Annex A – Grants and Contributions Approvals Process Flow-Chart
(Source: Environment Canada. 2011–2012 Guide on Grants and Contributions)
The Project Manager drafts the contribution agreement with input from the Recipient and in consultation with the Manager, Financial Services (MFS). If the project manager determines that there are no changes required to wording in the agreement template, the Senior Local Finance G&C Expert reviews the financial components of the agreement and signs the Grants and Contributions Approval Form (GCAF), then sends the agreement for Level 5 Sign-Off, where the agreement is reviewed and the GCAF is signed. If EC funding is less than $100,000, the agreement is sent back to the Project Manager where the agreement is printed, appendices attached, and it is sent to the Recipient. The Recipient then signs the agreement and returns a copy to the department, where the Project Manager signs the agreement on behalf of ECCC.
If the funding is determined to be equal to or greater than $100,000 at the Level 5 Sign-Off stage, the agreement is sent to Corporate Finance where the Manager, Partnering and Cost Recovery reviews the agreement and signs the GCAF. The agreement is then sent to the MFS to update the G&C database as necessary and subsequently sent to the Project Manager to send to the Recipient. If the Manager, Partnering and Cost Recovery determines that ECCC funding is $250,000 or more, the agreement is sent to the Director General of Corporate Finance to review and sign the GCAF before it is sent to the MFS and then to the Project Manager.
If the Project Manager determines that changes are required to the wording of the agreement template at the drafting stage, he or she contacts the Recipient and obtains the new wording that the Recipient will accept, the rationale for the change, and details of the law, regulation, policy, etc. that prevents the Recipient from accepting ECCC’s standard clause. The Project Manager then sends the agreement and required details of the changes to the email G&Cadmin@ec.gc.ca. If the G&C Administrator determines that the changes do not require review by Legal Services, the G&C Administrator may or may not adjust the agreement based on the review of the requested change. The agreement is then sent back to the Project Manager where it is reviewed and sent to the Senior Local Finance G&C Expert and the same financial approval procedures as described earlier are followed.
If the G&C Administrator determines that the wording changes do require review by Legal Services, the G&C Administrator sends a request for review of changes requiring legal opinion to Legal Services. Legal Services then provides an opinion on changes requested by the Recipient and sends the result of their review back to the G&C Administrator. The G&C Administrator then reviews the opinion provided by Legal Services and if he or she concur, the agreement is then sent back to the Project Manager where it is reviewed and sent to the Senior Local Finance G&C Expert following the same financial approval procedures as described earlier.
The Gs&Cs approval process involves the following key steps:
- A call letter is issued to the Branch Planners and Financial Management Advisors to inform them of their notional branch Gs&Cs budgets and the net available budget (after taking into consideration existing multi-year commitments).
- Directors provide proposals for priority Gs&Cs in their organization, by sub-program.
- ADMs and/or Executive Directors review priorities across all sub-programs to come up with an ‘A’ list and a ‘B’ list:
- ‘A’ list includes Gs&Cs critical for the business.
- ‘B’ list includes other recommended Gs&Cs across all sub-program areas.
- ADMs recommend, within available funding levels, the branch priorities in the departmental Gs&Cs plan, and this is reviewed by Corporate Services and Finance Branch.
- The Minister is consulted and is responsible for approving Gs&Cs projects and the initiation of project expenditures.
- Branches undertake a mid-year review in September to see if contribution agreements have been signed. If not, funds may be reallocated within the branch (or department) for other priority projects.
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