Proactive Disclosure - Grants and Contributions - Proactive Disclosure - Grants and Contributions

The Reference number is populated by departments. It is a unique reference number given to each entry. Having a unique identifier for each item will allow departments to locate a specific item in the registry should they need to modify or delete.

Controlled format; This field is populated in the following format DDD-YYYY-YYYY-QX-XXXXX
1. DDD represents the department number – See annex A for list of department numbers
2. YYYY-YYYY represents the fiscal year
3. QX represents the fiscal quarter
4. XXXXX represents the unique number assigned by the department for each entry.

For example, entries in the 2018-2019 Q1 fiscal year should be assigned numbers as follows: 001-2018-2019-Q1-00001, 001-2018-2019-Q1-00002, 001-2018-2019-Q1-00003, etc.'

This field is populated by departments and identifies that an amendment is occurring to original information. Use 0 for original records.

This field is populated by departments and indicates the date on which an amendment (or amendments) took place. If the amendment number is not zero, this field is required.

This field is populated by departments and indicates whether the agreement signed is a grant, contribution or other transfer payment.

The recipient type helps identify who is receiving the money.

The Business Number is a nine digit number issued by the Canada Revenue Agency since 1994. Per the Directive on the Business Number, it has been identified as the standard identifier for all transactions between businesses and the Government of Canada, including transactions linked to grant and/or contribution funding.

The business number should be populated for an organization or charity.

Real-time validation of business identity information linked to the Business Number, including legal name and operating name, for sole proprietorship, partnerships and incorporations, is available to departments through the Business Number Web Validation Service. For more details contact ic.bnadoptionne.ic@canada.ca.

To validate a Business Number associated with a charity, departments can access the List of Charities basic search on the Canada.ca website. Enter the Charity name and click the Search button. Then click the Charity name of the search result to find additional information about the charity (e.g., Charity Program number, charity status, effective date of status, designation, etc.) Legal name and operating name cannot be validated using this basic search.

A business number is issued when an organization is registered federally, provincially or municipally. It does not change and will allow for consistent identification even if the legal name, the operation name or the organization changes over the life cycle of the grant or contribution.

The recipient legal name is meant to complement the existing “Recipient business number” field. It is the legal name of the recipient. This information should be taken from the agreement.

Only translated if the legal name is provided in both official languages by the recipient. Provide in the following format: name English|name French.

The “Recipient operating name” is an optional field used when an organization operates under a name that differs from its legal name or business number. When a researcher receives funding through a university, this information would be populated here. This field is not intended to capture the ultimate recipient of a grant or contribution; instead, the name of the person receiving funding from the Government of Canada should be entered.

Only translated if the name is provided in both official languages by the recipient. Provide in the following format: Legal name English|Legal name French.

The “Research organization” is an optional field for including information about the organization that the recipient represents. This field will be used mainly to highlight academic organizations that researchers have partnered with.

Only translated if the organization name is provided in both official languages by the recipient in the following format: name English|name French.

The “Recipient country” is a mandatory field. It is the country in which the recipient resides.

The "Recipient province or territory" is a mandatory field that identifies where, within Canada, the recipient resides.

The "Recipient city" is a mandatory field that identifies which city the recipient operates in. This field can be populated with Canadian or foreign cities.

Official city names should be provided, including both official languages (where applicable in the following format: name English|name French

Free text, but a controlled list from Canada Revenue Agency’s qualified donees list of municipalities can be consulted: Canada Revenue Agency website (http://www.cra-arc.gc.ca/chrts-gvng/qlfd-dns/mncplts-eng.html).

The "Recipient postal code" is a mandatory field that serves to identify the specific area in which the recipient operates. In cases where this field cannot be populated this field may be left blank.

Text format locked to "X#X #X#"; The Canada Post tool for looking up a postal code can be found on the Canada Post website.

The federal riding name is the name of the riding in which the recipient resides.

The federal riding name is the name of the riding in which the recipient resides.

The federal riding number is based on the riding in which the recipient resides. Departments can consult the Elections Canada website in order to retrieve the federal riding number. http://www.elections.ca/content.aspx?section=res&dir=cir/list&document=index338&lang=e

The program name is the name of the program, according to the terms and conditions (Ts&Cs), under which a recipient is funded.

The program name is the name of the program, according to the terms and conditions (Ts&Cs), under which a recipient is funded.

The program purpose is the program’s purpose according to the Ts&Cs.

The program purpose is the program’s purpose according to the Ts&Cs.

The agreement title is the title of the project or agreement that the recipient is undertaking. In cases where there is no title, the agreement number will be duplicated here.

The agreement title is the title of the project or agreement that the recipient is undertaking. In cases where there is no title, the agreement number will be duplicated here.

The agreement number should be the number on the agreement and/or in the departmental Gs&Cs system.

The agreement value is the dollar amount stated in the grant or contribution agreement. This field should be populated with a monetary value in Canadian dollars.

The foreign currency type should be selected if a recipient is paid in a currency other than Canadian dollars. Select the type of foreign currency in this field (for example, US dollar (USD), Australian dollar (AUD), British pound (GBP)). This field is mandatory if the agreement is awarded in foreign currency.'

Foreign currency type is populated using the ISO 4217 alphabetic codes for foreign currency. This list can be found on the XE website. Entry is selected from a drop-down list.

The foreign currency value is the amount as signed in the grant or contribution agreement with the recipient. This field should be populated with a monetary value in the foreign currency. This field is mandatory if the agreement is awarded in a foreign currency.

The agreement start date is the assumed start of the agreement, or when the project is supposed to begin, as captured in the initial agreement.

The projected agreement end date is the assumed end of the agreement, or when the project is supposed to end, as captured in the initial agreement.

Coverage provides information about what will benefit from the project or agreement. Departments should populate this with any information they have available.

The description explains why the recipient received funding. It should provide a brief yet accurate description of what the recipient is undertaking.

The description explains why the recipient received funding. It should provide a brief yet accurate description of what the recipient is undertaking.

The North American Industry Classification System (NAICS) is an industry classification system developed by the statistical agencies of Canada, Mexico and the United States.

The expected results or intended outcome is the assumed result of project completion. It should be populated in accordance with the project that the recipient is undertaking or the program under which it is funded. This field will attempt to explain why the project is being undertaken, and what the final results should be.

The expected results or intended outcome is the assumed result of project completion. It should be populated in accordance with the project that the recipient is undertaking or the program under which it is funded. This field will attempt to explain why the project is being undertaken, and what the final results should be.

Additional information is information that departments are required to enter under the guidance instructions for exceptions but that is not captured in any of the aforementioned fields. It may contain information on:
•additional funding departments
•funding through a third party
•ministerial announcements
•research fields
•joint funding
•collaborators and partners
•keywords
•belated reporting
•novation agreements
•terminations
•repayability

Additional information is information that departments are required to enter under the guidance instructions for exceptions but that is not captured in any of the aforementioned fields. It may contain information on:
•additional funding departments
•funding through a third party
•ministerial announcements
•research fields
•joint funding
•collaborators and partners
•keywords
•belated reporting
•novation agreements
•terminations
•repayability