Community Participation Funding Program – Applicant’s Guide

From Transport Canada

Transport Canada’s Community Participation Funding Program (CPFP) provides federal funding to help Indigenous groups and local communities in the development and improvement of Canada’s marine transportation system in Canada.

In this guide

  1. Program description
  2. Available funding
  3. Eligibility assessment criteria
  4. Eligible expenditures
  5. Ineligible expenditures
  6. Notification
  7. Service standards
  8. Funding agreements
  9. How to apply
  10. Submitting your application

1. Program description

The objective of the CPFP is to encourage the participation of Indigenous groups and local communities in the development and improvement of Canada’s marine transportation system in Canada. More specifically, the CPFP will provide recipients with the capacity to engage with and share their knowledge and expertise in the development and improvement of Canada’s marine transportation system to ensure that these will be tailored to local conditions and environmental sensitivities. They will also be encouraged to contribute towards the development and implementation of federal marine transportation strategies and policies that may impact their daily activities.

2. Available funding

The CPFP will provide funding over a period of five years and all activities must be completed by March 31, 2022.

Funding of up to $50,000 per recipient, per funding request, will be provided.

Applicants that represent more than one recipient must clearly indicate each one in their application.

The funding will be to:

  • coordinate local engagement activities to support input provided to federal and other stakeholders regarding marine transportation strategies and policies
  • reimburse the costs to prepare for and attend meetings related to the development and improvement of Canada’s transportation system (for example: travel, salaries and administrative costs)
  • provide additional funding to reimburse the costs for consultant services to prepare information and contributions related to the development and improvement of Canada’s transportation system

3. Eligibility assessment criteria

3.1 Eligible recipients

Eligible recipients must demonstrate that they are affected by the development or implementation of federal marine strategies and/or policies. Eligible recipients include:

  • not-for-profit organizations
  • local communities (for example, municipal governments, resident associations, individuals selected to represent local entities with no legal status)
  • Indigenous groups

Important note: Applicants representing one or more eligible recipients must apply using the Application Form for Multiple Organizations [PDF, 695 KB].

Applicants will be ineligible if the applicant represents a government, other than municipal or Indigenous governments.

3.2 Eligible activities

Eligible activities will be to contribute to the development, improvement and/or implementation of marine transportation strategies and policies.

Activities include:

  • coordinating local engagement activities and/or meetings for stakeholders
  • reviewing documents and providing written comments
  • preparing for, travelling to and participating in meetings
  • hiring expertise or conducting studies

3.3 Engagement activities and meetings

Engagement activities and meetings will be identified and posted regularly. Applicants must identify which of these engagement activities and/or meetings they wish to participate in and provide a brief explanation* as to the reason for their participation in this activity or meeting.

*Due to limited funding, we will need to ensure that we distribute the funds to recipients who are directly impacted. Therefore, it is important that you provide a clear explanation to support your participation.

List of engagement activities and/or meetings

4. Eligible expenditures

Eligible expenditures are those that:

  • are directly related to the eligible activity
  • contribute to the objectives of the Program
  • include one or more of the following expenses:
    • travel expenditures, including hotel accommodation, car rental and kilometric rates, bus, train, ferry, airplane fares, costs for meals and incidentals
    • honoraria and ceremonial expenditures for Indigenous applicants
    • staff salaries and benefits
    • administrative expenditures for up to 15% of total costs (including general administration expenditures, rent, insurance, office equipment rental and membership fees)
    • professional services contracted to assist in the preparation for meetings (for example, environmental expertise)

Note: Applicants must base their amounts on the rates and allowances of the Travel Directive of the National Joint Council.

5. Ineligible expenditures

Expenditures that are not eligible for funding include:

  • expenditures for provincial sales tax and the GST or HST, where applicable, for which the recipient is eligible for a rebate, or any other costs eligible for rebates
  • hospitality expenses (for example, alcoholic beverages and gifts)
  • travel and per diem expenses over and above rates determined by the Travel Directive of the National Joint Council

6. Notification

After receiving an application, we will evaluate whether or not the application is eligible for funding in whole or in part, and will inform the applicant. We reserve the right to accept or reject any submitted application.

7. Service standards

In an effort to continually improve our services and conduct a transparent process, we have established the following service standards:

  • Our goal is to provide applicants with written acknowledgement of receipt of their application and/or project proposal within 10 business days of the application deadline date
  • Our goal is to issue payments within 20 business days following the notification to the recipient that the requirements outlined in the funding agreement have been fulfilled

Note: If the program cannot meet the above standards, we will advise recipients in a timely manner.

8. Funding agreements

8.1 Single-organization application

8.1.1 Agreement for funded activities

The application form—including Part 1 (form) and Part 2 (terms and conditions)—and the letter of funding approval, once completed and signed, form the funding agreement between Transport Canada and the recipient.

8.1.2 Letter of funding approval for eligible activities

Eligible applicants will receive a letter of funding approval. This letter will indicate when the eligible expenditures will be eligible for reimbursement under the Program.

8.1.3 Payment of funding

Funding will be made to recipients for eligible expenditures upon the following requirements:

  • Only eligible expenditures incurred after the date indicated in the letter of funding approval will be eligible for reimbursement
  • Reimbursements will be made upon receipt, to our satisfaction, of the original and completed CPFP Reimbursement Form [PDF, 618 KB] along with associated invoices and receipts
  • No payments to individuals will be made
  • The maximum amount of total government funding must not exceed 100% of total eligible expenditures

Note: Reimbursements will be made to the applicant organization as a lump sum payment and only on costs incurred. No funding will be provided in advance. Funding is conditional on the availability of funding under the Program.

8.2 Multiple-organization application

A funding agreement signed by both the recipient and Transport Canada is required to receive funding under CPFP for a multiple-organization application. Transport Canada will indicate what date recipients may begin incurring costs.

8.2.1 Project scope and agreement

The applicant’s application will form the foundation of the project scope, mandatory legal documentation, clauses, terms and conditions and payment structure that will be included in the funding agreement. Once the agreement is signed, no change to the scope of the project is possible without prior written agreement between the recipient and Transport Canada.

8.2.2 Financial claims

Recipients can only submit claims for reimbursement of expenditures incurred that are identified in the funding agreement. Recipients will be required to submit a list of invoices with each claim.

Note: No funding will be provided in advance. Funding is conditional on the availability of funding under the Program.

9. How to apply

The following section details the documents required to submit an application.

9.1 Documentation required

9.1.1 Single-recipient application

Applicants must submit a completed application package, which includes the following 2 parts. Parts 1 and 2 must be used in full to apply to the Program, and Part 3 is to be used to request a reimbursement.

Application Form for Single Organization and Terms and Conditions (Parts 1 and 2) [PDF, 671 KB]

Reimbursement Form (Part 3) [PDF, 618 KB]

9.1.2  Multiple recipient application

Applicants must submit a completed application form, with applicable signatures from each recipient.

Application Form for Multiple Organizations [PDF, 695 KB]

10. Submitting your application

Application deadline

Applicants wanting to apply for funding must send in their application package at least 20 business days prior to the date(s) of the activities and/or meetings they plan to participate in and attend. Please note that the funding will be provided on a “first come, first served” basis until the program funding is fully allocated. Therefore, it is strongly recommended that applicants apply as early as possible but within the above-mentioned deadline.

To maintain the transparency and fairness of the selection process, no extensions can be granted.

Note: All applications must be signed, complete, accurate, comprehensive and presented using the template provided, and must include Part 2 (terms and conditions) of the application form. Missing or incomplete information will slow the processing of the application and may result in its rejection.

An application package may be submitted by email or by mail, at the applicant’s discretion.

Email: An electronic application package must be in MS Word, MS Excel or PDF format. Send the application to:

tc.cpfp-pfpc.tc@tc.gc.ca

Mail: A signed hard copy may be sent by mail, and must be received in this office by the application deadline.

Mail applications to:

Community Participation Funding Program
Transport Canada 
330 Sparks St., Place de Ville – Tower C (AHEC) 
Ottawa ON
K1A 0N5

Transport Canada will confirm receipt of application packages.

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