Make a claim for a progress or payment under the Quebec Fisheries Fund
Find out how to make a claim under the Quebec Fisheries Fund for an advance, progress or final payment.
On this page
- Overview
- Identification and certification
- Detailed costs claimed
- Progress report
- Final payment certificate
- Declaration of overdue amounts owed to the Government of Canada
- Advance payment request
- Pre-authorized debit and direct deposit authorization
Overview
To submit a claim, you must fill out the following 3 forms (all within the same document):
- Identification and certification
- Detailed costs claimed
- Progress report
Depending on your situation, other forms may be required, such as the:
- Final payment certificate
- Declaration of overdue amounts owed to the Government of Canada
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:
- prior to and including March 31
- from April 1 onward
Supporting documents
Please submit copies of supporting documents (such as invoices) as proof of payments. 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 or in person at your local DFO or MAPAQ office.
Email and fax are not a secure means by which to submit your financial information.
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 GST/QST you’re eligible to receive as an input tax credit from the Canada Revenue Agency or Revenu Quebec.
You must include adjustments in the form for detailed costs claimed if you have:
- adjustments to costs previously claimed (such as returned equipment or supplies)
- received any reimbursements, credits, rebates or volume discounts which have resulted in a reduction of those costs
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:
- the project is completed
- all costs have been incurred
- all costs claimed have been fully paid
- all the terms and conditions of your contribution agreement have been met
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 the Government of Canada
You must complete this form when you have any overdue amounts owed to 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.
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 Government of Canada 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 Department of Fisheries and Oceans Canada contribution. You only need to complete and submit this form once at the same time the contribution agreement is signed and returned. For the Government of Quebec, the payments will be made by check.
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