Appendix B: Fields and Field Descriptions

Mandatory Input

No. Free text field

This field is intended for departmental use, to allow departments to quickly identify reports generated within their own system. Departments use a number that makes sense to the department. This information will be published as part of the report.

Mandatory Input

No. Locked systematic input.

This field is generated by the TBS reporting system and is an uploading reference number. It contains information as to when the file was uploaded, which department uploaded it, and other pertinent information. This information will be published as part of the report.

Mandatory Input

Yes. Controlled list by Public Services and Procurement Canada.

This field is generated by the reporting system, determining the department name by the email address of the user. There will be a link created for when departmental names change.

Mandatory Input

No. Locked formatting.

This field is populated by departments, and indicates the fiscal year in which the agreement was signed, or the project begins. The Fiscal Year runs from April 01 to March 31. For example, March 1 2016 would fall into fiscal year 2015-16.

Mandatory Input

Yes. Controlled list by Treasury Board of Canada Secretariat.

This field is populated by departments, and indicates whether the agreement signed is a Grant, Contribution, or Other Transfer Payment. The controlled list may be viewed in Appendix E of the Guideline, and each of these agreement types are defined in Appendix F of the Guideline.

Mandatory input

Yes – controlled list by Treasury Board of Canada Secretariat.

The recipient type assists in the differentiation of who is receiving the money, as it may not be obvious. This field will be split into eight recipient types:

• For-profit organization
• Not-for-profit organization and charities
• Academia and public institutions
• First nation and tribal council
• Government
• International (non-government)
• Individual or sole proprietorship
• Other

Mandatory input

No. Locked formatting.

The recipient business number is the GST or 9-digit business number as assigned by the Canada Revenue Agency (CRA). This information can be accessed through the CRA database, and serves to provide a consistent identifier for non-individual, or sole proprietorship entities that are entitled to grant and/or contribution funding.

The purpose of using the recipient business number is:

• To provide consistent, accurate identification of recipients.
• To eliminate duplicate entries, or multiple names for the same organization.
• To make searching by recipient easier.
• To assist in identifying that a recipient is a business, or charity, as opposed to an individual.

Mandatory Input

No. Free text input.

The Recipient Legal Name is meant to complement the existing "Recipient Business Number" field. It is the legal name of the recipient, whether an organization, or individual. This information should be taken from the agreement.

Optional input (with mandatory exceptions)

No. Free text field.

The recipient operating name is an optional field to be used in the case of organizations that operate under a name that differs from their legal name, or their business number. In cases where a researcher receives funding through a university, this information is populated here. This field is not created to capture the ultimate recipients of grants or contributions, but instead the person receiving funding from the Government of Canada.

Optional input.

No. Free text field.

The research organization is an optional field with the sole purpose of including information related to the organization that the recipient represents. This field will mostly be used for academia purposes, highlighting organizations that researchers have partnered up with.

Mandatory input

Yes. ISO 3166-1 alpha-2 codes to be used.

The recipient country is a mandatory field, which states the country in which the recipient resides as their "home" country.

Mandatory input

Yes. Canadian p/t, 2 letter codes, with "other country" option.

The recipient province is a mandatory field which states where within Canada the recipient resides as their "home" province. In cases of foreign recipients, "other country" should be selected.

Mandatory input

No. Free text, but a controlled list from CRA can be consulted, as required.

The recipient city is a mandatory field which states which city the recipient operates in. This field can be populated both by cities within Canada, or foreign cities, as the case requires.

Mandatory input

No. Locked formatting.

The recipient postal code is a mandatory field which serves to identify the specific area in which the recipient operates. In cases where this field cannot be populated (due to a privacy concern), this may be populated with A1A 1A1.

Mandatory input

Yes. Provided by Statistics Canada

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

Mandatory input

No. Free text field.

Program name, as populated by the department, is the program name, as per Terms and Conditions (Ts and Cs), by which a recipient is funded.

Mandatory input

No. Free text field.

The program purpose, as populated by the department, is the purpose by which the program was created, as per Ts and Cs.

Mandatory input

No. Free text field.

Agreement title, as determined by the department, will be the title of the project/agreement for which the recipient is undertaking. In cases where a title cannot be named, this field will be a duplication of the field project number.

Mandatory input

No. Free text field.

The agreement number should be the number which is on the agreement, and/or in the departmental Gs and Cs system. This field may be the same as "departmental project identifier", if it is the single number that a department has. Generally, this field should be the agreement number, or the Gs and Cs system number.

Mandatory input

No. Free text field.

The agreement value is the dollar amount as signed in the grant or contribution agreement with the recipient. This field should be populated with a monetary value in Canadian dollars (CAD).

Optional input. Mandatory if funding awarded in foreign currency.

Yes. Controlled ISO 4217 list of foreign currencies.

The foreign currency type is a selection if a recipient is paid in a currency that differs from cad. This field is the selection of the type of foreign current (e.g. USD, AUD, GBP). This field is mandatory if the obligation of the agreement is awarded in foreign currency.

Optional input. Mandatory if funding awarded in foreign currency.

No. Not possible: free text.

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 in the case that the obligation of the agreement is awarded in a foreign currency.

Mandatory input

No. Locked format.

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

Mandatory input

No. Locked format.

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.

Optional input

No.

The coverage is intended to provide information as to where the benefit of the project/agreement accrues. Departments should populate this with any information they have available.

Mandatory input

No. Free text field.

The description is the basis on which the recipient received funding. It should provide a brief, yet accurate description of what it is the recipient is undertaking.

Optional input.

Yes. Controlled list by statscan. Free text field.

The North American Industry Classification System (NAICS) is an economic classification system, combining lists of Canada, Mexico, and the United States. They are economic classifications by industry, breaking down industry by sectors, sub-sectors, industry groups, and industries.

Mandatory input

No.

The expected results, or intended outcome, is the assumed result or outcomes of project completion. It should be populated in accordance with the project that the recipient is undertaking, or as per 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.

Optional input

No

The additional information is information that departments are required to input given the guidance instructions for exceptions, but is not captured in any of the aforementioned fields. It may contain information such as "additional funding departments", "funding through a third party", "ministerial announcement", "research fields", "joint funding", "collaborators, partners", "keywords", "belated reporting", "novation agreements", "terminations", "repayability".