Resettlement Assistance Program (RAP): Delivering income support

On this page

• Processing a RAP payment
• Re-issuing start-up allowances
• Issuing RAP funds to a third party
• Delivering the initial payment cheque
• Payment options
• Requesting a priority payment

Processing a RAP payment

The RAP calculation tool is used to calculate RAP payments throughout the client’s eligibility period. Once the file has been created using the RAP calculation tool, the following processes should take place.

Vendor

A vendor is first created in SAP by using the client information found in GCMS and using the local office or SPO coordinates as the temporary address, where the initial payment cheque will be sent. Officers must be sure to set up vendor information as per instructions provided by Finance-Vendors.

When creating the vendor in SAP, the local IRCC office address or the RAP SPO’s mailing address can be used as the vendor address for the initial payment cheque, depending on local procedures for cheque distribution. It is important to note that the cheque will go directly to that address, so to ensure it is entered correctly. Always consult the Canada post website for correct format of address, and use ALL CAPS.

Commitment

The Commitment Request Form is used to approve the initial commitment and when additional financial assistance is approved or if the commitment is transferred from one fund centre to another, requiring a signature from the Responsibility Centre Manager (RCM) with delegated authority.

The Responsibility Centre Manager (RCM) with delegated authority must ensure that funds are committed and sufficient for the client (Section 32) prior to approval of expenditure (Section 34)

If the funds are unavailable or insufficient, additional funding must first be requested.

Once funds are committed in SAP, the payment process can be initiated.

Payment

Once a payment amount is calculated, a payment document must be created in SAP, including any recurring monthly payments. This function is generally performed by the local office.

For one-time payment entries, in order to request one or more payment(s) to be processed, the local office will send a request via email to National Payment and Accounting Services (NPAS) to create and send back a proposal list.

For recurring payment entries, a monthly proposal list is automatically sent to the local office by email from NPAS.

The Responsibility Centre Manager (RCM) with delegated certification authority under Section 34 of the FAA (delegated authority) must sign and date the last page of the proposal list in the designated signature block.

Re-issuing start-up allowances

The start-up allowances are usually only issued once. However, there are certain circumstances under which another payment might be re-issued. These may include the following:

• loss or theft of items (this should be treated on a case-by-case basis and requires documentation, such as a police report as proof)
• fire or other type of event (an official record is required to confirm the incident occurred)
• other circumstances to be considered on a case-by-case basis, such as marital separation

Approval from NHQ-IN-ROD via an exceptional allowance request is required for reissuance of start-up allowances.

A completed Undertaking and Indemnity Form 535 (PDF, 354 KB) is required for lost cheques.

Issuing RAP funds to a third party

With local office manager or supervisor approval, RAP funds can be issued to recipients “in care of” a third party, such as a financial administrator, group home, or community care facility in exceptional circumstances.

Delivering the initial payment cheque

The initial payment cheque is normally provided to the client within the client’s first 3-7 days in Canada and after the client has received some basic orientation from the RAP SPO.

When the IRCC RAP officer (or RAP SPO on IRCC’s behalf) issues the initial payment cheque, the following documentation should also be given to and/or signed by the client:

• initial payment cheque (a signed and dated photocopy is saved on file if cheque is handed to the client by the SPO)
• completed RAP Start-up/Initial Cheque form/client budget form (or any form detailing the breakdown of payments to the client, including initial cheque amounts)
• Agreement for Income Support Recipients
• Immigrant Loans (Assistance Loan) form (IMM 5355)
• supply of Change of Status Form to be given to the client
• IFH documents, if not already provided at POE
• Completed Declaration of Funds and Assets form signed by the client

It is important for IRCC RAP officers or RAP SPO workers to advise clients that this payment includes a one-time start-up allowance, and it will also include a first full month allowance to cover the first full month starting on the next month after they move out of temporary accommodation.  Clients should likewise be counselled on the schedule for subsequent payments, including the prorated months (adjustment month and final payment month) and be also informed of any potential retroactive adjustments to amounts issued in the initial payment cheque, once housing costs are known. If a loan form was signed, a payment will subsequently be issued for security deposits (or, last month’s rent) and utility deposit. In some cases the furniture will be provided by a supplier and therefore a full dollar value may not be included in the start-up allowance.

Intake interviews are often administered with the assistance of an interpreter and can include multiple clients at a time, depending on the situation, e.g., large families with more than one file or multiple clients.

Payment options

There are three methods of payment:

1. Government of Canada cheques (until a client is on Direct Deposit)
2. Direct deposit (should be initiated as soon as possible)
3. Priority cheques (in emergencies)

If there is sufficient notification time (7-10 days) prior to the client’s arrival, a Government of Canada cheque should be issued for the initial payment cheque. The cheques should be mailed to the local IRCC office or the SPO address and secured until the refugee arrives in Canada.

Shortly after arrival, clients will receive assistance from the RAP SPO in completing the Direct Deposit Request – Payments to RAP Recipients form, which can then be sent by email directly to IRCC at: IRCC.FINVendors-FournisseursFIN.IRCC@cic.gc.ca.

In instances where the use of government of Canada cheques or Direct Deposit is not possible due to the urgency of the payment, Priority Payments may be issued from NPAS, however justification must be provided regarding the urgency of the payment, as this process requires additional resources and time. Therefore all measures should be taken to issue Government of Canada cheques or to set-up direct deposit, before resorting to this alternative method.

Requesting a priority payment

National Payment and Accounting Services (NPAS) has the capacity to print cheques on-site for urgent payments. Regions who would like to use that service on an exceptional basis (taking into consideration urgency and materiality) should follow the payment process above, with the following additional steps when requesting the payment.

The finance officer for the office involved must enter the payment document in SAP using payment type "O".

The office involved must provide NPAS with the following document by email with subject line Priority Payment:

• a copy of the Supervisor/Manager’s “Acceptance of financial authorities letter” so that NPAS can visually validate the Sec. 34 signature appearing on the payment form
• a Priority Payment Request Form (FIN 0024), indicating the SAP document number (i.e., the 190XXXXXXX), and the nature of urgency must be provided in the justification box.

The form is then emailed to NPAS with a subject line of “Priority Payment” so that urgent requests can be filtered.

NPAS will then print the physical cheque.

Once the physical cheque is printed, it will be sent by special courier.

Cancelling cheques: Occasionally there will be a no-show or a self-destination situation, or other reasons where the original office has already requested the initial payment cheque, and will no longer be providing it to the client. When cheques are not being delivered to clients, they should be returned to NPAS to cancel them. Arrival delays longer than 6 months should also be returned for cheque cancellation, especially if the period spans two calendar or fiscal years.