Home Programs Emergency management Emergency preparedness JEPP JEPP manual Criteria and guidelines

Criteria and guidelines

• Statement of principles
• Multi-year plans or projects
• In-kind contribution
• Salaries
• Funding share
• Funding limitations
• Who may apply
• Taxes
• Information sharing
• Project development
• Administrative overhead
• Project visibility
• Ineligible expenses

Statement of principles

JEPP proposals must:

Provided that the principles described above are met, a project proposal is then assessed against the following guidelines as appropriate:

Project proposals that successfully meet all the principles above and are considered to be substantially supportive of the guidelines above are then scored and ranked according to their respective scores by the Provincial/Territorial JEPP Committees. The PSEPC evaluation system at Annex D will be used by the PSEPC JEPP Committee in rating all proposals competing for the Regular Funds. Provincial/Territorial JEPP Committees may use this system or variation thereof, or develop their own evaluation system to take into account their regional needs when reviewing proposals from within their jurisdictions. Regardless of the rating system being used, all proposals must be evaluated and ranked based on established and consistent standards.

The PSEPC JEPP Committee reviews the provincial/territorial submissions and takes the following action:

Additional information may be sought from the province/territory should clarification be required during the evaluation of any given proposal.

Multi-year plans or projects

Provinces and territories are required to provide a Work Plan at the proposal stage and a Report of Achievement at the claim stage during each year of the Multi-Year Plan.

In-kind contribution

The maximum in-kind contribution allowable for provincial/territorial projects will be reduced over a five-year period commencing in FY 97/98 in accordance with the following formula:

FY 97/98 - 90% of the Supplementary Funds
FY 98/99 - 75% of the Supplementary Funds
FY 99/00 - 55% of the Supplementary Funds
FY 00/01 - 30% of the Supplementary Funds
FY 01/02 -   0% of the Supplementary Funds

At the end of the transition period, the federal share of in-kind contributions cannot exceed the value of the provincial Base Fund.

Salaries

Positions charged against JEPP funds must be supported by a position title, a work description and a work plan at the proposal stage, and by a report of achievement at the claim stage.

Funding share

There is no set formula or ratio for the sharing of projects or Multi-Year Plans. In the case of Multi-Year Plans, the share is negotiated for the life of the plan and takes account of the state of emergency preparedness in the province/territory and the relative degree of responsibility for such preparedness between the Government of Canada and the provincial/territorial governments. In the case of Multi-Year Plans, the share is negotiated for the life of the plan, subject to annual review. In the case of projects, the need to encourage particular aspects of preparedness is considered in the negotiation. The national priorities are used to determine which aspects of preparedness are to be encouraged in a given year.

Funding limitations

There is generally no limit to the cost of a project, provided Government of Canada funds are available. However, it is necessary from time to time to impose financial restrictions on certain items in order to ensure a more equitable distribution of limited JEPP funds. There is a $40,000 limit on the Government of Canada contribution for emergency response vehicles (cab, chassis, box and permanent installations such as cupboards, benches, etc.). Other limitations will be advised through the Annual Update Instructions (AUls) as required.

Who may apply

Other federal institutions

First Nation reserves

First Nation reserves are eligible to apply for JEPP funding through the respective province/territory. A First Nation reserve applying to JEPP is responsible for its share of the negotiated cost-sharing ratio.

Taxes

JEPP projects are subject to all applicable taxes and the cost of such taxes is an allowable project expense. It is important to identify the taxes or tax exemptions at the application stage and to provide documentation at the claim stage to support the tax arrangements. Municipalities are entitled to claim 57.14% of the GST they pay out through a rebate program administered by the Canada Customs and Revenue Agency. Therefore, only the 42.86% balance is eligible for JEPP cost sharing; similarly consultants' fees are subject to GST if the individual earns a sufficient annual amount from this source. As an example, an application should either include the amount proposed for a consultant's fees plus GST or state that the consultant is exempt from the GST.

Information sharing

To ensure the widest possible use of knowledge acquired or developed through a JEPP project, beneficiaries of the program undertake to make available relevant project documents or experience to PSEPC for its use or dissemination within the terms of existing copyrights. For example, this documentation may take the form of computer software, user manuals, system manuals, design documents including studies and specifications or be contained in other documentation related to the project.

Project development

JEPP is intended to encourage new initiatives by providing "seed" money to get started and not to fund projects indefinitely. It is important that each project have a clearly defined beginning and end, and that they are not developed in such a way that they are linked into a continuous ongoing project.

Administrative overhead

Each government is expected to absorb the routine costs of doing business. Examples such as audit costs, office furniture, equipment, office supplies, committee work, administration and supervision of JEPP, are not cost-shared. It is recognized that certain proposals incur extraordinary administrative expense which is incremental to the routine costs of providing government services and those expenses can be considered for cost-sharing. These expenses must be clearly identified in detail at the proposal stage.

Project visibility

The Government of Canada contribution to all JEPP projects must be freely visible to the general population likely to be served by the project. The project proposal must contain sufficient information to indicate what proactive arrangements will be made to ensure the recognition of the Government of Canada contribution. Some examples of project visibility include official opening ceremonies, press releases and conferences, reference in permanent project documents, videos and open-house events. The affixing of plaques and decals to major structures or equipment is the norm and any exceptions to this practice must be justified in the project proposal.

Ineligible expenses

In addition to the restrictions published in this manual, the following specific expenses are not eligible for JEPP funds:

Provinces or territories may impose further restrictions and financial limitations beyond those outlined in this manual.

Exceptions may be considered in the case of prototypical projects that explore new technologies with the aim of making the results available to the rest of the country.