Clarification Bulletin – Application of CBI 10 Section 19 – Gymnasium or health club fees

Issue

The intent of the gymnasium fees provision is to assist a member in maintaining the physical fitness standards required of Canadian Armed Forces (CAF) members. Where adequate free fitness facilities are not available at a post, members may request reimbursement for access to physical fitness facilities. However, this entitlement is intended only for situations where a member resides in an environment in which climate, personal security considerations, or local customs make individual physical training, such as outdoor running, unreasonable or impracticable. Although running outside is good for cardio fitness, discussion with Personnel Support Programs (PSP) have confirmed that this should not be the only determining factor on whether a member can be reimbursed gym fees. 

Clarification of the term “adequate facility” 

The policy uses the term "adequate" to describe gym facilities; however, the term is not defined in the policy. Director Compensation and Benefits Administration (DCBA) consulted with PSP to determine what is required in a gym for CAF members to properly maintain physical fitness. 

PSP supports Outside of Canada (OUTCAN) CAF members through both mini-gyms and personal fitness kits. Minigyms are established at some OUTCAN locations where the CAF population and local circumstances support it. In addition, PSP can issue personal fitness kits directly to members, enabling them to maintain physical fitness independently. The personal fitness kits typically include sandbags, resistance bands, a speed rope, agility equipment, and suspension trainers. 

The PSP’s mini-gyms normally consists of free weights (including dumbbells and kettlebells), a squat stand, a multifunction cable trainer, one treadmill, one low-impact cardiovascular machine (such as a rowing machine, elliptical trainer, or stationary bicycle), and the equipment contained in the personal fitness kits. The mini-gym requires a space approximately 10 to 12 square metres. 

By using the PSP mini-gyms as a model, it is clear that an adequate gym has at least one cardio machine (for example, treadmill, stationary bike, elliptical, etc.) and free weights. Members may request a personal fitness kit from PSP for sandbags and specific agility equipment to augment the gym if required. 

Eligible fitness facilities and reimbursement limits

Members are not entitled to gym fee reimbursement when they have access to an adequate fitness facility at no cost through their workplace, residence, hotel, or another available location. Memberships for facilities offering premium amenities or bundled services beyond basic fitness services will not be considered for reimbursement.

Where members normally have access to an adequate fitness facility at no cost but that facility is temporarily unavailable (for example, due to maintenance, renovation, or operational restrictions), reimbursement may be authorized for the period of unavailability upon submission of supporting documentation. 

The Approving Authority (AA) is to determine the average membership cost of comparable basic fitness facilities near the member's post or residence that provide free weights and cardiovascular equipment, and retain the supporting documentation used to establish this amount. Reimbursement is limited to this average cost. Any membership fees exceeding the approved amount are the responsibility of the member. 

Approving Authority approval

Moving forward, when assessing requests for gym fee reimbursement, the AA is to determine whether the member has access, at no cost, to an adequate fitness facility. Based on the PSP mini-gym model, an adequate fitness facility has at least one cardio machine (for example, treadmill, stationary bike, elliptical, etc.) and free weights. 

To authorize the reimbursement of gym membership fees, the AA must be satisfied that: 

• the member does not have access to suitable fitness facilities at no cost through their workplace, residence, or another readily available location.
• the member has submitted three quotes from comparable fitness facilities.
• the selected facility must provide basic fitness services only. Reimbursement is limited to the cost of a standard membership and does not include premium amenities, bundled services, personal training, specialty classes, equipment rentals, childcare services, spa services, or any other optional charges.
• the selected facility is reasonably accessible from the member's residence or workplace.
• the reimbursement amount does not exceed the average cost of comparable basic fitness facilities available at the post.
• the membership period corresponds only to the period during which the member is assigned to the post and eligible under the Military Foreign Service Instructions (MFSI).
• the member has provided proof of membership and proof of payment before reimbursement is authorized.
• where free fitness facilities are temporarily unavailable (for example, maintenance, renovation, force protection restrictions, or operational limitations), the member has provided evidence confirming the period during which access was not available.

This clarification bulletin serves as policy direction by articulating the intent of the applicable MFSI provision, as confirmed by the Treasury Board Secretariat, and is intended to ensure the consistent administration of future reimbursement claims.