

Answer 229

Transfer point comes into play when the ship is at sea/deployed. Transfer point is the link that the ship uses if movement of personnel has to be done. If we need anything, we contact them and they take care of it. Basically, transfer point looks after crew members until the ship comes back.

Question 230

A member is 38 years old and finishes his initial Variable Initial Engagement (VIE). What terms of service can he be offered?

Answer 230

Member will be offered a CE to take him up to age 55. We cannot offer IE as it would take him beyond 55.

Question 231

A promotion message is received for a member to be promoted to MS. It is noted during the screening process that member has failed his CF Express. Are there any restrictions to process this promotion?

Answer 231

Promotion can be held for one year until such time that member passes his/her CF Express and the promotion will be backdated to effective date promulgated on message.

Question 232

Member is separated from his spouse for over a year, she has moved to BC, they have no children. His primary Next of Kin (NOK) is his brother who lives in Ottawa. His parents are deceased. For his LTA he wants to visit his brother in Ottawa. Would he be allowed to claim LTA to visit his brother in Ottawa?

Answer 232

Yes, subject to the approval of an officer CO or Formation.

Question 233

What are the steps for seeking a Pardon (general) and what is the reference?

Answer 233

1. Member seek info from National Parole Board and makes application;
2. The board forward request to CO on member’s conduct;
3. CO forward info to Board;
4. Board notifies member and NDHQ when pardon granted;
5. Member gives CO copy of pardon;
6. CO and NDHQ shall remove everything from members records and ensure no record of pardon remains; and
7. Reference DAOD 7016-1.

Question 234

A Logistics Compliance Inspection (LCI) is coming up in the Administration Office. What are your considerations?

Answer 234

Get together with the Chief Clerk and set up a plan. Be specific with your dates of completion and ask for SITREPs. Look if (1) Central Registry Operation, (2) Ship’s Administration and (3) Personnel Administration’s practices are healthy.

Central Registry Operation:

1. Corrective actions from last LCI/SIV/SAV/MCI have been done;
2. Incoming correspondence is properly recorded into the registry, properly distributed and backed up daily;
3. Date stamp used at all time;
4. Distribution of documents and correspondences are effectively processed/distributed/circulated to department and/or the Ship’s company;
5. Involvement of the SYO in Ship’s administration and the reporting relationship between the Chief Clerk, XO and SYO is iaw SSOs;
6. Ship’s book are inspected by the CO as per MARCORD 45-01;
7. Security of the ship office – keys holders and office restricted to keys personnel only;
8. Bring forward the register in place for C&P, promotion, re-engagement, conduct sheets, etc….;
9. Are unit personal files stripped annually and on posting;
10. Review of the followings done annually:

• Stripping of personal file – normally done in January;
• Closing year for all leave record and ensure all leave passes are there and that leave statement are signed by the member – normally done early in March;
• Ensure that there is no Will missing;
• All proper documentations are filled in – PEN, memorial cross, etc..
• Register have been signed by the CO at the proper time;
• Verify all conduct sheet and ensure that fine below $200 are removed;
• Verify all delegation of authority;
• Verification of ships file.

Ship’s Administration:

1. Message traffic handle efficiently;
2. TD handled according to Fleet SOPs;
3. NOK verified with LTA claims iaw CBI 209;
4. ROs (Routine Orders) are published ;
5. TAN number are handled iaw FAM 1016;

Personnel Administration:

1. Leaves handled iaw the applicable policies;
2. Are members informed of the regulations regarding Pardon – 5 years for convictions by indictment and 3 years for minor conviction;
3. Will certificate handled properly;
4. Released handled effectively;
5. PDRs/PERs handled properly and iaw applicable policies;
6. Grievance SOP in place;
7. Personal Readiness Verification conducted and EMAA up to date;

Basically, proper supervision should be done not only when an inspection is coming up, but at any time. You have to ensure as SYO that all documentation is processed according to regulations and that there is minimal mistake done. Of course, it is often and almost impossible to have an orderly room perfect but the goal should be to have minimal mistake.

Question 235

What factors should you be looking at when giving an IC, RW or C&P?

Answer 235

An IA (Initiating Authority) shall consider the following factors before selecting the type of remedial measure to be initiated:

1. The facts of the case, including the significance and impact of the deficiency;
2. The CF member’s entire period of service, taking into account the member’s rank, military occupation, experience and position;
3. Any informal conduct or performance assessment, evaluation or constructive criticism previously received by the member in respect of the deficiency;
4. Any previous deficiency substantially related to the member’s current deficiency and the amount of time that has elapsed between the 2
5. Any relevant factors in associated policies or orders related to the specific deficiency.

Question 236

Your Chief comes to see you and mentioned that one of the member come on board drunk. Furthermore, he was adrift. Your Chief mentions that he has enough of this guy since he has disobeyed his MS and PO2 on several occasions. Your Chief says: “I want to put this guy on RW (Recorded Warning)”. What do you do.

Answer 236

1. First of all, there are 2 problems in this situation: first, the member has a conduct deficiency by being adrift and drug and secondly why nothing had not been done with the member’s deficiency in the past. As a HOD, I need to address these issues iaw DAOD 5019-4. IC may be given for conduct deficiency. Therefore, the member insubordination should have been addressed properly when the deficiencies arose.
2. For his drunkenness, an IC for conduct may be given or administrative action taken. Assessing the member’s interferes with the performance of duty including regular attendance at the place of duty must be addressed iaw CFAO 19-31 misuse of alcohol. As such, the recommendation should be to address problems when they arise, IC for being drunk with follow up for 3 months period and assessing the member problem.
3. Support should be made available through counselling and treatment at a CF alcoholism rehabilitation clinic if appropriate.

Question 237

What kind of dispute the Alternate Dispute Resolution does not resolve?

Answer 237

The ones that are more formal, traditional or of legal matter such as:

1. Court adjudication;
2. Tribunal;
3. DND/CF grievance process;
4. DND/CF harassment complaint process;

Question 238

Explain to the Board the difference between Casual Meal Chit and a Repayment Meal Ticket (HMCS meal ticket) and give examples of when each would be used. How many repayment meal ticket are required for lunch, breakfast and how many tickets equal one ration. Who control the sale of HMCS Meal Ticket. Explain the accounting procedure used to control them and credit the Food Services Department with the ration and finally who may sign a Casual Meal Chit?

Answer 238

Casual Meal Chit: are only used by personnel entitled to a meal iaw CFA 36-14;

1. Personnel working overtime over a meal hours outside their normal duty hours, for period of work in excess of 4 hours between 1800 – 0700;
2. Living in personnel required for duty other than on their own ship over a meal hour
3. Engineering staff required in early for flash up or working until 2000 to repair a broken piece of machinery may be issued a Casual Meal Chit.

Repayment Meal Ticket: are required by all personnel consuming a meal on board who are not entitled to meals

2 tickets for lunch/supper and 1 ticket for breakfast and 4 tickets equal 1 ration.

The SYO controls the sale of meal tickets. HMC Ships’s Meal Ticket are accountable document and are handled as such iaw FAMs. Tickets are purchased from the SYO or by his representative. When a person not entitled to ration buys Meal tickets from the NPF Manager, he collects the money and issue a DND 602. It’s a good practice to record the serial number on the receipt 602. When a meal tickets are presented for a meal they shall be multilated by punching or tearing a small portion off the ticket. The used tickets shall be placed in secured box and passed daily to the SYO for counting and destruction.

A Report on Repayment Meal shall be prepared in duplicate, to remit cash receipt and adjust the ration entitlement account. Part A shall be completed by the ticket seller, Part B by the Supply Officer. Once completed, the NPF Manager gives the money received for ration to the Senior Paywriter who in turns issue a 508 receipt.

A supervisor of rank of PO2 and above may sign a Casual Meal Chit.

Question 239

Your Senior Cook has just brought you the latest revised edition of his menu for your review. What will you look for prior to signing them?

Answer 239

1. Does the menu match the current operation spirit;
2. Does it match the food commodities we have stored on board;
3. Do they fit the standard menu pattern and to they fall within Canada’s Food guide;
4. Are the food varied from day to day and week to week;
5. Are the meal appealing in appearance;
6. Is there a low calorie, high fibre choice available at each meal;
7. Will they have a positive influence on the morale such that personnel will look forward for meals time;
8. Do they allow for an equal/manageable workload for the food service staff on all day;
9. Are ration effectively used and food dollar spent wisely;
10. Can they be produced with the equipment and space available;
11. Evaluate menu popularity; and finaly
12. Are the flexible enough to allow for changing operational and climatic condition.

Question 240

You have been alongside for 3 months now and you are getting more and more, over expended on your ration budget. Explain why this may be happening and what you can do to solve the problem while maintaining nutritional standards.

Answer 240

Over spending food budged can be cause by a combination of the following:

1. Math errors;
2. Review accuracy of the REAV and ensure that we are not feeding shore based personnel who show up for lunch every day in ports, but are not entitled to a casual meal chit and don’t have a meal ticket;
3. Review other source of revenue such Casual Meal Ticket etc..
4. Are we getting reimbursed for official and NPF function. If not that means we may be providing too many free meals such as reception, luncheons, bread left out in the cafeteria etc., without the necessary recovery action being taken;
5. Is a good write-off procedure n place;
6. Proper PCC in use;
7. Big portion being served;
8. Is the menu reflect higher priced item;
9. The Cooks may be making too much food for each meal and the leftover being throw away;

To correct the situation these action must be taken:

1. Stop feeding of unauthorized personnel. You may have to solicit the XO/CO/COX’N’s assistance for this. Don’t put all the weight or refusing food on your Cooks; implement a system to recognize who is or is not entitled to meals;
2. Check the amount of food being served and the plate returns for waste. Ensure the Chief Cook follows the portion standards;
3. Control the amount of food left out in the cafeteria, provide full financial support for function;
4. Ensure the Chief Cook reviews the PCC and that there is no indication of over producing. Cooks must know how to utilize the left over properly;
5. Review the REAVs with the Cox’n and ensure it is correct. Have the Cooks compare the diner attendance to the REAV and ensure that the REAV calculation are double checked against the number of repayment meal ticket sold;
6. Review the PCC , menus and desserts and salad tables to ensure that the menu pattern is not exceeded; and
7. Check the quality of the food items being accepted by the galley for use in meal production and ensure that write-offs are auctioned as required. Ensure that the victualler is only accepting high quality food from suppliers and that, when required, a notice of rejection for ration is raised.

Question 241

How to verify crew satisfaction

Answer 241

1. Suggestion box;
2. Ship’s committee meeting;
3. Comments from customer (crew);
4. PCC → left over in abundance; and
5. Taste parade.

Question 242

Potential food poisoning

Answer 242

1. Brief CO;
2. Contact PA;
3. Review what was cooked;
4. Review what was pulled out by the victualler;
5. Determine other mean of feeding ship company; and
6. Consult with the ashore authorities for advice and help.

Question 243

What are some items that would cause you to send a notice of rejection for rations to FAC

Answer 243

1. Food does meet Canadian Government Specifications Board;
2. Suspect product does not meet Product standard;
3. Product was over ripe;
4. Product is brown and discoloured, rotten;
5. Product is infested with insects;
6. Product is excessively dirty;
7. Product not in correct wrapping boxes;
8. Can are rusted, swollen and/or leaking;
9. Vegetable/fruit that arrive in poor condition, are covered in filth and infested;
10. Product that already breeches best before date or will be soon;
11. Frozen food is starting to thaw (melt);
12. Frozen food is obviously freezer burnt/old; and .
13. Errors in shipping quantities or product short shipped

Question 244

Despite all your effort to correct the situation, you are sailing 3 Cooks and 3 Stewards short. You have a very dedicated staff, however you know they are extremely upset by this situation and as you will be in this situation for 6 weeks, you know they will need help. What can you do?

Answer 244

Shortage of Cooks and Stewards does not normally constitute a critical man power shortage and sailing will go as planned. You must look for way to lighten their workload whenever possible. Some method could be:

1. Reduce menu selection to 1 choice;
2. Use of pre-prepared food;
3. Ensure the Seniors personnel are working;
4. Ensure that XO/CO and Cox’n are aware of the situation and do not put extra demands on their sections ;
5. See if CO will do without a dedicated Steward;
6. Reduce table service in Wardroom by having Officers pick-up own meal;
7. Steward are trained in short order cooking and as such, may help out cooks from time to time;
8. Make sure the extra ship’s duties are reduced as much as possible for these 2 sections; and
9. Make ship’s company aware of the situation so that they can ease up on burden they may place on the galley.

Question 245

You are given a monetary allowance when you are in home/foreign ports and a monetary allowance when you are at sea. Your sea allowance for food is greater than your port allowance as it includes an increment for extra calories and between meal beverages. Other than when at sea, explain under what circumstances you may be authorized these increments and who may authorize them.

Answer 245

Extra Calorie Increment: is an increment of 6% of the BFC (Basic Food Cost) provided to meet the additional nutritional requirement of shipboard feeding while at sea. Authority to draw this increment for circumstances other than those precisely described may be granted by Formation Food Services Officer who shall advise DLBM (Director Logistics Business Management).

BMA – Between Meal Allowance: is granted in the following situation:

1. Food and/or beverage item authorized by the CO for personnel engaged in operation/exercise, arduous work and/or exposure to extreme heat/cold, when the diners are precludes from obtaining a refreshment for their designated camp work area, dining facility, NPF outlet, self-help canteen in camp or in a commercial outlet. BMA is 1 issue every 4 hours for a maximum of 4 per 24 hours.
2. Food and/or beverage items authorized by the Medical Officer for hospital or health care centre patients for between meal and evening refreshments. BMA is 1 issue every 8 hours for a maximum of 3 per 24 hours; and
3. BMA is 5% of the BFC.

Question 246

It is 31 March and your Senior Cook advises you that he is over spent. You remember that there are some steps that must be taken when this occurs. Explain to the Board what steps you could take.

Answer 246

1. Determine how serious the problem is. You may want to do an audit to ensure that the Cook’s figures are correct. Verify that the correct allowance rates have been used as well the authorized 6% increment, and that the REAVs are correct;
2. If the over expenditure is within the authorized percentage of 0.5%, it must be carry over to the new accounting period;
3. If the over expenditure exceeds the authorized percentage, the cause are to be determine and the CO informed. An investigation may be carried out with recommendations sent to Formation HQ for administration/disciplinary action as appropriate. The Senior Cook shall carry out a review of purchasing practices and report of finding shall be given to the Supply Officer.

Question 247

Provide instances when you would do a galley return

Answer 247

1. Quality does not meet the standard;
2. Incorrect items;
3. Greater than the amount requested;
4. Not enough of the item requested resulting in menu change; and
5. Equipment that needs repair.

Question 248

Why you might be overdrawn on ration?

Answer 248

1. Last minute change to menu;
2. Not following cyclical menu;
3. Not properly utilizing PCC (Production Control Chart);
4. Improper usage of leftover;
5. Waste;
6. Incorrect REAVs;
7. Basic math errors.

Question 249

What is the lead time for minor and major storing when ordering food through FAC?

Answer 249

The FAC must have a lead-time of four (4) working days for a minor storing and ten (10) working days for a major storing.

Question 250

Define Increment?

Answer 250

Food and refreshment supplies that may be drawn in addition to the basic ration to meet specific support requirements or conditions.

Question 251

What are the four principles of shipboard feeding?

Answer 251

Ship’s Food Services personnel shall endeavor to:

1. Provide the best meals possible on a continuous basis within the space restrictions and environmental conditions present;
2. Relieve the boredom and tension associated with long voyages and routine manoeuvres by serving varied interesting and nutritious meals;
3. Respond to emergency and operational situations with wholesome and appropriate meals, and;
4. Provide and annotate menus with food selections that are suitable for weight control for members who utilize CF messing facilities.

Question 252

Define Basic Food Cost (BFC)?

Answer 252

The standard cost of one ration to feed one person three meals in a 24 hour period. A breakfast meal is accounted as 20% of the BFC and a lunch or dinner meal as 40% of the BFC. The BFC is determined for both sea and foreign/home port and is supported by the base’s BFC. This allowance rate for the upcoming accounting period will be promulgated by message by the Formation Food Svcs O in July of each year

Question 253

Define Ration?

Answer 253

The total amount of food (excluding increments) authorized for provision of meals to one person over a twenty-four hour period.

Question 254

What are the benefits of a Cycle Menu?

Answer 254

Cycle menus are a necessary planning tool that offers many benefits to food services managers:

1. The cycle menu saves time. It is not necessary to plan a new set of menus every week. A few changes can be made when needed to accommodate operational requirements, holidays, seasonal availability of produce and new menu items;
2. A cycle menu gives a “total picture” of all planned food production activity. This permits managers to make better decisions about staffing, equipment usage, food ordering, scheduling production, etc and to translate these decisions into Production Forecast and Control Charts and work schedules; and
3. A cycle menu permits planning to avoid unwanted repetition, to include popular choices, to control costs, and to minimize stock shortages.

Question 255

When reviewing the Cyclical Menu, what are you looking for?

Answer 255

The Cycle Menu must meet with all standards concerning availability of items, variety of products, low fat choices, etc. Check the length of the cycle, minimizing repetition. Incorporate ship-wide favorites and CO’s preferences where possible. Ensure the menu will produce the best value for quality (cheaper is not always better). A different menu may be required for specific deployments based on weather expectations (lighter/heavier meals).

Question 256

What is the minimum length of a cycle menu?

Answer 256

If most diners are permanently living in or on several month courses, the cycle should be at least three weeks long to allow for sufficient variety without noticeable repetition.

Question 257

What special considerations should be given to cycle menus?

Answer 257

Cycle menus are to be developed against the following criteria:

Nutritional requirements:

1. Reducing total fat from your recipes, especially saturated fat;
2. Reducing the sodium (salt) content of your recipes; and
3. Increasing the fibre content of your recipes.

Economy (cost control). The choice of foods on cycle menus has a large impact on economy and cost control, especially when an all-inclusive meal plan is offered. The goal is to satisfy customer expectations of value, nutrition, and choice, while staying within the Basic Food cost.

Variety in flavour. Try to achieve contrast and balance by planning meals that combine tart and sweet, bland and strong flavoured, acidic and mellow flavours. Avoid serving all bland, or all highly seasoned foods at one meal.

Variety in colour. Try to achieve variety in colour and final appearance of food items by carefully selecting vegetables, sauces and garnishes.

Variety in texture. Each food should have a different texture: crisp, smooth, chewy, soft, leafy, etc.

Variety in size, shape, and height. The size, shape and height of food items should complement the total appearance of the plate.

Variety in temperature. Each meal should have some variety in temperature. Achieve this by offering cool salads or relishes/pickles with hot meals, or hot soups or salads with otherwise cold meals. Cold soups, hot desserts, and other novel foods served at unexpected temperatures can add additional interest. A multi-course meal should include some hot and some cold courses.

Response to market and local conditions:

• Know the market conditions. Feature local, plentiful and seasonal foods within available budget, and
• Plan menus to utilise all food purchased and to allow immediate use of leftovers in a different form, if possible.

Accurate terminology. The menu is an important marketing tool, which must not be misleading. Menu items and accompaniments should be written in terms, which adequately describe them. Terms such as “soup du jour”, “chef’s selection”, and “assorted desserts” are not acceptable because they do not allow for adequate production and inventory planning and they do not give the diner enough information. In some cases there is a legal requirement to describe the items accurately. In other cases, false descriptions simply add no value.

Production potential. Plan for ease of production, knowing the capacity of all departments. Consider:

1. space available for preparation and serving,
2. equipment available for preparation and serving,
3. amount of storage space available,
4. number of employees and time schedules, and
5. efficiency and physical capabilities of employees.

Variety in garnishes and accompaniments. Whether they are traditional or innovative, garnishes, sauces, and gravies add interest to the menu.

Question 258

What is Interval Feeding (action messing)?

Answer 258

When the ship is required to undergo long periods in a high degree of readiness, interval feeding will be used. The ship will rotate 25 % of their personnel (all ranks) at a time through the main cafeteria. This will continue until all personnel are fed. The Galley will be prepared to deliver a limited amount of meals to those positions, which cannot be relieved while the ship is in a tactical situation. During interval feeding where a reduced cafeteria menu is necessitated by restrictions in time and manpower the Senior Cook shall ensure that the menu provided includes choices representing all food groups as stated in the Food Services Direction and Guidance.

Question 259

Who is responsible for Hygiene?

Answer 259

The Senior Cook is responsible for ensuring the hygiene and sanitation standards of all cafeterias are maintained.

Question 260

Who is responsible for forecasting food requirements?

Answer 260

The SYO ensures that the Senior Storesman in conjunction with the Senior Cook makes the forecast for food commodities and food services supplies. Normally, a pre-deployment checklist is developed based on the cycle menu and past experience.

Question 261

What are Galley Stocks?

Answer 261

Rations held within the galley. Galley stocks shall be kept at a minimum, consisting of a small stock of general supplies such as spices and condiments, and perishables for the day’s menu such as fresh meat, ice cream, bread, fresh fruits and vegetables

Question 262

Explain Transport of provisions?

Answer 262

The Supply Section is responsible for the transport of provisions to the main galley from stores.

Question 263

Explain CF 1009 CF Requisition/Voucher for Rations?

Answer 263

The Chief Cook shall requisition provisions on a daily basis using the CF Requisition/Voucher for Rations (form CF 1009). Because of limited galley storage space, time constraints and commitments, an extremely accurate estimate of required rations must be submitted. The CF 1009s shall be serially numbered commencing at the beginning of the fiscal year (Apr). Upon submission of a CF 1009 to the Stores section, the voucher number and due date are to be recorded in the Food Expenditure Ledger. Upon receipt of the costed CF 1009 from the Supply section, the dollar value of the requisition is to be recorded, thus completing the entry in the Food Expenditure Ledger - UNITRAK. The issuing Officer, and ordering Officer who are the Chief Cook and the Victualler must sign it.

Question 264

How are Write-Offs conducted?

Answer 264

When rations are issued to the galley, they may become unfit for human consumption while in the galley. Commodities found unfit shall be recorded by the Senior Cook on a CF 1009. At least monthly, this “running” CF 1009 shall be forwarded to the Senior Storesman who shall cost the CF 1009. The Supply Officer must certify that the food was unfit for human consumption (with reason) and that destruction/disposal action was taken. A CF 152 Report of Write-off summarizing the Certificate Issue shall be prepared, approved and entered in the Write-off Register for inclusion in the Supply Food Services Expenditures quarterly report. The CF 152 Report of Write-off is the document where the CO approves the Certificate Issue action. The finalized CF 1009 must be provided to the Senior Cook so that the non-issuable rations may be included as a minus (-) expenditure on the Galley Expenditure Ledger. Input from the Ship’s Physician’s Attendant (PA) should be sought in all matters where food is deemed unfit for consumption.

Question 265

Explain Food Inventory Control?

Answer 265

1. Inventory control is a critical part of cost controls since food sitting in inventory represents money that is not available to be spent. A complete inventory is to be completed on the last day of each month.
2. The CF 1009 form is to be used when taking galley stock. In place of the voucher number, the CF 1009 will be marked “closing inventory” and the month and year will be entered in place of the required delivery date. Prices will be entered, extended and totaled. After the last entry, the number of the last demand voucher for foods received, and the names and appointments of stock takers will be entered on the Food Expenditure Ledger for the month.

Question 266

What are Quarterly Supply Food Services Expenditures?

Answer 266

In order to gather data on “real” food expenditures and food cost in foreign ports relative to home port, the Quarterly Supply Food Services Expenditures form at Annex M is to be submitted to Marlant Food Services on a quarterly basis (June, September, December and March).

Question 267

You’re working late one evening when the duty cook, new to your ship and without any previous at-sea experience, comes to you saying that he has discovered some smoked ham in the galley fridge which has gone bad. What should be done?

Answer 267

1. Since the meat is “unfit for human consumption,” the SYO must ensure that the destruction/disposal action of the food is taken;
2. Fridge will have to be cleaned and disinfected;
3. Fridge certified by PA prior to further use;
4. The provisions should be written off, supported by a costed 1009 reported on the next Quarterly Report of Write-off. The PA and SYO must sign on the CF 1009. The smoked ham will be taken off charge with adjustment transaction and signed by CO.

Question 268

What are the steps for ordering meals (box lunches) from the Base?

Answer 268

Five days prior to a course/refresher, the Combat Chief fills out a Request For Rations form. Once completed, the SYO puts his signature on it to approve it. Once this is done, the Combat Chief emails and faxes it to Formation Halifax using Fin code L101 12401. The form must have the nominal roll of people including SN, Rank and Name. Members must be on ration strength.

Question 269

The MS & B Mess is having a private function, and requires some provisions. What action should be taken?

Answer 269

1. A CF 1009 shall be raised for issue made and current prices applied from the FAC;
2. The CF 1009 must be authorized in writing by the SYO; and
3. The SYO is responsible for collecting the monies, and raising the official receipt. A copy of the official receipt should be attached to the CF 1009 or the CF 1009 must be annotated with the date and official receipt number.

Question 270

How do you transfer food between ships?

Answer 270

There may come a time when sailing in a TF/TG where another ship may request provisions from you. Before actioning any such issue, permission must be obtained from the CO for approval;

1. If approved, transmit the issue the same as a general messing issue, however the document number to be used will be a “TI”;
2. CO’s signature or his delegate must be on the paperwork as approved by;
3. Ensure the receiving ship’s victualler signs as having received the items;
4. In the Victualler’s program, go onto new issue. Ensure the issue is crossed referred to the ship’s demand. Ship’s demand should come as a TR. Issue the CF 1009.
5. If we are the one requesting food, we have to ensure that the ship we are getting food from is set up as a supplier in our Victualler’s program.

Question 271

What are the best procedures to follow when the victualler receives a CF 1009 from the galley?

Answer 271

1. The Galley will give you a “hand written” or locally produced electronic/hard version of a CF1009 (Requisition for Provisions);
2. Victualler should input the requisition into the program before pulling stock. This will give the victualler an opportunity to see if in fact he has the stock to fulfill the requisition;
3. If the stock cannot be fulfilled the galley may decide to change their menu and therefore order other items. If the items had already been pulled they may have to be sent back;
4. It also gives the victualler the opportunity to see when he pulls stock, how much is leftover and if it is accurate.

Question 272

Which document number would you use to issue ration to the sick bay?

Answer 272

Document Number: 1235-SB-001

Question 273

When is storeroom stocktaking required for food?

Answer 273

1. To be done quarterly;
2. Upon supersession of victuallers, supply div co-ords, and SYOs; and
3. When otherwise directed.

Question 274

What does DMMOS mean and what is his primary function?

Answer 274

Director Maritime Materiel Operational Support (DMMOS)

Roles and Responsibilities: DMMOS provides advice on materiel readiness, support and sustainment encompassing, transport, food services, materiel acquisition and management, and postal services.

The DMMOS scope of responsibility is limited to current assets, programs, operations and obligations in the areas of:

1. Logistics support including materiel acquisition, distribution and management, transportation and movement, food services and postal services
2. Support capability planning
3. Performance Measurement and operational support lessons learned

DMMOS also acts as the Navy’s Co-Advisor for the Logistics Branch.

DMMOS is one of two Chief Maritime Staff (CMS) directors who report to DGMEPM.

Question 275

Define the Dot Com organization and what their responsibilities are.

Answer 275

CANCOM

1. Canada Command – based on defense of Canada and North America
2. safety of Canadian ppl
3. domestic operations
4. six regions (north, pacific, west, central, east, atlantic)

CEFCOM

1. Canadian Expeditionary Force Command
2. International (global) operations

CANSCOM

1. Canadian Support Command
2. Supports all CF operations w/ full range of command
3. Supports comms, information systems, health care, military engineering, logistics, maintenance, MPs
4. Domestic, continental, expeditionary

CANSOFCOM

1. Canadian Special Operational Forces Command
2. JTF, CSOR, 427 SOAS
3. Capable of operating across the spectrum of conflict at home and abroad

In all this, CMS is the force generator and the Dot Coms are the force employers.

Question 276

When can hospitality be extended?

Answer 276

• Hospitality may be extended as part of conducting internal DND/CF business when it contributes to the achievement of DND/CF objectives.
• As well, Social hospitality may be extended to external parties on behalf of DND/CF when it facilitates the conduct of DND/CF business and contributes to the achievement of DND/CF objectives, or when it is considered necessary as a matter of official protocol.

Question 277

Define “Official Protocol”?

Answer 277

The official formality and etiquette observed on state occasions in accordance with the documented current practices in the country of a foreign dignitary, representative or official.

Question 278

Define “Work-related Hospitality”?

Answer 278

An event organized in the context of conducting DND/CF business (e.g. a working meeting). Specifically, the event involves a group of participants, who are substantially government employees (95% or more), where the provision of a meal and/or beverages can be justified as it facilitates the conduct of DND/CF business and contributes to the achievement of the objectives of the event.

Question 279

What are the considerations when setting up a cocktail party?

Answer 279

Dept involved are

• Deck – rig the awning
• Combat – weather witch forecast (if function is outside)
• Local consulate/onshore POC – Funding and special requirements, traditions, protocol/ceremonial, allergies
• LOG Brainstorm requirements/resources, ppl, menu, services, equipment
• MSE/CSE – sound equipment, lay the rubber hosing, lighting if at night on flight deck

What needs to be done

• Funding
• Discuss plan/details with CO/XO
• Menu choices
• Timings w/ Snr cook/steward
• Cultural requirements
• Dress (esp. stewards)
• Route to heads/coat check
• Junior officers available for tours (coordinated through CbtO)
• Guest list from Liaison Officer

Question 280

The CO wants to host the local mayor during a visit to Mayport. What do you do? Who can approve the funding? How would handle this if V & P turned down your request for funding?

Answer 280

The type of event is determined first by its primary purpose and second by who participates. The involvement of participants from outside the government is not a determining factor on its own in determining the type of event.

What I will do:

• Find out timing;
• The number as well as the status and/or rank of guests;
• The number of government employees and other participants required to attend an event;
• The specific activities to be included;
• The choice of location; and
• The total cost of the event and a breakdown of cost per person per type of expense.

Liaise with…

• XO/CO to discuss event
• Chief cook – presentation of menus
• Stewards – setting and ensuring all stewards are dressed the same
• DECK - for awning if required
• CSE – for music and microphone setting
• MSE – for lighting
• CBT O – do we need force protection or juniors MARS as an escorts
• NO2VP

a. If < $500, the CO is there, but there is no alcohol being served, Terry Brockway, the NO2 FES is the approving authority;
b. If < $500, the CO is there, but there is alcohol being served, then RAdm Gardam becomes the approving authority;

c. If up to $1500, then RAdm Gardam becomes the approving authority;
d. If b/t $1500 and $5000, the CMS, Vice-Admiral Maddison, becomes the approving authority;

e. If >$5000, the Minister, Peter McKay, becomes the approving authority;

If V & P turns down the request, you can go to a higher level, stressing on the importance of this event for DND/CF business with outside agencies. You can also turn to DFAIT (Department of Foreign Affairs and International Trade) for money, CMS Public Affair or Statcom. Lt(N) Laura Collier is the Public Affair person in Halifax, phone #427-6981.
If all fails, absorb the food and ask the XO, CO if they can absorb the alcohol with their funds. (XO  $250 per occasion and CO’s funds).

Question 281

What are the logistics supports offered to ships within the Formation MARLANT?

Answer 281

a. MARLANT FLOG N41: Supply, Movement and Food Services Policies, Logistics Compliance Inspection (LCI), MOC Advisor, and Logistics Training for Officers;
b. MARLANT N7: Public Fund and Non-Public Fund Policies, WCF Management; Formation Capability Plan, In Year Budget, and Fuel;
c. CANFLTLANT LOG: Tactical issues relating to Logistical Support to Operations, Supply, Resource Management; and
d. BASE LOGISTICS N45: Administrative support, Transfer point, Administration, Personnel Services, Financial Services and when in doubt.

Question 282

You are being told that you are taking over a ship as a supply office. Name some of the things you would do first?

Answer 282

As the new SYO of XX, this is what I would do first. I would make an appointment with:
•	N7
•	N3
•	Flog, and
•	SYO

At N7, I would:
•	Revise:
•	The write-off report for the ship
•	The financials
•	NPF Report
•	Ship’s historical report
•	End of year report
•	Delegation of financial authorities
•	All this to give me a full history for the ship for the last year or two years

At N3, I would:
• Look at the OPSKED to find out where the ship is expected to be going, and the
• Review the current status of the ship’s Budget

At Flog, I would:
• Introduce myself to the FSYO and discuss any issue
• Visit LCC  Logistic coordination cell to:
2. Review audit
3. Discuss comments/issues/problems on board the ship
4. HPR status report
• Current stock level of the ship (MAST, SHARP, MCAAL) and identify major problems.
• Meet with the MOC advisors
• Check the level of the Acquisition Card
• Meet with Lila Zwicker
• Meet with WO Forbes, introduce myself
• Meet with PO1? for supply/personnel issues.
• Meet with PO1 Ward, tell him you are coming as the next Logistics Officer on board XX, and introduce yourself.
• Go to HAZMAT and discuss with Kevin Andrea (D-206) or Jim Oxner at D-166 of any issues/introduce yourself.
•
With the SYO, I would:
• Meet with the command team
• Meet the CHOD and PODs of the Logistics Department
• Meet the other HODs
• Do a set of rounds with outgoing SYO and the chief of the logistics spaces
• Prepare supersession schedule.

Question 283

Hazmat

Answer 283

Hazardous Materiel is any materiel that, if handled improperly can endanger human health and well-being, equipment and environment. Examples of Hazmat include: poison, corrosive agent, flammable substance, ammunition and explosives. The Hazardous Product Act requires that all Hazmat be labeled properly and that MSDS accompany all Hazmat items. The MSDS information provides all personnel working with or exposed to Hazmat with an awareness of the item’s characteristics as well as the proper safety precaution and emergency responses. MSDS must be obtained from the supplier in both official languages. If there any question or doubt, refer to Formation Hazmat.

Procurement

• Check the label and/or MSDS to determine if the chemical ingredients in the product is/are listed in the Formations’ “approved”, “restricted” or “prohibited” lists, then seek and obtain approval from the current HAZMAT Control Authority prior to acquisition, if need be;
• If the HAZMAT is new, it must be assessed for potential health and environmental impacts;
• Select, if practical, only needed quantities to limit the amounts stored on site and reduce the probability and consequences of their accidental release;
MSDS – Materiel Safety Data Sheet

An MSDS is a document prepared by the supplier or the importer. It usually indicates, amongst others, the physical, chemical and hazardous data and properties of the constituent(s) of a “Controlled Product”. A current MSDS must be maintained for each HAZMAT. Suppliers are expected to update their products’ MSDS if new information becomes available or three years after the last one was prepared, whichever comes first. The three-year limit applies whether changes occurred or not. Hazard information in certain MSDSs may sometimes be erroneous, unclear or incomplete. Formation HAZMAT coordinators will periodically review those MSDSs and verify currency and validity as frequently as possible, when a new product is introduced, whenever an MSDS is received or when a discrepancy is detected or brought to their attention.

Handling

No person shall handle or use HAZMAT unless they have been provided with proper awareness and training to become fully acquainted with the contents and significance of data on related labels and MSDSs. Users and their supervisors must perform the following activities before handling HAZMAT:
a. Carefully read and understand the labelling on the packaging or means of containment, the information in the MSDS;
b. Follow engineering controls;
c. Be prepared to use Personal Protective Equipment (PPE), if required; and
d. Be ready to provide emergency response and remedial action in accordance with existing Emergency Response Plans (ERP) or the current Emergency Response Guidebook.
Storage
• ensure compatibility of HAZMAT;
• select a proper storage site (consider HAZMAT, site preparation, risk of fire, detectors, showers and fire alarms);
• use and have available PPE;
• control access and provide security; and
• provide spill response
Transportation

Disposal
• ensure compatibility of hazardous waste;
• select an appropriate waste handling location (consider HAZMAT, site preparation, risk of fire, detectors, showers and fire alarms);
• control access and provide security;
• test and classify waste;
• select a disposal option (consider minimizing, reusing, recycling);
• select a disposal contractor;
• make appropriate data entries; and
• provide spill response

Question 284

Do we have a duty to accommodate a member for dietary restrictions based on religious or Spiritual Belief?
DAOD 5516-3 Religious or spiritual Accommodation

Answer 284

2.1 Canada is a country of great diversity with many people who belong to different religions and have unique spiritual beliefs. CAF members and applicants represent a cross section of Canadian society. The faithful practice of a religion or the adherence to a spiritual belief by a CAF member or an applicant, as indicated by practices such as wearing particular articles of clothing or styles of dress, keeping or wearing hair in a specific manner, following certain diets, praying, fasting, avoiding certain language or behaviour, or observing certain religious holidays, may require an accommodation.

Note 1 – For the purposes of this DAOD, “applicant” refers to a person seeking to enrol in the CAF who has accepted a conditional offer of enrolment from an authorized Canadian Forces recruiting centre (CFRC) staff member.

Note 2 – Although applicants are not subject to DAODs and the provisions in this DAOD do not constitute directives or orders that apply to applicants, this DAOD sets out the administrative process for dealing with a request for an accommodation on religious or spiritual grounds that may be made by an applicant during the recruiting and enrolment process.

Duty to Accommodate

2. 2 The CAF must consider a request for an accommodation based on a religious or spiritual belief as long as it is a sincerely held belief of the CAF member or applicant and can be reasonably connected to religious faith or spirituality.
3. 3 The CAF is required to approve a request for an accommodation based on a sincerely held religious or spiritual belief unless the accommodation or any accommodation other than that which was requested would:

a. cause undue hardship;
b. be against the law; or
c. cause the CAF member or applicant to be relieved from having to meet one or more of
the minimum operational standards related to the principle of universality of service set out in DAOD
5023-1, Minimum Operational Standards Relating to Universality of Service.
2.4 The duty to accommodate is the obligation of the CAF, by the adoption of measures, to eliminate disadvantages to CAF members and applicants resulting from a rule, policy, practice or barrier that has or may have an adverse impact on individuals or designated groups protected under the Canadian Charter of Rights and Freedoms and the Canadian Human Rights Act.

2.5 Undue hardship refers to the limit to which the CAF is expected to accommodate a CAF member or an applicant in a given situation, taking into consideration the following factors:

a. the availability of alternatives to accommodate the CAF member or applicant;
b. the realistic ability of the CAF to meet the costs associated with an accommodation; and
c. the health and safety of the public, Department of National Defence (DND) employees, CAF
members and applicants.

Adjustments Resulting from an Accommodation

2.6 An accommodation based on religious or spiritual grounds may require making some specific adjustment or alteration to, for example, policies, standard operating procedures or routine practices, in order that a CAF member can continue to serve or an applicant can enrol in the CAF while adhering to their religious or spiritual belief.

Request by a CAF Member or an Applicant

2.7 A CAF member or an applicant may request an accommodation based on religious or spiritual grounds with respect to, but not limited to:

a. dietary practices;
b. dress and appearance;
c. medical requirements; and
d. religious or spiritual services and observances.
2. 8 A CAF member or an applicant who requests an accommodation must:

a. identify and communicate clearly to their chain of command, in a timely manner, their service-related
religious or spiritual accommodation needs; and
b. work constructively and cooperatively with authorities in their chain of command in devising
reasonable and workable solutions to their religious or spiritual accommodation needs.
Note – See section 3 for details concerning the procedures for processing a request for an accommodation.

Accommodation at a New Unit

2. 9 When a CAF member who is being accommodated for a religious or spiritual belief at the unit level is posted, attach posted or otherwise absent from their home unit and is employed at a different unit, or in the case of an applicant who was accommodated at a CFRC and, on enrolment, is posted to a unit, the CAF member must submit a new request for an accommodation based on religious or spiritual grounds through the chain of command at the new unit.
3. 10 A CAF member cannot assume that an accommodation previously approved remains in effect on arrival at a new unit because the:

a. CAF member is required to make a new request for an accommodation under paragraph 2.9; and
b. commanding officer (CO) must consider the new request for an accommodation on its own merits,
taking into account the mission and resources of the unit.
Revocation or Suspension of an Accommodation

2.11 An accommodation that has been approved may be revoked or suspended by the approval authority if circumstances change, including the extent to which the accommodation may constitute an undue hardship (see paragraph 2.5).

Note – For the purposes of this DAOD, “approval authority” refers to:

a. the officer who considered the request and approved the accommodation;
b. an officer who replaces the officer who approved the accommodation; or
c. any superior officer in the chain of command of either the officer who approved the accommodation
or the officer who replaced the officer who approved the accommodation.
3. Process
Request for Religious or Spiritual Accommodation

3.1 The process for making a request for an accommodation based on religious or spiritual grounds, and its consideration by the chain of command, is as follows:

a. the CAF member or applicant must complete and sign Part 1 of form DND 2983-E, Request for
Religious or Spiritual Accommodation, identifying clearly and in as much detail as is required, the
exact nature of the religious or spiritual belief which requires an accommodation, and submit the form
to:
i. in the case of a CAF member, their CO through their chain of command, or
ii. in the case of an applicant, a designated recruiting authority, i.e. the CO of a CFRC;
Note – Form DND 2983-E can be found on the DHRD intranet site.

b. depending on the nature of the request, the CO may be the appropriate approval authority (see
paragraph 3.2 of this DAOD). If the CO is not the approval authority, the CO must forward the request
to the appropriate approval authority;
c. the approval authority may seek clarification or amplification from the CAF member or applicant, or
from other sources, as required; and
d. the approval authority approves or denies the accommodation request (see the determining factors
and considerations in paragraph 4.1).
Approval Authorities

3.2 The following table sets out the approval authorities for a request for an accommodation based on religious or spiritual grounds:

A … may approve or deny a request for an accommodation as it applies to …
level one (L1) advisor;
formation, base, wing or station commander; and
CO
food and food service;
leave;
use of space at a defence establishment; or
any other accommodation within their authority not otherwise covered in this table.
Note 1 – An L1 advisor is a senior official, either civilian or military, who has direct accountability to the Deputy Minister or the Chief of the Defence Staff. The list of L1 advisors is set out in the Position Titles section in A-FN-100-002/AG-006, Delegation of Authorities for Financial Administration for the Department of National Defence (DND) and the Canadian Forces (CF).

Note 2 – A CO may seek the advice of the base or wing chaplain regarding the provision of space for prayer or worship.

Action by the Approval Authority When a Request is Approved or Denied

3.3 On considering a request for an accommodation based on religious or spiritual grounds, having referred to the determining factors and considerations in paragraph 4.1, an approval authority may decide to:

a. approve the accommodation requested;
b. approve an accommodation other than that which was requested; or
c. deny the request.
3. 4 When an approval authority makes a decision in respect of a request for an accommodation, the approval authority must take the following actions:

a. complete either the approval or denial section and sign Part 2 of form DND 2983-E;
b. inform the CAF member or applicant of the decision and any action required as a result of the
decision, including any terms and conditions of an approval set out in Part 2 of form DND 2983-E;
c. ensure the CAF member or applicant signs Part 3 of form DND 2983-E acknowledging the decision;
d. provide a copy of the form DND 2983-E to the CAF member or applicant; and
e. send copies of the form DND 2983-E and any attached documentation to the appropriate unit
records section and immediate headquarters, with a copy to DHRD for statistical and tracking
purposes.
3.5 When informing a CAF member or an applicant that their request has been denied or an alternative accommodation has been approved, the reasons do not need to be lengthy but should be clearly and sufficiently stated in order for the CAF member or applicant to understand the reasons for the denial or change in accommodation, as applicable. For example:

a. The accommodation requested could not be approved on the basis of a particular risk to the safety of
the team where that risk could not be mitigated.
b. An alternative accommodation is approved because the CAF could not realistically meet the costs
associated with the requested accommodation.
4. Direction for Approval Authorities
Making a Decision on a Request

4.1 The following table sets out determining factors and considerations to assist approval authorities in making a decision and taking appropriate action on receiving a request for an accommodation based on religious or spiritual grounds:

Step Determining Factors Considerations Decision and Action
1 Is the accommodation requested by the CAF member or applicant religious or spiritual in nature?
Religion typically involves a particular and comprehensive system of faith and acts, rites or ceremonies of worship.
Religion may involve the belief in a divine, superhuman or controlling power.
Spirituality is:
– about freely and deeply held
personal convictions or beliefs
connected to the spiritual faith of a
person; and
– integrally linked to the
self-definition and spiritual
fulfillment of that person.
Religion or spirituality may be demonstrated by practices which allow a person to foster a connection with a divine, superhuman or controlling power, or with the subject or object of that religion or spiritual faith.
If the answer to Step 1 is “Yes”, go to Step 2.
If the answer to Step 1 is “No”, deny the request (see paragraph 3.4 for action to be taken).
2
Does the CAF member or applicant demonstrate a religious or spiritual belief or practice which calls for a particular type of conduct that:

is obligatory or customary to the religion or spirituality; or
helps connect the person to the subject or object of their religious or spiritual belief?
The belief or practice must:
– be something that the person
considers to be of central
importance to the religion or
spiritual faith; or
– bring about a personal
connection with a divine,
superhuman or controlling power,
or with the subject or object of
the spiritual faith of the individual.
The belief or practice of a person does not have to be a fundamental tenet or article of faith, nor does it have to be required by any official religious dogma or conform with the position of any religious official or spiritual leader.
The claim that a belief or practice is a fundamental doctrine, dogma or principle of the religion or spiritual belief of the CAF member or applicant may be a consideration but need not be a determining factor.
If the answer to Step 2 is “Yes”, go to Step 3.
If the answer to Step 2 is “No”, deny the request (see paragraph 3.4 for action to be taken).
3 Is the CAF member or applicant sincere in their belief?
A sincerely held religious or spiritual belief will normally require particular conduct that the person subjectively considers to be necessary to their faith or spirituality.
The belief must be sincere, honest and expressed in good faith, neither fictitious nor capricious.
The credibility of information provided by the CAF member or applicant, and whether the accommodation requested is consistent with their current religious or spiritual practices, is relevant in assessing sincerity.
If the answer to Step 3 is “Yes”, go to Step 4.
If the answer to Step 3 is “No”, deny the request (see paragraph 3.4 for action to be taken).
4
Will the requested accommodation or any alternative accommodation:

cause undue hardship (see paragraph 2.5);
be against the law; or
relieve the CAF member or applicant of having to meet one or more of the minimum operational standards related to the principle of universality of service?
Note 1 – In considering whether the requested or alternative accommodation is against the law, approval authorities are encouraged to seek assistance from the local representative of the Judge Advocate General or the Public and Labour Law directorate of the Office of the DND and CF Legal Advisor, as applicable and if required.
Note 2 – For the minimum operational standards related to the principle of universality of service, see DAOD 5023-1.
Note 3 – Expert opinions are not required for an approval authority to make a decision.

If the answer to Step 4 is “No”, approve the request (see paragraph 3.4 for action to be taken).
If the answer to Step 4 is “Yes”, deny the request (see paragraph 3.4 for action to be taken).
5. Consequences
Consequences of Non-Compliance

5. 1 Non-compliance with this DAOD may have consequences for the CAF as an institution, and for CAF members as individuals. Suspected non-compliance will be investigated. The nature and severity of the consequences resulting from actual non-compliance will be commensurate with the circumstances of the non-compliance.
6. 2 The DHRD is responsible for notifying the CMP of any non-compliance with this DAOD.

Question 285

Discuss. DAOD 5023-1, Minimum Operational Standards Related to Universality of Service

Answer 285

Application
2.1 The application of the minimum operational standards related to universality of service is set out in the following table:

A CAF member of the …	is required …
Regular Force (Reg F)

to meet the minimum operational standards.

Primary Reserve (P Res)

Canadian Rangers

to meet the minimum operational standards if attached, seconded or transferred on consent to the Reg F or P Res.

Cadet Organizations Administration and Training Service (COATS)

Supplementary Reserve (Supp Res)

Note - In addition to any other standard for enrolment, applicants to the Reg F and P Res are required to meet, or be capable of meeting, the minimum operational standards.

Context
2.2 The overriding purpose of the Reg F and the P Res is to conduct and support military operations. The Supp Res provides an augmentation capability for the Reg F and P Res as well as for other sub-components. The Canadian Rangers provide a military presence in sparsely settled, northern, coastal and isolated areas of Canada. The COATS primary duty is the supervision, administration and training of cadets.

2.3 All CAF members who serve in or with the Reg F and P Res are expected to be able to contribute to, and be ready for, operational duty in the service of the nation when required. The inability of CAF members to do so reduces the capability and flexibility of the CAF to mount and sustain operations.

Minimum Operational Standards
2.4 The following table sets out the minimum operational standards related to the principle of universality of service. These standards reflect the minimum standards and may be increased for operational, environmental or military occupational requirements as detailed in other DAODs, policies and operational orders.

Minimum Operational Standard A CAF member is required to … which …
Be physically fit

meet the common fitness requirements of general military service as indicated by the attainment of the CAF minimum physical fitness standards as set out in the Canadian Forces EXPRES Operations Manual,

are based upon the performance of the following five common tasks for CAF members:
high-low crawl (See Note);
sea evacuation (See Note);
entrenchment dig;
casualty evacuation (See Note); and
sand bag carry (See Note).
Be employable

be able to perform the skill elements of common operational core tasks, as indicated by satisfactory routine unit and pre-deployment training evaluation and be free of medical employment limitations that would preclude performance of core tasks,

requires a CAF member to perform the following common operational core tasks:
fire and maintain a personal weapon;
conduct individual nuclear, biological and chemical (NBC) drills;
perform simple NBC monitoring;
provide initial fire fighting response to fire fighting emergencies;
administer first aid;
perform cardiopulmonary resuscitation;
perform drill (See Note);
communicate using a radio;
prepare written military correspondence;
secure and lock up work areas; and
enforce hygiene and sanitation standards.
Be deployable

not have a medical or other employment limitation that would preclude deployment,

requires a CAF member to:
perform duties in the full variety of geographical locations and climatic conditions in any physical environment;
deploy on short notice;
sustain irregular or prolonged working hours;
sustain irregular or limited meals, and in some cases missing meals altogether;
travel as a passenger in any mode of transportation;
perform duties under physical and mental stress;
perform duties with minimal or no medical support; and
perform effectively without critical medication.
Note - Specific standards are detailed in Annex D, Appendix 1 of A-MD-154-000/FP-000, Medical Standards for the Canadian Forces.

Breach of Minimum Operational Standards
2.5 If it is determined after an administrative review (AR) by the appropriate authority that a member of the Reg F or P Res is permanently unable to meet one or more of the minimum operational standards, the CAF member shall be:

released from the Reg F or P Res, or a recommendation made for release, as applicable; or
retained subject to employment limitations on a temporary, transitional basis.
Temporary Employment Limitation
2.6 A temporary employment limitation for a CAF member which results in the inability of the CAF member to meet the minimum operational standards is not considered a breach of those standards.

Restriction on Duty
2.7 A restriction on duty imposed on a CAF member under DAOD 5003-1, Restrictions on Duty, is not a breach of the minimum operational standards.

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3. Applicability of Minimum Operational Standards to Groups
   CAF Members under the Age of 18
   3.1 Section 34 of the National Defence Act (NDA) prohibits the deployment of a CAF member under the age of 18 to a theatre of hostilities. This restriction was imposed to discharge Canada’s international treaty obligations and is not considered a breach of the minimum operational standards.

Chaplains
3.2 QR&O 33.03(2) provides that chaplains shall not be required to perform any duty other than those pertaining to their calling. Accordingly, chaplains are exempt from the requirement to perform general military duties and common defence and security tasks.

3.3 Chaplains are still required to be medically and physically fit and deployable.

Canadian Rangers, COATS and Supp Res
3.4 CAF members of the Canadian Rangers, COATS and Supp Res are not required to meet the minimum operational standards unless attached, seconded or transferred on consent to the Reg F or P Res.

3.5 CAF members of the Canadian Rangers and the COATS are liable for general service under section 33 of the NDA. They could be called out in an emergency or be placed on active service in Canada, and are required to perform general military duties in these circumstances.

4. Applicability of Minimum Operational Standards to Individuals
   Retention Subject to Employment Limitations
   4.1 If the recommendation of an AR is the release of a CAF member because the CAF member is in breach of the minimum operational standards, the CAF member may be retained subject to employment limitations only on a temporary, transitional basis if there is:

a critical shortage in the CAF member’s military occupation; or
a requirement for a specific skill set.
4.2 A CAF member who is not military-occupation qualified and is in breach of the minimum operational standards is not to be retained.

Retention Subject to Employment Limitations Process
4.3 The process to determine the limits for the retention of a CAF member subject to employment limitations is set out in the following table:

For the Reg F … For the P Res …
through the annual military occupation review (AMOR) process as detailed in CF Mil Pers Instr 01/08, Annual Military Occupation Review (AMOR); and
in consultation with career field and occupation authorities.
by limits set by Chief of Maritime Staff (CMS), Chief of the Air Staff (CAS), Chief of the Land Staff (CLS), Chief of Military Personnel (CMP), Assistant Deputy Minister (Information Management) (ADM[IM]), and Judge Advocate General (JAG), or designated staff, as applicable, based on a case-by-case review of individual unit requirements.
Note - AR approving authorities shall take these limits into account when determining whether or not to retain a CAF member subject to employment limitations.

Period of Retention Subject to Employment Limitations
4.4 The period of retention of a CAF member who is subject to employment limitations is set out in the following table:

For the Reg F … For the P Res …
the earliest of:

the period of the shortage or requirement described in the Retention Subject to Employment Limitations block;
the end of the current term of service; or
a period of three years.
the earlier of:

the period of the shortage or requirement described in the Retention Subject to Employment Limitations block; or
a period of three years.
4.5 The period of retention during which a CAF member is subject to employment limitations only applies while the CAF member is serving in his or her current component or sub-component and may not be transferred to another component or sub-component.

Career Implications
4.6 Any period of retention subject to employment limitations is a transitional period of service leading to release from the Reg F or P Res. During this period the CAF member is expected to perform all military duties except those related to the CAF member’s employment limitations. During the period of retention, a CAF member:

remains liable for posting for service requirements only;
is not eligible for career courses (see DAOD 5031-8, Canadian Forces Professional Development); and
is only eligible for promotion if he or she meets the applicable promotion criteria.
4.7 Upon completion of a period of retention subject to employment limitations, a CAF member is only eligible to be considered for a component or sub-component transfer to the Supp Res, Canadian Rangers or COATS.

5. Responsibilities
   Responsibility Table
   5.1 The following table identifies the responsibilities associated with the minimum operational standards related to the universality of service:

The … is or are responsible for …
CMP (through the AMOR process)

setting limits for the retention of CAF members with employment limitations in order to maximize trained effective strength for each military occupation and rank for the Reg F; and
communicating limits on the retention of CAF members with employment limitations to the AR approving authorities.
CMS, CAS, CLS, CMP, ADM(IM) and JAG, or designated staff

setting limits for the retention of CAF members with employment limitations so as to maximize trained effective strength for the P Res;
communicating limits on the retention of CAF members with employment limitations to the AR approving authorities;
approving postings for a P Res member retained with employment limitations; and
maintaining a record of P Res members who have been retained with employment limitations.
Director General Military Careers (DGMC)

maintaining a record of Reg F members who have been retained with employment limitations.
Director Military Careers or Director Senior Appointments, as appropriate

approving postings for a Reg F member retained with employment limitations.
commanding officer, area headquarters or equivalent or DGMC as applicable

initiating an AR if a CAF member is permanently unable to meet any of the minimum operational standards.
CAF Recruiting Group Headquarters

developing recruiting procedures for the Reg F and
P Res to ensure that all applicants are capable of meeting the minimum operational standards.

Question 286

Discuss DAOD 5023-0, Universality of Service

Answer 286

2. 1 The mission of the DND and the CAF is to defend Canada, its interests and its values, while contributing to international peace and security.
3. 2 To execute this mission the CAF must be given broad authority and latitude in utilizing CAF members and their skills. The statutory basis for this authority is section 33 of the National Defence Act. The fundamental importance of this authority to the functioning and effectiveness of the CAF is recognized in subsection 15(9) of the Canadian Human Rights Act which provides that the duty to accommodate under subsection 15(2) of that Act is subject to the principle of universality of service. Under this principle, CAF members must at all times and under any circumstances perform any functions that they may be required to perform.
4. 3 Effective performance of the broad range of defence and security tasks assigned to the CAF requires that CAF members be capable of performing a similarly broad range of general military, common defence and security duties, in addition to the more particular duties of their military occupation or occupational specification. This open-ended nature of military service is one of the features that distinguish it from the civilian notion of employment governed by a contract, which obliges employees to perform only those duties specified in their job description or contract.

Principle of Universality of Service
2.4 The principle of universality of service or “soldier first” principle holds that CAF members are liable to perform general military duties and common defence and security duties, not just the duties of their military occupation or occupational specification. This may include, but is not limited to, the requirement to be physically fit, employable and deployable for general operational duties.

Policy Statement
2.5 The CAF is committed to the application of the principle of universality of service in the CAF.

3. Authority
   Authority
   3.1 CMP has the authority to develop and approve policy concerning universality of service.`

Question 287

DAOD 5012. Harassment prevention and Resolution

Answer 287

harassment (harcèlement)

Improper conduct by an individual, that offends another individual in the workplace, including at any event or any location related to work, and that the individual knew or ought reasonably to have known would cause offence or harm. It comprises objectionable act(s), comment(s) or display(s) that demean, belittle, or cause personal humiliation or embarrassment, and any act of intimidation or threat. It also includes harassment within the meaning of the Canadian Human Rights Act (i.e. based on race, national or ethnic origin, colour, religion, age, sex, sexual orientation, gender identity or expression, marital status, family status, genetic characteristics, disability, or conviction for an offence for which a pardon has been granted or in respect of which a record suspension has been ordered). Harassment is normally a series of incidents but can be one severe incident which has a lasting impact on the individual. Harassment that is not related to grounds set out in the Canadian Human Rights Act must be directed at an individual or at a group of which the individual is known by the harassing individual to be a member. (Defence Terminology Bank record number 19050)

responsible officer (agent responsable)

a director general at National Defence Headquarters;
a superior of a director general at National Defence Headquarters in the case of a complaint of harassment involving a director general or superior of a director general;
an officer commanding a command or formation;
a chief of staff or equivalent officer at a command or formation if directed by the applicable commander;
a commanding officer of a formation headquarters if directed by the formation commander in the case of any complaint of harassment made by a CAF member;
any other commanding officer; or
a senior civilian manager who is a head of a lodger or integral unit in a region or formation. (Defence Terminology Bank record number 43231)
workplace (milieu de travail)

Any location where work-related functions and other activities take place and work relationships exist, such as:

on travel status;
at a conference where the attendance is sanctioned by the DND or the CAF;
at DND or CAF sanctioned instruction or training activities, or information sessions; or
at DND or CAF sanctioned events, including social events. (Defence Terminology Bank record number 43176)
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3. Policy Direction
   Interpretation

3.1 In this DAOD:

“harassment” may include the abuse or misuse of authority inherent in the position of an individual;
“harassment” is also any act that involves participation as a result of expressed or implied coercion, and that demeans, belittles or causes personal humiliation or embarrassment at any ceremony or other event, such as an initiation rite;
“abuse of authority” may mean: taking advantage of a position of authority to exploit, compromise or mistreat others; the improper use of power or authority to endanger a person’s job or threaten a person’s economic livelihood, or to interfere with or influence the career of an individual; intimidation, threats, blackmail and coercion. Abuse of Power may include behaviour such as shouting, belittling a person’s work, favouritism/disfavourtism, unjustifiably withholding information that a person needs to perform their work and asking subordinates to take on personal errands. However, if an individual has authority over another individual in a situation by virtue of law, military rank, civilian classification or appointment, the proper exercise of that authority is not harassment. This includes the proper exercise of authority related to the provision of advice, the assignment of work, counselling, performance appraisal, discipline, and other supervisory and leadership functions.
“workplace” in the DND and CAF context can include places such as messes, on-base clubs, quarters, dining halls, gyms, and sanctioned events such as holiday gatherings and course parties as well as office spaces, classrooms, garrisons, ships, hangars, vehicles, aircraft, online forums, etc.
Policy Statement

3. 2 Harassment in any form, including in the use of social media, constitutes unacceptable conduct and will not be tolerated in the DND and the CAF. It is prohibited for any DND employee or CAF member to subject any person in the workplace to harassment.
4. 3 The DND and the CAF are committed to providing a respectful workplace through:

prevention of harassment by:
establishing the promotion of a comprehensive harassment prevention and awareness policy;
ensuring that all DND employees and CAF members have the right to be treated respectfully and with dignity in a workplace free of harassment; and
ensuring that managers, supervisors and leaders at all levels take immediate steps, whether or not a complaint has been submitted, to stop any harassment that:
they witness; or
is brought to their attention;
resolution of harassment by:
establishing efficient harassment complaint resolution processes, including workplace restoration activities;
offering informal conflict resolution, in a timely fashion, if appropriate;
taking steps in the workplace when it has been determined that harassment has not occurred but that a workplace conflict exists; and
monitoring of the effectiveness of this DAOD and other applicable policies and instructions.
3.4 The DND and the CAF affirm that a work environment that fosters teamwork and encourages individuals to contribute their best effort in order to achieve the defence objectives of Canada is essential. Mutual trust, support and respect for the dignity and rights of every person are essential characteristics of this environment and are directly linked to the first ethical principle (Respect the Dignity of all Persons) in the Department of National Defence and Canadian Forces Code of Values and Ethics.

3. 5 Harassment in certain forms is not only against the law, but also erodes mutual confidence and respect for individuals and can lead to a poisoned work environment. As a result, operational effectiveness, productivity, team cohesion and morale are placed at risk.
4. 6 The following six criteria, as set out in the definition of harassment in section 2 of this DAOD, must be met for harassment to have occurred:

improper conduct by an individual;
individual knew or ought reasonably to have known that the conduct would cause offence or harm;
if the harassment does not relate to a prohibited ground of discrimination under the Canadian Human Rights Act, the conduct must have been directed at the complainant
the conduct must have been offensive to the complainant;
the conduct may consist of a series of incidents, or one severe incident which had a lasting impact on that complainant; and
the conduct must have occurred in the workplace.
Obligations

3.7 The DND and the CAF must provide DND employees and CAF members with:

information about:
conduct that constitutes harassment;
their rights and responsibilities in respect of harassment prevention and resolution;
ways of dealing with harassment; and
the resources available to them;
ongoing prevention activities to promote a respectful workplace;
knowledge of the various informal resolution mechanisms in the case of harassment;
access, without fear of reprisal, to effective, timely and confidential harassment complaint resolution processes;
clear roles and responsibilities for responsible officers (RO), harassment advisors and investigators, labour-relations officers and other persons in key positions in support of harassment prevention and resolution; and
guidance, support and training for ROs and supervisors to carry out their responsibilities to prevent harassment and resolve harassment and conflict situations that may occur.
Note 1 – All parties directly involved in the resolution of a complaint of harassment or workplace conflict are expected to limit the discussions pertaining to the complaint to those who need to know.

Note 2 – All decision-makers involved in the resolution of a complaint of harassment must adhere to the principles of procedural fairness and natural justice. This includes:

notice to affected parties that a complaint has been submitted and of the allegations;
disclosure of information to be used in rendering a decision;
an opportunity to make representations;
the right to a fair and unbiased decision; and,
written reasons for the decision.
In addition to a final investigative report, decisions also include the Situational Assessment. Any RO that is in a real or perceived conflict of interest or is biased in any way must recuse themselves from a file, including at the initial stages and prior to conducting a Situational Assessment.

3. 8 The ability of the DND and the CAF to provide confidential harassment complaint resolution processes may be limited by any obligation on a CAF member to report to the proper authority an infringement of the pertinent statutes, regulations, rules, orders and instructions that govern the conduct of any person subject to the Code of Service Discipline. Unit authorities should consult with the local representative of the Judge Advocate General as appropriate.
4. 9 When harassment, as defined in section 2 of this DAOD, is considered not to have occurred but a workplace conflict exists, the RO must take steps to address the conflict.
5. 10 Detailed implementing instructions are set out in the associated Harassment Prevention and Resolution Instructions.

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4. Compliance and Consequences
   Compliance

4.1 DND employees and CAF members must comply with this DAOD. Should clarification of the policies or instructions set out in this DAOD be required, DND employees and CAF members may seek direction through their channel of communication or chain of command, as appropriate. Managers and military supervisors have the primary responsibility for and means of ensuring the compliance of their DND employees and CAF members with this DAOD.

Consequences of Non-Compliance

4. 2 DND employees and CAF members are accountable to their respective managers and military supervisors for any failure to comply with the direction set out in this DAOD. Non-compliance with this DAOD may have consequences for both the DND and the CAF as institutions, and for DND employees and CAF members as individuals. Suspected non-compliance may be investigated. Managers and military supervisors must take or direct appropriate corrective measures if non-compliance with this DAOD has consequences for the DND or the CAF. The decision of an L1 or other senior official to take action or to intervene in a case of non-compliance, other than in respect of a decision under the Code of Service Discipline regarding a CAF member, will depend on the degree of risk based on the impact and likelihood of an adverse outcome resulting from the non-compliance and other circumstances of the case.
5. 3 The nature and severity of the consequences resulting from non-compliance should be commensurate with the circumstances of the non-compliance and other relevant circumstances. Consequences of non-compliance may include one or more of the following:

the ordering of the completion of appropriate learning, training or professional development;
the entering of observations in individual performance appraisals;
increased reporting and performance monitoring;
the withdrawal of any authority provided under this DAOD to a DND employee or CAF member;
the reporting of suspected offences to responsible law enforcement agencies;
the application of specific consequences as set out in applicable laws, codes of conduct, and DND and CAF policies and instructions;
other administrative action, including the imposition of disciplinary measures, for a DND employee;
other administrative or disciplinary action, or both, for a CAF member; and
the imposition of liability on the part of Her Majesty in right of Canada, DND employees and CAF members.
Note – In respect to the compliance of DND employees, see the Treasury Board Framework for the Management of Compliance for additional information.

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5. Authorities
   Authority Table

5.1 The following table identifies the authorities associated with this DAOD:

The … has or have authority to …
VCDS
issue policies and instructions concerning harassment prevention and resolution for CAF members.
ADM(HR-Civ)
issue policies and instructions concerning harassment prevention and resolution for DND employees.
level one (L1) advisors and commanders of commands
establish harassment prevention activities in their organization that are consistent with this DAOD and the Harassment Prevention and Resolution Instructions;
establish an implementation plan within their organization for the application of this DAOD and related procedures; and
assign a harassment advisor within their organization.
DGICCM
establish policies and instructions on harassment prevention and resolution for CAF members;
oversee the effectiveness of this DAOD for CAF members; and
oversee L1 advisor and commander of command implementation plans in their organizations and the application of this DAOD and related procedures for CAF members.
Director General Workplace Management and DCLR
establish policies and instructions on harassment prevention and resolution for DND employees;
oversee the effectiveness of this DAOD for DND employees; and
oversee L1 advisor and commander of command implementation plans in their organizations and the application of this DAOD and related procedures for DND employees.
ROs
oversee responsibilities set out in the policies and instructions concerning harassment prevention and resolution, including the entering of all harassment complaints in the electronic database.

Question 288

DAOD 5019-4 Remedial Measures

Answer 288

alcohol misconduct (inconduite liée à l’alcool)

Any conduct, other than a conduct deficiency involving alcohol, that is an offence under the Criminal Code or the Code of Service Discipline that includes the consumption or influence of alcohol as an element of the offence or as a contributing factor, including, but not limited to, the following offences:

impaired driving;
impaired driving causing bodily harm or death;
refusing to comply with a demand to provide a breath or blood sample;
drunkenness under section 97 of the National Defence Act or an offence under QR&O article 19.04, Intoxicants, if dealt with at court martial, or at summary trial if a court martial election was given; and
stealing, assault or sexual assault. (Defence Terminology Bank record number 42877)
CAF personnel record (dossier du personnel des FAC)

The collection of all personal information required by the CAF to manage the career of a CAF member, regardless of the form of the information. (Defence Terminology Bank record number 42959)

conduct deficiency involving alcohol (écart de conduite lié à l’alcool)

Any conduct or performance involving alcohol that:

is an offence under section 97 of the National Defence Act or QR&O article 19.04, Intoxicants, if dealt with at summary trial and a court martial election was not given;
is an offence under provincial or municipal law; or
demonstrates personal financial mismanagement or any other unacceptable conduct or performance. (Defence Terminology Bank record number 43020)
disability(déficience)

Any previous or existing mental or physical disability and includes disfigurement and previous or existing dependence on alcohol or a drug. (Section 25 of the Canadian Human Rights Act)

Note - In the CAF context, a disability is considered to be partial or full impairment in the ability to perform an activity in a manner or within the range considered normal while respecting the principle of universality of service.

hateful conduct(conduite haineuse)

An act or conduct, including the display or communication of words, symbols or images, by a CAF member, that they knew or ought reasonably to have known would constitute, encourage, justify or promote violence or hatred against a person or persons of an identifiable group, based on their national or ethnic origin, race, colour, religion, age, sex, sexual orientation, gender identity or expression, marital status, family status, genetic characteristics or disability. (Defence Terminology Bank record number 695993)

other involvement with drugs (autre implication dans des activités reliées aux drogues)

Any act, other than prohibited drug use, that:

involves a drug or is committed with the intent to commit an act that involves a drug; and
is an offence under federal legislation. (Defence Terminology Bank record number 43165)
prohibited drug use (usage interdit de drogues)

Any use of drugs contrary to QR&O article 20.04, Prohibition. (Defence Terminology Bank record number 693839)

sexual misconduct (inconduite sexuelle)

Conduct of a sexual nature that causes or could cause harm to others, and that the person knew or ought reasonably to have known could cause harm, including:

actions or words that devalue others on the basis of their sex, sexuality, sexual orientation, gender identity or expression;
jokes of a sexual nature, sexual remarks, advances of a sexual nature or verbal abuse of a sexual nature in the workplace;
harassment of a sexual nature, including initiation rites of a sexual nature;
viewing, accessing, distributing or displaying sexually explicit material in the workplace; and
any Criminal Code offence of a sexual nature, including:
section 162 (voyeurism, i.e. surreptitiously observing or recording a person in a place where the person exposes or could expose his or her genital organs or anal region or her breasts or could be engaged in explicit sexual activity, or distributing such a recording);
section 162.1 (publication, etc., of an intimate image without consent, i.e. publishing, distributing, transmitting, selling or making available an intimate image of another person without their consent, such as a visual recording in which the person depicted is nude, exposing his or her genital organs or anal region or her breasts, or is engaged in explicit sexual activity); and
section 271 (sexual assault, i.e. engaging in any kind of sexual activity with another person without their consent). (Defence Terminology Bank record number 43247)
Note - Brief summaries of sections 162, 162.1 and 271 of the Criminal Code are provided above strictly for the convenience of readers. The actual sections in the Criminal Code should be consulted for all elements and other provisions of these offences.

3. Abbreviations
   Abbreviation Complete Word or Phrase
   AR (EA)

administrative review

CDS (CEMD) Chief of the Defence Staff
CHRA (LCDP)

Canadian Human Rights Act

CO (cmdt d’unité)

commanding officer

D Mil C (DCM)

Director Military Careers

DGMC (DGCM) Director General Military Careers
DMCA (DACM) Director Military Careers Administration
DND (MDN)

Department of National Defence

DPGR (DBPP) Director Personnel Generation Requirements
DSA (DNS) Director Senior Appointments
HQ (QG)

headquarters

IA (AMO)	initiating authority 
IC (PMG)	initial counselling
IT&E (Il et T)	individual training and education
JAG (JAG)	Judge Advocate General
MEL (CERM)

medical employment limitation

NDHQ (QGDN) National Defence Headquarters
NOI (AI) notice of intent
PSO (OSP) personnel selection officer
QR&O (ORFC) Queen’s Regulations and Orders for the Canadian Forces
Reg F (F rég) Regular Force
Res F (F rés) Reserve Force
RW (AE) recorded warning
4. General Principles
General
4.1 Each CAF member is required to maintain professional standards of conduct and performance. If a CAF member has demonstrated a conduct or performance deficiency, an appropriate remedial measure may be initiated.

4.2 The CAF must ensure that all remedial measures:

respect DAOD 5516-5, Learning Disability Accommodation during Recruiting, Training and Education, and DAOD 5023-0, Universality of Service; and
are not based, in whole or in part, on any prohibited ground of discrimination, as set out in the CHRA, i.e. race, national or ethnic origin, colour, religion, age, sex, sexual orientation, gender identity or expression, marital status, family status, genetic characteristics, disability or conviction of an offence for which a pardon has been granted or in respect of which a record suspension has been ordered.
4.3 Remedial measures are serious steps to assist a CAF member in overcoming their conduct or performance deficiency and are based on established CAF standards.

Standard of Conduct
4.4 The standard of conduct for a CAF member is based on established military standards, ethics and values identified in regulations, codes of conduct, policies, orders, instructions and directives applicable to the CAF member, including the standards of conduct expressed in Duty with Honour: The Profession of Arms in Canada.

Standard of Performance
4.5 The standard of performance for a CAF member is based on established military standards applicable to the CAF member’s current rank, military occupation, experience and position. The standard of performance establishes the level of performance expected of a CAF member in the execution of duties, tasks and responsibilities.

4.6 This DAOD does not replace existing performance appraisal procedures for untrained CAF members undergoing IT&E who fail to meet IT&E objectives.

Remedial Measures
4.7 Remedial measures are part of the range of administrative actions which may be initiated in respect of a CAF member and are intended to:

make the CAF member aware of any conduct or performance deficiency;
assist the CAF member in overcoming the deficiency; and
provide the CAF member with time to correct their conduct or improve their performance.
4.8 Remedial measures initiated in respect of a CAF member are, in increasing significance:

IC;
RW; and
C&P.
Initiating Authority
4.9 The IA:

selects the most appropriate remedial measure;
initiates and administers the remedial measure; and
delivers or causes to be delivered to the CAF member the appropriate forms under this DAOD.
4.10 The following can be IAs for remedial measures in relation to conduct and performance deficiencies:

the CO of the CAF member or an officer designated in writing by the CO;
the officer commanding the command or formation of the CAF member;
DMCA;
D Mil C;
DSA;
any officer of the rank of colonel or above at NDHQ;
DGMC or any other CAF director general at NDHQ;
CMP; or
CDS.
4.11 An officer who has been designated by the CO to act as an IA must have reached their operationally functional point and be at least one rank higher than the CAF member subject to the remedial measure.

4.12 If it is determined on the balance of probabilities that a CAF member has engaged in sexual misconduct or hateful conduct, the CO of the CAF member must consult DMCA 2 prior to initiating any remedial measure.

Administrative Actions
4.13 Administrative actions are initiated under applicable regulations, policies, orders, instructions and directives. In addition to the remedial measures set out in this DAOD, administrative actions include:

occupational transfer;
transfer between sub-components;
posting;
an offer of terms of service in any case in which an offer has not been made by CAF authorities;
reversion in rank; or
release or recommendation for release, as applicable.
4.14 Administrative actions other than remedial measures may be initiated if:

remedial measure has been unsuccessful or breached;
the conduct or performance deficiency is serious enough to warrant such actions; or
the conduct or performance deficiency may be better resolved through such actions.
4.15 For more information on administrative actions, see section 4 in DAOD 5019-2, Administrative Review.

Administrative Actions Versus Disciplinary Actions
4.16 Administrative actions are not punishments under the Code of Service Discipline.

4. 17 Both disciplinary actions under the Code of Service Discipline and administrative actions are meant to address a CAF member’s conduct or performance deficiency. They may operate independently or one may complement the other.
5. 18 Disciplinary actions and administrative actions serve different purposes. Disciplinary actions possess a punitive aspect that administrative actions do not. Disciplinary action is initiated only if there are sufficient grounds to justify the laying of a charge under the Code of Service Discipline against a CAF member.
6. Requirements for Remedial Measures
   Initiation of a Remedial Measure

5.1 A remedial measure may be initiated if there is clear and convincing evidence that establishes on a balance of probabilities that a CAF member has demonstrated:

conduct deficiency based on an applicable standard of conduct; or
performance deficiency whereby, over a reasonable period of time, the CAF member has not met the applicable standard of performance.
Identifying the Deficiency
5.2 A deficiency must be categorized as a conduct deficiency or a performance deficiency, but not both. Identification of the CAF member’s deficiency serves to focus on the monitoring objectives and to facilitate any staff or third party review of the CAF personnel record.

5.3 If a CAF member demonstrates different deficiencies at the same time, each deficiency must be dealt with separately. For example, if a CAF member demonstrates a performance deficiency and is involved in drug and alcohol misuse, the IA could initiate an IC for alcohol misconduct, an IC for performance deficiency and C&P for prohibited drug use.

Determining the Appropriate Action
5.4 In determining if a remedial measure should be initiated, an IA must consider:

the potential consequences if a remedial measure is not initiated;
whether another administrative action is more appropriate;
whether the conduct or performance deficiency would be more appropriately dealt with through disciplinary action;
the existence of any relevant MEL; and
whether a disclosed disability was a factor in the conduct or performance deficiency.
5.5 Although there may exist a link between a demonstrated behavioural issue and a disability, a disability does not automatically excuse a CAF member from the requirement to meet the established standards of conduct and performance set out in regulations, codes of conduct, policies, orders, instructions and directives applicable to the CAF member. However, the IA must take the disability and the CAF member’s overall conduct and performance into account and ensure that any remedial measure does not conflict with the CHRA.

Factors in Selecting a Remedial Measure
5.6 An IA must consider the following factors before selecting a remedial measure:

the facts of the case, including the significance and impact of the conduct or performance deficiency;
the CAF member’s entire period of service, taking into account the CAF member’s rank, military occupation, experience and position;
any representations made by the CAF member that directly relate to the conduct or performance deficiency;
any conduct or performance appraisal, evaluation or constructive criticism previously received by the CAF member in respect of the deficiency;
any previous deficiency substantially related to the current deficiency of the CAF member and the amount of time that has elapsed between the two (e.g. C&P is more likely to be initiated for a CAF member in respect of whom an RW was initiated six months ago for a related deficiency, than in respect of whom a similar RW was initiated 20 years ago);
the existence of any relevant MEL and disclosed disability, subject to the requirements of the principle of universality of service; and
any other relevant factors in associated policies or orders related to the deficiency.
Progression of Measures
5.7 An IA may select an appropriate remedial measure without progressing from IC to RW to C&P. If a CAF member has demonstrated a conduct or performance deficiency, an IA may review the CAF personnel record and determine that other administrative action is warranted. For example, a CAF member whose CAF personnel record contains two ICs and one RW could be considered for further administrative action without C&P being initiated. The determining factor is not the number of measures, but rather the overall character of the CAF member’s service.

5. 8 An IA may, in certain circumstances, initiate an administrative action other than a remedial measure in the absence of any previous remedial measures initiated in respect of the CAF member.
6. 9 A CAF member who is awaiting or undergoing basic officer or recruit training may still be released immediately in accordance with QR&O Chapter 15, Release, for a conduct deficiency.

Number of Measures
5.10 There is no limit to the number of remedial measures to which a CAF member may be subject at any one time. For example, a CAF member may be subject to IC for a conduct deficiency regarding harassment, RW for a performance deficiency regarding poor workmanship and C&P for a conduct deficiency regarding prohibited drug use, all at the same time.

6. Procedures for Remedial Measures
   Description of a Deficiency
   6.1 Adequate detail in describing the conduct or performance deficiency in a remedial measure is required so that the necessary monitoring may occur and the remedial measure may be reviewed meaningfully by staff and third parties who are unfamiliar with the facts that gave rise to the remedial measure.

6.2 The description of a conduct or performance deficiency must not:

address multiple conduct and performance deficiencies. If a CAF member displays both conduct and performance deficiencies at the same time, at least two separate remedial measures are required (one for the conduct and one for the performance); or
state or otherwise suggest that a CAF member was convicted, sentenced, fined or found guilty of an offence.
6.3 The following table sets out examples of how to describe a deficiency:

Case Example Poor Description Good Description
Conduct

Sergeant (Sgt) AZ was convicted of stealing.

Sgt AZ possessed several items of personal property belonging to other CAF members of the unit. Sgt AZ said the other CAF members asked Sgt AZ to safeguard their property. However, every CAF member reported their property missing and denied giving Sgt AZ permission to possess their property. Sgt AZ’s conduct failed to respect the principles and obligations of integrity, honesty and responsibility as set out in Annex A to DAOD 7023-1, Defence Ethics Programme.

Performance

Corporal (Cpl) AB failed to dig a trench..

While employed during two recent exercises totalling four weeks in the field, Cpl AB continually demonstrated an inability to dig a standard machine-gun trench, despite having been given proper direction and assistance by section and platoon commanders, and ample opportunity to improve.

Administering an IC or RW
6.4 The IA must ensure that any IC or RW is administered in a confidential manner. The procedure to administer an IC or RW is as follows:

Step Action Notes
1

The IA must verbally inform the CAF member of their intent to initiate an IC or RW.
To determine the appropriate form to use, see paragraph 6.7 of this DAOD.
2

The IA must provide the CAF member with a verbal synopsis of the information that will be relied upon by the IA to make a decision.

3

The IA must inform the CAF member of their right to make representations to the IA.
The IA must provide the CAF member with a reasonable opportunity to respond. The best practice is to provide the IC or RW 24 hours in advance to allow the CAF member an opportunity to raise any concerns.
The CAF member must be informed that assistance may be requested from an officer or senior non-commissioned member and that additional time to make representations may be requested. The IA may grant such a request if appropriate in the circumstances.
The IA determines whether the CAF member’s representations, should they wish to make any, will be oral or written, taking into account the seriousness of the deficiency, the experience of the CAF member and any other relevant circumstances the IA considers appropriate.
If the IA is not certain if a request is reasonable, the IA may contact their local JAG representative.
4 The IA must receive and consider the CAF member’s representations, if any, and then provide the CAF member with oral reasons for the decision.
The CAF member is not obligated to make representations.
The representations of the CAF member inform the IA as to the decision to:
initiate the IC or RW;
initiate RW instead of IC;
initiate other administrative actions; or
take no further action.
5
The IA must complete form DND 2826-E, Remedial Measure, and then deliver it, or cause it to be delivered, to the CAF member and ensure that the CAF member is briefed on the:
remedial measure initiated and its purpose;
duration of the monitoring period;
action required to overcome the deficiency;
schedule for progress-briefing sessions; and
consequences of failure to overcome the deficiency.
The IA must sign paragraph 7 of the form.
The IA or other officer who delivers the form must sign paragraph 8 of the form.
The CAF member must sign paragraph 9 of the form.
6 The IA must place a written account of each progress-briefing session in the CAF personnel record.
7 The remedial measure must be formally concluded. A written summary indicating that the CAF member has overcome the deficiency must be provided to the CAF member and included in the CAF personnel record.
Notice of Intent and Initiation of C&P
6.5 The IA must ensure that any C&P is administered in a confidential manner. The procedure to deliver the NOI and initiate C&P is as follows:

Step Action Notes
1

The IA must complete form DND 2827-E, Notice of Intent to Initiate Counselling and Probation, and deliver it, or cause it to be delivered, to the CAF member, informing the CAF member of the following:
the IA’s intention to initiate C&P;
the deficiency for which C&P is being initiated; and
the reasons that support the initiation of C&P.
The IA must sign paragraph 5 of the form.
2

The IA must disclose to the CAF member copies of all documents that:
substantiate the proposed C&P; and
are to be considered before making a final decision.

3

The IA must provide the CAF member with a reasonable opportunity, not less than 48 hours, in which to make written representations to the IA.
A CAF member must be informed that assistance may be requested from an officer or senior non-commissioned member and that additional time to make representations may be requested. The IA may grant such a request if appropriate in the circumstances.
4

The IA must consider the CAF member’s representations, if any, and then provide the CAF member with oral reasons for the decision on the most appropriate action.
The representations of the CAF member inform the IA as to the decision to:
initiate C&P;
initiate IC or RW instead of C&P;
initiate other administrative actions; or
take no further action.
5

If the decision is to initiate C&P, the IA must complete form DND 2826-E.
The IA must sign paragraph 7 of the form.
The IA or other officer who delivers the form must sign paragraph 8 of the form.
The CAF member must sign paragraph 9 of the form.
6
The IA must place a written account of each progress-briefing session in the CAF personnel record.

7
The remedial measure must be formally concluded.
A written summary indicating that the CAF member has overcome the deficiency must be provided to the CAF member and included in the CAF personnel record.
Release of Information

6.6 The IA must not release information in respect of a remedial measure that would be exempt or excluded under a request made under the Access to Information Act or the Privacy Act (see DAOD 1001-0, Access to Information, and DAOD 1002-0, Personal Information, for additional information). If there is any doubt as to whether information may be released, the IA must consult with their local JAG representative.

Selecting the Appropriate Form
6.7 The following table identifies the appropriate forms to be used when initiating a remedial measure:

Type of Remedial Measure Appropriate Form or Forms
IC or RW

DND 2827-E
C&P
DND 2826-E and DND 2827-E

Delivery of Appropriate Forms and Briefing of the CAF Member
6.8 When practical, the IA must personally deliver the appropriate forms and brief the CAF member accordingly.

6.9 In other cases, the IA may direct an officer to personally deliver the appropriate forms and to conduct the briefing with the CAF member on behalf of the IA. The officer who delivers the forms must notify the CAF member that it is being done on behalf of the IA.

Evading Delivery
6.10 If a CAF member appears to be evading the delivery of a form required under this DAOD, the IA, or an officer acting on behalf of the IA, may send the form by registered mail to the CAF member.

6.11 The form sent by registered mail must:

include the date and time scheduled for the CAF member to be briefed on the remedial measure; and
specify that the remedial measure may be administered even if the CAF member fails to appear for the briefing.
6.12 If the CAF member fails to appear without good reason for the scheduled briefing, the IA, or the officer acting on behalf of the IA, must annotate the IA’s copy of the form that it was sent by registered mail and that the CAF member failed to appear for a briefing, despite having been given the opportunity to do so.

6.13 The appropriate form must be placed on the CAF personnel record and be considered delivered to the CAF member.

Official Language
6.14 All forms dealing with remedial measures, including their delivery and the relevant briefings, must be in the CAF member’s official language of choice.

Monitoring Period
6.15 For every remedial measure, a monitoring period must be set. The monitoring period is intended to allow:

the CAF member time to overcome the deficiency; and
time to assess the CAF member’s progress.
6.16 The monitoring period, in which the CAF member is to be regularly briefed and provided with the necessary leadership and support, is set out in the following table:

If the CAF member is on … the monitoring period must be for … Amplification
IC or RW
a minimum of three months and a maximum of six months.
The IA must set out the monitoring period in the appropriate form.
A monitoring period normally begins on the day on which the CAF member is briefed by or on behalf of the IA.
When the monitoring period cannot begin immediately, or the monitoring period needs to be suspended (e.g. no regularly scheduled duty period, leave without pay, etc.), the IA may adjust the dates of the monitoring period in the interest of fairness to the CAF member or for service reasons.
C&P
a period of twelve months for any drug misconduct; and
a minimum of six months and a maximum of twelve months for any other deficiency.
7. Consequences of Remedial Measures
Career Consequences
7.1 When C&P is initiated, a CAF member’s eligibility for career opportunities is restricted. The following table sets out career consequences resulting from a remedial measure:

is the CAF member still eligible for

&hellip;

If the CAF member is on … Promotion? career courses? posting or attached posting? in-service selection plans? component transfer?
IC or RW,

Yes

Yes

Yes

No

(subject to Notes 1 and 2)

No
C&P,

No

No

(subject to Note 3)

No

(subject to Note 4)

No
No

Note 1 – A CAF member may be eligible for voluntary occupational transfer, compulsory occupational transfer, subsidized education or a commissioning plan if the monitoring period of the remedial measure expires before the annual competition closing date promulgated by CANFORGEN. The CAF member’s unit must send correspondence supporting eligibility to the local PSO. A CAF member on IC on or after the closing date may exceptionally be considered but the local PSO must submit a waiver request to DPGR 4. No selection message will be released until the CAF member’s remedial measure has been concluded or unless approved by DMCPG on a case-by-case basis.

Note 2 – A CAF member subject to a COT and a remedial measure can be considered eligible and processed for the COT if the CAF member is on an IC or RW as long as it is determined by the local PSO that the deficiency is assessed as minor and this determination has been confirmed by the local senior PSO or Command PSO, as applicable. If there is any doubt, the case can be submitted to DPGR 4 and discussed with DPGR as the policy holder of COT. If the deficiency is not assessed as minor, COT processing will not start until the remedial measure is concluded. Examples of deficiencies that are not assessed as minor are those involving sexual misconduct, any misconduct that could discredit the CAF or a pattern of behaviour that cumulatively reveals a significant departure from the expected standard of conduct of a CAF member. No COT will occur unless the remedial measure is concluded or the COT is approved by DMCPG on a case-by-case basis.

Note 3 – Normally, there will be no restriction on remedial career courses or other training that support a CAF member who is on C&P in overcoming any conduct or performance deficiency. Each situation will be considered on a case-by-case basis.

Note 4 – A CAF member on C&P may be eligible for a posting or attached posting for an operational deployment. In any other case, DGMC may determine that the CAF member is eligible for a posting or attached posting on a case-by-case basis.

Monitoring and Consequential Action
7.2 The following table describes the action that is required when:

there has been a repeat of the deficiency during or after the monitoring period; or
the monitoring period has been concluded.
During the monitoring period, if … At the end of the monitoring period, if … After the monitoring period, if …
the CAF member demonstrates a repeat of the deficiency … the CAF member has overcome the deficiency … the CAF member has failed to overcome the deficiency … the CAF member demonstrates a repeat of the deficiency …
the IA must:

consider whether the incident is serious enough to cancel the remainder of the monitoring period and to initiate a more significant remedial measure or other administrative action; or
assess the incident against the CAF member’s overall performance at the end of the monitoring period.
the CAF member must be so informed in writing; and
a written summary by the IA must be placed on the CAF member’s CAF personnel record and distributed in accordance with this DAOD.
for which an IC or a RW had been initiated, a more significant remedial measure or administrative action must be initiated.
for which a C&P had been initiated, an AR or other administrative action must be initiated.
Note – Administrative action could result in the release of the CAF member

the IA may initiate an AR or other administrative action.
Reporting on the Personnel Appraisal Report
7.3 A reporting officer may comment in a performance evaluation report on a CAF member’s conduct or performance deficiency in accordance with the policy set out in DAOD 5059-0, Performance Appraisal of Canadian Forces Members.

Grievance
7.4 A CAF member who believes they have been aggrieved by any decision, act or omission under this DAOD may submit a grievance in accordance with QR&O Chapter 7, Grievances.

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8. Record Keeping
   Permanent Record
   8.1 It is important that the CAF personnel record accurately reflect a complete history of the CAF member’s service, conduct and performance.
9. 2 All forms referred to in this DAOD and all correspondence indicating conclusion of a remedial measure must be kept permanently on the CAF personnel record.
10. 3 Form DND 2827-E, any documents disclosed to the CAF member and any representations made by the CAF member must be placed on the CAF personnel record only if C&P is initiated.
11. 4 The IA must place a written account of each progress-briefing session on the CAF personnel record.

Form Distribution
8.5 Forms and correspondence associated with remedial measures must also be distributed as follows:

For a CAF member of the … a copy of … and … must be forwarded to …
Reg F, other than in the case of prohibited drug use or other involvement with drugs, sexual misconduct, hateful conduct or alcohol misconduct

form DND 2826-E for C&P and the accompanying form DND 2827-E

a written account of each progress-briefing session; and
any correspondence summarizing the conclusion of a C&P remedial measure
DGMC.

Res F, other than in the case of prohibited drug use or other involvement with drugs, sexual misconduct, hateful conduct or alcohol misconduct

form DND 2826-E for any IC, RW or C&P and any accompanying form DND 2827-E

a written account of each progress-briefing session; and
any correspondence summarizing the conclusion of a remedial measure
level two advisor HQ or equivalent.

Reg F or Res F in the case of prohibited drug use or other involvement with drugs, sexual misconduct, hateful conduct or alcohol misconduct

form DND 2826-E for any IC, RW or C&P and any accompanying form DND 2827-E

a written account of each progress-briefing session; and
any correspondence summarizing the conclusion of a remedial measure
DGMC.

9. Compliance and Consequences
   Compliance

9.1 CAF members must comply with this DAOD. Should clarification of the policies or instructions set out in this DAOD be required, CAF members may seek direction through their chain of command. Military supervisors have the primary responsibility for and means of ensuring the compliance of CAF members with this DAOD.

Consequences of Non-Compliance

9. 2 CAF members are accountable to their military supervisors for any failure to comply with the direction set out in this DAOD. Non-compliance with this DAOD may have consequences for both the CAF as an institution, and for CAF members as individuals. Suspected non-compliance may be investigated. Military supervisors must take or direct appropriate corrective measures if non-compliance with this DAOD has consequences for the CAF. The decision of an L1 or other senior official to take action or to intervene in a case of non-compliance, other than in respect of a decision under the Code of Service Discipline regarding a CAF member, will depend on the degree of risk based on the impact and likelihood of an adverse outcome resulting from the non-compliance and other circumstances of the case.
10. 3 The nature and severity of the consequences resulting from non-compliance should be commensurate with the circumstances of the non-compliance and other relevant circumstances. Consequences of non-compliance may include one or more of the following:

the ordering of the completion of appropriate learning, training or professional development;
the entering of observations in individual performance evaluations;
increased reporting and performance monitoring;
the withdrawal of any authority provided under this DAOD to a CAF member;
the reporting of suspected offences to responsible law enforcement agencies;
the application of specific consequences as set out in applicable laws, codes of conduct, and DND and CAF policies and instructions;
other administrative or disciplinary action, or both, for a CAF member; and
the imposition of liability on the part of Her Majesty in right of Canada and CAF members.
10. Responsibilities
Responsibility Table
10.1 The following table identifies the responsibilities associated with this DAOD:

The, a or an … is or are responsible for …
DMCPG

developing the conduct and performance deficiency remedial measures policy.

DMCA

providing guidance to the IA in any case of prohibited drug use or other involvement with drugs, sexual misconduct, hateful conduct or alcohol misconduct.

IA

initiating appropriate remedial measures for conduct and performance deficiencies;
taking appropriate action to ensure that the CAF member is regularly briefed during the monitoring period and is provided the leadership and support needed to overcome the deficiency;
indicating completion of any remedial measure monitoring period (see section 8 of this DAOD); and
consulting with the local representative of the JAG as appropriate.

Question 289

DAOD 5019-0, Conduct and Performance Deficiencies

Answer 289

hateful conduct (conduite haineuse)

An act or conduct, including the display or communication of words, symbols or images, by a CAF member, that they knew or ought reasonably to have known would constitute, encourage, justify or promote violence or hatred against a person or persons of an identifiable group, based on their national or ethnic origin, race, colour, religion, age, sex, sexual orientation, gender identity or expression, marital status, family status, genetic characteristics or disability. (Defence Terminology Bank record number 695993)

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3. Policy Direction
   Context
   3.1 Collectively, CAF members have a core responsibility to the government and people of Canada to defend Canada and its interests. Individually, CAF members are responsible for their conduct and performance.

3.2 CAF members are expected to:

meet established standards of behavior in applicable regulations, codes of conduct, policies, orders, instructions and directives, including the DND and CF Code of Values and Ethics and Duty with Honour: The Profession of Arms in Canada;
meet established standards of performance in the execution of their duties, tasks and responsibilities, based on their current rank, military occupation, experience and position; and
respect the dignity and value of all persons by treating them with respect and fairness at all times and in all places in accordance with the Canadian Human Rights Act.
3.3 A conduct deficiency occurs if a CAF member fails to meet an established standard of behaviour in a regulation, code of conduct, policy, order, instruction or directive applicable to the CAF member. A conduct deficiency, including hateful conduct, is incompatible with the effective military service of a CAF member and military ethos.

3.4 A performance deficiency occurs if a CAF member fails to meet an established standard of performance.

Policy Statement
3.5 CAF members must be held accountable for conduct and performance deficiencies resulting from factors within their control. Hateful conduct by CAF members is prohibited.

Requirements
3.6 The chain of command must ensure that all CAF members are made aware of this DAOD. If the chain of command suspects that a conduct or performance deficiency by a CAF member resulting from factors within their control has occurred, the chain of command must take appropriate action. Depending on the circumstances, the appropriate action may involve administrative or disciplinary action, or both.

3. 7 If a CAF member has been charged with an offence under the National Defence Act, the Criminal Code or other federal statute, the chain of command may, regardless of the outcome of the offence, take administrative action to address any conduct or performance deficiency arising in the circumstances.
4. 8 The CAF must provide education, counselling and treatment, as appropriate, to assist CAF members to prevent, correct or subsequently overcome conduct and performance deficiencies.

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4. Compliance and Consequences
   Compliance
   4.1 CAF members must comply with this DAOD. Should clarification of the policies or instructions set out in this DAOD be required, CAF members may seek direction through their chain of command. Military supervisors have the primary responsibility for and means of ensuring the compliance of their CAF members with this DAOD.

Consequences of Non-Compliance

4. 2 CAF members are accountable to their military supervisors for any failure to comply with the direction set out in this DAOD. Non-compliance with this DAOD may have consequences for the CAF as an institution and for CAF members as individuals. Suspected non-compliance may be investigated. Military supervisors must take or direct appropriate corrective measures if non-compliance with this DAOD has consequences for the CAF. The decision of a level one advisor or other senior official to take action or to intervene in a case of non-compliance, other than in respect of a decision under the Code of Service Discipline regarding a CAF member, will depend on the degree of risk based on the impact and likelihood of an adverse outcome resulting from the non-compliance and other circumstances of the case.
5. 3 The nature and severity of the consequences resulting from non-compliance should be commensurate with the circumstances of the non-compliance and other relevant circumstances. Consequences of non-compliance may include one or more of the following:

the ordering of the completion of appropriate learning, training or professional development;
the entering of observations in individual performance evaluations;
increased reporting and performance monitoring;
the withdrawal of any authority provided under this DAOD to a CAF member;
the reporting of suspected offences to responsible law enforcement agencies;
the application of specific consequences as set out in applicable laws, codes of conduct, and CAF policies and instructions;
other administrative or disciplinary action, or both, for a CAF member; and
the imposition of liability on the part of Her Majesty in right of Canada and CAF members.
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5. Authority
   Authority
   5.1 CMP has the authority to develop and approve polices and instructions concerning conduct and performance deficiencies by CAF members.

Question 290

Four components of any Financial Transaction. 
Expenditure Initiation Authority
Section 32
Section 34
Section 33

Answer 290

Expenditure Initiation Authority (EIA) - EIA is the authority that approves the purchase of the good or service you are going to procure and must be sought before any procurement activities begin. EIA is not
Section 32 authority.

Section 32 of the FAA - Section 32 provides the authority to commit funds if a sufficient free balance exists. Section 32 is not contracting authority. With Section 32 approval, corresponding commitments must be created and maintained.

Section 34 of the FAA - Section 34 is the verification that Goods were received or Services rendered in accordance with contract. Accordingly, managers must ensure the Account Verification Process is followed for each certification.

Section 33 of the FAA - Section 33 is Payment Authority. Payment authority is held only at MARLANT N8.
When you and your staff are paying invoices or making Acquisition Card transactions, all four need to be present. When N8 comes to your ship to look in an inspection/verification capacity, these are the components they are looking for.
Many times port services invoices will be over $250K and will result in the invoice payment being deemed ‘high risk’ and will result in N8 asking for a scanned copy of the invoice and all attachments in order to verify the payment before it is released.

Question 291

DAOD 9005-1, Sexual Misconduct Response

Answer 291

sexual misconduct (inconduite sexuelle)

Conduct of a sexual nature that causes or could cause harm to others, and that the person knew or ought reasonably to have known could cause harm, including:

actions or words that devalue others on the basis of their sex, sexuality, sexual orientation, gender identity or expression;
jokes of a sexual nature, sexual remarks, advances of a sexual nature or verbal abuse of a sexual nature in the workplace;
harassment of a sexual nature, including initiation rites of a sexual nature;
viewing, accessing, distributing or displaying sexually explicit material in the workplace; and
any Criminal Code offence of a sexual nature, including:
section 162 (voyeurism, i.e. surreptitiously observing or recording a person in a place where the person exposes or could expose his or her genital organs or anal region or her breasts or could be engaged in explicit sexual activity, or distributing such a recording);
section 162.1 (publication, etc., of an intimate image without consent, i.e. publishing, distributing, transmitting, selling or making available an intimate image of another person without their consent, such as a visual recording in which the person depicted is nude, exposing his or her genital organs or anal region or her breasts, or is engaged in explicit sexual activity); and
section 271 (sexual assault, i.e. engaging in any kind of sexual activity with another person without their consent). (Defence Terminology Bank record number 43247)
Note – Brief summaries of sections 162, 162.1 and 271 of the Criminal Code are provided above strictly for the convenience of readers. The actual sections in the Criminal Code should be consulted for all elements and other provisions of these offences.

workplace (milieu de travail)

Any location where work-related functions and other activities take place and work relationships exist, such as:

on travel status;
at a conference where the attendance is sanctioned by the DND or the CAF;
at DND or CAF sanctioned instruction or training activities, or information sessions; or
at DND or CAF sanctioned events, including social events. (Defence Terminology Bank record number 43176)
Note – The workplace for CAF members can include ships, aircraft, vehicles, office spaces, classrooms, garrisons, hangars, messes, dining halls, quarters, gyms, on-base clubs, online forums and locations for sanctioned events such as holiday gatherings and course parties. CAF members do not simply serve in the CAF, but work, socialize and often live within institutional and social structures established by the CAF.

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3. Abbreviations
   Abbreviation Complete Word or Phrase
   AR (EA) administrative review
   CF (FC) Canadian Forces
   CFNIS (SNEFC) Canadian Forces National Investigation Service
   CO (cmdt d’unité) commanding officer
   CoC (C de C) chain of command
   Comd (cmdt) Commander
   CCMS (SGCP) Conflict and Complaint Management Service
   DMCA (DACM) Director Military Careers Administration
   DMP (DPM) Director of Military Prosecutions
   IA (AMO) initiating authority
   MP (PM) military police
   NDHQ (QGDN) National Defence Headquarters
   NOI (AI) notice of intent
   OPHTAS (SSAOPH) Operation HONOUR Tracking and Analysis System
   QR&O (ORFC) Queen’s Regulations and Orders for the Canadian Forces
   SIR (RII) significant incident report
   SMRC (CIIS) Sexual Misconduct Response Centre
   TAs (RI) training authorities
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4. General Principles
   Interpretation

4.1 In this DAOD:

“complainant” refers to a person who reports an alleged sexual misconduct incident. A complainant may or may not also be the victim in the incident;

“consent” refers to the voluntary, ongoing and affirmative agreement to engage in the sexual activity in question. Submission or passivity does not constitute consent as a matter of law. For the purposes of the Criminal Code, no consent is obtained if:

the accused induces the victim to engage in the activity by abusing a position of trust, power or authority;
the victim is unconscious;
the victim is incapable of consenting to the activity for any reason other than being unconscious, including due to intoxication;
the victim submits or does not resist by reason of the application of force or threat of the application of force, or by reason of fraud;
the victim expresses, by words or conduct, a lack of agreement to engage in the activity;
the victim, having consented to engage in sexual activity, expresses, by words or conduct, a lack of agreement to continue to engage in the activity; or
the agreement is expressed by the words or conduct of a person other than the victim.
Note – The above summary of “consent” is provided strictly for the convenience of readers. The actual sections in the Criminal Code and applicable common law should be consulted if required.

“respondent” refers to a person who is the subject of an alleged sexual misconduct incident;

“sexual assault” refers to physical contact of a sexual nature such that the sexual integrity of a victim is violated in circumstances in which the victim has not consented. In simple terms, sexual assault is any touching of a sexual nature without consent. Sexual assault is an offence under section 271 of the Criminal Code; and

“victim” refers to a person against whom sexual misconduct has been committed, or is alleged to have been committed, or who has suffered, or is alleged to have suffered, physical or emotional harm as a result of the commission or alleged commission of sexual misconduct. It is recognized that an individual may define their own context and experience differently and may not wish to be referred to as a victim. The term “affected person” or “those affected” is sometimes used instead of the term “victim” when not being used in a legal or police context.

Context

4.2 Sexual misconduct undermines trust, cohesion, confidence and morale, and thus threatens CAF operational readiness and effectiveness. Sexual misconduct is contrary to the values and ethical principles set out in the DND and CF Code of Values and Ethics. Sexual misconduct must never be minimized, ignored or excused.

Available Courses of Actions

4.3 Sexual misconduct can be addressed through:

the application of administrative action;
the military justice system by charging an individual with a service offence (including charges laid pursuant to the Criminal Code); and
the civilian criminal justice system in the case of conduct that is prohibited under the Criminal Code.
CAF Commitment

4.4 The CAF is committed to:

preventing sexual misconduct;
ensuring that all reported sexual misconduct incidents are investigated and dealt with as soon as practical; and
fully supporting victims and other CAF members who have been affected by sexual misconduct.
Standard of Conduct

4.5 CAF members are prohibited from engaging in sexual misconduct.

Additional Information

4. 6 Additional information for COs and other CAF members is available on the Operation HONOUR website.
5. 7 An “adverse personal relationship” refers to a personal relationship that has a negative effect on the security, cohesion, discipline or morale of a unit. In accordance with DAOD 5019-1, Personal Relationships and Fraternization, administrative action must be taken to separate CAF members who are involved in an adverse personal relationship. Restrictions may also be imposed on the duty or posting of CAF members involved in a personal relationship if the circumstances could result in an instructor/student relationship that would have an effect on the security, morale, cohesion and discipline of a unit, or a senior/subordinate or inter-rank personal relationship in the same direct chain of command if there is a difference in rank or authority.

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5. Reporting
   Reporting of Sexual Misconduct – All CAF Members
6. 1 In accordance with QR&O article 4.02, General Responsibilities of Officers, and QR&O article 5.01, General Responsibilities of Non-Commissioned Members, all CAF members have a duty to report to the proper authority any infringement of the pertinent statutes, regulations, rules, orders and instructions governing the conduct of any person subject to the Code of Service Discipline.
7. 2 It is expected that all CAF members will report to the proper authority any sexual misconduct committed by any person in the workplace or on a defence establishment.

Reporting of Sexual Misconduct – Exceptions

5.3 DND employees and other civilians are not generally required to report sexual misconduct incidents. This includes civilians who work for DND, such as those at the SMRC, CCMS and CF Health Services.

Note – Some professionals have an obligation, in certain circumstances, to report in accordance with their professional code of conduct and certain provincial legislation, for example, if there is an imminent risk of harm or risk to children.

5.4 Officers who can deal adequately with a sexual misconduct incident are not required to report.

Reporting Considerations – Officers

5. 5 Upon becoming aware of alleged sexual misconduct, an officer must determine whether they are required to report it to a proper authority or if they can adequately deal with the matter. If an officer determines that a disciplinary investigation is required, including an investigation pursuant to the Criminal Code, the matter must be reported by the officer.
6. 6 The determination of whether an officer can deal adequately with a matter involves an exercise of discretion. It requires that an officer act in good faith and not abuse their powers or exercise them dishonestly or arbitrarily, or to achieve an improper purpose. An officer must consider only relevant information and not discriminate on any inappropriate basis. An officer can seek advice from their unit legal advisor as to whether or not they can deal adequately with the matter.
7. 7 In order to determine whether alleged sexual misconduct can adequately be dealt with, an officer must take into account all relevant factors, including, but not limited to:

the views of the victim;
the mental health and physical safety of the victim;
the interest in ensuring that the victim receives the needed support;
safety concerns about possible reprisals;
the safety of CAF members and the public;
the gravity of the conduct alleged;
the safety of any children or dependants potentially affected by the alleged incident;
the disciplinary interests of the respondent’s unit;
the need to ensure the operational readiness and effectiveness of the CAF;
the difference between the ranks of the victim and the respondent;
consistency in the response to sexual misconduct; and
whether the officer has the authority to implement necessary measures.
5.8 The following factors should not be considered when an officer decides if a matter can be adequately dealt with or whether it must be reported to a proper authority:

the possible effect of their decision on the personal or professional circumstances of the respondent or any other DND employee or CAF member, regardless of their rank or position;
any consideration based on a prohibited ground of discrimination under section 3 of the Canadian Human Rights Act, including:
race;
national or ethnic origin;
colour;
religion;
age;
sex (including pregnancy and childbirth);
sexual orientation;
gender identity or expression;
marital status;
family status;
genetic characteristics;
disability (mental or physical); and
conviction for an offence for which a pardon has been granted or in respect of which a record suspension has been ordered;
personal opinions about any of the parties involved; and
a possible or perceived political advantage or disadvantage to the Government of Canada, the DND, the CAF or any political group or party.
5.9 If an officer has determined that they are not able to deal adequately with the matter, the matter must be reported. If an investigation is required, a unit disciplinary investigation may only be conducted once it is determined that the MP, CFNIS, or civilian police agencies with jurisdiction to investigate the matter have declined to investigate. Before proceeding to investigate, the unit legal advisor should be contacted.

5.10 Generally, the more serious the alleged sexual misconduct, the more likely that the interests of operational effectiveness and public safety will require that the matter be reported to the proper authority. Further, if it is suspected that the victim is a child, the matter must be reported to the MP, CFNIS or civilian police agency, without exception.

Privacy

5.11 The CAF must only collect personal information for which it has a demonstrable need. All parties involved in the handling of personal information related to sexual misconduct incidents must limit the discussion and dissemination of this information to those who have a need-to-know. If possible, personal information must be collected directly from the individual to whom it relates. All personal information collected, used, disclosed or retained by the CAF must be dealt with in accordance with the Privacy Act and the DAOD 1002 series.

Proper Authority

5.12 Privacy and regaining a measure of control over events are key aspects of victim support after sexual misconduct incidents. In order to limit the sharing of personal information to those with a need-to-know, and in keeping with the principle of limited disclosure, the following guidance should be considered when determining the proper authority for reporting. This is not an exhaustive list and does not restrict the right of a victim or others to report to any person or organization they may choose without having to go through their supervisor. Proper authorities who can receive reports of sexual misconduct include:

the MP, CFNIS or civilian police;
a CAF director general or higher at NDHQ;
a CAF superior of a director general at NDHQ in the case of a report of sexual misconduct involving a director general or superior of a director general;
a Comd of a command or formation;
a CAF chief of staff or equivalent officer at a command or formation if designated by the applicable Comd;
a CO of a formation headquarters;
any other CO; or
any other officer who can deal adequately with the matter.
5.13 Comds at all levels must treat information regarding sexual misconduct incidents in a discreet and sensitive manner and in accordance with the proper handling of personal information.

5. 14 CAF members should be referred to the SMRC to receive confidential support and information. They may request that the SMRC facilitate contact with the SMRC Military Liaison Team or MP liaison officer, or both, for specific questions related to CAF reporting mechanisms. They can also do so anonymously.
6. 15 Regardless of whether or not a sexual misconduct incident has been reported, those affected by sexual misconduct may access support and medical treatment as needed. Support can be obtained through the SMRC or the organizations listed on the Operation HONOUR website, or both, with the understanding that personnel in these organizations must comply with their respective professional codes of conduct and ethics.

Reprisal and Other Hurtful Behaviours

5.16 QR&O article 19.15, Prohibition of Reprisals, prohibits any CAF member from taking reprisals against a person who has in good faith made a report of sexual misconduct or cooperated in an investigation carried out in respect of such a report. A CO must investigate any report of a reprisal or other threatening, intimidating, ostracizing or discriminatory behaviour taken in response to a report of sexual misconduct. Any CAF member participating in such behaviour may be subject to administrative or disciplinary action or both.

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6. Roles and Responsibilities of Commanding Officers and Other Members of the Chain of Command
   Action by COs and Other Members of the CoC

6.1 COs and other members of the CoC must:

be knowledgeable on the actions required upon receipt of a report of alleged sexual misconduct;
consult the Respect in the CAF mobile application or the Operation HONOUR website for more details on how to be prepared, particularly with respect to the support of the victim and procedural fairness;
ensure, subject to legal limitations, ongoing communication and transparency with the victim;
enquire with the victim as to immediate care, safety and support needs and ensure these are considered, including encouraging the victim to seek support from individuals close to them, for example, their friends, partners or colleagues;
refer the victim to support services such as the SMRC;
consider how to mitigate and continually monitor the real and ongoing risk of reprisal and immediately address, to the extent possible, any such issues;
consult local CCMS when cases of sexual harassment are suspected; and
consider consulting with the SMRC for guidance on effective response and support to victims.
Note – The SMRC is available to provide advice to COs and other members of the CoC.

Action by a CO

6.2 Upon becoming aware of alleged sexual misconduct, a CO must:

take immediate action, as necessary, to ensure the well-being and safety of the victim;
ensure that the victim and witnesses are informed about the full range of support options that may be available to them;
ensure that the well-being and safety of the respondent are considered and that they are informed about the full range of services that may be available to them and of their right to due process and procedural fairness;
consult the unit legal advisor to obtain advice throughout the process;
consider whether it is appropriate to remove the respondent from a supervisory, instructional or command position, temporarily modify their work location or order no contact or any form of communication, directly or indirectly, with the victim or witnesses;
ensure that the details are captured in OPHTAS through their appointed representative in accordance with the relevant OPHTAS direction;
submit, in accordance with DAOD 2008-3, Issue and Crisis Management, and the Critical Information Requirements of the CDS, a SIR through their CoC to the Canadian Forces Integrated Command Centre and DPMC OpH, with an information copy to DMCA 2;
ensure that sexual misconduct SIRs do not contain the names, service numbers or personnel record identifiers of a victim or respondent; and
monitor the impact on unit morale and cohesion.
Administrative Action – General

6. 3 When the CoC has determined on a balance of probabilities that a CAF member has engaged in sexual misconduct and is considering any administrative action, the IA must consult DMCA 2. DMCA 2 must advise with respect to the appropriate remedial measure, if any, and if an AR is warranted, or on the requirement to issue a NOI to recommend release. There are circumstances that will warrant administrative action even before any police or disciplinary investigation is contemplated or completed. Before proceeding in this circumstance, the unit legal advisor must be consulted.
7. 4 In weighing the evidence surrounding the sexual misconduct incident and before selecting any remedial measure or other administrative action, the following factors must be considered:

all relevant facts, including:
the degree to which the act was intrusive or violent;
the sentence imposed, if any;
whether the respondent ignored a request to stop or failed to confirm consent;
the victim’s circumstances, including the impact on their health and well-being; and
the respondent’s relationship to the victim at the time of the incident, including:
position of authority or trust, if any; and
difference in rank, if any;
the degree to which the respondent:
accepted responsibility and demonstrated remorse for the sexual misconduct; and
actively took steps to modify their behaviour;
the respondent’s entire period of service, taking into account their rank, military occupation, experience, position and leadership role, and any previous conduct deficiencies; and
the impact on the respondent’s unit and the CAF.
6.5 If DMCA 2 recommends issuing a CAF member with a NOI to Recommend Release, the CO must issue the NOI to Recommend Release to the CAF member and forward the following to DMCA 2 for AR in accordance with DAOD 5019-2, Administrative Review:

CO’s recommendation for administrative action;
all investigation reports;
the CAF member’s conduct history;
synopsis of the CAF member’s personnel file;
CAF member’s representations;
the court transcript, if applicable; and
any other pertinent information.
6.6 In accordance with DND PPE 814 Administrative Review Case Files, the outcomes of administrative action taken in response to a sexual misconduct incident can be disclosed to the victim, if it is deemed appropriate to do so. The victim’s CO is responsible for informing the victim of their ability to request this information and providing the information as required.

Note – Actions or measures that include highly sensitive personal information such as medical or psycho-social assessments or treatment must not be disclosed.

Administrative Action After a Disciplinary Proceeding

6. 7 In order to ensure consistent CAF-wide application of this DAOD, the CO of any CAF member convicted of sexual misconduct, either by summary trial, court martial or civilian court, must consult DMCA 2. DMCA 2 must advise with respect to the appropriate remedial measure, if any, if an AR is warranted, or on the requirement to issue a NOI to recommend release. DMCA 2 must conduct an AR if a NOI to recommend release is issued.
7. 8 If a CAF member was found not guilty of a charge, was discharged or charges were not proceeded with, a review of the facts of the case is still required by the CoC to determine whether there is reliable evidence that establishes on a balance of probabilities that sexual misconduct has occurred. Regardless of the outcome of this review, the CO must forward all related documents to DMCA 2 along with recommendations based on their review. A guilty finding is not required to recommend a release or impose other administrative action.
8. 9 If a CAF member is tried for an offence, the CAF member’s CO must obtain, upon the conclusion of the service tribunal or civil court proceeding, the documents listed in the following table:

If the CAF member is … obtain the following documents …
convicted
the sentencing order;
the probation order, if any;
the prohibition order, if any; and
the certificate of conviction and conduct sheet (see QR&O article 19.61, Certificate of Conviction, and QR&O article 19.62, Action Following Conviction by Civil Authority).
discharged, found not guilty, or a stay of proceeding is directed
the court transcript;
the decision of the court; and
MP investigation case file.
6.10 After the disciplinary proceeding, the CO must forward to DMCA 2:

all the above applicable documents;
a summary of the evidence;
a recommendation, with explanation, as to administrative action that should be taken in respect of the CAF member; and
any other relevant information to assist the AR.
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7. Support
   Guiding Principles

7.1 The CoC should apply the following guiding principles for supporting a victim or other complainant to the extent feasible and preferred by the victim or complainant, regardless of which process is followed, if any:

maintaining regular and open two-way lines of communication, rather than only one-way transmission of information;
facilitating, if the CoC is not the authority responsible for the investigation or the proceeding, contact with the appropriate military or civilian justice system representatives, for example, the MP, DMP or civilian prosecution services;
checking in throughout the process, including during any delays, as long periods without updates and inaction without information can be very difficult;
verifying at regular intervals, including after all proceedings have ended, as to whether access to the appropriate resources and support is available;
determining if there are any barriers or other concerns preventing access to the required support, resources or information; and
appreciating that, regardless of whether or not charges were laid or a guilty verdict rendered, the victim may continue to need support.
Support for a Victim

7. 2 A victim may require different levels of support throughout their experience. The processes associated with proceeding through the military or civilian justice system, the decision to not lay charges or other aspects of their experiences may be significantly upsetting for those affected. The CoC must ensure that a victim is made aware of the CAF and non-CAF resources available to them throughout the processes, including the availability of the SMRC’s support resources. These resources include a confidential 24/7 information and support line, which is available to a victim, those who support the victim and the CoC. A programme is also available to provide a victim with accompaniment services, as well as case coordination, advocacy and assistance with workplace arrangements. The SMRC can also facilitate anonymous contact with their military liaison team or MP liaison officer, who can provide further information on the options available to a victim and the processes that would be involved. The SMRC can support a victim with their submission of reports to the appropriate authorities if this is requested.
8. 3 The CoC must ensure that information is not only conveyed to a victim, but that every reasonable effort is made to ensure that it is understood. The CoC must encourage a victim to seek support from persons of their choosing, for example, their family, friends or CAF or non-CAF resources. The victim should be permitted to have a support person with them throughout the process, where appropriate and within the limits of the CoC’s authority.
9. 4 A victim of sexual misconduct can experience significant emotional and psychological stress. This stress can impair executive functioning, including memory, planning, decision-making and multi-tasking. A victim may therefore need to receive information more than once and may need more time than usual to process their situation. However, whenever possible, requiring a victim to repeatedly recount their experiences should be minimized, as this can also be a significant source of stress.

Victim Workplace Requests

7.5 A victim may experience difficulties in the workplace as a result of a sexual misconduct incident, regardless of the outcomes of disciplinary and administrative actions. Therefore, the CoC must consider requests made by a victim to enable their effective functioning in the workplace if the request is in relation to effects experienced as a result of a sexual misconduct incident.

Information for Victims during Disciplinary Processes

7.6 The CoC must ensure that a victim is aware that they can request information and the proper means of requesting such information. The information desired and available in each case and at each stage may vary, but the CoC should ensure as a minimum that the victim is aware that they may request the following information:

confirmation that the sexual misconduct incident was entered in OPHTAS;
the identification of the unit or other element conducting the investigation;
the status of the investigation;
the outcome of the investigation, including whether or not charges were laid; and
if charges are laid:
the appropriate military or civilian justice system representative to contact regarding the prosecution of the matter; and
applicable policies of the DMP.
7.7 If the matter is to be handled by civilian authorities, the CoC should facilitate contact with the appropriate authorities within the best of their ability.

Victim Concerns during the Summary Trial Process

7.8 If a presiding officer has concerns relating to the particular needs of a victim, for example, the minimizing of re-victimization during the summary trial process, the presiding officer is encouraged to contact their unit legal advisor.

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8. Training and Education
   General

8.1 The CAF sexual misconduct policy and related resources must be made known to:

all applicants on enrolment in the CAF;
CAF members during recruit and basic officer training;
CAF members on military occupation qualification training;
CAF members on leadership courses; and
CAF members prior to and after deployment.
8.2 COs or their delegates must provide Operation HONOUR training and education on an annual basis in accordance with their annual training plan. Training resources can be found on the Operation HONOUR website.

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9. Compliance and Consequences
   Compliance

9.1 CAF members must comply with this DAOD. Should clarification of the policies or instructions set out in this DAOD be required, CAF members may seek direction through their CoC. Military leaders have the primary responsibility for, and means of, ensuring the compliance of their CAF members with this DAOD.

Consequences of Non-Compliance

9. 2 CAF members are accountable to their respective military leaders for any failure to comply with this DAOD. Non-compliance with this DAOD may have consequences for both the DND and the CAF as institutions, and for CAF members as individuals. Suspected non-compliance may be investigated. Military leaders must take or direct appropriate corrective measures if non-compliance with this DAOD has consequences for the DND or the CAF. The decision of a level one advisor or other senior official to take action or to intervene in a case of non-compliance, other than in respect of a decision under the Code of Service Discipline regarding a CAF member, will depend on the degree of risk based on the impact and likelihood of an adverse outcome resulting from the non-compliance and other circumstances of the case.
10. 3 The nature and severity of the consequences resulting from non-compliance should be commensurate with the circumstances of the non-compliance and other relevant circumstances. Consequences of non-compliance may include one or more of the following:

the ordering of the completion of appropriate learning, training or professional development;
the entering of observations in individual performance evaluations;
increased reporting and performance monitoring;
the withdrawal of any authority provided under this DAOD to a CAF member;
the reporting of suspected offences to the MP, CFNIS or civilian police agency;
the application of specific consequences as set out in applicable laws, codes of conduct, and DND and CAF policies and instructions;
other administrative or disciplinary action, or both, for a CAF member; and
the imposition of liability on the part of Her Majesty in right of Canada and CAF members.
Failure by CO
9.4 A CO must act in good faith in addressing any alleged sexual misconduct. Should a CO fail to do so, administrative or disciplinary action, or both, may be initiated.

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10. Responsibilities
    Responsibility Table

10.1 The following table identifies responsibilities associated with this DAOD:

The … is or are responsible for …
Vice Chief of the Defence Staff
managing policy, training and education development related to sexual misconduct incidents;
coordinating research and analysis of sexual misconduct incidents in the CAF; and
providing OPHTAS direction.
Director General Morale and Welfare Services
delivering health promotion programs that include education on a respectful and harassment-free workplace.
Director General Health Services
programming appropriate health care resources for the assessment, diagnosis and treatment of patients affected by, and respondents in, sexual misconduct incidents.
Judge Advocate General and unit legal advisors
providing legal advice to the CAF CoC, the MP and the CFNIS.
Surgeon General
establishing policies and setting standards for the assessment, diagnosis and treatment of patients affected by, and respondents in, sexual misconduct incidents.
DMCA
conducting ARs; and
informing COs and respondents through the chain of command of AR decisions and reasons thereof in accordance with DAOD 5019-2.
TAs and designated TAs
ensuring that Operation HONOUR training and education is included during all levels of military occupation qualification training.
Comd Canadian Forces Recruiting Group and Comds responsible for Reserve Force recruiting
ensuring applicants for enrolment in the CAF are informed of the CAF policy on sexual misconduct.
Comd Canadian Defence Academy
ensuring that Operation HONOUR training and education is included at all levels of recruit and leadership training.
Comd Canadian Forces Health Services Group
delivering health care following reports of sexual misconduct incidents.
Comd CF MP Group
conducting an independent preliminary assessment to determine if a police investigation is warranted when a unit CO believes a sexual misconduct incident is of a disciplinary nature; and
providing DMCA with information as appropriate pertaining to MP investigations.
CAF health care providers
assessing, treating and referring CAF members who are sexual misconduct victims, witnesses or respondents, with acknowledgment and sensitivity to gender differences and gender-specific issues;
completing the medical portion of form DND 4006-E, Medical Referral and Certification; and
assigning medical employment limitations and granting sick leave as required.
COs
implementing action as set out in this DAOD; and
implementing any decision directed by an approving authority after an AR.
CoC
implementing action as set out in this DAOD.
CAF members
exercising leadership in their response to sexual misconduct incidents;
being sensitive to needs of victims when receiving reports of sexual misconduct incidents;
providing continued support to victims;
responding to and reporting sexual misconduct incidents;
responding to and reporting acts of reprisal;
maintaining confidentiality of information;
reinforcing and modeling respectful and appropriate professional behaviours;
enforcing standards of conduct;
promoting a culture in which bystander intervention is widely accepted, expected and supported;
attending training, education and professional development activities in support of Operation HONOUR;
being familiar with the Spectrum of Sexual Misconduct;
becoming educated on the meaning of consent; and
ensuring professional relationships are based on trust and respect, aligned with CAF ethics and values.

Question 292

DAOD 7011-1, Responsibilities for Service Estates and Personal Belongings. Committee of Adjustment

Answer 292

personal belongings (effets personnels)

Has the same meaning as prescribed in QR&O article 25.16, Committee of Adjustments to Deal with Personal Belongings.

service estate (succession militaire)

Has the same meaning as prescribed in subsection 42(2) of the National Defence Act.

Note - Refer carefully to these definitions when reading this DAOD.

3. Responsibilities on the Death of a CAF Member
   Commanding Officer
   3.1 When a CAF member dies, the commanding officer (CO) shall:

take immediate action as required to ensure that all personal or movable property forming part of the service estate that is found on the deceased’s person or in quarters or otherwise in the care or custody of the CAF is collected and safeguarded;
not take the above action in respect of any personal or movable property located in family living accommodation or already in the care or custody of the next of kin (NOK), executor or liquidator of the succession unless, in the opinion of the Director of Estates at National Defence Headquarters (NDHQ), the circumstances make such action necessary for its safekeeping;
appoint a Committee of Adjustment (COA) within 48 hours of the death;
ensure that the Records Support Unit (URS) promptly forwards to the Director of Estates, any will or will certificate held in custody for the deceased or, if no will or will certificate is held, a statement to that effect;
advise the Director of Estates of the name and telephone number of the assisting officer designated to assist the next of kin (NOK), executor or liquidator of the succession; and
report any deviation from this DAOD promptly to the Director of Estates.
3.2 The executor or liquidator of the succession named in a will is, subject to provincial law, entitled to the custody of the remains. The executor or liquidator of the succession is not necessarily the deceased’s NOK. For the meaning of NOK, see the Context block in DAOD 7011-0, Service Estates and Personal Belongings.

3.3 CBI 210.20, Funeral and Burial, sets out funeral-related entitlements in respect of a deceased CAF member.

Director Casualty Support Management 2
3.4 On receipt of a report of the death of a CAF member, NDHQ/Director Casualty Support Management (DCSM) 2 shall forward a casualty notification to the Director of Estates containing the following information:

service number (SN), rank, full name and unit of the deceased CAF member;
the CF component in which the CAF member was serving;
date of birth;
marital status;
NOK (primary and secondary), including complete residential address;
date of enrolment; and
place, date and cause of death.
COA
3.5 The COA shall take appropriate action as set out in the Committee of Adjustment map.

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4. Responsibilities when a CAF Member is Reported Missing
   CO
   4.1 If a CAF member is reported missing, the CO shall:

take immediate action as required to ensure that all personal belongings of the CAF member found in quarters or otherwise in the care or custody of the CAF are collected and safeguarded;
not take the above action in respect of any personal belongings located in family living accommodation or already in the care or custody of the NOK unless, in the opinion of the Director of Estates, the circumstances make such action necessary for their safekeeping;
appoint a COA immediately after a CAF member has been missing for 15 days; and
ensure that the URS forwards promptly to the Director of Estates any will or will certificate held in custody for the CAF member or, if no will or will certificate is held, a statement to that effect.
DCSM 2
4.2 On receipt of a report that a CAF member is missing, DCSM 2 shall forward a casualty notification to the Director of Estates. The casualty notification shall contain information regarding the CAF member’s disappearance and other applicable information as set out in the Director Casualty Support Administration 2 block in the Responsibilities on the Death of a CF Member map.

COA
4.3 The COA shall take appropriate action as set out in the Committee of Adjustment map.

5. Responsibilities when a CF Member is Released with Unsound Mind
   CO
   5.1 If a CAF member is released with unsound mind, the CO shall:

take immediate action as required to ensure that all personal belongings of the CAF member found in quarters or otherwise in the care or custody of the CAF are collected and safeguarded;
not take the above action in respect of any personal belongings located in family living accommodation or already in the care or custody of the NOK unless, in the opinion of the Director of Estates, the circumstances make such action necessary for their safekeeping; and
appoint a COA within 48 hours of the CAF member being released.
COA
5.2 The COA shall take appropriate action as set out in the Committee of Adjustment map.

6. Committee of Adjustment
   Composition
   6.1 A COA shall consist of an officer as president and two other CAF members who should normally be officers. The president should normally be of the rank of major or above and shall not be below the rank of captain.

6.2 If there is a shortage of qualified personnel to be appointed to a COA, the CO shall:

request direction from higher authority who may make other officers available; or
with the concurrence of the Director of Estates, direct that the COA be constituted with less than three CAF members.
6.3 The COA should include an accounting officer and may include as members, other than the president, non-commissioned members of the rank of warrant officer or above if sufficient officers are not available.

6.4 The COA shall consist of only the CO if:

the CAF member died on retirement leave;
a clearance certificate was issued;
the CAF member’s pay account is free of preferential charges; and
the CAF member left no personal or movable property at the unit.
6.5 The CO shall sign and forward to the Director of Estates a statement identifying these circumstances.

Responsibilities
6.6 Immediately upon being appointed, the president of the COA shall assemble the committee. The COA shall:

familiarize itself with QR&O Chapter 25, Service Estates and Personal Belongings and this DAOD;
collect and safeguard:
in the case of a deceased CAF member, all cash, public clothing, material and other personal or movable property forming part of the service estate in the possession of the deceased, i.e. found on the CAF member’s person, in quarters or otherwise in the care or custody of the CAF; and
in the case of a CAF member reported missing or released with unsound mind, all personal belongings of the CAF member located in quarters or otherwise in the care or custody of the CAF;
not take the above action in the case of the death in respect of any property located in family living accommodation or already in the care or custody of the NOK, executor or liquidator of the succession, unless, in the opinion of the Director of Estates, the circumstances make such action necessary for its safekeeping; and
carry out its duties promptly.
COA Action
6.7 COA action in respect of the parts of the service estate of a deceased CAF member or the personal belongings of a CAF member reported missing or released with unsound mind is as follows:

In respect of the CAF member’s the COA shall …
cash

turn over to the accounting officer all cash found on the CAF member or in the personal or movable property or other personal belongings of the CAF member, and obtain an official receipt; and

include the receipt as an exhibit to the minutes of the COA (see the Minutes of Proceedings of the COA block).

public clothing, equipment and other materiel

return to the unit supply officer and obtain a receipt for all public clothing, equipment and other materiel, other than personal equipment that the CAF member is permitted under regulations to retain on release, that is found in the CAF member’s possession or in the personal or movable property of the CAF member;

include the receipt as an exhibit to the minutes of the COA; and

request the handover of all public clothing, equipment or other materiel that is in the care or custody of the NOK or any other person.

claims and accountable advances

obtain the particulars of any outstanding accountable advance of public funds and of any travel, movement or general allowance claim that was not submitted for payment prior to the CAF member’s death, the reporting of the CAF member as missing or the release of the CAF member with unsound mind;

complete the necessary claims from the information available and certify to that effect insofar as practicable;

pass these claims through normal channels for payment;

settle accountable advances as appropriate; and

include a copy of each claim or form DND 432, Accountable Advances of Public Funds as an exhibit to the minutes of the COA.

identification cards

forward identification cards to the military police or Deputy Provost Marshall Security.

identity discs

collect and safeguard identity discs along with other personal or moveable property or personal belongings in the care or custody of the CAF.

passports

forward passports to the Director of Estates.

other personal or movable property

collect, safeguard and inventory other personal or moveable property in the possession of the member, i.e., found in quarters or otherwise in the care or custody of the CAF, including any property found on the member in the case of death;

under special circumstances, and if the Director of Estates so authorizes, collect, safeguard and inventory other personal or movable property;

mark the inventory of the property as Exhibit A to the minutes of the COA;

request disposal instructions from the Director of Estates; and

if it is not practicable to safeguard the property at the unit:

collect and inventory the property;

notify the Director of Estates; and

request direction.

preferential charges

obtain the particulars of all preferential charges and list them in the minutes of the COA.

will

unless advised that DAOD Form 7012-1A, Will, accompanied by DAOD Form 7012-1B, Affidavit of Execution of Will, a will certificate, a civilian will or statement of location of a will, is in the possession of or will be obtained by the URS, or that no will was made by the CAF member:

search for a will, will certificate, or a statement of location of a will in any reasonable location except a place under the control of the NOK;

notify the Director of Estates of the results of the search; and

if a will, will certificate or statement of location of a will is located, forward it immediately by the most economical track and trace method under cover of form DND 728, Document Transit and Receipt, in the case of a deceased CAF member or a CAF member reported missing, to the Director of Estates, and in the case of a CAF member released with unsound mind, to Director Military Careers Administration (DMCA) 4.

expenses for last illness and funeral

obtain two itemized copies of any accounts incurred in respect of the last illness or for funeral expenses of the CAF member; and

pass the copies to the appropriate accounting officer.

Note - The accounts for last illness and funeral shall not be included in the minutes of the COA and completion of the minutes shall not be delayed pending their receipt.

Claims Against the Service Estate or the CF Member
6.8 The COA shall:

advise any civilian creditor who makes a claim against the service estate or the CAF member to write to the Director of Estates;
not report any claim against the service estate or the CAF member in the minutes of proceedings of the COA; and
take no action to liquidate a charge out of the assets of the service estate.
Clearance Certificate
6.9 Following completion of the above actions, the COA shall:

have the appropriate clearance certificate completed for the CAF member;
pass it to the appropriate accounting officer; and
include a copy of the clearance certificate as an exhibit to the minutes of the COA.
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Minutes of Proceedings of COA
6.10 Following completion of the clearance certificate, the COA shall:

prepare in duplicate and sign the minutes of the proceedings in DAOD Form 7011-1A, Minutes of Proceedings of Committee of Adjustment;
forward the original of the minutes together with exhibits to the Director of Estates;
retain the duplicate, together with exhibits on the unit file; and
in the case of a CAF member released with unsound mind, forward two copies of the proceedings to DMCA 4.
6.11 If the minutes are not completed and forwarded within 14 days after the death of the CAF member, the reporting of the CAF member as missing or the release of the CAF member with unsound mind, the COA shall inform the Director of Estates, stating the reason for the delay and the expected date that the minutes will be forwarded.

Disposal of Property
6.12 After forwarding the minutes of proceedings to the Director of Estates, the COA shall:

Step Action
1

Retain the personal or movable property forming part of the service estate in relation to a deceased person, or the personal belongings of a CAF member reported missing, in safe custody at the unit until the Director of Estates issues disposal instructions.

In the case of a CAF member released with unsound mind, forward the CAF member’s personal belongings to the NOK identified on Form CF 742, Personal Emergency Notification. If the NOK is unknown or cannot be located, contact DCSA who shall liaise with Veterans Affairs Canada as required to determine the disposition of the personal belongings.

2

Ensure that property is properly prepared for shipment, in particular, that:

fragile items are packed carefully;

perishable items and those which might damage other contents are not enclosed;

soiled or stained clothing is laundered or dry cleaned at public expense;

packing cases are marked with the CAF member’s SN and name; and

inventory is checked against the contents of the packing cases.

3

Dispose of the property as instructed by the Director of Estates by:

shipping separately by the most economical track and trace method available:

all jewellery;

valuable papers; and

other small articles of intrinsic or sentimental value; and

forwarding the remainder by express prepaid.

4

Forward a letter separately to the person to whom the property is to be shipped:

advising of the date and method of shipment;

enclosing two copies of the inventory, one copy of which shall have typed at the bottom:

“Received by ………………….

Date……………………………..”; and

requesting that person to sign, date and forward the receipted copy of the inventory to the Director of Estates, in a pre-addressed envelope prepared by the COA, at the following address as soon as the shipment has been received and checked:

JAG/Director of Estates
National Defence Headquarters
Major-General George R. Pearkes Building
101 Colonel By Drive
Ottawa ON K1A 0K2.

5

Inform the Director of Estates when the shipment has been made, stating:

date of dispatch;

number of the bill of lading; and

registration number of any postal packet.

Question 293

DAOD 5019-1, Personal Relationships and Fraternization

Answer 293

fraternization (fraternisation)

Any relationship between a CAF member and a person from an enemy or belligerent force, or a CAF member and a local inhabitant within a theatre of operations where CAF members are deployed. (Defence Terminology Bank, record number 43080)

personal relationship (relation personnelle)

An emotional, romantic, sexual or family relationship, including marriage or a common-law partnership or civil union, between two CAF members, or a CAF member and a DND employee or contractor, or member of an allied force. (Defence Terminology Bank, record number 43170)

3. Overview
   Context
   3.1 The CAF is committed to:

respecting the inherent right of CAF members to form personal relationships of their choosing;
respecting the privacy of the personal relationships of CAF members; and
providing fair and unbiased treatment to persons in the care or under the protection of CAF members and preventing the exploitation of vulnerable persons.
Role of the Chain of Command
3.2 In keeping with professional military values, leaders and the chain of command have a responsibility to uphold standards of conduct in relation to personal relationships and fraternization, through personal example, as well as the judicious use of administrative and disciplinary action.

Objectives
3.3 The following table sets out the objectives of this DAOD and the means to achieve them:

To achieve the objective of the … the chain of command must …
prevention of erosion of lawful authority,

safeguard the integrity of command and the exercise of lawful authority by ensuring that leaders at all levels remain objective and credible and do not compromise, relative to superior/subordinate, instructor/student, and command relationships, both in Canada and abroad.

maintenance of operational effectiveness,

preserve individual and unit effectiveness by ensuring a continued high state of security, cohesion, discipline and morale.

protection of vulnerable CAF members and others,

impose restrictions on personal relationships if required; and

ensure that CAF members and others in the care or protection of the CAF are not subjected to coercion or exploitation.

maintenance of general standards of professional and ethical conduct,

lead by example; and

commit to the Statement of Defence Ethics.

avoidance of detrimental effects on unit operational effectiveness,

issue orders and guidance appropriate to the situation.

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4. Operating Principles
   Personal Conduct
   4.1 CAF members in a personal relationship must refrain from conduct that may be considered unprofessional in a military context. For example, a CAF member while in uniform in public with another person must not:

hold hands;
kiss, except in greeting and farewell; or
caress or embrace in a romantic manner.
4.2 A CAF member in a personal relationship with another CAF member, DND employee or member of an allied force, contractor or an employee of a contractor must not be involved, regardless of rank or authority, in the other person’s:

performance appraisal or reporting, including training evaluations and audits;
posting, transfer or attached posting;
individual training or education;
duties or scheduling for duties;
documents or records;
grievance process; or
release proceedings.
4.3 CAF members must notify their chain of command of any personal relationship that could compromise the objectives of this DAOD.

Administrative Intervention
4.4 In order to protect CAF members in vulnerable situations and to ensure fair treatment, restrictions may be imposed on the duty or posting of CAF members involved in a personal relationship if the circumstances could result in:

an instructor/student relationship that would have an effect on the security, morale, cohesion and discipline of a unit; or
a senior/subordinate or inter-rank personal relationship in the same direct chain of command if there is a difference in rank or authority.
4.5 Commanding officers (COs) must apply appropriate situational-specific criteria when dealing with individual situations or establishing any local policy with respect to personal relationships. Before establishing any local policy, unit authorities should consult with the local representative of the Judge Advocate General (JAG). Any local policy must not be less restrictive than this DAOD.

Fraternization
4.6 Fraternization can have detrimental effects on unit operation effectiveness due to potential threats to the security, morale, cohesion and discipline of a unit. Task force commanders must issue orders and guidance on fraternization appropriate to the situation in their area of operations.

5. Administrative Action
   Adverse Personal Relationships
   5.1 If a personal relationship has a negative effect on the security, cohesion, discipline or morale of a unit, the personal relationship is considered adverse for the purpose of this DAOD.
6. 2 Administrative action must be taken to separate CAF members who are involved in an adverse personal relationship.
7. 3 If an adverse personal relationship cannot be changed within the applicable unit/sub-unit for the CAF members in a supervisor/subordinate relationship, the CAF members must be separated by attached posting, posting, change in work assignments or other action.
8. 4 Such a separation is not punitive in nature, nor must there be a negative stigma or career implication towards the CAF members.

Postings
5.5 CAF members who are known to be, or have declared themselves to be involved, in a personal relationship must normally not be posted to the same unit. If the unit is of sufficient size that posting the CAF members involved is unlikely to have an adverse effect on the security, cohesion, discipline or morale of the unit, they may be posted to same unit, but not the same sub-unit.

5.6 CAF members who form a personal relationship must normally complete current postings, provided the work relationship does not have a negative effect on the security, cohesion, discipline or morale of the unit.

Criteria for Decision to Post
5.7 If CAF members are involved in an adverse personal relationship and posting is being considered, the CO must consult Director General Military Careers (DGMC) or the appropriate reserve authority.

5.8 The decision having the least negative career effect on both CAF members must be taken, considering:

future career prospects for both CAF members; and
the effects upon both CAF members of an internal reassignment, attached posting, posting or sub-component transfer.
Posting Process
5.9 The following table outlines the process for a posting if the personal relationship of a CAF member may be adverse:

Who does it? Action
The CO of the CAF member

determines if the personal relationship is adverse and …

if a CAF member of the …

then the CO must forward all particulars along with a recommendation …
Regular Force,

for posting to DGMC.
Reserve Force,

for an attached posting, internal reassignment, posting or sub-component transfer to:

the applicable area commander or equivalent for the Primary Reserve;

the applicable regional commander for the Cadet Organizations Administration and Training Service;

the area commander for the Canadian Rangers; or

the area commander or equivalent of the sub-component to which the member is attached for the Supplementary Reserve.

Director Reserve Support Management

(CO Supplementary Reserve)
reviews and, if in the interests of the CAF, approves a sub-component compulsory transfer under QR&O 10.06, Transfer Between Sub-Components of the Reserve Force to the Supplementary Reserve.

Note - A sub-component compulsory transfer to the Supplementary Reserve is considered to be an option of last resort. It is not to be considered punitive in nature.

Disciplinary and Career Action
5.10 Before taking disciplinary and/or career action for conduct which is contrary to this DAOD, unit authorities should consult with the local representative of the JAG.

6. Responsibilities
   Responsibilities Table
   6.1 The following table identifies the responsibilities associated with the administration of personal relationships and fraternization:

The … is or are responsible for …
DGMC

ensuring that CAF members of the Regular Force in personal relationships are not posted into situations that could result in adverse personal relationships;

taking posting action if required if a CAF member of the Regular Force is in an adverse personal relationship; and

as the coordinating authority for the Regular Force and Reserve Force, developing procedures to deal with adverse personal relationships.

Canadian Forces Recruiting Group

coordinating and arranging administrative action for CAF members on the Basic Training List.

Reserve Force
area HQ or equivalent staff

arranging for attached postings, postings, internal reassignments and sub-component transfers if required.

Director Reserve Support Management

(CO Supplementary Reserve)
reviewing and approving compulsory transfers to the Supplementary Reserve.

CO

recommending posting action, if required, to DGMC or the appropriate reserve authority.