Clarification bulletin – CAFRD 3.3.02 Rental Vehicle

Dated 29 November 2021

Issue:

The current wording of CAFRD 3.3.02 (Rental Vehicle) does not consider circumstances when the third party service provider is unable to provide a rental vehicle at the required size as determined by family size.

Clarification:

In accordance with CAFRD 2.1.01 (Authority – DCBA), the following clarification is provided for CAFRD 3.3.02 (Rental Vehicle):

• When the third party service provider is unable to provide a rental vehicle at the required size and offers a larger vehicle at no extra charge, the member remains entitled to reimbursement of the rental vehicle expenses within the limitations of the policy.
• When the third party service provider is unable to provide a rental vehicle at the required size and offers a larger vehicle at an increased charge, the member is to make all reasonable efforts to contract for a rental vehicle within their entitlement. Reimbursement of the additional charges are to be certified by the local authority.
• When the third party service provider is unable to provide a mini-van or full size passenger van, the member may contract for two smaller vehicles to accommodate their family size. Reimbursement will be limited to the costs had a mini-van or full size passenger van been available inclusive of rental, insurance, taxes, and other fees as applicable within the limitations of the policy. Reimbursement of fuel costs is limited to one vehicle only.

In all the situations specified above, the member is to provide a written statement from the third party service provider that the appropriately sized vehicle was not available, provide a statement detailing what efforts were taken to secure a vehicle of the appropriate size, and why actual and reasonable local commercial transportation costs, supported by receipts, in lieu of a rental vehicle was not utilized.

In accordance with CAFRD 2.1.01 (Authority – DCBA), this clarification bulletin is policy direction that conveys the intent of the specific CAFRD provision as confirmed by the Treasury Board Secretariat. A clarification amendment to CAFRD 3.3.02 will follow in due course.