Grants and contributions online services: Canada Summer Jobs user guide

1.1 Creating a Canada Summer Jobs (CSJ) application

1.2 Returning to a partially completed application

If you have started an application but did not finish it, you can return to this application by using the Edit function.

• Enter your username and password in GCOS
• Click Continue
• Click the organization name under which you started your application
• Click Grants and Contributions Online Services
• Click either on Draft or View List of Applications and Projects
• Retrieve your application
• Click Edit
• Continue with the application process

2.1 Do you have the rights to sign an agreement

If you are the Primary Officer of the organization, you automatically have the rights to sign an agreement. If you are a representative of the organization, you should verify if you have the required rights by following these steps:

• enter your username and password to access GCOS
• click Continue
• click Organization Name
• click Grants and Contributions Online Services
• click My GCOS Account on the top menu
• click Representatives
• retrieve your name
• click View
• ensure the box Submit beside Agreement is checked

If the Submit checkbox for agreements is not checked, please contact the Primary Officer of your organization or an authorized representative as he will be able to delegate you the appropriate rights.

2.2 How to access the agreement

• Enter your username and password to access GCOS
• Click Continue
• Click Organization name
• Click Grants and Contributions Online Services
• Click Ready to sign or View List of Applications and Projects
• Retrieve your agreement to sign
• Click Sign agreement

2.3 Agreement screen

The Agreement screen allows you to view and sign the agreement.

Click Sign Agreement will direct you to the Review and sign screen.

2.4 Review and sign screen

The Review and sign screen allows you to sign or decline the agreement electronically. A table of the requested and approved contribution amounts (can be expanded), the number of signatories required to sign the agreement and the link to your agreement are available on this screen.

The Review and sign screen allows you to request direct deposit as the payment method for this project. For more information on direct deposit see section 3 of the User Guide.

It is important to read the agreement, by clicking: Link to the document, prior to signing it. You must have the latest free downloadable software Adobe Acrobat Reader to view the agreement.

The number of signatures required by your organization to sign an agreement or to view how many signatures have been captured to date can be viewed under the Signatories.

If the number of signatories is incorrect, follow the next steps:

• click My GCOS Account on the top menu
• click Organization Identification
• change the number of signatories required to submit an agreement.
• once saved, the number of signatories is updated on the Review and sign screen

2.5 How to view the signed agreement

The signed agreement has the watermark Copy only – Electronic version and displays who signed on behalf of your organization and on behalf of the Department.

From the Applications and Projects screen, click View Agreement to view your agreement.

3.1 Do you have the rights to create and submit a direct deposit request

If you are the Primary Officer of the organization, you automatically have the rights to create and submit a direct deposit request. If you are a representative of the organization, you should verify if you have the required rights by following these steps:

• enter your username and password to access GCOS
• click Continue
• click your organization's name
• click Grants and Contributions Online Services
• click My GCOS Account on the top menu
• click Representatives
• retrieve your name
• click View
• ensure the box Submit beside Direct Deposit is checked

If either the Create and/or Submit checkboxes for direct deposit are not checked, please contact the Primary Officer of your organization or an authorized representative as they will be able to delegate you the appropriate rights.

3.2 How to access the direct deposit request

You are required to go through a series of screens before submitting your direct deposit request:

• enter your username and password to access GCOS
• click Continue
• click your organization’s name
• click Grants and Contributions Online Services
• click View List of Applications and Projects
• retrieve your project
• click Manage
• click Select Direct Deposit

3.3 Select direct deposit account screen

To select the direct deposit account you wish to associate to the project use the Select Direct Deposit Account Screen. The drop-down menu is blank if no account was added to your organization.

To add a direct deposit account for this project only, follow these steps:

• click Add New Direct Deposit
• click Yes, I Agree:
  • please note that if you disagree with the Privacy Notice Statement, you will not be able to add a direct deposit account
• complete all mandatory fields:
  • avoid cheque or a direct deposit document from your financial institution is required in the Supporting document field
• once saved, the account will be available under the Select Account drop-down

To add a direct deposit account that is associated to your organization’s profile, follow these steps:

• click My GCOS Account on the top menu
• click Organization Identification
• click Direct Deposit
• click Add
• click Yes, I Agree:
  • please note that if you disagree with the Privacy Notice Statement, you will not be able to add a direct deposit account
• complete all mandatory fields:
  • attach a void cheque or a direct deposit document from your financial institution in the Supporting document field
• once saved, the account is included under the Select Account drop-down menu in the Select Direct Deposit Account screen

Select the Direct Deposit Account from the drop down menu.

• Click Save
• Click Review and Submit
• Click Next
• Complete the certification screen and Click Submit. In order for a direct deposit request to be eligible it must be completed by the official representative(s) in accordance with your organization's by-laws or other constituting documents
• Once your Direct Deposit Request is successfully submitted, a confirmation number is displayed

3.4 Review and submit screen

Once Select Direct Deposit Account screen is saved, click Review & Submit included in the left-side menu to submit your direct deposit request. The Review and Submit screen is a full summary of all the information entered into the direct deposit request. It allows you to review and, if necessary, edit the information.

Click Next to submit your direct deposit request, which will bring you to the Certification screen. For a direct deposit request to be eligible, it must be completed by the official representative(s) in accordance with your organization's by-laws or other constituting documents.

You must check the boxes to certify your authority before clicking Submit. Once your direct deposit request is successfully submitted, a confirmation number is displayed.

4.1 To access the convert to GCOS function

You need to go through a series of screens before converting your project:

• enter your username and password to access GCOS
• click Continue
• click on your organization name
• click on Grants and Contributions Online Services
• click Convert your existing project to GCOS located before the list of Open Call For Proposal
• enter your project number listed in the Canada Summer Jobs Application/Agreement email
• click Convert

5.1 Do you have the rights to create, submit and view an employer and employee declaration

If you are the Primary Officer of the organization, you automatically have the rights to create, submit and view an employer and employee declaration. If you are a representative of the organization, you should verify if you have the required rights by following these steps:

• enter your username and password to access GCOS
• click Continue
• click your organization's name
• click Grants and Contributions Online Services
• click My GCOS Account on the top menu
• click Representatives
• retrieve your name
• click View:
  • ensure the "Create", "Submit" and/or "View" checkboxes for participants are checked

If the Create, Submit and/or View checkboxes for participants are not checked, please contact the Primary Officer of your organization or an authorized representative as he will be able to delegate you the appropriate rights.

5.2 How to access the employer and employee declaration

You are required to go through a series of screens before submitting your employer and employee declaration:

• enter your username and password to access GCOS
• click Continue
• click your organization's name
• click Grants and Contributions Online Services
• click View List of Applications and Projects
• retrieve your project
• click Manage
• click Add Employer and Employee Declaration

5.3 Employer and employee declaration screen

Use the Employer and Employee Declaration screen to add, remove, view and withdraw an employer and employee declaration. When at least one employer and employee declaration is saved, all the employees related to this project are listed on this screen.

5.4 Review and submit screen

Once the Employer and Employee Declaration Details screen is completed, click Next it will direct you to the Declaration screen. Clicking Back to Employer and Employee Declaration Details will provide a summary of all the information entered into the employer and employee declaration. It allows you to review and, if necessary, edit information. For the employer and employee declaration to be eligible, the official representative in accordance with your organization's by-laws or other constituting documents must complete it.

You must check the boxes to certify your authority before clicking Submit. A confirmation number displays on the screen once you have successfully submitted your employer and employee declaration.

Employee with a status: Pending review will require an assessment from a Departmental representative in order to verify their eligibility.

6.1 Do you have the rights to create, submit a payment claim and activity report

If you are the Primary Officer of the organization, you automatically have the rights to create, submit and view an employer and employee declaration. If you are a representative of the organization, you should verify if you have the required rights by following these steps:

• enter your username and password to access GCOS
• click Continue
• click your organization's name
• click Grants and Contributions Online Services
• click My GCOS Account on the top menu
• click Representatives
• retrieve your name
• click View:
  • ensure the boxes "Create" and "Submit" are checked for claims

If the Create and Submit checkboxes for Claims and Activity Reports are not checked, please contact the Primary Officer of your organization or an authorized representative as he will be able to delegate you the appropriate rights.

6.2 How to access the payment claim and activity report

You are required to go through a series of screens before submitting your payment claim and activity report:

• enter your username and password to access GCOS
• click Continue
• click your organization's name
• click Grants and Contributions Online Services
• click View List of Applications and Projects located under the list of Open Call for Proposal (when applicable)
• retrieve your project
• click Manage

6.3 Payment claim and activity report screen

Use the payment claim and activity report bundle screen to report expenses incurred for your project.

6.4 Review and submit screen

To submit your claim and activity report, click on Next which will direct you to the Declaration screen. In order for a Payment claim and activity report to be eligible, the official representative in accordance with your organization's by-laws or other constituting documents must complete it.

You must check the boxes to certify your authority before clicking Submit. A confirmation number will display on the screen once you successfully submit your payment claim and activity report.