Emergency On-Farm Support Fund: Applicant guide

Applicant guide

Revised January 2021

Purpose of this guide

This guide will:

1. help you determine if you may be eligible for funding from Agriculture and Agri-Food Canada (AAFC) under the Emergency On-Farm Support Fund (EOFSF)
2. provide you with instructions and explanations to assist you in completing the application

1.0 About the Emergency On-Farm Support Fund

The Emergency On-Farm Support Fund was announced on July 31, 2020 and provides $35 million to boost protections for domestic and temporary foreign workers and address COVID-19 outbreaks on farms.

The program will provide up to $100,000 per recipient (that is, per farm/operation) in non-repayable funding for emergency COVID-19 response activities.

Eligible activities can be retroactive to March 15, 2020 and must be completed by February 26, 2021.

2.0 Eligible applicants

Eligible recipients are primary agricultural producers (for example, a farm, ranch or other operation) that produce agricultural products for resale and employ farm workers (domestic and temporary foreign workers). They can include:

• sole proprietors
• partnerships
• corporations/cooperatives/communal organizations
• trusts
• band farms

Aquaculture production is not eligible under the program.

Applicants do not have to have registered temporary foreign workers to be eligible.

Applicants will need to declare in the application that they are adhering to all applicable measures of the Quarantine Act, including but not limited to the mandatory 14-day quarantine period for temporary foreign workers.

Should AAFC become aware of an applicant breaching any part of those requirements, the recipient will no longer be eligible for the funding. Any amounts already paid to the recipient will be considered a debt to the Crown.

Updated 2.1 Eligible safety measures

Eligible expenses include:

• On-farm retrofit or adjustments to existing agricultural operations to cover extraordinary costs associated with COVID-19 to ensure worker safety, such as:
  • added sanitation (cleaning and disinfection) and security requirements
  • adjustments to current processes and processing stations to accommodate physical distancing
  • adjustment to transportation to ensure physical distancing during movement on-farm or between off-farm accommodations and on-farm
  • HVAC modifications or upgrades
  • equipment such as safety barriers (Plexiglass dividers)
  • Updated purchase/rental/lease of additional housing on farm for workers (for example, temporary and portable buildings) and/or installations/site modifications related to COVID-19 measures (this does not include long term investments such as permanent additions to existing buildings, new buildings, or purchases of real estate/land). Off-farm housing options are eligible where required for prevention of the spread of COVID-19 or control where an outbreak of COVID-19 is confirmed.
  • site modifications and/or transportation for wellness checks
  • disinfection and cleaning in the event of a farm outbreak
• Costs for disposable and non-disposable personal protective equipment that are incremental to normal operations due to COVID-19, such as:
  • body temperature screening/fever detection systems, including thermal scanners
  • washing stations
  • workstation dividers
  • full and half face-piece respirators
  • impact goggles and face shields
  • face masks and coverings, including N95 masks
  • sanitizers and cleaning products
  • particulate filters and gas/vapor cartridges
  • safety glasses
  • disposable gloves
• Costs related to worker training and safety COVID-19 protocols, such as:
  • interpretation services
  • training on COVID-19 protocols

2.2 Retroactivity

Eligible activities can be retroactive to March 15, 2020 and must be completed by February 26, 2021.

While the program allows for retroactive activities and costs to be submitted, the applicant assumes the risk of not being reimbursed if:

• the application is not approved
• costs exceed the maximum allowed under the program
• some activities or costs are not approved or deemed ineligible
• funding is not available

Updated 2.3 Ineligible safety measures

Ineligible expenses include, but are not limited to:

• on-going operational costs not associated with COVID-19
• labour and meal expenses, other than those related to the prevention and control of COVID-19
• expenses related to retail or other on-site sales activities
• personal protective equipment that was required pre-COVID-19
• costs associated with Quarantine Act for isolation of temporary foreign workers
• regular capital (which are capital expenditures made in the ordinary course of business) and machinery costs
• Updated long term investments such as permanent additions to existing buildings, new buildings, and real estate/land purchases

2.4 Funding and cost-sharing

The program will provide up to $100,000 per recipient (that is, per farm/operation) in non-repayable funding for emergency COVID-19 response activities.

The contribution will cover costs associated with disposable personal protective equipment (PPE), up to a maximum of $10,000.

Cost sharing

The support is provided based on a 50/50 cost shared ratio. The federal government will provide half of the cost of implementing the safety measures, while the applicant provides the remaining half. The cost share will be 60/40 for applicants where the majority of the farm (more than 50%) is owned by one or more under-represented group. Under-represented groups include:

• Women
• Youth, aged 30 or under
• Indigenous
• Visible minorities
• Persons with disabilities

Sources of funding

Applicants must clearly indicate all sources of funding for the project. Sources of funding can be comprised of cash contributions from other sources including those from:

• the applicant
• provincial/territorial government departments and agencies
• industry/partners

3.0 Application process

Description of above image

• Step 1. Submit an application
• Step 2. Assessment and approval
• Step 3. Contribution Agreement and Claims for Reimbursement
• Step 4. Payment issued

3.1 Submit an application

All activities must be completed by February 26, 2021. For the provinces where AAFC is administering the program, the applications will be reviewed as they are received and priority will be given to the highest risk farms for COVID-19 outbreaks.

You can submit only one completed application for your operation.

Applicants are encouraged to submit their applications by email.

If you are an agricultural producer in British Columbia, Ontario, Quebec, Nova Scotia and Prince Edward Island

The program will be delivered by the provincial government or other agency.

If you are an agricultural producer in Yukon, Northwest Territories, Alberta, Saskatchewan, Nunavut, Manitoba, New Brunswick and Newfoundland and Labrador

Complete the following steps and apply directly to Agriculture and Agri-Food Canada.

1. Complete the application

To apply to the Emergency On-Farm Support Fund, download and complete the application. Follow the instructions in Annex A: How to complete the application to complete the application.

Applicants may apply for costs that were incurred on or after March 15, 2020 ("retroactive costs"). While the program allows for retroactive costs to be submitted, the applicant assumes the risk of not being reimbursed if:

• some costs are not approved or deemed ineligible
• costs exceed the maximum allowed under the program
• all applicable measures of the Quarantine Act were not adhered to
• funding is not available

2. Submit your completed application

Applicants are encouraged to submit their applications by email.

Contact the program to:

• submit a completed application by email, mail, or fax
• request changes to a submitted application (do not resubmit a new application form)
• withdraw an application

Submitting an application creates no obligation on the part of Agriculture and Agri-Food Canada to provide funding. Funding is only provided through a Contribution Agreement.

3.2 Assessment and approval

Once you have submitted your application, the application will be assessed against the following:

• completeness of the application form
• eligibility criteria
• proposed costs for Eligible Activities

Note: We will acknowledge receipt of your application. You should not consider your application as submitted to the program until you receive an acknowledgement notice.

3.3 Service standards

AAFC's goal is to:

• respond to general inquiries made to the program's phone number or email address before the end of the next business day
• acknowledge receipt of applications by email within 1 business day (if you submit your application by mail or fax it may take longer to receive an acknowledgement)
• process your application within 50 business days
• process your payment within 30 business days upon receipt of a completed claim form and signed Contribution Agreement

3.4 Contribution Agreement and Claim for Reimbursement

Contribution agreement

Successful applicants will receive a Contribution Agreement from Agriculture and Agri-Food Canada outlining the level of assistance awarded as well as a document providing step-by-step instructions on how to complete a claim for reimbursement. A Direct Deposit Registration Form will be enclosed with the Contribution Agreement.

Claim for reimbursement

In order to receive a claim for reimbursement, you must first sign and return the Contribution Agreement and submit your completed claim form(s) and Direct Deposit Registration Form. Where possible, we encourage you to submit your forms by email.

3.5 Payment issued

You will receive a payment by direct deposit or cheque once the claim documentation is received and processed by AAFC.

AAFC's goal is to process your payment within 30 business days upon receipt of a completed claim form and signed Contribution Agreement.

4.0 Official Languages

AAFC is committed to enhancing the vitality of official language minority communities (OLMCs), supporting and assisting their development, and promoting the full recognition and use of both English and French in Canadian society.

OLMCs consist of Francophones outside Quebec and Anglophones in Quebec. These communities are often represented by provincial and regional organizations.

When it is determined that projects under this program involve activities related to the development and transfer of knowledge and may have an impact on OLMCs or promote the use of English and French, AAFC will include appropriate linguistic commitments in agreements with your organization and ensure that additional expenses incurred as a result of these commitments are considered eligible for contribution funding.

Activities can include, but are not limited to:

• Communications
  • project web pages and/or project social media account(s) produced and maintained in both official languages
  • project materials offered in both official languages (brochures, kits, handouts, newsletters, reports, etc.)
  • directional and educational signs produced in both official languages
  • project-related advertisement in OLMC media (newspapers, radio, social media)
  • bilingual coordinator or other contractor hired to help deliver project-related activities in both official languages (for example, master of ceremony for a project event, workshop facilitator or simultaneous translator)
  • distribution of invitations in both official languages
• Outreach
  • one or more OLMCs are included in the project target groups (for example, as in-kind or cash partners in project budget or to be invited to project events)
  • other groups representing OLMCs are consulted to see if there is any potential for involvement on their end
  • travel to or from OLMCs (costs associated with these project activities included in project budget)

If funded, the recipient may be required to publicly acknowledge AAFC's support for the project. In these cases, the department will request that such acknowledgments include text in both official languages.

5.0 Reporting

Recipients will be required to report on expenditures, performance and results.

Performance and results report

Recipients will be required to provide a final report which should include a short summary on the impact that the activity has had on the operations.

Budgetary reports

Recipients must retain copies of quotes, invoices, and proof of payment for eligible project costs incurred. An expenditure report is required with requests for reimbursement and may require proof of purchase up to 100% of total costs.

6.0 Contact information

For more information on the Emergency On-Farm Support Fund contact the program by:

Email: aafc.EOFSF-FUMSF.aac@canada.ca

Mail:
Agriculture and Agri-Food Canada
Emergency On-Farm Support Fund
Box 3200
Winnipeg MB R3C 5R7

Telephone: 1-866-367-8506
Fax: 1-877-949-4885