2012-2013 Guide to submitting proposals to the Contributions Program for Non-Profit Consumer and Voluntary Organizations

Section 7 – Reporting and Invoicing for Funded Projects

This section contains information about reporting and invoicing for funded projects. This information can also be useful when developing your project proposals.

7.1 Reporting and Invoicing Requirements

By signing a Contribution Agreement, an organization agrees to submit a fully completed and signed Progress Reports and/or meet specific pre-determined expectations and Financial Reports, as scheduled and outlined in the Contribution Agreements for the duration of the project.

OCA staff will compare and analyse Progress Reports against the project's detailed work plan and/or pre-determined performance expectations contained in the signed Contribution Agreement, and must be satisfied that the terms of the Agreement are met, before payments are made.

OCA reserves the right to request that an organization submit interim work for review (e.g. draft report, preliminary bibliography, draft interview guides, etc.). The Progress Reports should be complete and detailed to allow analysts to efficiently monitor the progress and /or changes throughout the duration of your project.

Organizations are required to provide a Communications Report at the end of each project with the final report. The report should present the results of all the communications efforts undertaken or to be undertaken as part of the project and with the final report.

For example:

• details on the distribution of the final report and the impact of final project results, more specifically, the number of final report and/or executive summaries distributed, to whom,
• media coverage (press clippings, radio and telephone interviews, etc.),
• number of presentations to stakeholders, if any,
• impact of internal communications efforts, and
• impact of external communications efforts (partners, other stakeholders).

7.2 Final reports

All final project reports and bilingual executive summaries (PDF or Word format) are to be submitted electronically only to OCA (no paper copies required).