Dairy Farm Investment Program – 6. Applicant guide

6. Applicant Guide

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1.0 Purpose

The purpose of this document is to provide you, the Applicant, with information about the Dairy Farm Investment Program (DFIP). In addition, this Program Applicant Guide ("Applicant Guide") will assist you in applying for funding under the program.

2.0 Dairy Farm Investment Program

2.1 Description

The Dairy Farm Investment Program is a five-year (beginning 2017-2018) $250-million program to help Canadian cow's milk producers improve productivity through upgrades to their equipment.

DFIP is one of two new programs announced on November 10, 2016 to support the productivity of the dairy sector, as it adapts to the anticipated impacts of the Canada–European Union Comprehensive Economic and Trade Agreement (CETA).

The program encourages both large and small investments to upgrade equipment. In addition, during the first year only, the program offers producers flexibility to seek funding for eligible activities that started on or after November 10, 2016.

2.2 Duration

The program ends on March 31, 2022.

2.3 Eligible applicants

Eligible Applicants must be legal entities capable of entering into legally binding agreements.

Eligible Applicants must be Canadian licensed cow's milk producers. To verify eligibility, Applicants will be asked to:

Ineligible Applicants include other types of dairy producers (example: goat, sheep, water buffalo).

2.4 Maximum/Minimum funding amount

The maximum funding amount per licensed dairy farm, for the five-year duration of the program, is $250,000. Applicants may apply more than once, and for more than one project, however the total reimbursements for all approved projects will not exceed $250,000.

The minimum funding amount that will be considered for a project is $1,000.

2.5 Cost sharing

Approved eligible costs are reimbursed up to a maximum of 50%.

When including funds from other government sources to meet the Applicant's minimum 50% share of eligible costs, the stacking limit must be respected. The stacking limit refers to the maximum level of total Canadian government funding (federal, provincial/territorial, and municipal) a successful Applicant can receive towards the total eligible costs of a project.

The maximum level of total government funding cannot exceed 85% of eligible costs per project.

2.6 Project types

Two types of projects are eligible. Each application must be presented as either:

A Large Investment Project is the purchase of:

Eligible costs of a Large Investment Project can be reimbursed up to 50%, to the program maximum funding amount of $250,000.

A Small Investment Project is any other investment in eligible equipment (that is an investment that does not meet the criteria for a Large Investment Project).

Eligible costs of a Small Investment Project can be reimbursed up to 50%, to a maximum of $60,000.

Note: it is important that an Applicant select the right project type, otherwise the application assessment may take longer and corrections to the application may be required. If you have questions or concerns about the correct project type for your investment, see section 6.0 Contact information.

Examples: Large and small investment projects
Example A – Large investment project

An Applicant seeks to invest in:

By definition, this investment is considered a Large Investment Project, which is eligible for a maximum reimbursement of $250,000.

Quantity Cost Per Unit Total
Purchase Price – Robotic milking system 1 $380,000 $380,000
Associated Expenses $230,000 $230,000
Total Investment $610,000

While 50% of eligible costs in this example would be $305,000 (50% of $610,000), the maximum DFIP funding request would be the $250,000 limit for a Large Investment Project.

Example B – Small investment project (investment less than $120,000)

An Applicant seeks to invest in:

By definition, this investment is considered a Small Investment Project and costs are eligible for a reimbursement of up to 50%, to a maximum of $60,000.

Quantity Cost Per Unit Total
Purchase Price – Herd management equipment 60 $1,000 $60,000
Associated Expenses $1,000 $1,000
Total Investment $61,000

In this example, the maximum DFIP funding request would be $30,500 (50% of $61,000)

Example C – Small investment project (investment more than $120,000)

An Applicant seeks to invest in:

By definition, although the project investment exceeds $120,000, this investment does not meet the criteria for a Large Investment Project and is therefore considered a Small Investment Project.

Total
Purchase Price – Total for all equipment $150,000
Associated Expenses $10,000
Total Investment $160,000

While 50% of eligible costs in this example would be $80,000 (50% of $160,000), this would exceed the maximum reimbursement of $60,000 for a Small Investment Project. Therefore, the maximum DFIP funding request for this example would be $60,000.

Example D – Small and large investment projects

An Applicant seeks to invest in:

In this example, the Applicant will need to submit one application for a Large Investment Project for the robotic feeding system (maximum reimbursement is the program maximum funding amount of $250,000) and will need to submit a second application for a Small Investment Project for the milking equipment upgrades (maximum reimbursement of $60,000).

Note: An Applicant may apply more than once, and for more than one project, however the total reimbursements for all approved projects will not exceed $250,000 for the five-year duration of the program.

Calculation of maximum DFIP funding request, per application:

Application #1 - Large investment project:
Quantity Cost Per Unit Total
Purchase Price – robotic feeding system 1 $110,000 $110,000
Associated Expenses $40,000 $40,000
Total Investment $150,000

For this application, the maximum DFIP funding request would be $75,000 (50% of $150,000).

Application #2 - Small investment project:
Total
Purchase Price – Total for all equipment $130,000
Associated Expenses $40,000
Total Investment $170,000

While 50% of eligible costs for this application would be $85,000 (50% of $170,000), it would exceed the maximum reimbursement of $60,000 for a Small Investment Project. Therefore, the maximum DFIP funding request for this application would be $60,000.

Total funding request for both applications / projects:
Funding Request Total
Application #1 - Large Investment Project $75,000
Application #2 - Small Investment Project $60,000
Total funding request all applications / projects $135,000

In this example, if both applications / projects are approved for $135,000, the Applicant would be eligible to apply for up to an additional $115,000 in DFIP funding before reaching the program maximum funding amount of $250,000 (see section 2.4 of this Applicant Guide).

2.7 Retroactivity

The program allows Applicants to apply for projects they have already started, or even completed, subject to certain conditions:

Until March 31, 2018, Applicants may apply for eligible activities that started on or after November 10, 2016 ("retroactive activities") and costs that were incurredFootnote 3 on or after November 10, 2016 ("retroactive costs").

Note: while the program allows for such retroactive activities and costs to be submitted, the Applicant assumes the risk of not being reimbursed should:

Thus, any costs incurred prior to the signature by both the Applicant and AAFC of the Contribution Agreement are incurred solely at the Applicant's risk without obligation of payment by AAFC. See section 4.2 for more details on the Contribution Agreement.

Further, in no instance will any cost incurred:

be eligible for reimbursement or considered as part of the Applicant's contribution toward the project.

2.8 Application intake

Application Window #1

Please see the What this service offers page for the date the program will begin accepting applications for this first application window.

For this first application window, applications will only be accepted for projects that fall within these dates, unless application packages are deemed complete by the Program:

Small Investment Project Large Investment Project
Start Date Activities must begin between November 10, 2016 and March 31, 2018.
Completion Date Activities must be completed before
March 31, 2019.
Activities must be completed before
March 31, 2020.

Details for future application windows will be made available on the What this service offers page.

Complete application packages are accepted on a first-come-first-served basis.

Where possible, it is highly recommended the application be submitted well in advance of proposed activities to allow time for the application to be considered.

Small Investment Projects will be assessed using a fast-track process.

Other considerations for Applicants:

Before beginning the application process, please check the What this service offers page for the status of the current application window (that is, whether the program is still accepting applications for all project types or regions, or whether funding is partially or fully committed).

2.9 Eligible activities

All activities must relate to improving productivity of milk production from cows in Canada.

Eligible activities are of the following nature and type:

Please note: Purchasing equipment outside the barn (for example, tractors, silos, office equipment) is an ineligible activity. Also, while Applicants may seek funding to retrofit their facilities to accommodate eligible equipment, new buildings or barn expansions are ineligible. Applicants are strongly encouraged to review section 2.11 of this Applicant Guide on ineligible costs prior to starting their application.

2.10 Eligible costs

Eligible costs are the costs directly related to the project and must respect all conditions and limitations set out in this guide, the written decision letter, and the Contribution Agreement, if the project is approved.

An eligible cost may be a planned or actual cost. A planned cost is an estimated amount for a cost not yet incurred, or incurred but not yet paid. An actual cost is the amount incurred and paid. Applicants must provide supporting documentation for both planned and actual costs included in the application, see section 2.10.1 below for more details.

Eligible costs must be presented, in the budget tables of the application form, as planned or actual costs, and using the standard DFIP Cost Categories and Types. The DFIP Cost Categories and Types are listed below, however Applicants should refer to Annex B of this Applicant Guide for more detailed guidance or requirements for the DFIP Cost Types.

DFIP cost categories and types include:

Important:

Costs must not include any refundable portion of Goods and Services Tax/Harmonized Sales Tax (GST/ HST), value-added taxes or other items for which a rebate or refund is received.

2.10.1 Supporting documentation for Eligible Costs

Applicants must provide supporting documentation (such as quotes, receipts, and proof of payment) to substantiate all planned or actual costs included in the applicationFootnote 4. For actual costs, Applicants are also required to provide proof of paymentFootnote 5. Additional guidance on supporting documentation for the standard DFIP Cost Categories and Types under the program can be found in Annex B.

All documentation must be legible. Documents can be submitted in paper and/or electronic format. Legible, scanned images or pictures of paper documents that are maintained in electronic format are acceptable.

Applicants must retain the originals, in case of an audit. See section 4.2 of this Applicant Guide for more details.

For each planned costFootnote 6 (cost not yet incurred, or incurred but not yet paid) listed in the budget tables of the application form, the Applicant must provide:

For each actual costFootnote 7 (cost incurred and paid) listed in the budget, the Applicant must provide:

  1. Copies of the receipts or invoices. Note:
    • Date(s) of the receipt/invoice must indicate that the cost was incurred within eligible project start and completion dates (see section 2.8 "Application Intake" for current eligible project dates).
    • The receipt/invoice must show the total amount of the receipt/invoice.
    • The receipt/invoice should include a clear description of goods and services provided.
    • The receipt/invoice for equipment costs should detail the per unit purchase price.
    • Notations must be made on the receipt/invoice if funding for only a portion of the receipt/invoice amount is being requested.
    • The name of the Biller/Supplier must be noted.
    • Invoices should include an invoice number and have a "billed to" name that matches the name of the Applicant.
  2. Copies of proof of payment, such as:
    • Combination of front of cheque and bank statement
    • Cancelled cheque (Copy of both front and back of cheque)
    • Credit card statement
    • Electronic deposit transfer notice detailing the Biller/Supplier and amount paid

On all copies, Applicants should blackout account information and details of unrelated transactions (for example, on receipts and bank/credit card statements).

Applicants planning to use paper money payments / cash transactions for payment of eligible costs must ensure they have sufficient documentation and proof of payment (such as printed receipts or signed acknowledgements by the Biller/Supplier of receipt of payment).

2.11 Ineligible Costs

Ineligible project costs are, but not limited to, the following:

3.0 How to Apply

Please note that the submission of an application creates no obligation on the part of AAFC to provide funding for the proposed project.

As an Applicant, you must ensure that you meet all eligibility criteria before submitting your application.

A complete application package consists of a completed application form and such additional supporting documentation (listed in section 3.2 of this Applicant Guide) required by the program to fully assess the project.

Once you’ve submitted your application, you will receive an acknowledgement notice from the program. Note: You should not consider your application as submitted to the program until you receive the acknowledgement notice.

Fax, Mail or Email

For those applying by fax, mail or email, please refer to the contact information provided in section 6 to obtain an application form along with the necessary instructions.

Where possible, the program requests that complete application packages, including supporting documentation, be in electronic format. Please note that the maximum size of email attachments to AAFC is 15 MB. If an Applicant's electronic submission exceeds the maximum, the Applicant may forward their submission in a series of emails. AAFC is not responsible for the security of the application during transmission.

DFIP requests that additional material is restricted to that which is directly relevant to, and in support of, the project proposal.

Online

In the coming months, the program plans to launch an online system to accept applications and claims. The online system will simplify the application and claim processes for Applicants and Recipients, making it faster and easier for information to get to the program. In due time, Applicants who apply by fax, mail or email prior to the launch of the online system will be invited to transfer the management of their applications (or in the case of approved applications, their contribution agreements) to the online system.

3.1 Application Form

3.2 Additional requirements

Applicants must submit the following information to support the completed Application Form:

Where applicable, Applicants are required to provide:

Project plans, pictures and diagrams displaying what is intended to be done through the project are encouraged and can be included in the application package.

Confidentiality: It is the Applicant's responsibility to clearly identify, on any documentation submitted to AAFC, the information that is considered commercially confidential. This information will not be disclosed unless required by law, including the Access to Information Act, or upon the express authorization of the Applicant.

4.0 Assessment and Approval

4.1 Assessment Criteria

The application will be assessed against the following criteria:

The technical and financial viability of the project may also be assessed, as well as environmental considerations (such as environmental effects and risks related to the project) and other risks.

As noted in section 2.8 of this Applicant Guide, other considerations in the application assessment may include regional distribution, a fair balance of funding distribution between small and large investment projects, and whether the Applicant has previously received funding under the program.

Supplementary information may be requested at various points in the assessment process.

4.2 Contribution agreement

For successful Applicants, AAFC will provide a decision package including a written decision letter outlining the level of assistance awarded and any other conditions if applicable, and the clauses for the Contribution Agreement (CA). For applications that include planned (not yet completed) activities, claim instructions and a claim form will also be provided in the decision package.

Successful Applicants who enter into a CA with AAFC will be referred to therein as Recipients. As a condition to being reimbursed, Recipients are required to enter into a CA that outlines the amount of funding AAFC will provide to the Recipient toward eligible costs, as well as the Recipient's responsibilities and obligations.

Note: Contribution Agreements with AAFC contain Information Management, Retention and Access provisions which require that Recipients retain records for six (6) years after the date of expiration or early termination of the funding agreement with AAFC, whichever comes later.

4.2.1 Claims for reimbursement

Unless otherwise requested by the Minister (as specified in the CA), AAFC will make one payment per project, once all project activities are completed and eligible costs are incurred and paid by the Recipient.

Where a claim is required (for planned activities, see section 4.2 above), the claim must be certified by an authorized official of the Recipient.

When submitting a claim and where applicable, Recipients must attach copies of:

for eligible costs, and as detailed in sections 2.10.1 and 3.2 of this Applicant Guide.

4.3 Reporting requirements

Recipients will be surveyed annually to track progress against project performance measures.

Other reports may be required at AAFC's discretion.

5.0 Notes

5.1 Risk framework

Once a project is approved for contribution funding, AAFC may conduct a risk assessment for the project.

The result (risk level) of an assessment does not determine eligibility for funding but may determine monitoring strategies [for example, progress reporting, funds to be held back (holdback), et cetera] or requirements for site visits.

Any monitoring strategies or requirements stemming from a risk assessment will be outlined in the written decision letter sent to successful Applicants.

5.2 Intellectual property

The CA will contain an intellectual property clause which will confirm that all title to copyright in any materials created or developed by or for the Recipient using the contribution funding (including reports, updates, and training manuals, in written and electronic format), shall vest in the Recipient or in a third party, as may be negotiated by the Recipient. AAFC may, at its discretion, include a provision in the CA requiring that the Recipient grant or ensure that third parties grant (including ultimate Recipients, if applicable) a non-exclusive, worldwide, perpetual, royalty-free license to the Crown to such material, in whole or in part, in any form or medium, for internal government program administration purposes.

5.3 Retention and disposition of assets

Before receiving funding under the program, the Applicant must agree (in the CA) that, for the length of the program and unless pre-authorized by AAFC, they will not return to the vendor, loan, donate, resell or exchange any equipment reimbursed in any part by the program in respect to an approved project.

5.4 Official languages

5.4.1 Language of service

Applicants and Recipients are encouraged to communicate with AAFC in the official language of their choice. AAFC reviews and assesses applications and project deliverables in both official languages.

5.4.2 Language obligations of recipients

AAFC is committed to enhancing the vitality of the official language minority communities (French-speaking people outside Quebec or English-speaking people in Quebec), supporting and assisting their development, and promoting the full recognition and use of both English and French in Canadian society. When it is determined that projects under the Dairy Farm Investment Program (1) involve activities related to developing training documents required to operate new dairy equipment or software and (2) are susceptible of promoting the use of both official languages, AAFC will ensure that translation costs are considered eligible costs for reimbursement.

In all cases the Recipient must publicly acknowledge AAFC's support for the project in all project-specific communications products. The department may request that such acknowledgment include text in both official languages.

Applicants are also encouraged to answer the self-identification question(s) in the application form to help AAFC collect information on whether Applicants are a member of an official language minority community to tailor future policies, programs and communications activities.

5.5 Conflict of interest

Current or former public servants or public office holders are required to avoid conflict of interest situations while employed by the federal government, and for a period of time following their service. In Part 3: Declarations of the application form, the Applicant must acknowledge that any individuals who are subject to the provisions of the Conflict of Interest Act, the Values and Ethics Code for the Public Sector, the Conflict of Interest Code for Members of the House of Commons, any applicable federal values and ethics code or any applicable federal policy on conflict of interest and post-employment, shall not derive any direct benefit resulting from this application unless the provision or receipt of such benefit is permitted in such legislation, policy or codes.

5.6 M-30 Law (for Quebec organizations only)

The Act Respecting the Ministère du Conseil Exécutif (M-30) may apply to an Applicant in the Province of Québec. Applicants may be required to complete an additional information form and, if they are subject to the requirements of the Act, to obtain written authorization and approval from the Government of Québec prior to execution of any contribution funding agreement. AAFC will follow-up with the Applicant during the application assessment, as required.

5.7 Privacy notice

AAFC is subject to the Privacy Act and is committed to the protection of the personal information under its control. Personal information provided in or with this application package will be used for communication regarding the application, for its assessment and review of eligibility, and program administration. The personal information is being collected under the authority of the Department of Agriculture and Agri-Food Act. Personal information may also be used for survey, statistical analysis, reporting, and audit and evaluation purposes. For more information about AAFC's privacy practices, you may refer to the following Personal Information Banks: Public Communications PSU 914; Outreach Activities PSU 938 and AAFC-specific Personal Information Bank not yet assigned (please contact the program for details). Please refer to section 5.8 "Business Information" for additional details concerning the use of business information in the delivery of this program.

Individuals have the right of access to their personal information held by AAFC and to request changes to incorrect personal information. To exercise these rights, please contact the AAFC Access to Information and Privacy Coordinator at ATIP-AIPRP@agr.gc.ca.

5.8 Business information

AAFC may collect, use and share an Applicant's information, which includes, but is not limited to, documentation prepared in the administration of the Dairy Farm Investment Program. AAFC will use and share this information for the purposes of assessing and reviewing the eligibility of the Applicant and the proposed project with:

The information may be shared with the parties mentioned above, or disclosed to third parties, for purposes that include, but are not limited to:

AAFC publishes a list of approved projects on the departmental website and may publish such list on other Government of Canada websites. This list would include the name of the Recipient, the project name, and the amount of the DFIP contribution. AAFC may also publicize this information, along with a description of the project, in:

5.9 Environmental considerations

Applicants must provide details on environmental considerations for their project in the application form:

If AAFC identifies any environmental requirements, including further environmental analysis or those related to CEAA 2012, a project may be conditionally approved pending the completion of all requirements (for example development and agreement to mitigation measures, obtaining environmental authorizations or permits, et cetera).

5.10 Issuance of an AGR-01

As the funding under the program is taxable, AAFC will issue an AGR-1 Supplementary – Statement of Farm Support Payments tax information slip in February for all contributions from the program.

6.0 Contact information

For further information please contact us toll-free at 1- 877-246-4682, by fax at (613) 773-2121, by TDD/TTY at (613) 773-2600, or by e-mail at aafc.dfip-pifl.aac@canada.ca.

Applications can be mailed to the following address:

Agriculture and Agri-Food Canada
c/o Dairy Farm Investment Program (DFIP)
1341 Baseline Road
Tower 7, 5th Floor
Ottawa, Ontario K1A 0C5

Annex A: Eligible equipment types

Important information:

For questions regarding eligible equipment types, please see section 6.0 Contact information.

Category Equipment type Additional requirements / information
Barn operation Barn lighting system
Energy reduction equipment Examples such as heat reclaimers, and variable frequency drives.
Hardware and software used for barn operation
Heat stress equipment Includes supplementary fans, sprinkler and mister systems and tunnel ventilation systems.
Manure management Equipment that increases the productivity of manure management within the barn
Ventilation system
Cow comfort Cattle chute for hoof trimming
Commercial footbath or automated footbath
Cow mat
Electronic cow brush
Sand bedding system Includes motorized bedding carts and bedding choppers
Feeding Automatic bottle and pail washer
Automatic liquid calf feeding system For both group housing and robotic calf feeders for individual stalls
Automatic system to push up feed
Concentrate feeder
Equipment to process / store colostrum and calf milk pasteurizer
Feed pusher
Liquid feed dispenser
Milk taxi
Plastic feed rail
Robotic feeding system Inside the barn only, limited to motorized carts, robots, feeders, rails and mixers.
Herd management Activity monitoring system or pedometers
Automatic in-line cell counter
Automatic sorting system
Electronic cow identification system
Herd management software and hardware
Other body activity sensor or camera Only commercial body activity sensor or camera is eligible.
Stationary and hand held reader
Milking Automatic milk sampler
Buffer tank
Cooling tank Limited to one new tank when buying a new milking system.
Milk separation unit
Parlour milking and stabling system
Robotic milking system
Sampling device
Steam backflush/cleaning
Singular milking robot Adding an additional milking robot to an existing robotic milking system.
Twin milk filter

Annex B: Dairy Farm Investment Program cost categories and types

Cost category Cost type Additional requirements
Equipment See Annex A: Eligible equipment types
Associated costs Consultant fees

As billed to the Applicant and including reasonable travel costs for the consultant, to assess how the Applicant can improve on-farm efficiencies and productivity.

Consultant fees are only eligible if the Applicant is applying for DFIP funding for the purchase of equipment stemming from the consultant's report/recommendation.

When provided as supporting documentation, the consultant contract must:

  • include the name of the consultant
  • include the signatures of the contractor and contractee
  • have an overall value (no open ended / hourly contracts with no ceiling)
  • include the date(s) of signature, as well as indicate the dates of work/service (all dates must be within the eligible project dates).

Where travel costs are included, they must be broken down separately on quotes and / or invoices and adhere to the guidelines for reasonable travel costs outlined below this table.

The consultant's report should be provided as proof of activity.

Installation (Labour)

Includes physical labour, associated technical and trade services for the installation of eligible equipment.

Where travel costs are included, they must be broken down separately on quotes and / or invoices and adhere to the guidelines for reasonable travel costs outlined below this table.

Installation (Material costs) Includes material costs, including tool rental and machinery rental, for the installation of eligible equipment.
Retrofits (Labour)

Includes physical labour, associated technical and trade services for the installation of eligible equipment.

Where travel costs are included, they must be broken down separately on quotes and / or invoices and adhere to the guidelines for reasonable travel costs outlined below this table.

A retrofit is the improving of existing buildings. New facility construction is not eligible under the program.

Retrofits (Material costs)

Includes material costs, including tool rental and machinery rental, for the installation of eligible equipment.

A retrofit is the improving of existing buildings. New facility construction is not eligible under the program.

Salaries and benefits

Limited to incremental costs (costs above regular on-going or recurring costs) only, for salaries and benefits of:

  • an employee on the Applicant's payroll, or
  • temporary personnel hired to work on the project
  • temporary personnel to replace employees on the Applicant's payroll

while the following work is undertaken for:

  • transportation and installation of eligible equipment
  • training
  • facility retrofits (as it relates to the installation and operation of eligible equipment).

Benefits are defined as employment costs paid by the employer and may include the following:

  • Employer's portion of CPP/QPP
  • Employer's portion of Employment Insurance (EI)
  • Employer's portion of group insurance
  • Employer's Pension contributions

Applicants may submit a completed Calculation Worksheet - Planned / Actual Salaries and Benefits Cost form (Annex C) in lieu of a quote (for a planned cost) or an invoice (for an actual cost) for a Salaries and Benefits cost. In addition, they are not required to submit proof of payment with their application for actual costs of salaries and benefits. However, Applicants are required to keep the records relating to salaries and benefits (for example, pay stubs, timesheets, and benefit statements used to arrive at the calculations, proof of payment) on file for six years in case of an audit. The Applicant may also be asked to provide the records as part of the application or claim assessment.

Shipping Reasonable shipping costs include freight, duty, and tariffs.
Training Includes costs for short term training related to the implementation of eligible equipment. Where travel costs for the trainer are included, they must be broken down separately on quotes and / or invoices and adhere to the guidelines for reasonable travel costs outlined below this table.
Travel (Ground Transportation) Reasonable ground transportation costs for the Applicant, family farm resident(s), and/or employee(s) on the Applicant's payroll to travel for project activities. Costs should adhere to the guidelines on reasonable travel costs noted below this table.
Travel (per diem)

Per diem to address expenses for accommodations, meals (excluding alcohol) and incidentals for the Applicant, family farm resident(s), and/or employee(s) on the Applicant's payroll to travel for project activities. DFIP reimburses up to a maximum of 50% of a per diem incurred and paid to the traveller. See limits on per diems in the guidelines on reasonable travel costs noted below this table.

Applicants must specify the number of days, the number of travellers, and the per diem rate in the Description field of the Associated Costs table [Part 2, Question 10.A.ii of the application form].

For this cost type only, quotes or receipts to support the planned or actual per diem costs will not be required with the application form.

However:

  • Proof of payment is required when submitting for an actual per diem cost (that is, to demonstrate that the claimed per diem amount and / or rate was paid to the traveller(s)).
  • For an actual per diem cost, Applicants will also need to be able to confirm that each day of the travel took place with (proof of travel) documentation such as a hotel invoice in the traveller's name, dated meal or gas receipts.
Other associated costs Other costs related to the purchase of eligible equipment, except for translation costs. Translation costs are considered an Other Cost and not an Associated Cost, and should not be entered in the Associated Costs table of the application form, so as not to be subject to the program limit for associated costs (see section 2.4 of this Applicant Guide). Translation costs should instead be entered in the Other Costs table.
Other costs Such as translation costs for training documents, to support Official Language Minority Communities and promote linguistic duality.

Guidelines on reasonable travel costs
All travel costs should be based on the following guidelines.

Ground transportation (Costs reimbursed up to a maximum of 50%)

Where applicable, an itinerary should be prepared, to demonstrate planned / actual mileage, that shows addresses of the start and end locations of each trip and total kilometers to be traveled / traveled.

Per diem (Costs reimbursed up to a maximum of 50%)
Per diem to address expenses for accommodations, meals (excluding alcohol) and incidentals of:

Annex C: Calculation worksheet – Planned / Actual salaries and benefits costs

Important:

Instructions:
Please complete one worksheet per employee for which you are seeking a contribution. Contributions pertaining to salaries and benefits within an investment project are limited to either:

*Note: Overtime rates are not eligible

Employee _____ (Identify the employee by A, B, C, et cetera For privacy reasons, do not identify the employee by name)

Employee type:

Employee details:

  1. The work related to the project undertaken by the employee will occur / occurred between (date)________________ and (date)___________ and consisted of (task description): ______________________________________________________
  2. Hourly rate is ________________________
  3. Pro-rated hourly share of benefits (if any) is ______________________________
  4. Number of hours completed by the employee for work related to the project___________________

Total Planned or Actual Cost Calculation:

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