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Make a claim for a progress or final payment under the Atlantic Fisheries Fund

Find out how to make a claim under the Atlantic Fisheries Fund for an advance, progress or final payment.

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Overview

To submit a claim, you must fill out the following 3 forms (all within the same document):

  1. Identification and certification
  2. Detailed costs claimed
  3. Progress report

Depending on your situation, other forms may be required, such as the:

Incomplete claims

If your claim is incomplete, it will result in delays and may be returned to you without being processed. Contact your program officer if you have any questions regarding your contribution agreement or the claim process, or if you need assistance completing your claim.

Eligible costs

Costs that are eligible for payment are detailed in your contribution agreement, more specifically in the statement of work (schedule 2).

Pre-disbursement conditions

If there are pre-disbursement conditions in your contribution agreement, please submit proof that they have been met when submitting your first claim.

Timeline for submitting claims

We have a March 31 fiscal year-end. If you submit claims for costs incurred in the months of March and April, you should make separate claims based on when the costs were incurred. For instance:

  1. prior to and including March 31
  2. from April 1 onward

Supporting documents

Please submit copies of supporting documents (such as invoices) as proof of payments for purchases of $5,000 or more. Retain original supporting documents for all project costs, including smaller cost items for future audit purposes, in case we need to request it.

Incorrect information

Providing misleading or incorrect information constitutes an event of default pursuant to your contribution agreement. In such a case, we, pursuant to the agreement, have the right to suspend or terminate any obligations to contribute to the eligible costs and/or to demand the immediate and full repayment of its contribution.

Submitting your claims

Submit your claim and supporting documents by mail to the Atlantic Fisheries Fund Secretariat at:

Atlantic Fisheries Fund - Polaris - P430
PO Box 1006
1 Challenger Dr
Dartmouth NS  B2Y 4A2

Email and fax are not a secure means by which to submit your financial information.

Additional forms

You may get additional claim or progress forms by contacting the Atlantic Fisheries Fund by:

You may also download the forms as a fillable PDF, available in the following sections.

Identification and certification

All sections of this mandatory form must be completed and all questions must be answered. Please provide further details where required.

A person authorized to sign on behalf of the recipient must sign and date the certification section.

Detailed costs claimed

Unless specified in your contribution agreement, you may claim eligible costs that have been incurred even though you haven’t yet paid the suppliers and/or employees. The maximum amount that we will pay in respect of costs incurred but not yet paid by the recipient is 50% of the approved contribution.

Please group costs according to the eligible project costs listed in the statement of work (schedule 2). For example, costs relating to equipment should be grouped together.

We will not reimburse the HST/GST you’re eligible to receive as an input tax credit from the Canada Revenue Agency.

You must include adjustments in the form for detailed costs claimed if you have:

This form may also be used to correct any mistakes made on a previous claim.

Progress report

Your contribution agreement may have additional reporting requirements to those detailed in the mandatory progress report form. Ensure that you fulfill the reporting requirements as specified in your contribution agreement.

Final payment certificate

You must complete this form when submitting your final claim. The final claim can only be submitted when:

You must submit your final claim within the period specified in your contribution agreement, usually no later than 60 calendar days after the project completion date.

Declaration of overdue amounts owed to provincial governments or the Government of Canada

You must complete this form when you have any overdue amounts owed to provincial governments or the Government of Canada. Please describe the nature of the amount(s) and the name(s) of the department(s) to which each amount is overdue.

Non-cash/In-kind costs certification

This form is used by not-for-profit entities when non-cash/in-kind costs have been deemed eligible per the contribution agreement, which are indicated in the statement of work.

If you incurred these costs during this claim period, complete the form. Please provide supporting documents proving the transfer of ownership or the receipt of services, and demonstrating the value of the assets or services received.

Advance payment request

You may request an advance only if your contribution agreement contains an article allowing advances.

If applicable, the form for declaring overdue amounts owed to the Crown must be submitted with the advance payment request.

If your advance payment request form is incomplete, it will result in delays and may be returned to you without being processed. You may contact your program officer if you have any questions regarding your contribution agreement, the advance process, or if you need assistance in completing the form(s).

If there are pre-disbursement conditions in your contribution agreement, please submit proof that they have been met when submitting your first advance payment request.

Your advance payment request must be submitted for costs expected to be incurred in the near future (no more than the next 3 months).

These costs are detailed in your contribution agreement under the statement of work.

Pre-authorized debit and direct deposit authorization

This form is used for the timely payment and repayment of the contribution. You only need to complete and submit this form once (preferably at the same time the contribution agreement is signed and returned).

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