Quality assurance

This section contains policy, procedures and guidance used by IRCC staff. It is posted on the department’s website as a courtesy to stakeholders.

The IPM will establish initiatives in support of the IR’s QA framework as described at Quality Assurance Tool Kit, which includes a “QA Report Template,” “How to Collect a QA Sample” and “How to Generate a Random Sample” using CAIPS. Cost-recovery QA initiatives are to be included in the missions’ annual International Region Immigration Management Plan submission.

The CRO and the IPM should periodically select a sample of cases for QA to ensure that revenue is being properly collected, recorded and deposited. The verification exercises should take place independently and should be unexpected. A random sample of cases for the various lines of business (permanent resident application, temporary resident application, etc.) should be selected so that the “audit trail” of all financial transactions regarding the case can be thoroughly reviewed.

The officer will ensure that:

  • the case file exists, or that there is a record of the file being transferred to another office (in which case a photocopy of the original file should exist);
  • there is proof of payment (a copy of the official receipt, the validation stamp on the application form or a POS+ receipt is on file), the correct fee was collected and the correct cost-recovery codes appear in CAIPS;
  • the transaction is duly recorded and shows the type of payment (cash, financial instrument, bank receipt) and type of currency in the daily revenue reports or cash register tape; and
  • the reconciliation report for the date in question has been “signed off” as accurate and there is an official receipt for the transfer of the revenue to the MA.

The larger the sample of cases reviewed, the more reliable the information.

IPMs should ensure that a QA exercise as described above is done quarterly. In addition, another QA exercise, employing random sampling or not, of the IPMs choosing (refunds, CAIPS notes, coding, etc.) should be done annually.

In general, the larger the revenue generated by a mission, the larger the sample should be.

Where a QA exercise uncovers suspected malfeasance, the IPM will immediately inform IR staff.

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