Documents Required for Reimbursement
Knowing what documents you need to get advances or pay claims is one of the most frustrating parts of your relocation. Making matters worse, if your documents aren’t acceptable to BGRS, your advance or claim will be declined and unless you check your account regularly, you could go weeks before you find out. As part of the “self-serve” model, the CAF asked BGRS to implement, BGRS will not notify you if your advance or claim is declined. The best way to avoid this added stress is to ensure that your advances and claims are fully documented when you submit your request. For things like your HHT or TNL, it’s easy to know what to upload to support your claims – your receipts. But when it comes to buying or selling your home, it’s not that easy.
Generally speaking, advance requests don’t require a lot of documentation. Advances for home purchase and sales can be approved with just a copy of the Listing agreement, Appraisal, or Purchase or Sale Agreement. Being reimbursed for these claims, on the other hand, could require more specific documentation. The following is a list of documentation requirements for home purchases and sales, for both advances and claims:
Chapter 8 – Sale and Purchase of Principal Residence
Article 8.1.08 (Attending Fees and Power of Attorney)
Advance
Member will need to provide:
- Sale Agreement OR Purchase Agreement
- A letter/email from BComd/ BAdmO certifying the Member could not attend the closing of
the sale or purchase transaction
Claim
Member will need to provide:
- Sale Agreement OR Purchase Agreement
- A letter/email from BComd / BAdmO certifying the Member could not attend the closing of
the sale or purchase transaction - Legal invoice
HOME SALE
Article 8.2.03 (Real Estate Commission)
Advance
Member will need to provide:
- Sale Agreement
Claim
Member will need to provide:
- Sale Agreement
- Real Estate Commission Statement
- Listing Agreement
Article 8.2.04 (Legal fees and disbursements)
Advance
Member will need to provide
- Sale Agreement
Claim
Member will need to provide:
- Sale Agreement
- Legal invoice
Article 8.2.05 (Appraisal Fees)
Advance
- No documentation required.
Note: Member will need to include a comment stating that the funds are specifically being requested for an appraisal, otherwise, the Advance Request will be declined without a Sale Agreement on file.
Claim
Member will need to provide:
- Appraisal invoice
- Appraisal Report (optional, but required for other benefits)
Article 8.2.06 (Mortgage early repayment penalties
Advance/Claim
- Document from a financial institution showing/explaining the penalty
- MERP form (Can be found on MSW under Documents —> BGRS Uploads)
Article 8.2.07 (TDRA)
Note: Reimbursement meant to cover expenses at Origin
Advance
If the principal residence has not yet sold, the member will need to provide:
- Listing Agreement
- Appraisal Report
- Purchase Agreement OR Destination Lease Agreement
Claim
Member will need to provide:
- Listing Agreement and Appraisal Report OR Sale Agreement
- Purchase Agreement OR Destination Lease Agreement
In particular, the following documentation is required for specific aspects of TDRA claims:
Mortgage interest charges
If the principal residence has sold, but the closing date has not yet passed, Member will need to provide:
- Sale Agreement
- Purchase Agreement OR Destination Lease Agreement
- A breakdown from their financial institution showing the interest paid on their first or second mortgage at origin during the period of dual residency
Taxes
If the principal residence has not sold
• the tax notice for the year
If the principal residence has sold
• Statement of Adjustments showing the property taxes paid to date
Utilities
• Applicable utility bills
Property Maintenance
• Invoices showing the property maintenance paid, itemized by date
Property Insurance
• The full insurance policy for the entire year, plus amendments, along with the total amount paid for the year
Rental of a mobile home pad
• A detailed invoice showing the rental cost
Article 8.2.08 (Return trip to finalize sale)
Advance
Member will need to provide:
- Sale Agreement
Claim
Member will need to provide
- Sale Agreement
- Attestation checkbox: “I confirm that I could not arrange to courier documents between legal firms or complete the sale by a power of attorney.”
Article 8.2.09 (Building/Structural Inspection)
Advance
Member will need to provide
- Letter from the Realtor recommending it’s a condition necessary for the sale of the property
Claim
Member will need to provide:
- Letter from the Realtor
- Sale Agreement
- Home Inspection receipt/invoice
Article 8.2.11 (Home staging)
Advance
- No documentation required
Claim
Member will need to provide:
- Receipt/invoice for consultation
Article 8.2.12 (Marketing Incentive)
Advance
Member will need to provide
- Listing Agreement
- Appraisal Report
Claim
Member will need to provide
- Listing Agreement
- Appraisal Report
- Sale Agreement
Note #1: The property must have been listed at or below the appraised value for 2 months and is being actively marketed
Note#2: All marketing incentives must be clearly identified on the above documents
Article 8.2.13 (HEA)
Advance
Member will need to provide:
- Sale Agreement
- Original Purchase Agreement at Origin
Note: Provide a comment that it’s for HEA.
Claims
Member will need to provide:
• Sale Agreement
• Original Purchase Agreement at Origin
Article 8.2.14 (Real Estate Incentive)
Advance
- Cannot request an Advance for this benefit.
Claims
The Member will need to provide:
- Origin Deed OR Original Purchase Agreement
- Appraisal Report
- Policy Waiver (signed within 15 working days after receipt of the appraisal)
Article 8.2.15 (Private Sales)
Advance
Member will need to provide
- Sale Agreement
Claim
Member will need to provide:
- Sale Agreement
- Applicable receipts for actual and reasonable expenses
HOME PURCHASE
Article 8.3.05 (New Home Construction)
Note: Members who construct a principal residence are entitled to the same benefits related to the purchase of the land and the construction of the home, which would have been reimbursed if a resale home were purchased. Please see the specific Home Purchase benefit being requested. Applicable documentation will be required.
Advance
Member will need to provide:
- Building Agreement OR Land Agreement
- Occupancy permit
- Applicable receipts/invoices
Claim
Member will need to provide:
- Building Agreement OR Land Agreement
- Occupancy permit
- Applicable receipts/invoices
Article 8.3.06 (Reverse TDRA)
Note: Reimbursement meant to cover expenses at Destination
Advance
Member will need to provide
- Denial of request to change RFD from CO
- Purchase Agreement
- Origin Lease Agreement OR Sale Agreement OR Listing Agreement OR Policy Waiver
- Documentation is required for specific aspects of RTDRA for maintaining
Claim
Member will need to provide:
- Listing Agreement
- Appraisal Report
- Origin Lease
- Termination Letter (if renting) Mortgage interest charges
- A breakdown from their financial institution showing the interest paid on their first or second mortgage at destination during the period of dual residency
Taxes
- The tax notice for the year showing the property taxes paid to date
- Purchase Agreement OR Destination Lease Agreement
Utilities
- Applicable utility bills Property Maintenance
- Invoices showing the property maintenance paid, itemized by date Property Insurance
- The full insurance policy for the entire year, plus amendments, along with the total paid for that period
Rental of a mobile home pad - A detailed invoice showing the rental cost
Article 8.3.07 (Legal fees and Disbursements)
Advance
Member will need to provide:
- Purchase Agreement
Claim
Member will need to provide:
- Purchase Agreement
- Legal invoice
Article 8.3.08 (Building/ Structural Inspection)
Advance
- No documentation required.
Note: Member will need to include a comment stating that the funds are specifically being requested for a home inspection, otherwise, the Advance Request will be declined without a Purchase Agreement on file
Claim
Member will need to provide:
- Purchase Agreement
- Home Inspection receipt/invoice
Article 8.3.09 (Mortgage Interest Differential)
Advance
Member will need to provide
- Purchase Agreement
Claim
Member will need to provide
- Purchase Agreement
- Letter/ email from a financial institution showing MID calculation
Article 8.3.10 (Mortgage Default Insurance)
Advance
Member will need to provide
- Purchase Agreement
Claim
Member will need to provide:
- Purchase Agreement
- Mortgage Default Insurance Form (Can be found on MSW under Documents —> BGRS Uploads)
- Receipt/invoice showing MDI charge
Article 8.3.11 (Interest on a Short Term Loan)
Advance
Member will need to provide:
- Purchase Agreement
Claim
Member will need to provide:
- Purchase Agreement
- Statement of Interest
Article 8.3.12 (Bridge Financing)
Advance
Member will need to provide:
- Purchase Agreement
Claim
Member will need to provide
- Sale Agreement
- Purchase Agreement
- Origin Mortgage Discharge Statement
- Statement of Interest
Article 8.3.13 (Second Mortgage)
Advance
Member will need to provide
- Purchase Agreement
Claim
Member will need to provide:
- Listing Agreement
- Appraisal Report
- Purchase Agreement
- Origin Mortgage Discharge Statement
- Statement of Interest
Article 8.3.16 (Home Renovations for the Disabled)
Advance
Member will need to provide
- Purchase Agreement
Note: Member will need to provide detailed comments justifying the amount being requested for particular benefits when requesting an Advance.
Claim
Member will need to provide:
- Purchase Agreement
- Applicable receipts/invoices
Note: Claim should be made the closing date, once tools, material, and/or services have been rendered
Whenever possible, request advances for your expense, instead of paying first and submitting claims later. Advances are approved within one business day, and the funds are on the way to your bank account within 3 business days. Depending on the processing times of your financial institution, you should see the funds in your bank account in 5 to 7 business days. Claims, on the other hand, go through a two-stage approval process and take longer to be complete. It is always a good idea to submit your claims as soon as possible after the costs were incurred, because claims are the way you reimburse the Crown (through BGRS) for the advances.