EcoAction: information for successful recipients

Congratulations on obtaining funding from Environment and Climate Change Canada's EcoAction Community Funding Program!

As a successful recipient you are required to read The Recipient's Guide to Environment and Climate Change Canada Contribution Agreement. The Guide outlines the requirements for the management and reporting of projects.

This guide contains:

• Information about roles, responsibilities and mutual obligations
• Step-by-step details of the process of managing your Contribution Agreement
• An overview of each section in a Contribution Agreement
• Important instructions on how to properly complete required forms and
• Answers to frequently asked questions.

You will receive a hard copy of the The Recipient's Guide to Environment and Climate Change Canada Contribution Agreement from your Program Officer or an electronic version is also available.

Reporting to Environment and Climate Change Canada

Types of Reports Required

There are two types of reports required: activity and financial reports. Section 8 of your Contribution Agreement requires you to submit financial reports and progress reports on Project Activities. Reports must be written so that Environment and Climate Change Canada can clearly understand the progress you are making with your Activities and how you are using Environment and Climate Canada funds to conduct your Activities.

Templates are provided for your use in Appendix D of your Contribution Agreement. Electronic versions are also available by contacting your Program Officer and/or downloadable in the following formats:

• Excel or PDF formats to save and complete electronically.

NOTE: To save the Excel or PDF documents on your computer use a different name. Start by opening the document, click on 'File', choose 'Save As', choose the location on your computer, rename the document, and hit 'Save'.

During negotiation

The following templates are required prior to signing the Contribution Agreement with Environment and Climate Change Canada.

• Project cashflow
  Your Project Cashflow is a simple spreadsheet that outlines your project’s income and expenditures. It is an integral tool for determining the timing of, and how much, funding you require to successfully complete your project.  Annex A of the Recipient Guide to Environment and Climate Change Canada Contribution Agreement contains helpful step-by-step instructions for filling out your Project Cashflow.
  PDF (183 Kb) or  HTML 
• Appendix E
  The Appendix E is an integral part of the Contribution Agreement and provides additional project information such as project objectives, the expected results and performance indicators, and the work plan.  Project results must be written in measurable (i.e. specific and quantifiable) terms, so that it is possible to establish how the project is proceeding and whether it is having positive effects on the environment and/or community capacity. For EcoAction, all projects must include at least one (1) environmental indicator as per the list of performance indicators.
  Excel (67.0 Kb) or  HTML 

During project delivery

Environment and Climate Change Canada may contact you at any point in time during your project implementation.  It is your responsibility to make all reasonable efforts to respond to ad-hoc requests by Environment and Climate Change Canada for information on project progress.  You are also required to advise Environment and Climate Change Canada immediately of any substantial events that could impact the project timeline or cashflow requirements.

• Project Activity Report
  The Project Activity Reports allow you to report on progress of project activities. These reports are due as per the schedule outlined in your Contribution Agreement.  It will be to your benefit to complete these reports as quickly as possible and to discuss any changes to your financial forecast with your Program Officer, so that you receive payments in a timely manner.  Copies of any relevant publications or media reports should be included in your report(s).
  PDF (946 Kb) or  HTML 
• Request for Payment
  The Request for Payment will allow you to quickly and easily request a reimbursement for Eligible Expenditures you have already incurred, request a new advance and/or report on how you used an advance that Environment and Climate Change Canada already provided you. To request payment, you are required to use this form. Environment and Climate Change Canada does not accept other types of requests for payment (such as invoices). Refer to Annex B of the Recipient Guide to Environment and Climate Change Canada Contribution Agreement for detailed step-by-step instructions on how to properly complete the Request for Payment form.
  Excel (40 Kb) or  HTML 

End of fiscal year for multi-year projects

If you have a multi-year project (that extends to more than one fiscal year), you are required to submit at the end of each fiscal year of your project an Annual Project Cashflow Update and an Annual Project Report.  These reports are due as per the schedule outlined in your Contribution Agreement.

• Annual Project Cashflow Update:
  The annual update provides a forward looking statement of cash flow for the next 12 months of your project. Annex A of the Recipient Guide to Environment and Climate Change Canada Contribution Agreement contains helpful step-by-step instructions for filling out your Project Cashflow.
  PDF (251 Kb) or  HTML
• Annual Project Report
  The Annual Project Report provides an update on project activities to ensure that any changes in the workplan or difficulties or barriers that may impact the success of the project are addressed. If there are major changes to the project activities or financial requirements, an amendment to the Contribution Agreement will be required.
  PDF (718 Kb) or  HTML 

End of project

• Final Report
  The Final Report provides information on project highlights, a description of outcomes with respect to results set out in the Contribution Agreement, a quantitative and qualitative description of the accomplishments/successes of the project, challenges faced and solutions found, information on results (negative or positive) that were not anticipated, and lessons learned.  It also includes a section on final financial accounting for the entire duration of your project including a total project income and expenditure summary, an explanation for any financial variances, and how funds flowing from your project have been used.  Environment and Climate Change Canada must reconcile expenses against the contributions paid and verify the results achieved before your final payment can be released. Funds not utilized must be returned to the Receiver General. The requirements and deadlines to submit your Final Report are specified in your Contribution Agreement. Submitting your Final Report late, or in an incomplete manner, may result in your final payment not being issued or being delayed.
  PDF (318 Kb) or  HTML
• Performance Indicators Report
  Performance indicators are measurable results that demonstrate how your project objectives are met. The Performance Indicators Report enables you to demonstrate to Environment and Climate Change Canada that your project has met its objectives and expected results. All projects must include at least one (1) environmental indicator as per the list of performance indicators.
  Excel (179.7 Kb) or  HTML 
• In-kind Contribution Record
  The In-kind Contribution Record provides a summary of in-kind contributions received for your project. The EcoAction Community Funding Program requires matching funding, and in-kind contributions represent a significant portion of funding sources for the Program's projects. Environment and Climate Change Canada must ensure that tracking and monitoring are applied to such project contributions.
  Excel (51.7 Kb) or   HTML 

Additional Information

Conditions Affecting Employees