Funding: Child and Family Social Development projects – Follow-up

5. Follow-up

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Payments

Successful candidates will receive payments in accordance with the Policy on Transfer Payments.

For contributions

Payments to contribution recipients will be made, as appropriate, based on expenditure claims, or via advance payments based on a cash-flow forecast in accordance with Treasury Board Policy on Transfer Payments, and a final payment of any sums due following receipt of the final claim. Employment and Skills Development will withhold up to 10 percent of the contribution until after the recipient’s final claim has been received and approved. Only eligible expenditures will be reimbursed.

Progress payments will be provided to recipients on the basis of written claims supported by substantiating documentation as may be required by ESDC.

For advance payments, an initial payment will be made to recipients based on a cash-flow forecast for a specific period. Subsequent advance payments will be calculated by taking the planned amount for the next period minus any excess amount the recipient has on hand from previous payments.

Any payments that exceed the amount to which the contribution recipient is entitled are debts to the Crown and must be repaid. An overpayment will be established in the Departmental Accounts Receivable System (DARS).

Notwithstanding the approved duration of funding, payments will be linked to financial and/or performance reviews as appropriate. Pre-determined performance expectations will be met by the recipient through reports submitted on a regular basis, which include a description of activities and progress towards achieving results. Milestones for reporting will be outlined in the contribution agreement. Results of such reviews may lead to the early termination of the project.

For grants

Payments to grant recipients will be made in instalments, as appropriate, in accordance with the Treasury Board Policy on Transfer Payments, subject to verification of continued eligibility of the recipient.

Repayments

Where other sources of funding are anticipated, a provision for repayment is to be included in the agreements covering the grant or contribution in case more funding than was anticipated is provided from federal, provincial and municipal sources.

Employment Canada will negotiate specific terms of repayment to suit the particular capacities and concerns of the prospective recipient within the context of the Treasury Board Policy on Transfer Payments. Employment and Skills Development Canada is accountable for ensuring that reasonable recoveries are made and that the Government’s interests are visible in contribution agreements.

Contributions will not be made to businesses and/or will not be intended to allow recipients to generate profits.

Redistribution of contributions

In carrying out projects, contribution recipients may have to procure goods and services needed to perform the project. When contracting or subcontracting, principles of accountability for results and fairness, and best value for money must be respected. Within these principles of accountability, full disclosure on the intended use of contribution funds must be respected. The goal is to promote greater rigour in assessing the proposed use of contribution funds before signing contribution agreements, as well as in the monitoring and approval of claims during contribution agreement administration.

In projects involving the further distribution of the contribution by the Recipient to one or more persons or entities, the agreement will make clear, either expressly or by implication, that the Recipient has independence in the choice of those persons or entities, with minimal guidance from ESDC, and will not be acting as the agent for the government in making the distributions.

Financial and performance reporting

For contributions

Recipients will be required to submit a financial claim supported by general ledger or equivalent. Recipients will also be required to submit regular progress reports that outline activities completed and progress towards achieving results. The frequency of financial and performance reporting will be based on assigned risk, using the department’s Risk Assessment Management and Mitigation (RAMM) approach.

A final report will be submitted by recipients and will include information on results achieved, which will be recorded in the Program’s evaluation database. Information on project results will be used to support the Program’s performance management strategy and departmental reporting.

For grants

Recipients will be required to submit a report on progress towards achieving results on an annual basis. Information on grant results will be captured in the template provided by the Program and will be used to support the Program’s performance management strategy and departmental reporting. Grant recipients will also be required to submit their annual statements of accounts and activities.

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