Extended Examples for Treasury Board Submissions

1. Sample TB Submission Sections

Organization:

Initiatives Canada

Title:

Horizontal Connections Program Implementation

Synopsis:

Department X is investing approximately $124 million over five years to develop strategies and processes to better adapt to the impacts of Climate Change.

Authorities Sought from the Treasury Board:

It is proposed that the Treasury Board:

  1. Provide authority to include an item in Supplementary Estimates and/or increase reference levels in Department X Vote 1, Operating expenditures, in the amounts of $2,171,255 in 2018-2019, and $2,999,182 in 2019-2020 and ongoing, including employee benefit plans and excluding charges for Public Works and Government Services Canada accommodation and Shared Service Canada's incremental costs of providing core information technology services for adapting to the impacts of Climate Change.
  2. Provide authority to hold centrally in an earmarked reserve $72,345 in 2018-2019, and $97,318 in 2019-2020 and ongoing, in order to offset Public Works and Government Services Canada’s accommodation requirements.
  3. Provide authority to hold centrally in an earmarked reserve $5,600 in 2018-2019 and $7,000 in 2019-2020 and ongoing, in order to offset Shared Service Canada’s incremental costs of providing core information technology services.

Cost, Funding Requirements and Source of Funds:

Effective Fall 2018 (with the Budget 2019 call letters issued by the Minister of Finance) Employee Benefit Plan (EBP) rates have been updated to 27% for the Public Service, 44% for Royal Canadian Mounted Police (RCMP) members, and 67% for Canadian Armed Forces (CAF) members. Treasury Board submissions should include EBP funding requirements based on the EBP rate in effect at the time of the funding decision.

The 20% EBP rate will apply to existing funding decisions (pre-Fall 2018) until they are fully implemented or extinguished. These Treasury Board submissions should include the transitional “Cost, Funding Requirements and Source of Funds by Estimates Vote Structure” table which reflects the EBP rate of the funding decision, and, for information only, the incremental impact of the updated comprehensive EBP rate.

For all new funding decisions, Treasury Board submissions should include the post-implementation “Cost, Funding Requirements and Source of Funds by Estimates Vote Structure” table which reflects the updated EBP rates.

  • Cost, Funding Requirements and Source of Funds Table by Estimates Vote Structure for the Public Service
    Transition period
    Transition period (funding sources before Fall 2018)
    Fiscal Year – Dollars
    2018-19 2019-20 2020-21 2021-22 2022-23 Total Ongoing
    New Funding (including adjustments to vote-netted revenue)
    [Provide breakdown by organization, vote and input factor, as applicable.]
    Vote 1 – Operating Expenditures and Employment Benefit Plans (EBPs)
    Personnel 556,500 748,600 748,600 748,600 748,600 3,550,900 748,600
    Other operating costs 1,503,455 2,100,862 2,100,862 2,100,862 2,100,862 9,906,903 2,100,862
    EBPs @ 20% 111,300 149,720 149,720 149,720 149,720 710,180 149,720
    Total Vote [insert operating vote number] and EBPs 2,171,255 2,999,182 2,999,182 2,999,182 2,999,182 14,167,983 2,999,182
    Vote [insert capital vote number] – Capital Expenditures and EBPs
    Personnel 0 0 0 0 0 0 0
    Other 0 0 0 0 0 0 0
    EBPs @ 20% 0 0 0 0 0 0 0
    Total Vote [insert capital vote number] and EBPs 0 0 0 0 0 0 0
    Vote [insert grants and contributions vote number] – Grants and Contributions
    Grants 0 0 0 0 0 0 0
    Contributions 0 0 0 0 0 0 0
    Total Vote [insert grants and contributions vote number] 0 0 0 0 0 0 0
    Total Votes 2,171,255 2,999,182 2,999,182 2,999,182 2,999,182 14,167,983 2,999,182
    SSC core information technology services 5,600 7,000 7,000 7,000 7,000 33,600 7,000
    PWGSC accommodation premium @ 13% 72,345 97,318 97,318 97,318 97,318 461,617 97,318
    Other statutory items 0 0 0 0 0 0 0
    Adjustments to Vote-Netted Revenue
    [Provide a breakdown by input factor as applicable]
    Personnel 0 0 0 0 0 0 0
    Other operating costs 0 0 0 0 0 0 0
    EBPs @ 20% 0 0 0 0 0 0 0
    Vote-netted revenue (excluding EBPs) 0 0 0 0 0 0 0
    Total (equal to EBP amount, if any) 0 0 0 0 0 0 0
    Total New Funding 2,249,200 3,103,500 3,103,500 3,103,500 3,103,500 14,663,200 3,103,500
    Existing Funding
    [Provide a breakdown by organization, vote and input factor, as applicable. Use the same format as the “New Funding” section.]
    Total Existing Funding 18,000,000 22,000,000 23,000,000 23,000,000 23,000,000 109,000,000 23,000,000
    Transfers
    Sending Organization [Provide breakdown by vote and input factor. Use same format as the “New Funding” section.]
    Subtotal
    Receiving Organization [Provide breakdown by vote and input factor. Use same format as the “New Funding” section.]
    Subtotal
    Total Transfers (must equal zero)
    Grand Total 20,249,200 25,103,500 26,103,500 26,103,500 26,103,500 123,663,200 26,103,500
    For information only:
    EBP @ 27% 150,255 202,122 202,122 202,122 202,122 958,743 202,122
    EBP @ 20% 111,300 149,720 149,720 149,720 149,720 710,180 149,720
    Adjusted EBP Fiscal Impact  38,955 52,402 52,402 52,402 52,402 248,563 52,402
    Adjusted New Funding Requirements 2,288,155 3,155,902 3,155,902 3,155,902 3,155,902 14,911,763 3,155,902
    Adjusted Overall Program Costs 20,288,155 25,155,902 26,155,902 26,155,902 26,155,902 123,911,763 26,155,902
    Post-implementation (new funding sources commencing Fall 2018)
      Fiscal Year – Dollars
    2018-19 2019-20 2020-21 2021-22 2022-23 Total Ongoing
    New Funding (including adjustments to vote-netted revenue)
    [Provide breakdown by organization, vote and input factor, as applicable.]
    Vote 1 – Operating Expenditures and Employment Benefit Plans (EBPs)
    Personnel 556,500 748,600 748,600 748,600 748,600 3,550,900 748,600
    Other operating costs 1,503,455 2,100,862 2,100,862 2,100,862 2,100,862 9,906,903 2,100,862
    EBPs @ 27% 150,255 202,122 202,122 202,122 202,122 958,743 202,122
    Total Vote [insert operating vote number] and EBPs 2,210,210 3,051,584 3,051,584 3,051,584 3,051,584 14,416,546 3,051,584
    Vote [insert capital vote number] – Capital Expenditures and EBPs
    Personnel 0 0 0 0 0 0 0
    Other 0 0 0 0 0 0 0
    EBPs @ 27% 0 0 0 0 0 0 0
    Total Vote [insert capital vote number] and EBPs 0 0 0 0 0 0 0
    Vote [insert grants and contributions vote number] – Grants and Contributions
    Grants 0 0 0 0 0 0 0
    Contributions 0 0 0 0 0 0 0
    Total Vote [insert grants and contributions vote number] 0 0 0 0 0 0 0
    Total Votes 2,210,210 3,051,584 3,051,584 3,051,584 3,051,584 14,416,546 3,051,584
    SSC core information technology services 5,600 7,000 7,000 7,000 7,000 33,600 7,000
    PWGSC accommodation premium @ 13% 72,345 97,318 97,318 97,318 97,318 461,617 97,318
    Other statutory items 0 0 0 0 0 0 0
    Adjustments to Vote-Netted Revenue
    [Provide a breakdown by input factor as applicable]
    Personnel 0 0 0 0 0 0 0
    Other operating costs 0 0 0 0 0 0 0
    EBPs @ 27% 0 0 0 0 0 0 0
    Vote-netted revenue (excluding EBPs) 0 0 0 0 0 0 0
    Total (equal to EBP amount, if any) 0 0 0 0 0 0 0
    Total New Funding 2,288,155 3,155,902 3,155,902 3,155,902 3,155,902 14,911,763 3,155,902
    Existing Funding
    [Provide a breakdown by organization, vote and input factor, as applicable. Use the same format as the “New Funding” section.]
    Total Existing Funding 18,000,000 22,000,000 23,000,000 23,000,000 23,000,000 109,000,000 23,000,000
    Transfers
    Sending Organization [Provide breakdown by vote and input factor. Use same format as the “New Funding” section.]
    Subtotal
    Receiving Organization [Provide breakdown by vote and input factor. Use same format as the “New Funding” section.]
    Subtotal
    Total Transfers (must equal zero)
    Grand Total 20,288,155 25,155,902 26,155,902 26,155,902 26,155,902 123,911,763 26,155,902
  • Cost, Funding Requirements and Source of Funds Table by Estimates Vote Structure for Royal Canadian Mounted Police Members
    Transition period (funding sources before Fall 2018)
      Fiscal Year – Dollars
    2018-19 2019-20 2020-21 2021-22 2022-23 Total Ongoing
    New Funding (including adjustments to vote-netted revenue)
    [Provide breakdown by organization, vote and input factor, as applicable.]
    Vote 1 – Operating Expenditures and Employment Benefit Plans (EBPs)
    Personnel 17,500,000 20,000,000 20,000,000 20,000,000 20,000,000 97,500,000 20,000,000
    Other operating costs 2,000,000 15,000,000 15,000,000 15,000,000 15,000,000 62,000,000 15,000,000
    EBPs @ 20% 3,500,000 4,000,000 4,000,000 4,000,000 4,000,000 19,500,000 4,000,000
    Total Vote [insert operating vote number] and EBPs 23,000,000 39,000,000 39,000,000 39,000,000 39,000,000 179,000,000 39,000,000
    Vote [insert capital vote number] – Capital Expenditures and EBPs
    Personnel 0 0 0 0 0 0 0
    Other 0 0 0 0 0 0 0
    EBPs @ 20% 0 0 0 0 0 0 0
    Total Vote [insert capital vote number] and EBPs 0 0 0 0 0 0 0
    Vote [insert grants and contributions vote number] – Grants and Contributions
    Grants 0 0 0 0 0 0 0
    Contributions 0 0 0 0 0 0 0
    Total Vote [insert grants and contributions vote number] 0 0 0 0 0 0 0
    Total Votes 23,000,000 39,000,000 39,000,000 39,000,000 39,000,000 179,000,000 39,000,000
    SSC core information technology services 148,400 168,000 168,000 168,000 168,000 820,400 168,000
    PWGSC accommodation premium @ 13% 2,275,000 2,600,000 2,600,000 2,600,000 2,600,000 12,675,000 2,600,000
    Other statutory items 0 0 0 0 0 0 0
    Adjustments to Vote-Netted Revenue
    [Provide a breakdown by input factor as applicable]
    Personnel 0 0 0 0 0 0 0
    Other operating costs 0 0 0 0 0 0 0
    EBPs @ 20% 0 0 0 0 0 0 0
    Vote-netted revenue (excluding EBPs) 0 0 0 0 0 0 0
    Total (equal to EBP amount, if any) 0 0 0 0 0 0 0
    Total New Funding 25,423,400 41,768,000 41,768,000 41,768,000 41,768,000 192,495,400 41,768,000
    Existing Funding
    [Provide a breakdown by organization, vote and input factor, as applicable. Use the same format as the “New Funding” section.]
    Total Existing Funding 149,500,000 149,500,000 149,500,000 149,500,000 149,500,000 747,500,000 149,500,000
    Transfers
    Sending Organization [Provide breakdown by vote and input factor. Use same format as the “New Funding” section.]
    Subtotal
    Receiving Organization [Provide breakdown by vote and input factor. Use same format as the “New Funding” section.]
    Subtotal
    Total Transfers (must equal zero)
    Grand Total 174,923,400 191,268,000 191,268,000 191,268,000 191,268,000 939,995,400 191,268,000
    For information only:
    EBP @ 44% 7,700,000 8,800,000 8,800,000 8,800,000 8,800,000 42,900,000 8,800,000
    EBP @ 20% 3,500,000 4,000,000 4,000,000 4,000,000 4,000,000 19,500,000 4,000,000
    Adjusted EBP Fiscal Impact  4,200,000 4,800,000 4,800,000 4,800,000 4,800,000 23,400,000 4,800,000
    Adjusted New Funding Requirements 29,623,400 46,568,000 46,568,000 46,568,000 46,568,000 215,895,400 46,568,000
    Adjusted Overall Program Costs 179,123,400 196,068,000 196,068,000 196,068,000 196,068,000 963,395,400 196,068,000
    Post-implementation (new funding sources commencing Fall 2018)
      Fiscal Year – Dollars
    2018-19 2019-20 2020-21 2021-22 2022-23 Total Ongoing
    New Funding (including adjustments to vote-netted revenue)
    [Provide breakdown by organization, vote and input factor, as applicable.]
    Vote 1 – Operating Expenditures and Employment Benefit Plans (EBPs)
    Personnel 17,500,000 20,000,000 20,000,000 20,000,000 20,000,000 97,500,000 20,000,000
    Other operating costs 2,000,000 15,000,000 15,000,000 15,000,000 15,000,000 62,000,000 15,000,000
    EBPs @ 44% 7,700,000 8,800,000 8,800,000 8,800,000 8,800,000 42,900,000 8,800,000
    EBP - Statutory
    EBP - Reference Levels 
    Total Vote [insert operating vote number] and EBPs 27,200,000 43,800,000 43,800,000 43,800,000 43,800,000 202,400,000 43,800,000
    Vote [insert capital vote number] – Capital Expenditures and EBPs
    Personnel 0 0 0 0 0 0 0
    Other 0 0 0 0 0 0 0
    EBPs @ 44% 0 0 0 0 0 0 0
    EBP - Statutory
    EBP - Reference Levels 
    Total Vote [insert capital vote number] and EBPs 0 0 0 0 0 0 0
    Vote [insert grants and contributions vote number] – Grants and Contributions
    Grants 0 0 0 0 0 0 0
    Contributions 0 0 0 0 0 0 0
    Total Vote [insert grants and contributions vote number] 0 0 0 0 0 0 0
    Total Votes 27,200,000 43,800,000 43,800,000 43,800,000 43,800,000 202,400,000 43,800,000
    SSC core information technology services 148,400 168,000 168,000 168,000 168,000 820,400 168,000
    PWGSC accommodation premium @ 13% 2,275,000 2,600,000 2,600,000 2,600,000 2,600,000 12,675,000 2,600,000
    Other statutory items 0 0 0 0 0 0 0
    Adjustments to Vote-Netted Revenue
    [Provide a breakdown by input factor as applicable]
    Personnel 0 0 0 0 0 0 0
    Other operating costs 0 0 0 0 0 0 0
    EBPs @ 44% 0 0 0 0 0 0 0
    EBP - Statutory
    EBP - Reference Levels 
    Vote-netted revenue (excluding EBPs) 0 0 0 0 0 0 0
    Total (equal to statutory EBP amount, if any) 0 0 0 0 0 0 0
    Total New Funding 29,623,400 46,568,000 46,568,000 46,568,000 46,568,000 215,895,400 46,568,000
    Existing Funding
    [Provide a breakdown by organization, vote and input factor, as applicable. Use the same format as the “New Funding” section.]
    Total Existing Funding 149,500,000 149,500,000 149,500,000 149,500,000 149,500,000 747,500,000 149,500,000
    Transfers
    Sending Organization [Provide breakdown by vote and input factor. Use same format as the “New Funding” section.]
    Subtotal
    Receiving Organization [Provide breakdown by vote and input factor. Use same format as the “New Funding” section.]
    Subtotal
    Total Transfers (must equal zero)
    Grand Total 179,123,400 196,068,000 196,068,000 196,068,000 196,068,000 963,395,400 196,068,000
  • Cost, Funding Requirements and Source of Funds Table by Estimates Vote Structure for Canadian Armed Forces Members
    Transition period (funding sources before Fall 2018)
      Fiscal Year – Dollars
    2018-19 2019-20 2020-21 2021-22 2022-23 Total Ongoing
    New Funding (including adjustments to vote-netted revenue)
    [Provide breakdown by organization, vote and input factor, as applicable.]
    Vote 1 – Operating Expenditures and Employment Benefit Plans (EBPs)
    Personnel 3,000,000 5,500,000 5,500,000 5,500,000 5,500,000 25,000,000 5,500,000
    Other operating costs 77,000,000 112,000,000 112,000,000 112,000,000 112,000,000 525,000,000 112,000,000
    EBPs @ 20% 600,000 1,100,000 1,100,000 1,100,000 1,100,000 5,000,000 1,100,000
    Total Vote [insert operating vote number] and EBPs 80,600,000 118,600,000 118,600,000 118,600,000 118,600,000 555,000,000 118,600,000
    Vote [insert capital vote number] – Capital Expenditures and EBPs
    Personnel 0 0 0 0 0 0 0
    Other 0 0 0 0 0 0 0
    EBPs @ 20% 0 0 0 0 0 0 0
    Total Vote [insert capital vote number] and EBPs 0 0 0 0 0 0 0
    Vote [insert grants and contributions vote number] – Grants and Contributions
    Grants 0 0 0 0 0 0 0
    Contributions 0 0 0 0 0 0 0
    Total Vote [insert grants and contributions vote number] 0 0 0 0 0 0 0
    Total Votes 80,600,000 118,600,000 118,600,000 118,600,000 118,600,000 555,000,000 118,600,000
    SSC core information technology services 7,000 12,600 12,600 12,600 12,600 57,400 12,600
    PWGSC accommodation premium @ 13% 390,000 715,000 715,000 715,000 715,000 3,250,000 715,000
    Other statutory items 0 0 0 0 0 0 0
    Adjustments to Vote-Netted Revenue
    [Provide a breakdown by input factor as applicable]
    Personnel 0 0 0 0 0 0 0
    Other operating costs 0 0 0 0 0 0 0
    EBPs @ 20% 0 0 0 0 0 0 0
    Vote-netted revenue (excluding EBPs) 0 0 0 0 0 0 0
    Total (equal to EBP amount, if any) 0 0 0 0 0 0 0
    Total New Funding 80,997,000 119,327,600 119,327,600 119,327,600 119,327,600 558,307,400 119,327,600
    Existing Funding
    [Provide a breakdown by organization, vote and input factor, as applicable. Use the same format as the “New Funding” section.]
    Total Existing Funding 0 0 0 0 0 0 0
    Transfers
    Sending Organization [Provide breakdown by vote and input factor. Use same format as the “New Funding” section.]
    Subtotal
    Receiving Organization [Provide breakdown by vote and input factor. Use same format as the “New Funding” section.]
    Subtotal
    Total Transfers (must equal zero)
    Grand Total 80,997,000 119,327,600 119,327,600 119,327,600 119,327,600 558,307,400 119,327,600
    For information only:
    EBP @ 67% 2,010,000 3,685,000 3,685,000 3,685,000 3,685,000 16,750,000 3,685,000
    EBP @ 20% 600,000 1,100,000 1,100,000 1,100,000 1,100,000 5,000,000 1,100,000
    Adjusted EBP Fiscal Impact  1,410,000 2,585,000 2,585,000 2,585,000 2,585,000 11,750,000 2,585,000
    Adjusted New Funding Requirements 82,407,000 121,912,600 121,912,600 121,912,600 121,912,600 570,057,400 121,912,600
    Adjusted Overall Program Costs 82,407,000 121,912,600 121,912,600 121,912,600 121,912,600 570,057,400 121,912,600
    Post-implementation (new funding sources commencing Fall 2018)
      Fiscal Year – Dollars
    2018-19 2019-20 2020-21 2021-22 2022-23 Total Ongoing
    New Funding (including adjustments to vote-netted revenue)
    [Provide breakdown by organization, vote and input factor, as applicable.]
    Vote 1 – Operating Expenditures and Employment Benefit Plans (EBPs)
    Personnel 3,000,000 5,500,000 5,500,000 5,500,000 5,500,000 25,000,000 5,500,000
    Other operating costs 77,000,000 112,000,000 112,000,000 112,000,000 112,000,000 525,000,000 112,000,000
    EBPs @ 67% 2,010,000 3,685,000 3,685,000 3,685,000 3,685,000 16,750,000 3,685,000
    EBP - Statutory
    EBP - Reference Levels 
    Total Vote [insert operating vote number] and EBPs 82,010,000 121,185,000 121,185,000 121,185,000 121,185,000 566,750,000 121,185,000
    Vote [insert capital vote number] – Capital Expenditures and EBPs
    Personnel 0 0 0 0 0 0 0
    Other 0 0 0 0 0 0 0
    EBPs @ 67% 0 0 0 0 0 0 0
    EBP - Statutory
    EBP - Reference Levels 
    Total Vote [insert capital vote number] and EBPs 0 0 0 0 0 0 0
    Vote [insert grants and contributions vote number] – Grants and Contributions
    Grants 0 0 0 0 0 0 0
    Contributions 0 0 0 0 0 0 0
    Total Vote [insert grants and contributions vote number] 0 0 0 0 0 0 0
    Total Votes 82,010,000 121,185,000 121,185,000 121,185,000 121,185,000 566,750,000 121,185,000
    SSC core information technology services 7,000 12,600 12,600 12,600 12,600 57,400 12,600
    PWGSC accommodation premium @ 13% 390,000 715,000 715,000 715,000 715,000 3,250,000 715,000
    Other statutory items 0 0 0 0 0 0 0
    Adjustments to Vote-Netted Revenue
    [Provide a breakdown by input factor as applicable]
    Personnel 0 0 0 0 0 0 0
    Other operating costs 0 0 0 0 0 0 0
    EBPs @ 67% 0 0 0 0 0 0 0
    EBP - Statutory
    EBP - Reference Levels 
    Vote-netted revenue (excluding EBPs) 0 0 0 0 0 0 0
    Total (equal to statutory EBP amount, if any) 0 0 0 0 0 0 0
    Total New Funding 82,407,000 121,912,600 121,912,600 121,912,600 121,912,600 570,057,400 121,912,600
    Existing Funding
    [Provide a breakdown by organization, vote and input factor, as applicable. Use the same format as the “New Funding” section.]
    Total Existing Funding 0 0 0 0 0 0 0
    Transfers
    Sending Organization [Provide breakdown by vote and input factor. Use same format as the “New Funding” section.]
    Subtotal
    Receiving Organization [Provide breakdown by vote and input factor. Use same format as the “New Funding” section.]
    Subtotal
    Total Transfers (must equal zero)
    Grand Total 82,407,000 121,912,600 121,912,600 121,912,600 121,912,600 570,057,400 121,912,600

Source of Funds by Departmental Results Framework: Sample

Example: You are seeking new funding of $100M for two Budget 2018 measures to be funded through the Budget Implementation Vote (BIV) in 2018-19 and ongoing that would be supported by Programs and/or the Internal Services of two organizations. The submission also includes funding from a different source of funds to support Programs and/or Internal Services of both organizations. The 3 tables included (1 per BIV Measure and a separate table for Initiatives Funded Outside the BIV) would show the following:

Table 1 (using Tab 1 of the template): BIV Measure A ($25 M for 2018-19 and ongoing, as specified in the Cost, Funding Requirements and Source of Funds table for BIV Measure A)
BIV Measure A Fiscal Year
Department Program Name 2018-19 2019-20 2020-21 2021-22 2022-23 Ongoing
Total new funding $25M $25M $25M $25M $25M $25M
Centrally withheld items (i.e., PSPC Accommodations, and SSC services) and EBP $4M $4M $4M $4M $4M $4M
Department A Program A $7M $7M $7M $7M $7M $7M
Department A Internal Services $7M $7M $7M $7M $7M $7M
Department B Program C $7M $7M $7M $7M $7M $7M
Table 2 (Tab 1 template): BIV Measure B ($50 M for 2018-19 and ongoing)
BIV Measure B Fiscal Year
Department Program Name 2018-19 2019-20 2020-21 2021-22 2022-23 Ongoing
Total new funding $50M $50M $50M $50M $50M $50M
Centrally withheld items (i.e., PSPC Accommodations, and SSC services) and EBP $10M $10M $10M $10M $10M $10M
Department A Program A $10M $10M $10M $10M $10M $10M
Department A Program B $10M $10M $10M $10M $10M $10M
Department A Internal Services $10M $10M $10M $10M $10M $10M
Department B Program C $10M $10M $10M $10M $10M $10M
Table 3 (Tab 2 template): Initiatives Funded Outside the BIV ($25 M for 2018-19 and ongoing)
Initiatives Funded Outside the BIV Fiscal Year
Department Program Name 2018-19 2019-20 2020-21 2021-22 2022-23 Ongoing
Total new funding $25M $25M $25M $25M $25M $25M
Centrally withheld items (i.e., PSPC Accommodations, and SSC services) and EBP $4M $4M $4M $4M $4M $4M
Department A Program A $7M $7M $7M $7M $7M $7M
Department A Internal Services $7M $7M $7M $7M $7M $7M
Department B Program C $7M $7M $7M $7M $7M $7M

2. Sample Proposal Wording for Project Approval Submissions

Example 1: Sample proposal wording for a project with definition and implementation phases, and no significant changes to the initial project baseline

You have determined that the best approach to managing your proposed project is to establish two distinct phases: a definition phase and an implementation phase. Following the first submission seeking project approval (PA) for the project and expenditure authority (EA) for the definition phase, there have been no significant changes in the cost, schedule or performance parameters established by the previous PA decision.

1) First submission

Sample proposal wording for project approval and expenditure authority for the definition phase for the EBP transition period (20%):
  • Provide authority to include an item in Supplementary Estimates and/or increase reference levels in Department X, Vote 1, Operating expenditures, in the amounts of $2,171,255 in 2018-2019, and $2,999,182 in 2019-2020 and ongoing, including employee benefit plans and excluding charges for Public Works and Government Services Canada accommodation and Shared Service Canada’s incremental costs of providing core information technology services for adapting to the impacts of Climate Change.
  • Provide authority to hold centrally in an earmarked reserve $72,345 in 2018-2019, and $97,318 in 2019-2020 and ongoing, in order to offset Public Works and Government Services Canada’s accommodation requirements.
  • Provide authority to hold centrally in an earmarked reserve $5,600 in 2018-2019 and $7,000 in 2019-2020 and ongoing, in order to offset Shared Service Canada’s incremental costs of providing core information technology services.
Sample proposal wording for project approval and expenditure authority for the definition phase for the BP Post Implementation - 27% (civilian employees), 44% (RCMP members), 67% (CAF members):
  • Provide authority to include an item in Supplementary Estimates and/or increase reference levels in Department X, Vote 1, Operating expenditures, in the amounts of $2,210,210 in 2018-2019, and $3,051,584 in 2019-2020 and ongoing, including employee benefit plans and excluding charges for Public Works and Government Services Canada accommodation and Shared Service Canada’s incremental costs of providing core information technology services for adapting to the impacts of Climate Change.
  • Provide authority to hold centrally in an earmarked reserve $72,345 in 2018-2019, and $97,318 in 2019-2020 and ongoing, in order to offset Public Works and Government Services Canada’s accommodation requirements.
  • Provide authority to hold centrally in an earmarked reserve $5,600 in 2018-2019 and $7,000 in 2019-2020 and ongoing, in order to offset Shared Service Canada’s incremental costs of providing core information technology services.

2) Second submission

Sample proposal wording of note to ministers regarding project approval

Note that there have been no significant changes to the project parameters established in the most recent project approval decision, and the project now has a total substantiveFootnote 1 cost estimate of $100,000,000 (including GST/HST of $11,504,425).

Sample proposal wording requesting expenditure authority for the implementation phase

Provide expenditure authority for the [insert description of activities, deliverables or phase] of [insert name of project] at a substantive cost estimate of $95,000,000 (including GST/HST of $10,929,204).

Example 2: Sample proposal wording for a project with definition and implementation phases and a significant change to the initial project baseline

You have determined that the best approach to managing your proposed project is to establish two distinct phases: a definition phase and an implementation phase. Following the first submission seeking project approval (PA) for the project and expenditure authority (EA) for the definition phase, there has been at least one significant change in the cost, schedule or performance parameters established by the previous PA decision. For ease of example, the estimated cost of the project has increased from $100 million to $120 million. As a result, the second submission seeks an amended PA for the total project, along with EA for the final phase of the project.

1) First submission

Sample proposal wording for a project approval and for expenditure authority to proceed with the definition phase:
  • Provide project approval for [insert name of project] at an indicative cost estimate of $100,000,000 (including GST/HST of $11,504,425) to [insert description of issue or opportunity that the project is addressing]. In providing project approval (PA), Treasury Board ministers agree that a program requirement has been identified and that there is adequate justification for meeting that requirement through a particular project. PA also provides authorization to seek expenditure authority and expend resources to fully define the selected project option, or the next phase of the project; and
  • Provide expenditure authority to undertake [insert description of activities, deliverables or phase] at a substantive cost estimate of $5,000,000 (including GST/HST of $575,221).

2) Second submission

Sample proposal wording for an amended project approval and for expenditure authority to proceed with the implementation phase:
  • Provide amended project approval for [insert name of project] at a total substantiveFootnote 2 cost estimate of $120,000,000 (including GST/HST of $13,805,310) to [insert description of issue or opportunity that the project is addressing]. This represents an increase of $20,000,000 (including GST/HST of $2,300,885) from the total indicative cost estimate established by the previous project approval decision on [insert month and year]; and
  • Provide expenditure authority to undertake [insert description of activities, deliverables or phase] at a substantiveFootnote 2 cost estimate of $115,000,000 (including GST/HST of $13,230,089).

Example 3: Sample proposal wording for a project with definition and implementation phases, with a significant change to the initial project baseline and the need for additional funding 

You have determined that the best approach to managing your proposed project is to establish two distinct phases: a definition phase and an implementation phase. Following the first submission seeking project approval (PA) for the project and expenditure authority (EA) for the definition phase, there has been at least one significant change in the cost, schedule or performance parameters established by the previous PA decision, and additional funds are required to complete the definition phase. For example, the total project cost estimate has increased from $100 million to $120 million, and the cost estimate for the definition phase has increased from $5 million to $15 million. As a result, the second submission seeks amended PA for the project and amended EA for the definition phase. The third submission only seeks EA for the final phase of the project.

1) First submission

Sample proposal wording for project approval and for expenditure authority to proceed with the definition phase:
  • Provide project approval for [insert name of project] at an indicative cost estimate of $100,000,000 (including GST/HST of $11,504,425) to [insert description of issue or opportunity that the project is addressing]. In providing project approval (PA), Treasury Board ministers agree that a program requirement has been identified and that there is adequate justification for meeting that requirement through a particular project. PA also provides authorization to seek expenditure authority and expend resources to fully define the selected project option, or the next phase of the project; and
  • Provide expenditure authority to undertake [insert description of activities, deliverables or phase] at a substantive cost estimate of $5,000,000 (including GST/HST of $575,221).

2) Second submission

Sample proposal wording for amended project approval and for amended expenditure authority to proceed with the definition phase:
  • Provide amended project approval for [insert name of project] at a revised total indicative cost estimate of $120,000,000 (including GST/HST of $13,805,310) to [insert description of issue or opportunity that the project is addressing]. This represents an increase of $20,000,000 (including GST/HST of $2,300,885) from the total indicative cost estimate established by the previous project approval decision on [insert month and year]; and
  • Provide amended expenditure authority to undertake [insert description of activities, deliverables or phase] at a revised substantive cost estimate of $15,000,000 (including GST/HST of $1,725,664) to [insert description of issue or opportunity that the project is addressing]. This represents an increase of $10,000,000 (including GST/HST of $1,150,442) from the total substantive cost estimate established by the previous expenditure authority decision on [insert month and year].

3) Third submission

Sample proposal wording for note to ministers regarding project approval

Note that there have been no significant changes to the project parameters established in the most recent project approval decision and that the total substantiveFootnote 3 cost estimate of the project remains $120,000,000 (including GST/HST of $13,805,310).

Sample proposal wording to request expenditure authority to proceed with the implementation phase

Provide expenditure authority to undertake [insert description of activities, deliverables or phase] at a substantive cost estimate of $105,000,000 (including GST/HST of $12,079,646).

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