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Information for Agriculture and Agri-Food Canada grants and contributions recipients related to COVID-19

Due to cancellations of trade missions and events, limited national and international travel, and delays in certain project activities, we encourage project recipients to follow the guidance provided by Canada’s public health authorities to make informed decisions about travel to stay healthy, and contact their program officer as quickly as possible if their project is impacted.

Agriculture and Agri-Food Canada (AAFC) is taking exceptional measures to protect the health and safety of all Canadians, including its own workforce. Staff are committed to delivering AAFC's programs remotely to ensure business continues and to providing details as quickly as possible to you.

Consult the Government of Canada updates on COVID-19.

Questions and answers

1. How will COVID-19 affect projects funded by Agriculture and Agri-Food Canada (AAFC)?

You are obligated to notify AAFC via email if your events were cancelled or project activities delayed due to COVID-19. AAFC will evaluate each situation on a case-by-case basis in consideration with the terms and conditions of your funding agreement.

AAFC’s funding agreements for grants and contributions provide flexibility to allow for adjustments in certain situations that may cause the original scope of project activities to change or, in some cases, be cancelled entirely. Mitigation measures could include a change to project activities while still meeting the expected results of the project or a reduction in the level of funding provided.

Please contact your program officer via email to discuss further options.

2. Will I be reimbursed for costs (prepaid airfare, conference fees) for event cancellations due to COVID-19?

If you are unable to receive a refund for costs incurred from a service provider, you may be eligible for reimbursements from AAFC.

All claims for travel-related expenses should identify that these costs are non-refundable and that no reimbursement is available from the service provider. You must retain and make available all invoices, proof of payments, and communications from the service provider indicating their decision to not reimburse for costs impacted by the COVID-19 situation.

If you have been offered a credit for a future event, please contact your program officer.

3. When should I claim a Capital Asset which could not be delivered before March 31, 2020 due to COVID-19?

Under normal circumstances, you can claim costs once an item was purchased, paid and delivered.

If a supplier was not able to deliver the goods and service by March 31, 2020, as planned in the contract, AAFC will reimburse eligible costs of goods and services based on the date of purchase, as long as proof of payment(s) is provided.

For example, you purchased and paid for an item worth $100,000 on February 5, 2020, with a delivery before March 31, 2020. AAFC issued an advance of $100,000 based on your financial need and forecasted cashflow. However, due to COVID-19, the delivery date is delayed until April 23, 2020. The reimbursement of this item will be reconciled using funds from fiscal year 2019-20, as this was when AAFC issued you the advance.

AAFC will consider as an eligible cost, any deposits or down payments (based on payment dates) made for goods and services that were anticipated for delivery before March 31, 2020, but were delayed due to the COVID-19 situation. The remaining balance owed for goods and services (aside from the deposit or down payment) will be reimbursed in the fiscal year they were delivered and paid.

For example, you ordered an item worth $100,000 on February 5, 2020 with an expected delivery date of March 24, 2020. You paid a deposit of $75,000, with the remaining balance due upon delivery. However, due to COVID-19, the delivery was delayed until April 23, 2020. Since only $75,000 was paid out to the supplier, only this amount is eligible for reimbursement under fiscal year 2019-20. The remaining balance of $25,000 will be paid and reconciled in fiscal year 2020-21.

As situations vary, we request that you contact your program officer to discuss your specific scenario.

4. Will AAFC allow flexible deadlines for financial claims and/or project reports?

You are expected to submit financial claims and project reports as per the terms and conditions of your funding agreements. However, due to the COVID-19 situation, AAFC will allow flexible deadlines and may provide extensions for some deliverables, including submitting financial claims and project reports. If you expect to miss your deadlines, you should contact your program officer via email to discuss your case, and to confirm revised deadlines.

5. Do I submit performance reports if my project was cancelled due to COVID-19?

You are expected to submit performance reports as per the terms and conditions of your funding agreements. You should identify and highlight any cancellation of activities or delays to project activities as a result of the COVID-19 situation.

6. Will AAFC continue to accept and process new funding applications?

Yes. AAFC still continues to accept new applications for funding. Applications will be processed in a timely fashion, and AAFC will contact applicants should the Department require additional information.

Please note that some submission deadlines may change and it is anticipated that the delivery of services will take longer than the published service standard.

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