Claims

Claim Statement Instructions

Please review the following general procedures when preparing your Claim Statements.
 The Claim
Statement Spreadsheet
has been created with the appropriate formulas to
make your claim submission as simple as possible.

  1. Claim Statement – Part A:  General project information, including aggregate claim costs, as detailed on Part B & C. Once the entire Claim Statement Spreadsheet is completed, please print the document and have it signed by both the authorized Municipal Official and the Engineer or Project Manager.   Please send the original signed Claim Statement to the CAMRIF Joint Secretariat. If it is not signed, the Claim Package will be returned to you.
    Note:  “Period Covered By This Claim” means the “first invoice date to the last invoice date” for this claim.
  2. Claim Statement – Part B: Itemize all paid invoices
    less than $5,000 in the appropriate dollar value columns. The first column
    is for the invoice amount without GST. The second column is for the GST amount
    at six per cent. The third column will calculate the total invoice amount
    including GST. Copies of invoices and proof of payments are not required for
    this section; however, they may be requested, so it is recommended that the
    applicant retain these documents.
  3. Claim Statement – Part C: Itemize all paid invoices
    of $5,000 or more in the appropriate dollar value columns. The first column
    is for the invoice amount without GST. The second column is for the GST amount
    at six per cent. The third column will calculate the total invoice amount
    including GST. Copies of suppliers’ invoices and proof of payments must
    be provided to support claimed costs. Examples of proof of payment are:
    copies of related negotiated cheques; or a “Paid” stamp on a vendor’s
    invoice with the date, cheque number and appropriate signature. Please
    do not send originals, as we will not be able to return your documents.
    • Claims may be submitted on a monthly basis or sooner if the claims are large.
    • Please ensure that the Provincial Project Number is noted in Part A on all of your claim forms.
    • Claims dates:The Program will pay claims in respect of Eligible Costs provided they are received:
      • 1.  No later than March 31 of the year following the Fiscal Year in which the Eligible Cost was incurred; and
      • 2.   In any event, no later than March 31, 2011.

DEFINITIONS and DESCRIPTION of ELIGIBLE AND INELIGIBLE COSTS
Eligible Costs
Eligible Costs are all direct costs which:

  1. In accordance with Program Guidelines, are properly and reasonably incurred;
  2. Are paid by a Recipient and no other person; and
  3. Are paid under a Contract for goods or services necessary for the implementation of an Infrastructure Project.

Eligible Costs may only include:

  1. The costs incurred after the signing of this Agreement;
  2. The capital costs of acquiring, constructing or renovating a fixed capital asset;
  3. The fees paid to professionals, technical personnel, consultants and contractors specifically engaged to undertake the surveying, design, engineering, manufacturing or construction of a Project Infrastructure asset and related facilities and structures;
  4. The costs of environmental assessments and follow-up programs as required by the Canadian Environmental Assessment Act and Alberta’s Environmental Protection and Enhancement Act, R.S.A. 2000, c. E-12;
  5. The costs of any public announcement and official ceremony, or of any temporary or permanent signage; and
  6. Other costs that are direct and necessary for the successful implementation of a Project and that have been approved in advance, and in writing, by the Management Committee.

Ineligible Costs 
Costs related to the following are not eligible:

  1. Costs incurred before the signing of this Agreement;
  2. Services or works that are deemed by Management Committee as normally provided by the Recipient or a related party;
  3. Salaries and other employment benefits of any employees of the Recipient;
  4. A Recipient’s overhead costs, its direct or indirect operating or administrative costs and, more specifically its costs related to planning, engineering, architecture, supervision, management and other activities normally carried out by the Recipient’s staff;
  5. Costs of feasibility and planning studies;
  6. Taxes for which the Recipient or a Third Party is eligible for a tax rebate, and all other costs eligible for rebates;
  7. Costs of land or any interest therein, and related costs;
  8. Financing charges and interest costs;
  9. Cost of leasing of equipment by the Recipient;
  10. Legal fees; and
  11. Routine repair and maintenance costs.

Municipal Capacity Building (MCB) ELIGIBLE COSTS
MCB Eligible Costs, are all direct costs which:

  1. In accordance with Program Guidelines, are properly and reasonably incurred;
  2. Are paid by a Recipient and no other person; and
  3. Are paid under a Contract for goods or services necessary for the implementation of an MCB Project.

MCB Eligible Costs may only include incremental costs of the MCB component including:

  1. The costs incurred after the signing of the Agreement;
  2. The costs of any public announcement and official ceremony, or of any temporary or permanent signage related to integrated asset management initiatives;
  3. The costs of software acquisition and implementation related to integrated asset management initiatives;
  4. The costs of planning, evaluation, development and feasibility studies related to integrated asset management initiatives;
  5. The costs of travel and training related to integrated asset management initiatives;
  6. The costs of salaries and other employee benefits of employees of the Recipient engaged in integrated asset management initiatives;
  7. The costs of adapting methodologies and technologies for the implementation of an integrated asset management system;
  8. The costs of surveying, developing and utilizing an inventory that promotes integrated asset management; and
  9. Other costs that are direct and necessary for the successful implementation of a Project and that have been approved in advance, and in writing, by the Management Committee.

MCB INELIGIBLE COSTS
Notwithstanding any other provision in section B.3 of the Agreement, costs related to the following are not eligible:

  1. Costs incurred before the signing of this Agreement;
  2. Services or works that are deemed by Management Committee as normally provided by the Recipient or a related party;
  3. The costs of planning, evaluation, development and feasibility studies except for those related to integrated asset management initiatives;
  4. Taxes for which the Recipient or a Third Party is eligible for a tax rebate, and all other costs eligible for rebates;
  5. Costs of land or any interest therein, and related costs;
  6. Financing charges and interest costs;
  7. Cost of leasing of equipment by the Recipient;
  8. Legal fees; and
  9. Routine repair and maintenance costs.