How to submit a claim or advance request for the Canada 150 Community Infrastructure Program

If you are a Canada 150 Community Infrastructure Program (CIP 150) funding recipient, you should submit claims for reimbursement of eligible and supported costs not more frequently than monthly and not less frequently than semi-annually, in accordance with Annex 1 – Statement of Work of the Contribution Agreement.

You can submit claims for eligible costs that you have incurred and for which you have proof of payment. Please refer to Section 6 of the Contribution Agreement for details about claims and payments and Annex 2 for costing guidelines and definitions.

In order to submit a claim, you must follow two steps:

For more information, please see the Frequently Asked Questions.

Step 1: Submit claim and/or advance request

In order to submit a claim and/or advance request, you must complete the following forms.


Submit claim and/or advance request
Form How to Complete When to Use
Applicant’s Claim Summary and/or Advance Claim

Complete the left side of the form including the signature of an authorized official.

For the claim portion, complete section 1 using totals from:

If you are requesting an advance:

  • ensure section 2 includes the dollar amount requested and,
  • submit an updated cost forecast
Required with every claim and/or advance request
Applicant’s Harmonized Sales Tax (HST) Certification Complete the underlined areas of the form including the signature of an authorized official. Required with first claim only if you will be claiming HST
Direct Deposit Authorization Complete the underlined areas of the form including the signature of an authorized official. Required prior to submitting claims for reimbursement
Claim Statement

This is a template for you to list the individual and itemized expenses which you have incurred and for which you want to be paid.

Complete the invoice details including amounts in the itemized list (section 1 to 3).

You must submit the form in the Excel file format provided. A hard copy or a PDF may also be included with the submission, but the excel format is required for FedDev Ontario’s records.

Required with every claim
Cost Forecast Complete the forecasted expenditures per month and per cost category for the fiscal year (section 1 to 3). Required with an advance request
Supporting documentation On your first claim, you should submit supporting documentation, for example, a resolution for pre-disbursement condition (if applicable and not already provided). Required with your first claim

You can submit the claim form by email to fdo.infrastructureclaims-reclamationsinfrastructure.fdo@canada.ca with a copy to your Claim and Project Officer.

At this step, you should not submit any other supporting documents. However, please retain purchase orders, invoices, cancelled cheques, receipts and other supporting documents so that you can provide them during the claim sampling process.

Step 2: Submit supporting documents

Once you submit the claim, you will receive a request for copies of specific invoices and proof of payment.

We will accept the following as proof of payment:

Once we receive all of the documents requested, we will review the costs for eligibility against the Contribution Agreement, after which the claim will be processed for payment.

After the claim has been processed, we will send you a Payment Letter and Payment Calculation Worksheet. These documents will outline the claimed expenditures to date and the remaining contribution amount.


Frequently Asked Questions

  1. When can I begin to incur costs?
  2. What incurred costs are eligible for reimbursement?
  3. Is HST an eligible cost?
  4. Am I eligible for an advance and how does it work?
  5. What is a holdback?
  6. How does Federal Government fiscal year-end impact my claims?
  7. What do I do if I paid for costs in a foreign currency?

1) When can I begin to incur costs?

In order to claim costs, they must be incurred within the eligibility period defined in the Contribution Agreement. You may also incur costs after the eligibility period up to the program completion date.

For more information, please see section 2.1 of the Contribution Agreement.

2) What incurred costs are eligible for reimbursement?

We will reimburse eligible and supported costs as defined in the Contribution Agreement. You can claim an eligible and supported cost once it is incurred (good has been received, service has been performed) and paid.

For more information, please see the following sections of the Contribution Agreement:

3) Is HST an eligible cost?

A portion of the HST that you have paid for eligible project goods and services may be eligible. This depends on the status of your organization (e.g. corporation, qualified non-profit, university, etc.).

You should claim the net HST amount from any refund or eligible credits due from Canada Revenue Agency. If you claim any Input Tax Credits (ITCs), you should not claim HST as an eligible cost.

For more information, please see the Annex 2 Costing Guideline Memorandum section of the Contribution Agreement.

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4) Am I eligible for an advance and how does it work?

We do not issue advances for every project and program. You must get a pre-approval for an advance from your Program Officer. Advance payments are based on projected cash flow forecasts for a specific period prior to the costs being incurred for that period. Once an advance is issued, it must be reconciled within the fiscal year. If you have not reconciled your advance within this time, you will have to repay the amount.

For more information, please see the following sections of the Contribution Agreement:

5) What is a holdback?

All Contribution Agreements are subject to a 10% holdback amount. You are expected to cash manage accordingly until all deliverables have been received and the final reports have been approved.

For more information, please see the following sections of the Contribution Agreement:

6) How does Federal Government fiscal year-end impact my claims?

As the fiscal year ends on March 31, we will ask you to setup a Payable At Year-End (PAYE) claim. You will be required to submit a detailed and itemized list of estimated costs that you will incur for the year ending March 31. This is done in advance to prevent funds from being lapsed. After April 1, you must submit an actual claim for payment that should be less than or equal to the estimated expenses.

For more information, please see the following sections of the Contribution Agreement:

7) What do I do if I paid for costs in a foreign currency?

We reimburse the costs in Canadian currency only. Therefore, you must submit all costs for reimbursement in Canadian currency. We may request supporting documents which show the exchange rate.

For more information, please see section 6.2 Claims Procedures of the Contribution Agreement.

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