Quarterly Financial Report - Statement outlining results, risks and significant changes in operations, personnel and programs - For the quarter ended September 30, 2023


Introduction

This quarterly report has been prepared as required by section 65.1 of the Financial Administration Act and in the form and manner prescribed by the Directive on Accounting Standards, GC 4400 Departmental Quarterly Financial Report. This quarterly financial report should be read in conjunction with the Main Estimates and previous Quarterly Financial Reports. For more information on PCO, please visit PCO's website.

This quarterly report has not been subject to an external audit or review but has been shared with the PCO Departmental Audit Committee and it reflects the committee members' comments.

Mandate

PCO supports the development and implementation of the Government of Canada's policy and legislative agendas, coordinates responses to issues facing the Government and the country and supports the effective operation of Cabinet. PCO is led by the Clerk of the Privy Council, who also serves as Secretary to the Cabinet and the Head of the Public Service.

PCO serves Canada and Canadians by providing advice and support to the Prime Minister, portfolio ministers, and Cabinet.

PCO has three main roles:

  1. Provide professional non-partisan advice to the Prime Minister, portfolio ministers, Cabinet and Cabinet committees on matters of national and international importance.
  2. Support the smooth functioning of the Cabinet decision-making process and facilitate the implementation of the Government’s agenda.
  3. Foster a high-performing and accountable Public Service.

Basis of presentation

This quarterly report has been prepared using an expenditure basis of accounting. The accompanying Statement of Authorities includes PCO’s spending authorities granted by Parliament and those used by the department, consistent with the 2023-24 Main Estimates and Supplementary Estimates (A). This quarterly report has been prepared using a special purpose financial reporting framework (expenditure basis) designed to meet financial information needs with respect to the use of spending authorities.

The authority of Parliament is required before money can be spent by the Government. Approvals are given in the form of annually approved limits through appropriation acts or through legislation in the form of statutory spending authority for specific purposes. 

PCO uses the full accrual method of accounting to prepare and present its annual departmental financial statements1 that are part of the departmental performance reporting process. The spending authorities voted by Parliament remain on an expenditure basis.

Highlights of fiscal quarter and fiscal year to date results

This section highlights the significant items that contributed to the net increase or decrease in authorities available for the year and actual expenditures for the quarter ended September 30, 2023.

PCO spent approximately 47% of its authorities available for use by the end of the second quarter, which is comparable to the same quarter of 2022-23 (see graph 1 below).

Graph 1: Comparison of total authorities available for use and total net budgetary expenditures as of Q2 2023-24 and 2022-23

Graph  1
Text version - Graph 1
$ Millions
  2023-24 2022-23
Total authorities available for use 217.9 228.0
Q2 expenditures 53.4 55.9
Year-to-date 101.5 107.2
 

Significant changes to authorities

Further to graph 2 below and Annex A, presented at the end of this document, as at September 30, 2023, PCO has authorities available for use of $217.9 million in 2023-24 compared to $228.0 million as of September 30, 2022, for a net decrease of $10.1 million or 4%. The net decrease in authorities of $10.1 million is mainly explained by sunset funding for the Joint Public Inquiry into the Nova Scotia April 2020 Tragedy and for the Public Order Emergency Commission. Commissions of Inquiry are independent organizations but are reported under PCO’s financial statements. These are partially offset by an increase in funding to counter disinformation, protect Canada’s democracy, and enhance departmental capacity for urgent priorities, as well as funding to strengthen internal trade. 

Graph 2: Variance in authorities as at September 30, 2023

Graph 2
Text version - Graph 2
$ Millions
  Vote 1 - Operating Statutory Total budgetary authorities
Fiscal year 2023-24 total available for use for the year ended March 31, 2024 195.7 22.3 217.9
Fiscal year 2022-23 total available for use for the year ended March 31, 2023 205.3 22.7 228.0
 

Significant changes to quarter expenditures

The second quarter expenditures totaled $53.4 million for a net decrease of $2.5 million (4%) when compared to $55.9 million spent during the same period in 2022-23. Table 1 below presents budgetary expenditures by standard object.

Table 1

(in thousands of dollars)
Material Variances to Expenditures by Standard Object Fiscal year 2023-24
Expended during the quarter ended September 30, 2023
Fiscal year 2022-23
Expended during the quarter ended September 30, 2022
Variance $ Variance %
Personnel 45,564 40,916 4,648 11%
Transportation and communications 1,518 1,517 1 0%
Information 832 1,263 (431) (34%)
Professional and special services 5,363 8,622 (3,259) (38%)
Rentals 636 1,364 (728) (53%)
Repair and maintenance 203 29 174 600%
Utilities, materials and supplies 374 93 281 302%
Acquisition of machinery and equipment 766 1,162 (396) (34%)
Transfer payments 0 834 (834) (100%)
Other subsidies and payments 201 180 21 12%
Total gross budgetary expenditures 55,457 55,981 (524) (1%)
Less revenues netted against expenditures (2,046) (55) (1,991) 3620%
Total net budgetary expenditures * 53,411 55,926 (2,515) (4%)
* Details may not add to totals due to rounding

Personnel:

The overall increase of $4.6 million in personnel spending is mainly due to compensation adjustments related to pay rate increases, additional staff to enhance departmental capacity, and timing of salary recoveries from other government departments.

Professional and special services:

The decrease of $3.3 million in professional and special services is mainly attributed to reduced legal expenses stemming from the completion of the Joint Public Inquiry into the Nova Scotia April 2020 Tragedy and to the Public Order Emergency Commission. This was partially offset by an increase in legal services for the Independent Special Rapporteur.

Transfer payments:

Transfer payments decreased by $0.8 million as the Joint Public Inquiry into the Nova Scotia April 2020 Tragedy completed its core activities in May 2023.

Revenues netted against expenditures:

The increase of $2.0 million for vote netted revenue is mainly due to the timing of billings for internal services such as financial management, human resources and information technology services for the Secure Communications for National Leadership initiative provided to other departments.

Significant changes to year-to-date expenditures

The year-to-date expenditures totaled $101.5 million for a net decrease of $5.8 million (5%) when compared to $107.2 million spent during the same period in 2022-23. Table 2 below presents budgetary expenditures by standard object.

Table 2

(in thousands of dollars)
Material Variances to Expenditures by Standard Object Fiscal Year 2023-24 YTD Expenditures as of September 30, 2023 Fiscal Year 2022-23 YTD Expenditures as of September 30, 2022 Variance $ Variance %
Personnel 85,740 79,396 6,344 8%
Transportation and communications 2,635 2,728 (93) (3%)
Information 1,891 2,602 (711) (27%)
Professional and special services 10,451 13,263 (2,812) (21%)
Rentals 2,232 4,775 (2,543) (53%)
Repair and maintenance 282 120 162 135%
Utilities, materials and supplies 447 203 244 120%
Acquisition of machinery and equipment 1,574 2,187 (613) (28%)
Transfer payments 42 1,245 (1,203) (97%)
Other subsidies and payments 543 765 (222) (29%)
Total gross budgetary expenditures 105,837 107,284 (1,447) (1%)
Less revenues netted against expenditures (4,377) (56) (4,320) 7714%
Total net budgetary expenditures * 101,460 107,228 (5,767) (5%)
* Details may not add to totals due to rounding

Personnel:

The overall increase of $6.3 million in personnel spending is mainly due to compensation adjustments related to pay rate increases, additional staff to enhance departmental capacity, the creation of a dedicated secretariat at the Privy Council Office for emergency preparedness in support of the Minister of Emergency Preparedness, and timing of salary recoveries from other government departments.

Professional services and special services:

The decrease of $2.8 million in professional and special services is mainly attributed to reduced legal expenses stemming from the completion of the Joint Public Inquiry into the Nova Scotia April 2020 Tragedy and to the Public Order Emergency Commission. This was partially offset by an increase in legal services for the Independent Special Rapporteur.

Rentals:

The decrease of $2.5 million is mainly due to a reduction in the rental of video communications equipment and meeting rooms related to the Joint Public Inquiry into the Nova Scotia April 2020 Tragedy, as core activities were completed in May 2023, and the timing of invoicing for software licensing.

Transfer payments:

Transfer payments decreased by $1.2 million as the Joint Public Inquiry into the Nova Scotia April 2020 Tragedy completed its core activities in May 2023.

Revenues netted against expenditures:

The increase of $4.3 million for vote netted revenue is mainly due to the timing of billings for internal services such as financial management, human resources and information technology services for the Secure Communications for National Leadership initiative provided to other departments.

Risks and uncertainties

The principal financial risks to PCO lie in the need to reallocate departmental resources to deal with issues that may emerge unexpectedly. As part of its coordinating role, PCO must be able to address emerging issues on short notice, and either manage the necessary expenditures within its own spending authorities, or cash manage until increased spending authorities are approved. 

PCO has identified other key risks that could have an impact on the achievement of its mandate and its financial situation. These risks revolve around areas such as cybersecurity and information management; the increasing horizontality, complexity and scope of the work done at PCO; and the recruitment and retention of employees.

The department will continue to effectively manage its existing and emerging risks through cooperation, engagement, and sharing of expertise and best practices with other federal departments and agencies, provincial and territorial governments, as well as stakeholders, community partners and international counterparts.

As a central agency, PCO has a leadership role in public service culture. By leveraging our position, PCO will be able to capitalize on opportunities, while responding to and mitigating potential adverse impacts on the Government’s capacity to protect and advance Canada’s domestic and international interests.

Significant changes in relation to operations, personnel and programs

Operations and programs

On September 7, 2023, the Government of Canada announced the establishment of a Public Inquiry into Foreign Interference in Federal Electoral Processes and Democratic Institutions to examine and assess interference by China, Russia and other foreign states or nonstate actors; assess the capacity of federal entities to detect, deter and counter foreign interference targeting Canada’s democratic processes; and make any recommendations deemed appropriate to better protect Canada’s democratic processes from foreign interference. Commissions of Inquiry are established by the Governor in Council (Cabinet) to fully and impartially investigate issues of national importance.

Personnel

In July 2023, Michael Vandergrift, previously Deputy Secretary to the Cabinet (Plans and Consultations), was appointed Deputy Minister of Natural Resources. Mollie Johnson, previously Associate Deputy Minister of Natural Resources and concurrently Special Advisor to the Clerk on Decarbonization, was appointed Deputy Secretary to the Cabinet (Plans and Consultations). In August 2023, Paul Halucha, previously Associate Deputy Minister of Environment and Climate Change, was appointed Deputy Secretary to the Cabinet (Clean Growth). In September 2023, Dr. Brenda Dogbey joined PCO as the department’s Chief Diversity Officer.

Approval by senior officials:

John Hannaford
Clerk of the Privy Council and
Secretary to the Cabinet

Matthew Shea
Assistant Secretary to Cabinet,
Ministerial Services and Corporate
Affairs and Chief Financial Officer

Ottawa, Canada
Wednesday November 29, 2023

Annexes A & B

Annex A

Privy Council Office
Quarterly Financial Report
For the quarter ended September 30, 2023
Statement of authorities (unaudited) (note 2)

(in thousands of dollars)
Expenditures/Authorities Fiscal year 2023-2024 Fiscal year 2022-2023
Total available for use for the year ending
March 31, 2024 (note 1)
Used during the quarter ended
September 30, 2023
Year-to-date used at quarter–end Total available for use for the year ending
March 31, 2023 (note 1)
Used during the quarter ended
September 30, 2022
Year-to-date used at quarter–end
Vote 1 - Net operating expenditures 195,654 47,885 90,338 205,311 50,782 96,941
Budgetary statutory authorities  
Contributions to employee benefits plans 21,906 5,477 10,953 22,352 5,027 10,053
Prime Minister - Salary and motor car allowance 194 49 98 190 48 96
Leader of the Government in the House of Commons - Salary and motor car allowance 95 16 40 93 23 46
President of the King's Privy Council for Canada and the Minister of Emergency Preparedness - Salary and motor car allowance - 8 32 93 23 46
President of the King's Privy Council for Canada and the Minister of Emergency Preparedness and Minister responsible for the Pacific Economic Development Agency of Canada - Salary and motor car allowance 95 - - - - -
Minister of Intergovernmental Affairs, Infrastructure and Communities - Salary and motor car allowance - (24) - - 23 46
Total budgetary authorities 217,944 53,411 101,460 228,038 55,926 107,228
Total authorities 217,944 53,411 101,460 228,038 55,926 107,228
Note 1: Includes authorities available for use and granted by Parliament at quarter-end for each respective fiscal year (Including Frozen Allotments).
Note 2: Details may not add to totals due to rounding.

Annex B

Privy Council Office
Quarterly Financial Report
For the quarter ended September 30, 2023
Departmental budgetary expenditures by Standard Object (unaudited) (note 2)

(in thousands of dollars)
Departmental budgetary expenditures Fiscal year 2023-2024 Fiscal year 2022-2023
Planned expenditures for the year ending
March 31, 2024 (note 1)
Expended during the quarter ended
September 30, 2023
Year-to-date used at quarter–end Planned expenditures for the year ending
March 31, 2023 (note 1)
Expended during the quarter ended
September 30, 2022
Year-to-date used at quarter–end
Budgetary expenditures  
Personnel 173,226 45,564 85,740 171,169 40,916 79,396
Transportation and communications 5,029 1,518 2,635 3,926 1,517 2,728
Information 4,159 832 1,891 4,636 1,263 2,602
Professional and special services 23,687 5,363 10,451 28,907 8,622 13,263
Rentals 6,143 636 2,232 6,452 1,364 4,775
Repair and maintenance 2,042 203 282 3,135 29 120
Utilities, materials and supplies 447 374 447 548 93 203
Acquisition of machinery and equipment 11,712 766 1,574 12,970 1,162 2,187
Transfer payments - 0 42 443 834 1,245
Other subsidies and payments - 201 543 1,296 180 765
Total gross budgetary expenditures 226,446 55,457 105,837 233,482 55,981 107,284
Less revenues netted against expenditures
   Revenues
(8,502) (2,046) (4,377) (5,444) (55) (56)
Total revenues netted against expenditures (8,502) (2,046) (4,377) (5,444) (55) (56)
Total net budgetary expenditures 217,944 53,411 101,460 228,038 55,926 107,228
Note 1: Includes authorities available for use and granted by Parliament at quarter-end for each respective fiscal year (Including Frozen Allotments).
Note 2: Details may not add to totals due to rounding.

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