2006/2007 ISAP REQUEST FOR EXTENSION / AMENDMENT GUIDELINES

The Guidelines for the 2006/2007 Request for Extension/Amendment have changed substantially from the Guidelines used for current Contribution Agreements. It is recommended that you read each section carefully before proceeding with your Request for Amendment.

Costs submitted must be reasonable and justifiable. CIC will reimburse only the incurred costs associated with the delivery of the ISAP program. You are required to submit supporting documentation for all cost and service increases. Budgets two and three should include a narrative outlining what the increases are and why they are requested.

In reviewing requests and budgets, CIC will take into consideration any exceptional circumstances which may be difficult to anticipate or identify here. As these are guidelines, CIC may allow for exceptions as part of the negotiation process.

We are completing requests for 18 month extensions of your current ISAP Contribution Agreement. Please submit a 12 month budget. The remaining 6 months of the extension will be calculated based on the 12 month project costs you have provided.

Instructions:

You are required to submit at least two proposed budgets to CIC by December 20, 2005. Please use the attached budget sheets and appendixes. You may submit them either electronically to your Settlement Officer or by post.

The first budget should be based on your current Contribution Agreement value. Please note that a maximum increase of 2% to your 2005-06 Agreement value will be considered.

The second budgetmay include any cost increases related to program activities indicated in your current Contribution Agreement. This will be based on the costs of administering the ISAP program and the guidelines expressed below. This may include an increase in the number of hours and rates of pay for various positions and/or increases in overhead or capital costs.

The third budget requests an expansion of current services. This is an optional budget proposal, only to be submitted by those organizations wishing to expand current services. Possible requests might include additional funding for one or more of the following: Itinerant services, satellite offices, increase in the number of employees.

(1)Salaries/Wages:

The contribution towards salaries for employees who contribute to the delivery and administration of ISAP should be included under Salaries and Wages.

Only the time spent working on ISAP, JSW, SWIS and NIC projects will be reimbursed. CIC will not reimburse staff’s wages for lunch breaks. The number of hours for a full time position must be based on your existing personnel policy. Please ensure a copy is attached to the request for amendment of your Contribution Agreement.

Service providers are the employers and may decide what to pay their staffdetermine salary scales for staff based on their personnel policies or agreements. Each part-time and full-time position (including those at a different wage levels in the same job) should be listed by job title. The following information should be included:

  • nhours of work per week, rates of pay, number of weeks, etc. and the exact breakdown of benefits
  • describe wsources/methods were used to confirm the wages are within prevailing rates in the LOCAL labour market
  • neean explanation of increase/decrease in wages or benefits, if applicable, and why it this should be supported
  • if you have people working at different wage rates in the same posprovide an explanation for wage differences (e.g. due to seniority, different responsibilities, etc.) if you have people working at different wage rates in the same position

  • need to providea brief description of roles or responsibilities, in 3 or 4 bullet points, for any new positions or increased hours

(2) MERC (Mandatory Employment Related Costs) and Benefits:

Both MERC and benefits are allowable costs. MERC include Employment Insurance (EI), Canada Pension Plan (CPP), vacation pay, Employer Health Tax (EHT) and Workplace Safety Insurance Board (WSIB) where mandated. Only the employer’s share of the MERC will be reimbursed.

Benefits are defined as per the employer’s Personnel Policy. In the submitted budget(s), benefits must be identified with related percentages indicated. CIC will only reimburse benefits which are offered to all agency staff under the Personnel Policy.

The Department will reimburse up to a maximum of 11 public holidays, as per the Ontario Ministry of Labour Employment Standards Act. These must be identified in the employer’s Personnel Policy or equivalent.

(3) Overhead/Administration:

Overhead may include:

  • facility rental, telephone, utilities
  • licenses, permits, fees
  • materials and supplies, postage, printing
  • bank chargesand audit fees
  • Bookkeeping
  • translation services
  • interpreter services
  • promotion and publicity
  • equipment
  • professional and consulting fees
  • group workshop expenses
  • conferences, workshops and seminars: Note that the costs for attending ISAPand JSW conferences will be covered under the conference contracts.
  • travel, meals, and accommodation within Canada
  • local transportation
  • Volunteer expenses
  • staff development
  • third party liability
  • Information Technology costs required to deliver ISAP services
  • photocopying

(4) GST:

GST can only be reimbursed for the difference between GST incurred and the Revenue Canada GST rebate.

(5) Capital Costs

Where leasing is not feasible or cost-effective, CIC may authorize the purchase of essential items costing $500 or more. At the end of the project, CIC will determine the method of disposal of assets which have not been physically incorporated into the premises of the recipient, as per the terms and conditions of the Contribution Agreement.

Three quotes from suppliers of equipment and furniture must be presented to the SettlementOfficer and must be kept on the CIC office file.

For additional information regarding the programs that CIC Settlement Directorate supports, please refer to the following web site:

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