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AgriAssurance Program: National Industry Association Component: Annex A

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General information

Begin by assessing that your organization and activities meet the eligibility criteria detailed in section 1.2 of the AgriAssurance: National Industry Association component Applicant guide and section 1.4 of the AgriAssurance: National Industry Association component Applicant guide.

  1. Complete the project application form by downloading and saving the form to your computer.
  2. Use the step-by-step instructions below to help you complete your application form, including the project work plan and budget.
  3. See Additional documents for a list of all additional required documents to ensure you have all the documentation needed to complete your application package.
  4. Attach the documents to your form and submit.

If you experience any trouble submitting your application, or if you prefer to apply by mail or email, please contact us by telephone at 1-877-246-4682.

Applicant information

Agriculture and Agri-Food Canada (AAFC) will use the information you provide in this section to establish your organization's identity.

Organization type

See section 1.2 of the AgriAssurance Program: National Industry Association Component: Applicant guide of the Applicant Guide to determine if you are eligible to apply under this program.

Legal name

Your organization's legal name, as it appears in legal documents such as articles of incorporation, certificate of incorporation, etc.

Operating as (if used)

Enter the name under which your organization operates, if that name is different from its Legal Name.

Canada Revenue Agency (CRA) business number

A CRA business number is a nine-digit number that gives each registered business its own unique identifier. For more information on obtaining a CRA business number, visit the CRA business number web page.

If you do not have a CRA Business Number, or do not wish to share it at this time, enter nine zero's (that is, 000000000).

Primary contact

Enter the contact information of the person in your organization who is responsible for responding to inquiries regarding this application.

Project contact

If your project is approved for funding, this is the person who will be liaising with AAFC during the project. This person can be the same as the Primary Contact.

Mailing address

Provide the complete address of your organization's headquarters.

Primary project location

The location where the project will take place other than your organization's headquarter, if applicable.

If you have multiple project locations, the primary location is the one with activities associated to the largest portion of the budget.

Organizational capacity

AAFC will use the information you provide in this section to understand more about your organization and to assess your ability to carry out this project.

How many employees work for your organization?

Include the number of all full-time and part-time employees on your organization's payroll. Do not include contractors.

Describe your organization

Provide your organization's mandate and priorities. Include a brief history of the organization including any significant changes in the past two years (for example, a significant increase/decrease of staff, changes to executive leadership, including the Board of Directors, a change in mandate, etc.).

Does the mandate of your organization focus on any of the following groups?

This question is for statistical purposes only, and will not affect the outcome of your assessment.

Indigenous

Individuals who are:

  • registered on a band list
  • registered as an Indian under the Indian Act living both on or off reserves
  • Métis
  • Inuit

or, Indigenous communities and governments such as:

  • band and tribal councils
  • governments of self-governing First Nations
  • local governments of Inuit communities
  • Métis organizations
Persons with disabilities

The Employment Equity Act defines persons with disabilities as persons who have a long-term or recurring physical, mental, sensory, psychiatric or learning impairment and who:

  1. consider themselves to be disadvantaged in employment by reason of that impairment, or
  2. believe that an employer or potential employer is likely to consider them to be disadvantaged in employment by reason of that impairment

Includes persons whose functional limitations owing to their impairment have been accommodated in their current job or workplace

Visible minorities

The Employment Equity Act defines visible minorities as persons, other than Aboriginal peoples, who are non-Caucasian in race or non-white in colour

Women

Individuals who are born female or who identify as female

Youth

Individuals aged 30 and under

Not applicable

Use this section if the mandate of your organization doesn't focus on any of the above-listed groups

Decline to identify

Use this section if the mandate of your organization might focus on one of the above groups, but you don't want to disclose that information at the time of your application

Previous funding

Please identify if you or your organization has previously received funding from AAFC. If yes, list the program(s) from which you've received funding.

Capacity to deliver this project

This answer should address the following questions:

Project information

AAFC will use the information in this section, in association with your project work plan and budget, to do a full assessment of your project.

Project title

Provide a short, descriptive project title that accurately reflects the activities and results of the project.

Project objective

Provide a concise summary of your project.

How would you briefly describe your project to a friend or colleague, or on social media?

Please note that if your project is chosen for funding, this summary may be published on Government of Canada websites.

Project purpose

Your answer to this long-form question should present persuasive arguments for the approval of your application. Consider addressing some or all of the following questions:

Environmental considerations

  1. Is your project on federal land?

    All projects must comply with the Canadian Environmental Assessment Act 2012 (CEAA 2012). To help us determine if the CEAA 2012 applies to your project, indicate whether the project is on federal land. Under CEAA 2012, federal land means:

    1. lands that belong to Her Majesty in right of Canada, or that Her Majesty in right of Canada has the power to dispose of, and all waters on and airspace above those lands, other than lands under the administration and control of the Commissioner of Yukon, the Northwest Territories or Nunavut;
    2. the following lands and areas:
      1. the internal waters of Canada, in any area of the sea not within a province
      2. the territorial sea of Canada, in any area of the sea not within a province
      3. the exclusive economic zone of Canada, and
      4. the continental shelf of Canada; and
    3. reserves, surrendered lands and any other lands that are set apart for the use and benefit of a band and that are subject to the Indian Act, and all waters on and airspace above those reserves or lands.
  2. Have you received, initiated, or do you anticipate requiring any local, provincial, territorial, federal environmental authorizations related to this project (this does not include electrical, hydro or gas permits)?

    If a project is on federal land, additional legislative requirements such as permits or authorizations may be needed before a project can begin. AAFC staff will follow-up with you for further details and/or clarification, as required.

    Indicate in the application form whether you have or will obtain federal, provincial, territorial or municipal environmental authorizations or permits (for example, a municipal wastewater discharge authorization). Copies of these authorizations or permits may be required by AAFC during the application assessment.

    If you have applied for any of the above-mentioned permits, provide details on whether the project has any environmental effects and risks. Positive or negative environmental effects and risks can include those related to air emissions, soil erosion, noise, effluent, waste water, solid waste, odour, construction, rare species and habitat, nearby bodies of water. Any public concerns should also be addressed. AAFC reserves the right to request additional information.

  3. Does the project pose any risks or result in any effects to the environment, including any positive or negative effects on the surrounding environment?

    Environmental effects could include those related to air emissions, noise, effluent, waste water, solid waste, odour, soil erosion during construction, rare species, species habitat, nearby water bodies. Any public concern should also be included.

Project data collection

AAFC is committed to the fair and transparent distribution of program funds. We will be using the following questions for reporting purposes only; answers will not directly affect the outcome of your project's assessment.

North American Industry Classification System (NAICS)

NAICS is an industry classification system developed by the statistical agencies of Canada, Mexico and the United States.

For more information, visit North American Industry Classification System (NAICS) Canada 2017 Version 1.0.

AAFC has selected the NAICS identifiers that best suit this program for reporting purposes. To simplify the selection process, we have sorted the codes into the following four categories that we created:

We recognize that not all projects will fit perfectly into one identifier; if this is the case for your project, select the identifier that that best defines the overall intent of your project, or the identifier that best defines the activity with the highest dollar value.

Select any of the following groups who will directly benefit from the intent of this Project's activities

Definitions are the same as those listed above in the Organizational capacity section.

Official languages

AAFC is committed to enhancing the vitality of the official language minority communities (OLMCs), supporting and assisting their development, and promoting the full recognition and use of both English and French in Canadian society.

If approved, would your project activities reach an audience of both English-speaking and French-speaking individuals or groups?

OLMCs consist of Francophones outside Quebec and Anglophones in Quebec. These communities are often represented by provincial and regional organizations.

If approved, would your project activities specifically target an official language minority community (French-speaking people outside Quebec or English-speaking people in Quebec)?

When it is determined that projects under this program involve activities related to the development and transfer of knowledge and may have an impact on OLMCs or are susceptible of promoting the use of English and French, AAFC will include appropriate linguistic commitments in agreements with your organization and ensure that additional expenses incurred as a result of these commitments are considered eligible for contribution funding.

Communications

  • Project web pages and/or project social media account(s) produced and maintained in both official languages
  • Project materials offered in both official languages (brochures, kits, handouts, newsletters, reports, etc.)
  • Directional and educational signs produced in both official languages
  • Project-related advertisement in OLMC media (newspapers, radio, social media)
  • Bilingual coordinator or other contractor hired to help deliver project-related activities in both official languages (for example, master of ceremony for a project event, workshop facilitator or simultaneous translator)
  • Distribution of invitations in both official languages
  • Knowledge transfer activities as listed in the applicant guide

Outreach

  • One or more OLMCs are included in the project target groups (for example, as in-kind or cash partners in project budget or to be invited to project events)
  • Other groups representing OLMCs are consulted to see if there is any potential for involvement on their end
  • Travel to or from OLMCs (costs associated with these project activities included in project budget)

If funded, your organization may be required to publicly acknowledge AAFC's support for the project. In these cases, the department may request that such acknowledgments include text in both official languages.

Applicants are also encouraged to complete an OLMC self-identification section in the application form to help AAFC collect information on whether applicants are a member of an OLMC to tailor future communications activities.

Work plan

The Work Plan is an important part of the application form for evaluation purposes.

Under Project Performance Measures, you will be asked if you have an implementation plan to ensure sufficient sector uptake of the assurance system, standards and tools required for your project's success. If you answer ‘Yes,' please include this plan as part of your Additional Documents. You will also be asked to indicate what percentage of the sector's producers or members is expected to implement the system, standards or tools by:

  1. the end of the project; and
  2. five years after the end of the project.

A range is acceptable (for example, 50% to 60%).

If you answer 'No' with regard to the implementation plan, you will be prompted for an explanation.

In this same section in the Work Plan, there is a field where you can provide text on the plan's key milestones.

You will be asked to indicate, 'Yes' or 'No', if you will be seeking support from provincial governments to implement the project.

Finally, under Project Performance Measures, you will identify the types of Assurance programs from among the following:

You may select more than one. You may also indicate ‘Other' and then specify if the above do not apply to your proposed project.

Under the Work Plan's next section, Activities, please provide a Name for each Activity and state its Project Start Date and Project End Date.

In the text box for Description, please provide details on each Activity to help evaluators achieve a more fulsome understanding of your proposed project and its potential impact.

Project costs

Select the activity to add eligible costs to.

Name of cost item

Enter a short description of the eligible cost.

Eligible costs

To add an eligible cost, press the + symbol.
To delete an eligible cost, press the x symbol.
You may enter up to 25 eligible cost items per activity.

Description

In this field, describe the cost item in more detail. The description should give a breakdown of how the number was budgeted. For example, "airfare," is insufficient; the description should be more detailed, such as, "Roundtrip airfare from Toronto to London for the Great Food Trade Show $800 x 2 people."

Cost category

Select the corresponding cost category for the item.

Eligible cost items

Note: Any costs incurred before April 1, 2018 are normally ineligible for reimbursement. Any costs incurred after March 31, 2023 are ineligible for reimbursement. Ineligible costs cannot be considered as part of an applicant’s cost-share.

AAFC may allow eligible costs to be incurred after a complete funding proposal has been received by the program, but prior to the signing of a Contribution Agreement if AAFC deems this necessary for the achievement of objectives under the project and if such costs are reasonable and required to carry out the eligible activities to which they relate. It is very important that you understand that in these cases, costs cannot be reimbursed until a signed Contribution Agreement (CA) between your organization and AAFC is in place, therefore these incurred costs are done solely at your risk without obligation of payment by AAFC.

The following table demonstrates the eligible costs under this program and any limitations or instructions you need to know to help you complete your budget.

Administrative costs

Eligible cost items

Administrative costs: Organizations' expenses (that is, fundamental operational costs) not directly related to undertaking the project activities but necessary for the organization to manage activities outlined in the work plan and to administer the reporting requirements of the contribution agreement, including project management costs.

Administrative costs means costs related to:

  • project management costs: management and administrative staff wages not working on outcome of projects, including those who negotiate service contracts, pay the invoices, manage the project budget, monitoring and/or prepare the claims and any financial or progress/performance reports for the project
    • salaries, Mandatory Employment Related Costs (MERCs), and benefits and/or contract services
    • administrative office supplies and expenses:
      • basic telephone fees (including fax lines) and cell phones
      • hydro
      • materials and office supplies (for example, pens, pencils, paper, envelopes, cleaning supplies, subscriptions)
      • monthly internet fees
      • postage and courier fees
      • office equipment (for example, computers, printers, photocopiers)
      • office space (rent) and related utilities, maintenance and property taxes
  • audit fees (if eligible)
  • bank fees (if eligible)
  • insurance (fire, theft, liability) (if eligible)
  • legal fees (if eligible)
  • administrative information technology (IT) products and services, including maintenance
  • other overhead type expenditures relating to the organization's office
Limitations/instructions

Administrative fees will be calculated at a 10% flat rate that will be cost-shared. Under the 10% flat rate, administrative cost items do not need to be detailed, negotiated or substantiated when submitting a claim.

To ease administrative burden, these costs do not need to be detailed at the time of application and will not be negotiated or need to be validated when submitting a claim.

You may also choose to not claim administrative costs, and opt out of the flat rate.

Note: You are still required to keep all documentation of these costs. If you are subject to an audit, you will need to supply the supporting documents at that time.

Salaries and benefits

Eligible cost items

Salaries and benefits paid to or on behalf of staff to execute activities outlined in the project Work Plan. These costs do not include completing financial or performance reports for the project.

Includes Mandatory Employment Related Costs (MERCs), Employment Insurance (EI), Canada Pension Plan (CPP), Quebec Pension Plan (QPP), vacation pay and benefits*.

*Benefits mean payments an employer is required to make by virtue of company policy or collective agreement, such as contributions to a group pension plan.

Limitations/instructions
  • Salaries and benefits must be additional to existing costs
  • Contributions towards salaries and benefits should not exceed 10% of project costs
  • Costs must be substantiated through supporting documentation, such as timesheets
  • Performance pay (for example, bonuses) is ineligible

Contracted services

Eligible cost items

Professional or specialized services for which a contract is entered into, such as:

  • inspection
  • consultant/expert services
  • installation/construction
  • financial auditing (required for the project)
  • environmental assessment
  • research
Limitations/instructions
  • A contract should be in place with the contractor, including payment terms and deliverables

Recipients must use a fair and competitive or otherwise justifiable and generally accepted sound business process that results in competent and qualified contractors working on the project.

Travel

Eligible cost items

Travel costs directly related to the project, such as:

  • per diems (accommodations, meals, incidentals and local transportation)
  • transportation, such as airfare
  • the recipient may claim cost for air, rail and ground transportation (to an out-of-city destination) for individual travel as follows:
    • private vehicle: kilometric rates ($0.55/km) as well as costs for parking at the destination. Private vehicle is not to be used if more expensive than rental, rail or air
    • rental vehicle: the cost for an intermediate vehicle (or the cost of a larger vehicle, based upon factors such as, but not limited to, safety, the needs of the traveler, and the bulk or weight of goods transported), gas, and parking at the destination
    • air: economy airfare rate only for all travel (not Business or First Class). Bookings should be made as far in advance as possible. Seat selection and baggage costs are eligible, but not premium seat upgrades. If a higher class is meals, incidentals and taxis)
    • purchased, proof of the flight’s economy rate must be obtained for reimbursement purposes
  • hospitality, alcohol, entertainment, and gifts are ineligible
Limitations/instructions
  • When travel is approved, claimants have the following options:
    • claim the established per diem, or
    • claim actual expenses incurred which are less than the established per diem
  • The per diems will contribute to covering the costs for daily accommodation, meals, local or in-city transportation (buses, taxis, vehicle rentals, etc.), ground transportation, including parking, to and from the public carrier terminal, entry documents, including passports and visas, insurance (all types), vaccinations and incidentals (personal phone calls, laundry, gratuities, currency exchange fees, etc.) for individual travel
  • If using option (a), per diems can be claimed for every day on travel status as follows:
    • Travel within Canada (CAD/day):
      • day trip with no overnight stay: $70
      • trip with overnight stay: $300
    • Travel outside Canada (CAD/day):
      • day trip with no overnight stay: $100
      • trip with overnight stays: $425

Capital expenditures

Eligible cost items

Capital Assets are tangible assets that are purchased, constructed, developed or otherwise acquired and:

  • are used in the production or supply of goods, the delivery of services or to produce program outputs
  • are not intended for resale in the ordinary course of operations
  • may also include betterments (which are described as being expenditures relating to the alteration or modernization of an asset that appreciably prolong the period of usefulness of the item or improve its functionality)
  • the cost of which is considered to include the purchase price plus other acquisition costs, such as installation costs, freight charges, transportation insurance costs, duties, and the non-refundable portion of provincial sales taxes, GST/HST or other value-added taxes
  • have a useful life in excess of one year.
Limitations/instructions

Other direct project costs

Eligible cost items

Other costs for project-related deliverables, such as:

  • shipping
  • conference fees/registration fees
  • construction material costs
  • translation
  • marketing costs related to production of materials/documents/marketing plans
Limitations/instructions

n/a

Sources of funding

Please see section 1.3 of the AgriAssurance Program: National Industry Association Component: Applicant guide of the Applicant Guide for information on cost-sharing, sources of funding, and government funding stacking limits.

Budget summary

The Budget Summary tab auto-calculates all the financial information you entered in the Project Costs and Sources of Funding tabs and provides an ongoing high-level overview of your project’s budget.

Declarations

Unpaid debts to the Government of Canada

The applicant for AAFC funds must declare any amounts owing to the Government of Canada. Any amounts due to the applicant under AAFC programs may be set off against any such amounts owing to the Government of Canada under any agreement or any legislation with the Government of Canada.

Lobbying activities

The applicant must ensure that a person lobbying on behalf of the applicant is registered and in compliance with the Lobbying Act.

More information on the obligations in the Lobbying Act can be found on the website of the Commissioner of Lobbying of Canada.

Conflict of interest

Current or former public servants or public office holders are required to avoid conflict of interest situations while employed by the federal government, and for a period of time following their service. The applicant acknowledges that any individuals who are subject to the provisions of the Conflict of Interest Act, the Values and Ethics Code for the Public Sector, the Conflict of Interest Code for Members of the House of Commons, any applicable federal values and ethics code or any applicable federal policy on conflict of interest and post-employment shall not derive any direct benefit resulting from this application unless the provision or receipt of such benefit is permitted in such legislation, policy or codes.

Consent for use, disclosure and copyright

Personal information will be treated and disclosed in accordance with the Privacy Act. You have the right to access your personal information held by AAFC and to request changes to incorrect personal information by contacting the AAFC Access to Information and Privacy Director at aafc.atip-aiprp.aac@canada.ca.

For more information about AAFC's privacy practices, you may refer to the following Personal Information Banks: Public Communications PSU 914 and Outreach Activities PSU 938.

Business information will be disclosed only in accordance with the provisions of the Access to Information Act.

For information about the Privacy Act and the Access to Information Act, visit Privacy Act and Access to Information Act. For further information about these Acts please contact the Access to Information and Privacy Director at aafc.atip-aiprp.aac@canada.ca.

Copyright permission

AAFC may disclose, reproduce and distribute any part of or the whole of the documentation provided in or with this application form, within AAFC and to its authorized third parties, including other government departments, for purposes consistent with the receipt, assessment and subsequent treatment of the application.

Additional documents

In addition to the application form, the following documents are required as part of a complete application package:

Document name Description
Signature of applicant authorized representative form Applicants must have their authorized representative(s) sign and attach this form as part of the online project application package.
Consent to use, disclose and copyright Written consent required by all third-parties that submit personal and/or business information such as biographies as part of a complete application package.

Executive summary

A brief summary that links proposed activities to the Project Objectives.
A copy of the applicant organization's Certificate of Incorporation or Articles of Incorporation

Certificates and Articles of Incorporation are issued and filed, respectively, by or with provincial, territorial or federal government that document the applicant's status as a legal entity.

Financial statements
  • statements for the last two years
  • most recent interim financial statement
Documents to Demonstrate Market relevance

Supporting documentation that demonstrates market relevance and demand for the project and its activities. This could include public reports, economic analysis, and letters or other forms of formal requests from buyers or markets.

Information Supporting Strategic Importance of Proposal

A statement of the project's long-term goals. This statement should indicate why it is important that the project's goals be achieved and how and when the Applicant will achieve them. The statement must also indicate how the Applicant will maintain the assurance system (developed in the course of the project) in the long term.

Project Team Description

This document describes various working groups, committees and project teams, their responsibilities and tasks, as well as how they are accountable to the organization.

Project Endorsement Letters/ Letters of Support

Letters of support from organizations indicating they believe there is a need for the proposed project, expressing hope and willingness to contribute to the proposed project if accepted.

Capital Asset Pre-approval

All capital asset purchases over $10,000 must be pre-approved by the program using the AAFC Capital Asset pre-approval template.

Implementation Plan

A document describing the anticipated uptake of the improved or developed assurance system related to your project.

Submit

Once you have completed your application form and all the additional documents, please submit your project application.

For technical assistance submitting your application, or at any time during the application process, you can access the technical help file by clicking on the information icon located throughout the project application form.

For more information on the AgriAssurance Program: National Industry Association component, please contact us by:

E-mail: aafc.assurance.aac@canada.ca
Telephone: 1-877-246-4682
TDD/TTY: 613-773-2600

Mail:
Agriculture and Agri-Food Canada
AgriAssurance Program: NIA
Tower 7 Floor 6 Room 215
1341 Baseline Road
Ottawa ON  K1A 0C5

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