Grants and contributions online services: Canada Summer Jobs user guide - March 2019

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Important things to remember

  • Web browsers: The Grants and Contributions Online Services (GCOS) system is compatible with the following Web browsers: Windows Internet Explorer 9, Mozilla Firefox, Apple Safari, Google Chrome and Microsoft Edge.
  • Timeout feature: After approximately 15 minutes of account inactivity, a warning message will be displayed informing you that the session is about to expire.
  • Upload Restrictions: Each document uploaded to the GCOS cannot exceed 15MB in size; however there is no limit to how many documents can be uploaded.
  • Contact Us: You can submit technical and non-technical questions to the GCOS team by clicking the Contact Us located under Help and Support.
  • Automated correspondence: You should add the following e-mail address to your contacts: no-reply-aucune-reponse@hrsdc-rhdcc.gc.ca to prevent e-mails from being sent to the junk/trash folder.
  • Creation of a GCOS account: If you need help creating a GCOS account:
  • Help text: To clarify a question, click on "Question mark" image located at the end of the question. For program-specific questions, click the Program Applicant Guide under Help and Support.

1. Applying for the Canada Summer Jobs program

1.1 Creating a Canada Summer Jobs (CSJ) application

1.1.1 Accessing the CSJ application

  • Enter your username and password to access GCOS
  • Click Continue
  • Click your Organization’s Name
  • Click Gs & Cs Online Services
  • The CSJ Call for proposal is displayed in the Open Call for Proposal table (Figure 1)
  • Click Apply under the Program: Canada Summer Jobs
Figure 1 – Accessing the CSJ application
Figure 1 – Accessing the CSJ application: description follows
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The Open Call for Proposal table will allow you to click on the Apply function to submit your CSJ application.

1.1.2 View list of applications and projects

To access the Applications and Projects screen (Figure 2) click on View List of Applications and Projects under the Welcome Screen (Figure 1). The screen displays a list of the organization’s applications and projects as well as the status. The functions are dependent on the status of the application or project. You can filter your results by Program, by Status or by who created the application.

Figure 2 – Applications and Projects screen
Figure 2 – Applications and Projects screen: description follows
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The Applications and Projects screen displays a list of your organization’s applications and projects as well as their status.

1.1.3 Creating a new CSJ application

Clicking Apply from the Open Call for proposal (Figure 3), prompts you every year with the Privacy Notice Statement upon initial access.

  • Program Group and Program will be pre-filled
  • Enter a brief and descriptive title
  • Enter the total number of full-time employees working for your organization
  • A link to the Applicant guide is available to help answer program specific questions
  • Click Next will create your application
  • Click Back to GCOS brings you back to the Welcome screen
Figure 3 – Creating a new application
Figure 3 – Creating a new application: description follows
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The Program Selection screen displays the basic information regarding your application.

1.1.4 Copying a previously created CSJ application

To create a new application you can copy a previous one with the Copy and Edit function (Figure 4).

Figure 4 – Copy and Edit
Figure 4 – Copy and Edit: description follows
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The Copy and Edit screen is where users can access the "Copy and Edit" functions for the quick creation of a new application that will be pre-filled with most information from an existing application.

  • Most of the screens will be pre-filled on your summary of application screen (Figure 5)
  • Review the application and modify as necessary
  • Once reviewed, refer to section 1.1.13 Review and Submit application

Important: The Copy and Edit function is not available for a converted project.

1.1.5 Summary of application screen

The Summary of Application screen (Figure 5) is where you access and complete all the screens for your application.

On the left, a list of screens are identified by different colors (green = completed, yellow = incomplete and blue = information).

On the right, a summary of all the screens is available. If you click on the title it brings you to the section to edit or view the information. A confirmation message displays each time you save a screen.

The Help and Support section provides you a quick access to: Applicant Guide, User Guides and Contact Us functionalities.

Figure 5 – Summary of application
Figure 5 – Summary of application: description follows
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The Project Summary screen is where you can see a summary of the different screens of your application as well as their status.

1.1.6 Mailing address screen

You can select the mailing address specific to this application in the Mailing Address screen (Figure 6). All correspondence is sent to this address, including payments if the direct deposit is not activated.

Figure 6 – Summary of application - mailing Address
Figure 6 – Summary of application - mailing Address: description follows
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The Mailing address screen is used to enter the mailing address relevant to this application.

Figure 7 –Mailing Address
Figure 7 –Mailing Address: description follows
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The Mailing Address screen is used to select the mailing address specific to your application.

  • Select the mailing address for this application
  • Click Save
  • Back to Application will bring you to the Summary of the application screen (Figure 5)

Follow the steps below if no mailing address appears on the screen:

  • Click My GCOS Account from the top menu
  • Click My organizations
  • Click the organization name for which you want to add a mailing address
  • Click Manage Addresses
  • Click Add Address
  • Once saved, the address will display on the Mailing Address screen
  • To return to your application, click My Organizations from the top menu
  • Click the organization for which you added the mailing address
  • Click Gs & Cs Online Services
  • Click Draft or View List of Applications and Projects

1.1.7 Organization contact screen

The contact person whom the department communicates with regarding the application or any consequent agreement is captured under The Organization Contacts screen (Figure 8). You can add a new contact or add yourself as a contact. A primary contact is mandatory.

Figure 8 – Summary of application - Organization Contacts
Figure 8 – Summary of application - Organization Contacts: description follows
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The "Organization Contacts" summary is used to add contacts to your application.

Add new Contact:

  • Click Add new contact will take you to Contact Details screen (Figure 9)
  • Complete all required fields
  • Click Save
  • Back to Organization contact will bring you to the Organization Contacts summary screen (Figure 10)

Add Myself as a contact:

  • Click Add Myself as a Contact will take you to Contact Details screen (Figure 9)
  • Ensure that the pre-filled information is correct
  • Select the contact type and address
  • Click Save
  • Back to Organization contact will bring you to the Organization Contacts summary screen (Figure 10)
Figure 9 – Contact Details
Figure 9 – Contact Details: description follows
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The Contact Details screen is used to enter the information of the person to contact. This informs the Department of the contact person for this application.

Figure 10 – Organization Contacts summary
Figure 10 – Organization Contacts summary: description follows
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The Organization Contacts screen is where you can view, add, remove or edit the organization’s contact person for this application.

  • You may edit or remove the organization contacts at any time although there must be a main organization contact at all times.
  • Back to Application will bring you to the Summary of application screen (Figure 5)

1.1.8 Amounts due screen

If your organization owes dues to the Government of Canada you need to declare it by using The Amounts Due screen (Figure 11). If you have no amounts due to the Government of Canada, please do not complete this screen.

Figure 11 – Summary of application - Amounts Due
Figure 11 – Summary of application - Amounts Due: description follows
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The Amounts Due summary is where you can view or add any amount your organization owes to the Government of Canada.

  • Click Add amount due will take you to Amounts due details (Figure 12)
  • Complete all required fields on Amounts due details screen
  • Click Save
Figure 12 – Amounts Due Details
Figure 12 – Amounts Due Details: description follows
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The "Amounts due" screen is used to declare any amounts your organization owes to the Government of Canada.

Back to Amounts Due brings you to the summary of your amounts due (Figure 13)

Figure 13 – Amounts Due Summary
Figure 13 – Amounts Due Summary: description follows
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The Amounts Due screen is used to Add, edit or remove amounts due at any time.

You may edit or remove the amounts due at any time.

Back to Application will bring you to the Summary of application screen (Figure 5)

1.1.9 Project locations screen

If the proposed activities will take place in multiple locations, you must ensure that these locations are in the same constituency. To determine the constituency, consult the Elections Canada website.

Important: If the locations of the proposed activities will take place in multiple constituencies, you must complete and submit a separate application for each constituency.

Figure 14 – Summary of application – Project Locations
Figure 14 – Summary of application – Project Locations: description follows
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The Project Locations screen is used to view or add the project location.

  • Click Add Project Locations will take you to Location details screen (Figure 15)
  • Complete all required fields on Location details
  • Click Save
Figure 15 –Locations Details
Figure 15 –Locations Details: description follows
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The Location Details screen is used to capture the main location of activities for this application.

Back to Project Locations brings you to the summary of your projects locations (Figure 16)

Figure 16 –Summary of project locations
Figure 16 –Summary of project locations: description follows
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The Project Location screen is used to add, edit or remove the proposed location of activities.

You may edit or remove the proposed locations of activities at any time, however, there can only be one main Location

Back to Application will bring you to the Summary of application screen (Figure 5)

1.1.10 Job description screen

The Job Description screen (Figure 17) will allow you to enter the proposed jobs, in order of priority.

Figure 17 – Summary of Application - Job Description
Figure 17 – Summary of Application - Job Description: description follows
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The Job description screen is used to view or add the proposed job in order of priority.

To add a job:

  • Click Add Job description will take you to Job Details screen (Figure 18)
  • Complete all required fields
  • To add another job, click Save and Add New
  • Click Save when all job descriptions are completed

Reminder: To clarify a question, click on “Question mark" located at the end of the question.

Figure 18 – Job Details
Figure 18 – Job Details : description follows
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The Job Detail screen is used to enter the details for the proposed jobs.

Back to Job Description brings you to the summary of your job descriptions (Figure 19)

Figure 19 – Summary of Job Description
Figure 19 – Summary of Job Description: description follows
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The Summary of Job description screen gives you a list of the proposed jobs in order of priority.

You may edit or remove jobs at any time.

Back to Application will bring you to the Summary of application screen (Figure 5)

1.1.11 Project details screen

The Project Details screen (Figure 20) provides further details on the project’s activities and their priorities. To access the screen follow the steps below:

Figure 20 – Summary of application - Project Details
Figure 20 – Summary of application - Project Details: description follows
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The Project Details screen is used to provide further details ont the project’s activities and the priority they address.

  • Click Edit Project Details (Figure 21)
  • Complete all required fields
  • Click Save
Figure 21 –Project Details
Figure 21 –Project Details: description follows
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The Project Details screen is used to capture further details ont the project’s activities and the priority they address.

You may edit the proposed details at any time

Back to Application brings you to the Summary of application screen (Figure 5)

1.1.12 Articles of agreement screen

The Articles of Agreement screen (Figure 22) allows you to review the articles of agreement.

Figure 22 – Summary of application – Articles of Agreement
Figure 22 – Summary of application – Articles of Agreement: description follows
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The Article of Agreement screen is used to review the articles of agreement by clicking on the link.

Click Canada summer jobs Article of agreement link will open a new browser and generate the agreement.

Important: If your application is approved your signature is again required.

1.1.13 Review & submit screen

Review & Submit screen (Figure 23) provides a complete summary of all the information entered into the application. It allows you to review and edit the information if necessary.

Figure 23 – Summary of application – Review and Submit
Figure 23 – Summary of application – Review and Submit: description follows
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Review & Submit screen provides a complete summary of all the information entered into the application. It allows you to review and edit the information if necessary.

Click Review and Submit will take you to the Review and Submit screen (Figure 24)

Figure 24 –Review and Submit
Figure 24 –Review and Submit: description follows
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The Review & Submit screen is a full summary of all the information entered into your application. It allows you to review and, if necessary, edit information.

Review & Submit screen (Figure 24) provides a summary of all the information entered into the application.

  • Click Expand all to view and edit, if necessary, sections of your application or Click on specific section
  • Click Print to view the online version of your application
  • Click Next to submit your application
  • Back to Application will bring you to the Summary of application screen (Figure 5)

Important: The "Submit" button is not available if you do not have the right to sign the agreement.

1.1.14 Certification – authority to sign

The first paragraph in the Certification – Authority to Sign screen indicates how many signatures are required to submit the application (Figure 25). An application is considered complete when signed by the official representative(s) in accordance with your organization's by-laws or other constituting documents

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

  • Click My GCOS Account on the top menu
  • Click Organization Identification
  • Click Edit Organization Identification, modify the number of signatories required to submit an application
  • Click Save
  • Click My GCOS Account on the top menu
  • Click My Organizations to return to your application
  • Click the organization for which you did the change
  • Click Gs & Cs Online Services
  • Click Draft or View List of Applications and Projects
  • Retrieve your application
  • Click Edit
  • Click Review and Submit
Figure 25 – Certification – Authority to Sign Screen (One Signatory Required)
Figure 25 – Certification – Authority to Sign Screen (One Signatory Required): description follows
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The Certification – Authority to Sign screen is used to certify the user’s authority.

One Signatory Required (Figure 25)

  • Check the attestation box to certify your authority
  • Click Next
  • Answer the security question (Figure 26)
  • Click Submit
Figure 26 – Security question
Figure 26 – Security question: description follows
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The Submit screen will ask you to answer one of your security questions to validate your identity.

A confirmation number is displayed if the application is successfully submitted (Figure 27). The confirmation number is sent to your email address and is displayed on the Applications and Projects screen (Figure 2).

Figure 27 – Confirmation Screen
Figure 27 – Confirmation Screen: description follows
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The Confirmation screen will provide you with a confirmation number indicating that your submission was successful.

Multiple Signatories Required (Figure 28)

  • Check the attestation to certify your authority
  • A list of the representative(s) that have been delegated the right to submit an application is displayed. You have the option to notify them by email. Representatives will receive an email advising them that an action is required.
  • Retrieve the application in the account which will have a status of Pending Signatories
  • Click Action
  • Go to the bottom
  • Click Review and Submit
  • Click Next
  • Answer the security question (Figure 26)
  • Click Submit
    • - Once the application is signed successfully, the "Signature Confirmation" Screen is displayed (Figure 29)
    • - The last representative to sign the application will obtain The "Confirmation" Screen with a confirmation number (Figure 27).
    • - The confirmation number is sent only to the last signatory by email and is displayed on the Applications and Projects" screen (Figure 2).
Figure 28 – Certification – Authority to Sign Screen (Multiple Signatories Required)
Figure 28 – Certification – Authority to Sign Screen (Multiple Signatories Required): description follows
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The Declaration screen is used to certify the user’s authority and permits you to choose to send an email to the other signatories informing them that an action is required.

Figure 29 – Signature Confirmation
Figure 29 – Signature Confirmation: description follows
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The Signature Confirmation screen is used to inform you that your signature has been successfully captured and informs you that an email has been sent to the identified signatories in order for them to sign and submit the item.

Return will bring you back to the Applications and Projects screen

Note: If you have signed the Application and the status is still "Pending Signatories", it means more than one signatory is required and the other representative has yet to sign. Note that if you have already signed, you will no longer see the "Submit" button.

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 Gs&Cs Online Services
  • Click either on Draft or View List of Applications and Projects
  • Retrieve your application
  • Click Edit (Figure 30)
  • Continue with the application process
Figure 30 – Applications & Projects Screen
Figure 30 – Applications & Projects Screen: description follows
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The Applications and Projects screen is used here to identify which project has a draft status which you wish to submit to the Department.

2. Signing a Canada Summer Jobs agreement

Following the approval of your application, each representative of your organization with the rights to sign an agreement will receive an email from the Department. This email will inform them that the agreement must be signed electronically in order for the agreement to be valid.

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 Gs & Cs 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 Gs & Cs Online Services
  • Click Ready to sign or View List of Applications and Projects
  • Retrieve your agreement to sign (Figure 31)
  • Click Sign agreement (Figure 31)
Figure 31 – Sign Agreement
Figure 31 – Sign Agreement: description follows
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The Applications and Projects screen will allow you to click on Sign Agreement.

2.3 Agreement screen

The Agreement screen (Figure 32) allows you to view and sign the agreement.

Figure 32 – Agreement Screen
Figure 32 – Agreement Screen: description follows
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The Agreement screen is a full summary of all the agreements for this project.

Click Sign Agreement will direct you to the Review & Sign screen (Figure 33).

2.4 Review & sign screen

The Review & Sign screen (Figure 33) 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 & 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 & Sign screen
Figure 33 – Review & Sign
Figure 33 – Review & Sign: description follows
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The Review & Sign screen allows you to sign or decline the agreement electronically as well as set the payment method to direct deposit.

2.4.1 Signing the agreement

Clicking Sign Agreement on the Review & Sign screen will direct you to the Certification - Authority to Sign screen (Figures 34 and 35). An agreement is valid when signed by the official representative(s) in accordance with your organization’s by-laws or other constituting documents.

2.4.1.1 One signatory required (Figure 34)
  • Check certification boxes
  • Click Next
  • Answer the security question
  • Click I Accept
  • Once the agreement is successfully signed, a confirmation number will be displayed
Figure 34 – Certification – Authority to Sign screen (one signatory required)
Figure 34 – Certification – Authority to Sign screen (one signatory required): description follows
Text description of Figure 34

The Certification – Authority to Sign screen is for the user to certify his authority

2.4.1.2 Multiple signatories required (Figure 35)
  • Check certification boxes
  • A table is displayed with the representative(s) that have been delegated the right to sign an agreement. You can notify them by email.
  • Click Next
  • Answer the security question
  • Click I Accept
  • Once the agreement has been successfully signed, the Signature Confirmation Screen will be displayed. The last representative to sign the agreement will obtain the Confirmation Screen and an email with the Confirmation number.
Figure 35 – Certification – Authority to Sign screen (multiple signatories required)
Figure 35 – Certification – Authority to Sign screen (multiple signatories required): description follows
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The Certification – Authority to Sign screen is for the user to certify his authority.

2.4.2 Declining the agreement

Clicking on the Decline Agreement will direct you to the Decline Funding Agreement Confirmation screen (Figure 36).

Figure 36– Decline Funding Agreement Confirmation screen
Figure 36– Decline Funding Agreement Confirmation screen: description follows
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The Decline Funding Agreement Confirmation screen is used to decline the agreement.

By clicking Yes, a message is displayed informing you that a Departmental representative will be contacting you shortly to discuss your decision. By clicking No, you are directed to the Review & Sign screen (Figure 33).

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 (Figure 37).

Figure 37– Application and project
Figure 37– Application and project: description follows
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The Application and Projects screen give you access to view the agreement.

3. Submitting a direct deposit request

You are able to submit a direct deposit request at any time during the project’s lifecycle. If you haven’t signed your agreement, you must submit a direct deposit request on the Review & Sign screen (Figure 33).

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 Gs & Cs 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 Gs & Cs Online Services
  • Click View List of Applications and Projects
  • Retrieve your project
  • Click Manage
  • Click Select Direct Deposit (Figure 38)
Figure38– - Project Summary - Select direct deposit
Figure38– - Project Summary - Select direct deposit: description follows
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The Direct Deposit screen is used to capture banking information for your project for future payments.

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 (Figure 39). The drop-down menu is blank if no account was added to your organization.

Figure 39 – Select Direct Deposit Account
Figure 39 – Select Direct Deposit Account: description follows
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The Select Direct Deposit Account screen is used to select the direct deposit account you wish to associate to the project.

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

  • Click Add New Direct Deposit (figure 40)
  • 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
    • - A void 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
Figure 40 –Add Direct Deposit Account
Figure 40 –Add Direct Deposit Account: description follows
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The Add Account screen is used to add a direct deposit account that is associated to your organization’s profile.

Select the Direct Deposit Account from the drop down menu

  • Click Save
  • Click Review & Submit
  • Click Next (Figure 41)
  • Complete the certification screen and Click Submit (Figure 42). 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 & 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 & Submit screen (Figure 41) 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.

Figure 41 – Review & Submit
Figure 41 – Review & Submit: description follows
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The Review & Submit screen is a full summary of all the information entered into the direct deposit request.

Click Next to submit your direct deposit request, which will bring you to the Certification screen (Figure 42). 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.

Figure 42 – Certification
Figure 42 – Certification: description follows
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The Certification screen used to certify your authority.

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. Converting a Canada Summer Jobs project

Please note that this section only applies to project that have not been submitted through the GCOS. You can convert your project as soon as you have a signed agreement (Figure 43).

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 Gs&Cs 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 (Figure 43)
  • Click Convert
Figure 43 – Convert to GCOS
Figure 43 – Convert to GCOS: description follows
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The Convert to GCOS screen is used to enter the project number of the paper-based project you would like to manage in GCOS.

5. Submitting an employer and employee declaration

When your project has an Active or Closed status on the Applications and Projects screen, you will be able to submit an employer and employee declaration.

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 Gs & Cs 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 (Figure 44):

  • Enter your username and password to access GCOS.
  • Click Continue
  • Click your organization's name
  • Click Gs & Cs Online Services
  • Click View List of Applications and Projects
  • Retrieve your project
  • Click Manage
  • Click Add Employer and Employee Declaration
Figure 44 – Accessing the Employer and Employee Declaration
Figure 44 – Accessing the Employer and Employee Declaration: description follows
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The Employer and Employee Declaration screen is used to add, remove, view and withdraw an 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.

5.3.1 Adding an employer and employee declaration

You must click on Add Employer and Employee Declaration (Figure 44) to capture information on an employee. Use the Employer and Employee Declaration screen (Figure 45) to capture the employer’s declaration, to determine the eligibility of the employee as well as the employee’s personal information.

Important: Before completing this screen, you must print the Employee Consent Form by clicking on the hyperlink and ask the employee to complete, sign and return it to you. To view/print the form you must have the latest free downloadable software Adobe Acrobat Reader.

Figure 45 – Employer and Employee Declaration Details
Figure 45 – Employer and Employee Declaration Details: description follows
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The Employer and Employee Declaration Details screen is used to capture the employer’s declaration, to determine the eligibility of the employee as well as to capture the employee’s personal information.

Once you check the employer’s declaration checkboxes, you are able to complete the employee’s eligibility section. By clicking Validate the system will automatically determine the eligibility of the employee based on program-specific criteria. You will only be able to complete the employee’s personal information section if he is deemed eligible.

5.4 Review & submit screen

Once the Employer and Employee Declaration Details screen is completed (Figure 46), click Next it will direct you to the Declaration screen (Figure 47). 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.

Figure 46 – Review & Submit
Figure 46 – Review & Submit: description follows
Text description of Figure 46

The Review & Submit screen provides you with a full summary of the employer and employee declaration details.

Figure 47 – Declaration screen
Figure 47 – Declaration screen: description follows
Text description of Figure 47

The Declaration screen allows you to certify that you have the necessary authority to submit the item.

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. Submitting a payment claim and activity report

When your project has an Active status and at least one Employer and Employee declaration submitted, you are able to submit a payment claim and activity report.

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 Gs & Cs 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 Gs & Cs 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
Figure 48 – Accessing the Payment claim and activity report
Figure 48 – Accessing the Payment claim and activity report: description follows
Text description of Figure 48

The payment Claim and Activity Report Bundle screen is used to view expenses incurred and to provide a report on your project activities.

6.3 Payment claim and activity report screen

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

6.3.1 Adding a payment claim and activity report

You must click on Add a Payment Claim and Activity Report Bundle (Figure 48) to capture expenses for your project. Use the payment claim and activity report details screen (Figure 49) to capture details for each of the employees.

Figure 49 – Payment claim and Activity Report Details
Figure 49 – Payment claim and Activity Report Details: description follows
Text description of Figure 49

Use the Payment Claim and Activity Report Details screen to capture details for each of the employees.

Once you have captured all expenses for each employee on the payment claim and activity report bundle details screen, click Review and Submit (Figure 50) to submit your claim to the department for processing.

Figure 50 – Payment claim and Activity Report Bundle Details
Figure 50 – Payment claim and Activity Report Details: description follows
Text description of Figure 50

The Payment Claim and Activity Report Bundle Details screen provides you with a complete list of the expenses for all employees.

6.4 Review & submit screen

To submit your claim and activity report, click on Next (Figure 51) which will direct you to the Declaration screen (Figure 52). 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.

Figure 51 – Review and Submit
Figure 51 – Review and Submit: description follows
Text description of Figure 51

The Review and Submit screen provides you with a full summary of all the information captured in the Payment claim and activity report.

Figure 52 – Declaration screen
Figure 52 – Declaration screen: description follows
Text description of Figure 52

The Declaration screen to certify your authority to submit and to submit your payment claim and activity report.

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.

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