Appendix B: Field Population Guidance

This field is populated at the sole discretion of the department. Departments should use an identification number that is useful to them, and would serve to identify reports in the future, so that they may make reference to, link to, and amend the reports in the future, as necessary.

TBSs cannot prescribe comments on how to generate the numbers, as it is dependent on departmental systems. It is recommended that the number is generated through the departments the financial system, where possible. When it is not possible to generate a number from a financial system, departments should use their G and C system. This field may be a duplication of field 19 – project number.

Examples of common departmental identifiers are PO numbers, project number, sap numbers, contribution agreement number, or others, but this number should always be populated by something with which departments can rapidly identify.

This field is populated by the reporting system within tbs. There is no population guidance. It will contain information such as report number, fiscal year, and department.

The format is: GC-000-2017-00001

This would be: Grants and Contributions – departmental identifier – fiscal year 2016-17 – report #

Departmental identifiers are provided to departments by Public Services and Procurement Canada.

This field is populated by the reporting system within tbs. This will be generated based upon which department uploads the information. This field will be standardized using a “federal entities” list that public services and procurement Canada is currently developing, assigning three-digit numbers and three-digit letter codes to departments.

In the case that there is the desire to have a ministerial announcement, reporting may be delayed, and the report may go under belated reporting in the fiscal year in which the ministerial announcement takes place.

As this field hosts very minimal information, and departments are required to acknowledge agreement type, there is no further guidance. Departments are encouraged to specify further information on agreement type in field 29 – additional information (including, but not limited to “repayability”, “in-kind contribution”, etc.)

For-profit organization

This category should be selected when funding is going to an organization that exists to make a profit. Each of these organizations should have a business number.

Not-for-profit organization and charities

This category should be selected when funding is going to an organization that does not exist to generate a profit, including charities. In most cases, these organizations should have a business and/or GST number.

Academia and public institutions

This category should be selected when funding is going to organizations involved in the provision of education, or the development of educational material, tools or other educational media.

First nation and tribal council

This category should be selected when funding is going to a first nation “band”, as defined in the Indian act including first nations under self-government, or a tribal council: an organization established by first nations with common interests who join together to provide advisory and/or program services to member first nations.

Government

This category should be selected when funding is going to another level of government, whether within Canada (federal, provincial/territorial, municipal, crown corporations), or foreign governments.

International

This category should be selected when the money is going to an organization that does not originate from Canada, or is not located in Canada.

Individual/sole proprietorship

This category should be selected when the money is going to a single recipient, or a sole proprietor. It should be classified as a one person getting it, as opposed to some form of organization. Additional information is seen in “additional guidance”.

Other

Other should only be populated when none of the above categories would allow for an accurate depiction of where the recipient would fit. If “other” is selected, additional recipient information must be provided in “additional information” field.

Additional guidance

The recipient who is receiving funding should always be counted as the person or organization whose name appears on the grant or contribution agreement. Departments are not required to capture the ultimate recipient. When selecting the recipient type, departments may use their discretion to determine in which category their recipient fits best. In the instance of para-governmental institutions, departments should use their own judgement (e.g. A school board).

Organization

When populating for an organization, charity, or other entity that would have a business number (tax number), the department should utilize the CRA database in order to obtain the related GST number. This number (#########), provided by CRA when the organization is initially created, is an unchanging number, which will allow for consistent information, even if the legal name, operating name, or the organization changes.

Individual and other

When populating for an individual or foreign recipient, something must still be entered, as this is a mandatory field. In population for an individual, sole proprietorship, or other entity type that does not have a business number assigned, the department should input nine 0’s (000000000) in this field. This number, not tied to any business, will allow the department to not populate this field, while enabling the field to remain mandatory.

Additional guidance

The recipient who is receiving funding should always be counted as the person or organization whose name appears on the contribution or grant agreement when it is signed.

Departments are not required to capture the ultimate recipient. When selecting the recipient type, departments may use their discretion to determine in which category their recipient fits best. In this instance of para-governmental institutions, departments should use their own judgement.

Organization

Often, the organization’s legal name will be “province – business number inc.”. However, in all cases (both when it does differ from the business number, and when it does not); the legal name should be populated.

Individual

When populating for an individual, their legal name should be inputted as it appears on their birth certificate, passport, or other official identification document. In cases of a name change (whether through marriage, or legal name change), the legal name should always be what appears on their legal documentation. Individual names should be reported in a last name, first name order.

Other recipients

For festivals, committees, and other organizations which are not business, government, or individual, legal name may be populated as “operating name only”, and the user should populate the “recipient operating name” field.

Additional guidance

The person who is receiving funding (and should be accounted for in this award report) should always be counted as the person or organization whose name appears on the contribution or grant agreement when it is signed. When the case exists that the department is paying an intermediary, who is then paying the recipient (e.g. A student getting money, but the department sends money to the university, who then transfers it to the student), the award should be reported as funding to an individual.

Organization

In cases of an organization, this field may be left blank if the organization does not have an operating name. Often, the operating name will appear as “legal name – operating as _____”. That is where the operating name is taken from. In other cases, it will simply be displayed as differing from the legal name of the organization.

Individual

This name is optional for individuals, and, in most cases, will not need to be populated, unless it is a sole proprietorship, in which case it should be the operating name of the sole proprietorship, if it differs from legal name.

Other recipients

For festivals, committees, and other organizations which are not business, government, or individual, this field is mandatory, and must be populated with the name of the organization/festival/committee.

Additional guidance

The person who is receiving funding (and should be accounted for in this award report) should always be considered as the person or organization whose name appears on the contribution or grant agreement when it is signed. When the case exists that the department is paying an intermediary, who is then paying the recipient (e.g. A student getting money, but the department sends money to the university, who then transfers it to the student), the award should be reported as funding to an individual.

The recipient operating name is used to rapidly identify who is receiving funding. In instances such as a university (e.g. Queens University of Kingston (legal name) could have an operating name of “Queen’s University”). Further, institutions which have faculties or departments receiving funding may also be placed in this field (e.g. Queens’s University – Faculty of Medicine).

If a researcher receives a grant from a federal entity, but the funding goes to a supporting organization, the name of the supporting organization would be here. It is important that this field does not track “ultimate recipient”, but instead displays information related to research grants. For example, if researcher y signs an agreement with the natural sciences and engineering research council, but the money flows through the University of Canada, the “research organization” field would be populated with “University of Canada”.

Organization

In the cases of an organization, this field should be populated based upon where their headquarters (HQ) are located. In cases of multi-national corporations that have a localized HQ in Canada, it should be Canada.

Individual

In the cases of individuals, it should be their “home” country. For sole proprietors, it should be the country in which they operate.

Other recipients

For festivals, committees, and other organizations which are not business, government, or individual, this field should be populated by the country in which they operate.

Organization

In cases of an organization, this field should be populated based upon where their headquarters are located. In cases of multi-national corporations that have a localized HQ in Canada, it should be reported in the appropriate province/territory within Canada.

Individual

In the cases of individuals, it should be their “home” province. For sole proprietors, it should be the province in which they operate.

Other recipients

For festivals, committees, and other organizations which are not business, government, or individual, this field should be populated by the province in which they operate.

Organization

In cases of an organization, this field should be populated based upon where their headquarters is located.

Individual

In the cases of individuals, it should be their “home” city. For sole proprietors, it should be the city in which they operate.

Other recipients

For festivals, committees, and other organizations which are not business, government, or individual, this field should be populated by the city in which they operate.

Within Canada

Within Canada, postal code should be captured where it is available. It should be the headquarters, or “home” location.

External to Canada

Outside of Canada, this field should say “other country”.

Individuals and other recipients

For individuals, this field should only be populated when it is not a privacy violation, and should be their “home” location. For festivals, committees, and other organizations which are not business, government, or individual, this field is should be populated in the area which they operate. If there is a privacy concern, this may be populated with A1A 1A1.

As this is automatically generated based on postal code information, there is no population guidance.

Program name should always be as per the program Ts and Cs (the legal name).

Program purpose should always be as per the program Ts and Cs.

The agreement title should be pulled from the agreement signed with the recipient.

If the agreement does not have a title to it, the department is encouraged to develop a title, created from the description of the project, in order to assist with identification, and search functions.

In the case where the agreement cannot be titled or named, the department should populate this field in duplication of the next field, using the project number.

Finally, in the case of funding to individuals, their activity can be placed as the title. For example: the athletic assistance program funds athletes, and their sport would be the project title.

The agreement number (agreement number) should be the number that is either on the agreement, or in the departmental Gs and Cs system.

This field should be populated with the dollar value as seen in the recipient’s agreement. If the money is in foreign dollars, it may be populated in the “foreign currency value” field, but should be calculated in Canadian dollars (cad) at the time of the award, and should be reported on at that value.

Numbers should be inputted without dollar signs, and without commas. E.g. 2.3 million dollars should be reported as 2300000.

This field should only be populated if the agreement is signed in a currency other than Canadian dollars (CAD). It should report the currency in which the agreement states.

This field should only be populated if the agreement is signed in a currency other than Canadian dollars (CAD). It should report the amount of the agreement in the foreign currency, and not translated to CAD.

Numbers should be inputted without dollar signs, and without commas. E.g. 2.3 million dollars should be reported as 2300000.

When this field is populated, it is mandatory that the department populate the foreign currency type.

This field should be populated by the start date, as per the agreement. If that information is not available, it should then be populated with the date of the last signature on the funding agreement.

If these dates cannot be established as a result of a more complicated agreement, departments may use their discretion in determining the appropriate agreement start date and publication date.

Date should be reported in a YYYY-MM-DD format.

This field should be populated to the best of the department’s knowledge. If the agreement is signed stating that the project will end in one year, then the agreement end date should be projected as ending one year from signing.

There may be ambiguity with the actual end date is: whether it is funding end, reporting end, project end, or a different end date. It is recommended that the project end date be populated here.

If these dates cannot be established as a result of a more complicated agreement, departments may use their discretion in determining the appropriate agreement end date and publication date.

Date should be reported in a YYYY-MM-DD format. If an agreement end date is not recorded, or if there is an ongoing agreement “n/a” should be inputted, and information should be populated into the “additional information” section.

This field should be populated based upon where the benefit is accrued, based upon the recipients work. While this field is just a small step towards greater understanding of where benefits of a project accrue, this field should not be populated specific to any location, but merely to indicate if the work of the recipient will benefit one specific city, one specific province, the entire country, or another country (or multiple countries).

This should be populated based upon what is seen in the agreement (what the recipient has agreed to undertake as part of their project).

If the department does not capture the project (e.g. Athlete Assistance Program), this field should indicate what the funding is being used for more broadly.

This field is not intended to mirror “expected results”. This field should answer the question as to “what” the recipient is undertaking, while expected results attempts to explain “why” the project is being undertaken, and what the final results will be.

NAICS should be populated with the most appropriate choice in the selection list. Departments will be provided with the NAICS list, and should populate at their own discretion. The minimum digits to be populated would be three digits, to allow for broad population where specificity is not possible.

For example: if ESDC is signing an agreement with an educational support services area, the NAICS id would be 611710 (sector 61 – educational services; sub-sector 1 – educational services; industry group 7 – educational support services; industry 10 – educational support services).

If there is no possibility of a project fitting into a NAICS classification area, a department may populate “000000” to avoid providing inaccurate information.

In the instance of multiple sectors, departments may separate identifiers by a comma.

Expected results should provide clear indicator of the goals which the recipient has agreed to achieve. In most instances, the intended outcomes of the recipient projects should be determined beforehand, but there are exceptions.

In the case the expected results (or intended outcome) is not captured, program objectives may be used to populate this field.

This will be one of two fields with a character limit, and it will be capped at 200 characters.

This field is not intended to mirror “project description” field. This field should attempts to explain “why” the project is being undertaken, and what the final results will be, while project description will answer the question as to “what” the recipient is undertaking.

There is no guidance for this section, as it can be populated with any information that is not captured in the rest of the report. It is recommended that if there are co-funders, that they are populated in this section, at the very least.