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Financial Statements 2004-2005
Office of the Information Commissioner of Canada
Management Responsibility for Financial Statements
Responsibility for the integrity and objectivity of the accompanying financial statements for the year ended March 31, 2005 and all information contained in this report rests with the management of the Office of the Information Commissioner of Canada.
These financial statements have been prepared by management in accordance with accounting standards issued by the Treasury Board of Canada Secretariat which are consistent with Canadian generally accepted accounting principles for the public sector. These statements should be read within the context of the significant accounting policies set out in Note 2 of the financial statements.
Management has developed and maintains books, records, internal controls and management practices, designed to provide reasonable assurance that the Office’s assets are safeguarded and controlled, resources are managed economically and efficiently in the attainment of corporate objectives, and that transactions are in accordance with the Financial Administration Act and regulations and the
Access to Information Act.
The transactions and financial statements of the Office of the Information Commissioner of Canada have been audited by the Auditor General of Canada.
The Honourable John M. Reid
Deputy Head
|
Ruth Leslie McEwan, C.G.A.
Senior Financial Officer |
Ottawa, Canada
July 8, 2005 |
|
Auditor's Report
To the Speaker of the House of Commons and the Speaker of the
Senate
I have audited the statement
of financial position of the Office of the lnformation Commissioner of
Canada as at March 31, 2005 and the statements of operations,
accumulated deficit and cash
flow for the year then ended. These financial statements are the
responsibility of the Office's
management. My responsibility is to express an opinion on these
financial statements based on
my audit.
I conducted my audit in accordance with Canadian generally
accepted auditing standards. Those
standards require that I plan and perform an audit to obtain
reasonable assurance whether the
financial statements are free of material misstatement. An audit
includes examining, on a test
basis, evidence supporting the amounts and disclosures in the
financial statements. An audit also
includes assessing the accounting principles used and
significant estimates made by
management, as well as evaluating the overall financial
statement presentation.
In my opinion, these financial statements present fairly, in all
material respects, the financial
position of the Office as at March 31, 2005 and the results of
its operations and its cash flows for
the year then ended in accordance with Canadian generally
accepted accounting principles.
Further, in my opinion, the transactions of the Office that have
come to my notice during my audit
of the financial statements have, in all significant respects,
been in accordance with the Financial
Administration Act and regulations and the Access to lnformation
Act.
Sheila Fraser, FCA
Auditor General of Canada
Ottawa, Canada
July 8, 2005
Office of the Information Commissioner of Canada
Statement of Financial Position
as at March 31
|
2005 |
2004 |
ASSETS |
|
|
Financial assets |
|
|
Cash |
$ 813 |
$ 800 |
Due from the Consolidated Revenue
Fund |
491,544 |
253,473 |
Prepaid expenses |
5,935 |
8,250 |
Accounts receivable |
124,701 |
11,111 |
Total financial assets |
622,993 |
273,634 |
Capital assets (Note 4) |
505,176 |
752,741 |
Total assets |
$ 1,128,169 |
$ 1,026,375 |
LIABILITIES AND ACCUMULATED DEFICIT |
Current liabilities |
|
|
Accounts payable and accrued
liabilities |
$ 208,914 |
$ 26,963 |
Accrued employee salaries |
350,351 |
235,317 |
Accrued employee vacation and
leave benefits |
171,127 |
222,999 |
Accrued employee severance
benefits - current portion (Note
5) |
180,424 |
54,614 |
Total current liabilities |
910,816 |
539,893 |
Long-term liabilities |
|
|
Accrued employee severance
benefits (Note 5) |
541,238 |
642,239 |
Total liabilities |
1,452,054 |
1,182,132 |
Accumulated deficit (Note 7) |
(323,885) |
(155,757) |
Total liabilities and accumulated deficit |
$ 1,128,169 |
$ 1,026,375 |
Commitments (Note 10)
The accompanying notes form an integral part of these
financial statements
The Honourable John M. Reid
Deputy Head
|
Ruth Leslie McEwan, C.G.A.
Senior Financial Officer |
Office of the Information Commissioner of Canada
Statement of Operations
for the year ended March 31
|
2005 |
2004 |
Expenses (Note 8) |
|
|
Access to government information |
$ 5,033,982 |
$ 5,244,661 |
Corporate services |
1,612,907 |
1,370,248 |
|
6,646,889 |
6,614,909 |
Revenues |
|
|
Miscellaneous revenues |
- |
3,625 |
Net cost of operations |
$ 6,646,889 |
$ 6,611,284 |
The accompanying notes form an integral part of these
financial statements
Office of the Information Commissioner of Canada
Statement of Operations
for the year ended March 31
|
2005 |
2004 |
Equity (Accumulated deficit), beginning of the year |
$ (155,757) |
$ 93,624 |
Net cost of operations |
(6,646,889) |
(6,611,284) |
Services provided without charge (Note 9) |
881,698 |
1,033,664 |
Net cash provided by Government |
5,358,992 |
5,297,773 |
Increase in Due from Consolidated Revenue Fund |
238,071 |
30,466 |
Accumulated deficit, end of the year |
$ (323,885) |
$ (155,757) |
The accompanying notes form an integral part of these
financial statements
Office of the Information Commissioner of Canada
Statement of Operations
for the year ended March 31
|
2005 |
2004 |
Operating Activities |
|
|
Net cost of operations |
$ 6,646,889 |
$ 6,611,284 |
Adjustments for items not affecting
cash: |
|
|
Amortization of capital assets |
(311,182) |
(222,384) |
Loss on disposal of assets |
- |
(3,643) |
Services provided without charge
(Note 9) |
(881,698) |
(1,033,664) |
Changes in Statement of Financial
Position: |
|
|
Increase (decrease) in selected
financial assets |
111,288 |
(75,402) |
Increase in current liabilities |
(370,923) |
(4,271) |
Decrease in long-term severance
benefits |
101,001 |
39,342 |
Cash applied to operating activities |
5,295,375 |
5,311,262 |
Capital Transactions |
|
|
Capital asset transfer |
- |
(150,000) |
Proceeds from capital asset
disposal |
- |
(6,800) |
Acquisition of capital assets |
63,617 |
143,311 |
Cash used in (provided by) capital transactions |
63,617 |
(13,489) |
Net cash provided by government |
$ 5,358,992 |
$ 5,297,773 |
The accompanying notes form an integral part of these
financial statements
Office of the Information Commissioner of Canada
Notes to the Financial Statements
For the year ended March 31, 2005
1. Authority and objectives
The Office of the Information Commissioner of Canada, hereafter referred to as the Office, was created under the Access to Information Act, which came into force on July 1, 1983. The Commissioner is appointed by the Governor-in-Council following approval of his nomination by resolution of the Senate and the House of Commons. The Office of the Information Commissioner of Canada is designated, by Order-in-Council, as a department for purposes of the Financial Administration Act. As such, it is established under the authority of schedule I.1 of that Act and is funded through annual appropriations. The Commissioner is accountable for, and reports directly to Parliament on the results achieved.
The Access to Information Act is the legislative authority for the activities of the Information Commissioner and his Office. The objectives of the Office are:
- to deliver timely, thorough and fair investigations of complaints made by individuals denied information by the government;
- to encourage a culture of openness within the federal public service;
- to persuade federal government institutions to adopt information practices in keeping with the Access to Information Act;
- to bring appropriate issues of interpretation of the Access to Information Act before the Federal Court; and
- to ensure that Parliament is informed of the activities of the Commissioner’s Office, the general state of health of the right of access and any matter dealt with in the access law requiring reform.
2. Significant accounting policies
a) Basis of presentation
The financial statements of the Office of the Information Commissioner of Canada have been prepared in accordance with accounting standards issued by the Treasury Board of Canada Secretariat which are consistent with Canadian generally accepted accounting principles for the public sector.
b) Parliamentary appropriations
The Office of the Information Commissioner of Canada is funded through annual parliamentary appropriations. Appropriations provided to the Office do not parallel financial reporting according to Canadian generally accepted accounting principles for the public sector. They are based, in large part, on cash flow requirements. Consequently, items recognised in the statement of operations and the statement of financial position are not necessarily the same as those provided through appropriations from Parliament. Note 3 to these financial statements provide information regarding the source and disposition of these authorities and provide a high-level reconciliation between the two bases of reporting.
c) Due from the Consolidated Revenue Fund (CRF)
Cash transactions of the Office of the Information Commissioner of Canada are processed through the Consolidated Revenue Fund of the Government of Canada. All cash receipts of the Office are deposited to the CRF and all cash disbursements made by the Office are paid from the CRF. Due from the Consolidated Revenue Fund represents the amount of cash that the Office is entitled to draw from the Consolidated Revenue Fund, without further appropriations, in order to discharge its liabilities. Net cash provided by the government is the difference between all cash receipts and all cash disbursements including transactions involving departments and agencies.
d) Receivables
Receivables are stated at amounts expected to be ultimately realised. A provision is made for receivables where recovery is considered uncertain.
e) Capital assets
Assets and leasehold improvements providing multi-year benefits to the Office, with an acquisition value of $2,500 or more, are recorded as capital assets at their historical cost. Similar items with a cost less than $2,500 are included in the statement of operations. The capitalisation of software and leasehold improvements has been done on a prospective basis from April 1, 2001. Amortization of capital assets is done on a straight-line basis over the estimated useful life of the capital asset as follows:
Assets |
Useful life |
Telecommunications equipment |
10 years |
Informatics hardware |
3 years |
Computer software |
3 years |
Furniture and fixtures |
10 years |
Motor vehicles |
10 years |
Leasehold Improvements |
Term of the lease |
f) Employee salaries, vacation and benefits
Salaries and benefits are expensed as the salary or benefits accrue to employees under their respective terms of employment. The employee salaries liability is calculated using the employees’ salary levels at year-end, and the number of days remaining unpaid at the end of the year. The liability for vacation leave is calculated at the salary levels in effect at the end of the year for all unused vacation leave benefits accruing to employees. Employee vacation leave liabilities payable on cessation of employment represent obligations of the Office of the Information Commissioner of Canada that are normally funded through future years’ appropriations.
g) Employee severance benefits
Employees of the Office of the Information Commissioner of Canada are entitled to severance benefits, as provided for under labour contracts and conditions of employment. The cost of these benefits is accrued as employees render the services necessary to earn them. The cost of the benefits earned by employees is calculated using information derived from the results of the actuarially determined liability for employee severance benefits for the Government as a whole.
h) Services provided without charge by other government departments
Services provided without charge by other government departments are reported as operating expenses by the Office of the Information Commissioner of Canada at their estimated cost. A corresponding amount is reported directly in the Statement of Accumulated Deficit.
i) Contributions to pension plan
All eligible employees participate in the Public Service Pension Plan administered by the Government of Canada. The Office of the Information Commissioner of Canada’s contributions reflect the full cost as employer. This amount is currently based on a multiple of an employee’s required contribution and may change over time depending on the experience of the Plan. The Office’s contributions are expensed during the year in which the services are rendered and represent the total pension obligation of the Office. The Office is not currently required to make contributions with respect to any actuarial deficiencies of the Public Service Pension Plan.
j) Employee benefit plan
The Government of Canada sponsors an employee benefit plan (Health and Dental) in which the Office of the Information Commissioner participates. As a participant, contributions by the Office are recorded at cost and are charged to expenses in the period incurred, and represent the total obligation of the Office to the plan. Under current legislation, the Office is not required to make contributions with respect to any future unfunded liabilities of the plan.
k) Measurement uncertainty
Preparing financial statements in accordance with Canadian generally accepted accounting principles for the public sector requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities at the date of the financial statements and the reported amounts of revenues and expenses during the reporting period. At the time of preparation of these statements, management believes the estimates and assumptions to be reasonable. Actual results could differ from those estimates. The most significant items where estimates are used are in determining the expected useful life of capital assets and in determining employee severance benefits.
3. Parliamentary appropriations
a) Reconciliation of net cost of operations to parliamentary appropriations used:
|
2005 |
2004
|
Net cost of operations |
$6,646,889
|
$ 6,611,284
|
|
|
|
Items not requiring the use of appropriations |
|
|
Amortization of capital assets |
(311,182) |
(222,384) |
Loss on disposal of assets |
- |
(3,643) |
Services provided without
charge by other government
departments |
(881,698) |
(1,033,664) |
Change in employee vacation
and leave benefits |
51,872 |
49,111 |
Change in employee severance
benefits |
(24,809) |
22,842 |
Other |
13,685 |
4,880 |
Sub-Total
|
5,494,757 |
5,428,426 |
Items affecting appropriations |
|
|
Acquisition of capital assets |
63,617 |
143,311 |
Change in prepaid expenses |
(2,315) |
2,752 |
Miscellaneous revenues |
- |
3,625 |
Other |
- |
39,392 |
|
|
|
Transfer of capital assets |
- |
(150,000) |
Total appropriations used |
$5,556,059 |
$5,467,506 |
b) Reconciliation of parliamentary appropriations voted to parliamentary appropriations used:
|
2005
|
2004
|
|
|
|
Parliamentary appropriations voted: |
|
|
Operating expenditures |
$5,097,616 |
$5,037,670 |
Statutory contributions to
employee benefit plans |
669,118 |
660,973 |
Proceeds from capital asset
disposal |
6,800 |
13,625 |
|
5,773,534 |
5,712,268 |
|
|
|
Less: Lapsed appropriations |
(217,475) |
(87,962) |
Transfer of capital assets |
- |
(150,000) |
Surplus proceeds available for
subsequent years |
- |
(6,800) |
Total parliamentary appropriation used |
$5,556,059 |
$5,467,506 |
4. Capital assets
COST |
March 31, 2004 |
Acquisitions |
>
Disposals
|
March 31, 2005 |
Telecommunications equipment |
$ 259,080 |
$ - |
$ - |
$ 259,080 |
Informatics hardware |
100,113 |
38,640 |
- |
138,753 |
Computer software |
545,656 |
- |
- |
545,656 |
Furniture and fixtures |
209,960 |
24,977 |
- |
234,937 |
Motor vehicles |
23,926 |
- |
- |
23,926 |
Leasehold improvements |
285,949 |
- |
- |
285,949 |
|
$1,424,684 |
$ 63,617 |
$ - |
$1,488,301 |
ACCUMULATED AMORTIZATION |
March 31, 2004 |
Amortization |
Disposals |
March 31, 2005 |
|
|
|
|
|
Telecommunications equipment |
$ 87,107 |
$ 25,909 |
$ - |
$ 113,016 |
Informatics hardware |
67,933 |
29,344 |
- |
97,277 |
Computer software |
212,670 |
180,550 |
- |
393,220 |
Furniture and fixtures |
80,881 |
20,996 |
- |
101,877 |
Motor vehicles |
2,393 |
2,393 |
- |
4,786 |
Leasehold improvements |
220,959 |
51,990 |
- |
272,949 |
|
|
|
|
|
|
$671,943 |
$311,182 |
$ - |
$983,125 |
|
|
|
|
|
Net Book Value |
$752,741 |
|
|
$505,176 |
5. Accrued employee severance benefits
The Office of the Information Commissioner of Canada provides severance benefits to its employees based on years of service and final salary. The benefit plan is not pre-funded and thus has no assets, resulting in a plan deficit equal to the accrued benefit obligation. Benefits will be paid from future appropriations. Information about the plan, measured as at the balance sheet date, is as follows:
|
2005 |
2004 |
|
|
|
Obligation, beginning of the year |
$696,853 |
$719,695 |
Expense for the year |
75,005 |
15,272 |
Benefits paid during the year |
(50,196) |
(38,114) |
Obligation, end of the year |
$721,662 |
$696,853 |
|
|
|
Current portion |
$ 180,424 |
$ 54,614 |
Long-term portion |
541,238 |
642,239 |
Obligation, end of the year |
$721,662 |
$696,853 |
6. Pension benefits
The Office of the Information Commissioner of Canada and all eligible employees contribute to the Public Service Pension Plan. This pension plan provides benefits based on years of service and average earnings at retirement. The benefits are fully indexed to the increase in the Consumer Price Index. The Office’s and employees’ contributions to the Public Service Pension Plan for the year were as follows:
|
2005 |
2004 |
|
|
|
Office’s contributions |
$490,463 |
$493,870 |
Employees’ contributions |
188,398 |
180,528 |
|
|
|
7. Accumulated deficit
The accumulated deficit represents liabilities incurred by the Office, net of capital assets, that have not yet been funded through appropriations. Significant components of this amount are employee severance benefits and vacation pay liabilities. These amounts are expected to be funded by appropriations in future years as they are paid.
8. Summary of expenses by major classification
|
2005 |
2004 |
|
|
|
Salaries and employee benefits |
$4,864,163 |
$4,708,460 |
Professional and special services |
640,446 |
649,207 |
Accommodation |
417,174 |
596,000 |
Amortization |
311,182 |
222,384 |
Transportation and communications |
149,090 |
159,963 |
Repairs and maintenance |
59,924 |
49,342 |
Machinery and equipment |
57,584 |
66,624 |
Information technology |
53,682 |
56,211 |
Utilities, materials and supplies |
51,883 |
65,733 |
Rentals |
24,952 |
31,156 |
Other |
16,809 |
6,186 |
Loss on sale of assets |
- |
3,643 |
Total |
$6,646,889 |
$6,614,909 |
9. Services provided without charge
During the year, the Office received various services provided without charge by other government departments estimated at $881,698. These services included:
Description |
2005 |
2004 |
Public Works and Government Services Canada – accommodation |
$417,174 |
$ 596,000 |
Treasury Board Secretariat – employer’s share of insurance premiums |
312,607 |
253,000 |
Office of the Auditor General of Canada – audit services |
150,000 |
150,000 |
Public Works and Government Services Canada – payroll services |
1,917 |
2,000 |
Treasury Board Secretariat – absorption of employee benefit plan costs |
- |
32,664 |
Total services provided without charge |
$881,698 |
$1,033,664 |
10. Commitments
The Office of the Information Commissioner of Canada has commitments arising in the normal course of operations. Minimum annual payments under these agreements are as follows:
Fiscal Year
|
Total |
|
|
2005-2006 |
$17,852 |
2006-2007 |
14,688 |
2007-2008 |
14,688 |
2008-2009 |
14,688 |
2009-2010 |
9,098 |
|
$71,014 |
11. Related party transactions
The Office of the Information Commissioner of Canada is related, in terms of common ownership, to all Government of Canada departments, agencies and Crown corporations. The Office enters into transactions with these entities in the normal course of business. During the year, the Office expensed $1,793,119
in the normal course of business with other government departments, agencies and Crown corporations. These expenses include services provided without charge of $881,698 as described in Note 9.
12. Comparative figures
Certain comparative figures have been reclassified to conform to the presentation adopted in 2005.
|