Approved projects

The award of a grant or a contribution is at the discretion of the Department.

Class Grant

If your project is approved to receive a Class Grant, you will receive a letter of offer from the Department of Justice Canada specifying the amount of funding approved, the conditions of the grant, and the date your final project report must be submitted. You will receive the grant payment after you have signed the letter of offer.

If a grant is issued you may be required to submit financial statements to the Department. You should always retain receipts for a period of at least three (3) years following the end of the project.

Contribution Agreement

If the Department of Justice Canada approves your project to receive a contribution, you will receive and be required to sign a formal agreement between you and the Department. This agreement will specify the terms and conditions for the project, including the amount of funding that you will receive, the conditions of payment, the work that you will do, and the date on which eligible expenditures made on the project will be eligible for reimbursement. This will be based, in part, on the proposal you submitted for funding. In a contribution agreement, you are required to submit financial statements and progress reports in addition to the final project report.

PLEASE NOTE: A contribution is a conditional transfer payment for a specified purpose pursuant to the agreement and may be subject to accounting or auditing. Contributions are not "up-front" money. They are paid to reimburse eligible costs incurred or related expenditures made during the life of your project. This means that the Department will only issue a payment once you have already started spending on your project. The contribution is always limited to a proportion of the real costs of your project. This means that if the project is budgeted and approved for a contribution of $10,000 but in the end needs only $8,000 to meet its expenses, it will be awarded $8,000.

After the contribution agreement is signed, payments will be made upon receipt and approval of interim financial statements. Contributions are made in instalments, based on your actual expenses. The Department normally holds back 20 percent of the approved funds until the project has been completed. Final payment may be made after departmental officials have received all reports (i.e., project reports, financial statements and the completed Project Summary Report), are satisfied that work has been completed in accordance with the terms of the agreement and have approved the financial statements.

Reporting requirements

In accordance with the letter of offer or contribution agreement, you will be expected to:

• Submit progress reports on dates scheduled in your work plan
  
• Submit a final project report on what was done, after the funding period is completed. The date for the final report will be set in the agreement or the letter of offer.

Please note that you are required to publicly acknowledge the financial support you received from the Department of Justice Canada. Such acknowledgment should appear in your project materials and be included in your project report. It should also be mentioned during any project-related events.

You are required to provide three hard copies and an electronic version of your final project report to the Department. This can be formatted in Word or WordPerfect.

Your final report package should also include copies of any materials produced during the project, your project summary report as well as your evaluation results. If you have already received a financial contribution, you should also submit a final financial statement.

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