ARCHIVED – Operational Bulletin 376 - January 19, 2012

This section contains policy, procedures and guidance used by Immigration, Refugees and Citizenship Canada staff. It is posted on the Department’s website as a courtesy to stakeholders.

Issuing Refunds to MI-1 Applicants in GCMS

This Operational Bulletin has expired.

Issue

Effective immediately, when issuing refunds of the cost recovery fee payment for Federal Skilled Worker (FSW) applications submitted under the first set of Ministerial Instructions (MI-1) using the Global Case Management System (GCMS), the instructions below should be followed.

These instructions are for applicants who are not eligible for processing under the MI-1 or who have withdrawn their application before an eligibility determination under the MI has been made.

Background

The refund procedures outlined in Appendix C of Operation Bulletin 120 (OB 120) (June 15, 2009) Federal Skilled Worker (FSW) Applications – Procedures for Visa Offices need to be updated for MI-1 FSW cases created in GCMS.

Instructions

For MI-1 applications created in GCMS, officers should follow the steps below when issuing refunds of the cost recovery fee payment.

The triggers remain the same as those in Appendix C of OB 120

Procedures for cases where a refund by Centralized Intake Office (CIO) in Sydney is required:

  • In GCMS, under Eligibility-Eligibility Assessment, the MI field status has been previously set to “Met” (entered by CIO). This status is locked and cannot be changed.
  • The applicant has submitted a request to withdraw their application (before a final eligibility determination is made); OR

The applicant did not submit a complete application package within the 120 days and the visa office determines that the application is NOT eligible for processing; OR
The visa office determines the application is NOT eligible for processing based on review of the applicant’s submission.

The processing office will:

Step Action
1 Change/set the Selection status to “Cancelled”.
2  If the applicant is withdrawing their application:

In the Eligibility – Eligibility Assessment view, the officer must generate a new “Ministerial Instructions” activity and change status from “Not Started” to “Cancelled”.

 In the Final Assessment pop-down, select “Withdrawn”.  The system will create a “Withdrawal letter” in the Correspondence - Outgoing view.
3 If the applicant is not eligible for processing:

In the Eligibility – Eligibility Assessment view, the officer must generate a new ‘Ministerial Instructions” activity and change status from “Not Started” to “Not Met” or “Not Met- Docs not submitted”.

The system will create a “MI – Not Eligible letter” in the Correspondence - Outgoing view. (This letter is also called “SW C50-Negative final determination of eligibility for processing- Ministerial Instructions”).
4 Assign the CIO as a Secondary Office (Office 6262).
5 Navigate to the Application Fees View within the application.
6 Highlight the payment transaction entry(ies) in the Fees applet you wish to refund.

Note: More than one transaction can be selected for refund.
Click the Refund button.

Note: For payments made in local currency, please see section below Procedures for cases where a refund at mission is required.

For further details on this step, please refer to the GCMS User Guide (Ctrl+H) – To Record a Fee Refund. 
7 The system creates a refund record and populates the following fields: Fee, Amount Required (CAD), and Amount Paid.

Note: If the Payment # field was previously populated in the payment record, it will be populated in the refund record. Receipt # does not carry forward.
8 In the “Refund Authorized By” field, click on the icon, query for or type in the appropriate “User ID” and click OK. In the “Code” field, select “RPC”. 

Note: If the payment was made in local currency and the mission will initiate the refund, select “RPA”.
9 Suggested notes
  1. Ineligible:
    File reviewed: does not meet MI - not eligible for processing.
    MI Eligibility entered and cost recovery code changed to RPC.
    Processing has not begun. Applicant is eligible for refund of processing fees.
    Refund request sent to CIO-Sydney.
  2. Withdrawal:
    Withdrawal request from applicant received. Application withdrawn this date.
    Processing has not begun. Applicant is eligible for refund of processing fees.
    Refund request sent to CIO-Sydney.
  3. 120 days have elapsed. No submission from applicant:
    Reviewed: Applicant was provided with 120 days to submit complete application kit and supporting docs. The 120 days have elapsed and applicant has not submitted complete kit. Based on review of info available, not satisfied application is eligible for processing. Processing has not begun. Applicant is eligible for refund of processing fees.
    Refund request sent to CIO-Sydney.
The notes above are suggestions only. As in all cases, officers should accurately reflect the action taken on the file. Notes must indicate why a refund is warranted.
10 Go to the Correspondence > Outgoing view tab. The system should have created a ”MI – Not Eligible” or “Withdrawal” letter (outlined in step 2 or 3). Generate and print the letter for the client. Once the Correspondence status has been set to “Sent”, the system will automatically change the Application Status to “Closed” and the Application Status Reason to “Not Eligible” or “Withdrawn”.
11 Notify CIO-Sydney by email at CIO-Sydney-Missions@cic.gc.ca to request that refund be initiated when payment was made in Canadian funds.

CIO-Sydney will:

Step Action
1 Follow normal office refund procedures and notate the action taken in GCMS notes.

Procedures for cases where a refund at mission is required:

  • The applicant is entitled to a refund but payment was originally made at the mission in local currency or the person is unable to cash a cheque issued from the Receiver General for Canada.
  • These applicants were unable to obtain Canadian funds in the country where they resided and therefore payment was made at mission in local currency.

CIO-Sydney will:

Step Action
1 The mission will follow normal refund procedures and notate action taken in GCMS. No messaging to CIO-Sydney is required.

For further information on changes outlined in this OB, please contact Operational Management and Coordination Branch at OMC-GOC-Immigration@cic.gc.ca.

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