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 Office of the Information Commissioner of Canada

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.

   

Last Modified 2006-06-20

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