Community Grant Program

Eligible expenses are program expenses that have been approved by CIF through your initial grant application or through a subsequent amendment request prior to implementation. All eligible expenses must fall within your program start and end dates as identified in your approved grant application.

Generally, funding will support expenses such as salaries, supplies, and other eligible costs directly related to the delivery of the program. A description for each expense category should be included in the budget along with a breakdown of costs where needed (e.g. the salary expense category should include the titles of the positions being funded and the amount going toward each).

General Operating Expenditures
A maximum of 20% of your approved CIF grant request can go toward operational expenses (e.g. $7,000 of a $35,000 request), if you request it under the CIF portion of
the budget. This includes items not directly related to program delivery such as supervision, accounting, administration, insurance, rent, repairs, office supplies, travel, telephone, utilities, and fundraising expenses. Receipts are not required for expenses claimed under this category.

Salaries
Salaries for employees directly involved in the delivery of the program. In your budget description, include the titles of the positions being requested along with a breakdown of the amount going toward each (e.g. program coordinator -organizes and facilitates program ($25 x 20 hr./week x 24 weeks = $12,000). If approved, employee salaries can be claimed by providing official payroll records indicating the position being paid, payment dates, gross wages, and deductions. To ensure confidentiality of individual private information, do not include (or remove) personal information such as social insurance numbers from the documentation being provided. Timesheets are not
accepted. Positions not directly involved in program delivery, such as supervision or administration, can be requested under the general operating expense category.

Independent Contractor Fees
Independent Contractor Fees for contractors such as instructors and facilitators who are directly involved in the delivery of the program. In your budget description, include the titles of the positions being requested along with a breakdown of the amount going toward each (e.g. yoga instructor –10 sessions x $80 = $800). Fees paid to contractors can be claimed by providing an itemized invoice issued by the contractor or other proof of payment as requested.

Traditional Knowledge Keeper, Elder and Elder Helper Honorarium
It is protocol, or the common and accepted practice, to provide honoraria for the knowledge, teachings, and time being given. Include a description of the engagement and related costs in your budget. Honorarium expenses can be claimed by providing a completed payment confirmation form. A template can be found here. If using your own form, be sure to include the name and address of the recipient, the date and description of engagement, the amount paid, and signatures from both the recipient and the grantee representative providing the honorarium. Offerings of tobacco, broadcloth, and/or tea may be included as part of eligible program expenses and can be claimed with receipts.

Supplies
Supplies must be directly related to program delivery. Capital purchases are ineligible. In your budget description, include a summarized list of items being requested along with a breakdown of costs (e.g. crafts (markers, glue, beads etc.) -$400, sport activities (pickleball sets, soccer balls) -$300). If approved, receipts and invoices must be legible, indicating what has been purchased and for how much. Only copies of actual receipts and invoices will be accepted, do
not include cheque stubs, internal documents, or credit card slips.

Food/Nutrition Expenses
If approved as an important component of program delivery at the time of grant approval, food/nutrition expenses can be claimed with legible receipts. Be sure to include examples of the food being provided and a breakdown of costs in your budget description (e.g. snacks (fruit, veggies, cheese, muffins) x 20 sessions= $2,040). Organizations are encouraged to follow Canada’s Food Guide for healthy options. www.hc-sc.gc.ca

Facility Rental Fees
Facility rental fees are only eligible in situations where additional temporary space is required for program delivery. Be sure to indicate the daily rental amount for the space required to hold your program in your budget breakdown (e.g. gymnasium rental ($150/day x 10 sessions= $1,500). If approved, fees can be claimed by providing a detailed invoice. This line item is not intended to cover your existing office space, which can be claimed under the general operating expense category. For municipal grantees, the use of municipal-owned facilities would be considered a general operating expense and can be claimed under that category.

Transportation
Transportation expenses must be approved in order to be claimed and are only eligible in situations where program participants are being transported or where travel is required to deliver the program to participants. Expenses
can be claimed by providing receipts including bus/taxi fare, and vehicle rental. Gas receipts may be submitted provided a detailed travel log is also submitted. Please note that mileage claims are not accepted and out of province travel is ineligible.

An audited financial statement may be provided as evidence of eligible expenses if it has been prepared by a recognized audit firm, has been signed by two Board members and clearly outlines the CIF grant received as well as specific expenses related to the program.