INVITATION FOR APPLICATIONS MICROLENDING FOR WOMEN IN ONTARIO. Funding Guidelines & Application Instructions

Ministry of Citizenship and Immigration Ontario Women s Directorate INVITATION FOR APPLICATIONS MICROLENDING FOR WOMEN IN ONTARIO Funding Guidelines & Application Instructions

INVITATION FOR APPLICATIONS: All applications must be submitted through Grants Ontario at www.grants.gov.on.ca, by 5:00 p.m. on July 27, 2012. Late or incomplete applications will not be considered. COMPLETE APPLICATIONS: Before submitting your application, please ensure that it is complete. Incomplete applications will not be considered. A complete application consists of the following: all questions in the online application form completed as instructed (see Application Instructions) online application form is electronically signed by the applicant s signing authority(s) application form is submitted electronically through the online Grants Ontario system (see Applications Instructions) all required attachments are also submitted electronically through Grants Ontario A list of required attachments appears on the first page of the online application form. PROGRAM Microlending programs provide small loans to individuals to support personal entrepreneurship. Recipients of microloans are traditionally low income individuals who lack the credit history, steady employment or collateral necessary to obtain conventional forms of credit. Microlending programs are most successful when they provide or ensure that loan recipients also receive other required supports, such as financial literacy education, business development training, mentorship, ac cess to childcare, and life skills supports. The goal of Microlending for Women In Ontario is to help low income women start and build successful businesses. To achieve this goal, the Ontario Women s Directorate (OWD) is inviting applications for microlending projects that will: increase or improve the knowledge base of microlending in Ontario; address service gaps in existing microlending programs; and/or establish new microlending programs. 1

Funding under this program would enable existing microlending programs to add a range of supports for their loan participants. Funding would also support the development of new microlending programs in communities where none currently exist. As microlending is still in its infancy, this program can also support research, information sharing and program evaluation. These activities will help the sector identify successes to date and address barriers to success. DIVERSITY PRINCIPLE Applications must give consideration to the unique needs of the diversity of women across the province, including: Aboriginal, Francophone, newcomer, immigrant, refugee, women of all ethno/cultural and religious backgrounds, women of colour, older women, LGBTT2SIQQ (lesbian, gay, bisexual, transgender, transsexual, 2 spirited, intersex, queer and questioning); women who are Deaf, deafened, oral deaf or hard of hearing, those with disabilities, women living in rural/remote areas and women living in poverty. TARGET POPULATIONS The OWD aims to support projects that reduce inequities among under serviced populations with microlending projects aimed at low income women. ELIGIBILITY Eligible Organizations The following organizations may apply for funding: an organization incorporated federally or provincially as a not for profit corporation; or broader public sector organizations; or Aboriginal organizations that are a legal entity. Organizations that do not meet the above criteria may be part of a collaborative or consortium that includes at least one eligible member. The eligible member would act as the lead applicant and would accept any legal and financial responsibility for an approved grant. All applicants must operate in compliance with the Ontario Human Rights Code. 2

Insurance requirement: successful applicants will be required to put into effect and maintain for the duration of their initiative, at their own expense, all necessary insurance for the initiative, including Commercial General Liability Insurance to an inclusive limit of not less than Two Million Dollars ($2,000,000) per occurrence. Not Eligible for Funding The fol lowing applications will not be considered for funding: from individuals or profit based organizations; seeking deficit or emergency funding; for projects headquartered outside of Ontario or with programming occurring outside of Ontario; for religious and/or political activities; for projects not focused on women. ELIGIBLE PROJECTS OWD will consider providing funding for projects that do the following: 1: Increase or improve the knowledge base of microlending in Ontario. Potential activities would include: Evaluating current microlending programs in Ontario. Developing service models which will improve the success of businesses that are operated with microloan funding. Creating opportunities for knowledge exchange such as forums or webinars. 2: Address service gaps in existing microlending programs. Potential activities would include: Providing an enhanced continuum of supports to microlending clients such as financial literacy training, business development supports and mentoring programs. 3

3: Establish new microlending programs*. New programs could either be an expansion of an existing microlending program to a new community; or a new service addition to the employment or entrepreneurial programs which already exist within the organization. Potential activities would include: Undertaking a feasibility study; developing partnerships with community supports, financial training organizations and/or financial institutions; staffing a new program; outreach to potential clientele. *Loan Funding Details OWD will provide loan funding as a grant to organizations that do not have access to loan funding from financial institutions or other grant sources. Applicants seeking a source of funding for the loan portion of a new microlending program are encouraged to first seek funds from existing sources for loan funding. An example is the Federal government s Community Futures Development Corporation (CFDC) which has a mandate to provide programs and services to support community economic development and small business growth in rural and northern Ontario. Aboriginal agencies may be eligible to receive funding from the Aboriginal Business Development Program (ABDP) at Aboriginal Affairs and Northern Development Canada. ABDP works to increase the number of viable businesses in Canada owned and controlled by Aboriginal Canadians. Loan funding may also be available to organizations through alternative banks and cooperatives. In addition, loans to develop programs are accessible through social enterprise financing organizations such as the Canadian Alternative Investment Cooperative (CAIC). Applicants that are not able to access loan funding through other means will be considered for funding to support the loan portion of their proposed project. FUNDING Please note the changes shown in the bolded font. A total of $1.2M over three (3) fiscal years is available for this new initiative. Individual project budgets and lengths will vary depending upon the type of project proposed. Project activities are expected to begin after October 1, 2012 and to be completed no later than December 31, 2014 with a final project report due on February 1, 2015. 4

Although projects will be time limited and with no commitment beyond the initial three fiscal years of funding, consideration may be given for further project funding based on an evaluation of the results of the initial projects. For details on what costs are eligible see Section H: Project Financial Information. ASSESSMENT CRITERIA Proposals will be evaluated on how well a proposal can demonstrate that the project meets the following criteria. 1. Applicant s capacity to deliver the proposed project (weighting 30%) evidence of sound governance and finances; experience delivering effective projects with comparable scope using sound project management techniques; demonstrated delivery of projects on time and within budget; proven subject matter expertise; experience providing training and supports for women. 2. Soundness of the proposed approach (weighting 30%) demonstrated need for the project; evidence the proposed approach will be effective; practical activities and timelines link to a meaningful evaluation plan; outcomes are achievable and align with the funding program s objectives; overall clarity and comprehensiveness. 3. Value for money through the budget and financial information ( weighting 20%) budget items align with the project description and deliverables; sufficient information provided to evaluate whether costing is realistic; proposed expenses are reasonable. 4. Accessibility, diversity and gender based analysis (weighting 20%) applicant demonstrates expertise in addressing accessibility, diversity and gender based analysis; approach integrates accessibility, diversity and gender based analysis, as appropriate to the funding program s objectives; approach identifies realistic strategies to reach target populations; project includes a commitment to represent the diverse needs of its audience. 5

Projects will be selected for funding through a competitive process. Even if a proposal meets all of the assessment criteria, there is no guarantee funding will be awarded. Following the individual assessment of proposals, the assessment process may consider the extent to which the group of recommended applications address geographic and population diversity. 6

APPLICATION INSTRUCTIONS Application Deadline: July 27, 2012 by 5:00 p.m. (Eastern Standard Time). INTRODUCTION These instructions provide: information on the new Grants Ontario system for writing and submitting a funding application online; contact information if applicants have questions or technical problems; important step by step instructions for completing an online application form. Please print a copy of these instructions or keep them open on your computer screen, referring to them as you complete each stage of the application form. GRANTS ONTARIO APPLY ONLINE All applicants are required to complete and submit an online application form through the Grants Ontario system (www.grants.gov.on.ca). Applications in any other format will not be accepted except in exceptional circumstances. Grants Ontario uses a common application form for all grant funding programs in the Ontario Women s Directorate (OWD) and the Ministries of Citizenship and Immigration, and Tourism, Culture and Sport. To use Grants Ontario, applicants need a computer with internet access and a supported web browser. Please review which web browsers are supported at www.grants.gov.on.ca. Register First All applicants must register via www.grants.gov.on.ca before they can begin their online application. The author(s) of the application and the applicant organization s signing authority(s) are highly encouraged to register as soon as possible and at least three (3) weeks prior to the OWD application deadline. Once an online application form is started in Grants Ontario, it may be saved at any point and the applicant can return to it later. The application can be re accessed from any computer with internet and a supported web browser. However, the application cannot be loaded onto a memory stick and its web address cannot be shared (e.g., copied into an e mail). 7

As soon as a completed application is submitted online through Grants Ontario, an e mail will be sent to the application s contact person, confirming receipt of the application. If this e mail does not arrive within a business day, please contact Grants Ontario Customer Service. Selection Process All applications will be reviewed for completeness and eligibility once they are received. Only complete and eligible applications will be considered for funding. All applicants will receive written notification of the final decision whether their application is approved or declined. Applicants may also sign in to Grants Ontario to check on the status of their application(s). GRANTS ONTARIO CONTACT INFORMATION For solutions to technical issues, applicants should first consult the Frequently Asked Questions (FAQs) on the Grants Ontario website (www.grants.gov.on.ca). Applicants may also contact Grants Ontario Customer Service (available Monday to Friday during normal business hours): Phone In Toronto: (416) 325 6691 Toll Free: 1 855 216 3090 E mail GrantsOntarioCS@Ontario.ca Questions about the Invitation For Applications, or the Microlending For Women In Ontario program, should be directed to OWD staff (available Monday to Friday during normal business hours): Ola Agboola Partnership Development Specialist Ontario Women s Directorate o la.agboola@ontario.ca 8

STEP BY STEP INSTRUCTIONS for completing the online application form After completing registration, applicants can access a new application form through Grants Ontario (www.grants.gov.on.ca) and begin to fill it out. Applicants must follow all instructions below, which provide additional guidance on how and when to complete particular questions. Note that some questions may not require a response, as indicated below. Applicants are also required to submit the attachments listed on the application form. Applicants may only submit additional pages of information if applying to more than one project stream. These pages should be clearly labelled. The application form is organized into the following sections. Applicants must complete all s ections and questions before submitting their application. Section A: Organization Information Section B: Organization Address Information Section C: Organization Contact Information Section D: Organization Capacity Section E: Grant Payment Information Section F: Application Contact Information Section G: Project Information Section H: Project Financial Information Section I: Performance Measures Section J: Partnership / Stakeholder Information Section P: Declaration/Signing Note: There are no sections K to O for OWD programs. Section A: Organization Information Section B: Organization Address Information Section C: Organization Contact Information These three sections (A, B and C) should be pre populated based on the information your organization provided in the Grants Ontario enrolment process. If any of the information is incorrect, please contact Grants Ontario Customer Service. 9

Section D Organization Capacity This section asks for information on the applicant organization including staffing, volunteers, governance, past performance and skills that indicate how successful a project might be. Questions 1 5. See application form. 6. Describe your organization s core business or field of activity. What does your organization do? What is your organization s primary purpose and the primary client group served? Briefly describe your organization s current programming and projects relevant to this application. 7. How does the strategic plan guide your organization s activities? Do not complete this question. 8. Outline your organization s risk management plan for the prevention of abuse to clients, members and staff. As of June 15, 2010, the Occupational Health and Safety Act (OHSA) was amended to include specific requirements regarding workplace violence and workplace harassment. The OHSA now: establishes minimum standards regarding an employer s duties to address workplace violence and workplace harassment requires employers to address workplace violence: policy, program, assessment of risks, information and instruction, including information disclosure extends the work refusal provisions to include workplace violence as a ground for refusing unsafe work requires employers to address domestic violence in the workplace requires employers to address harassment: policy, program, information and instruction Explain how your organization is responding to these requirements in relation to its risk management plan. 9. How is your Board elected? Explain your organization s process for Board elections. Include information on how frequently board members change and attach a current list of board members. 10. How does the composition of your Board represent the community it serves? Indicate the diversity on your organization s Board and explain how it represents your organization s target community and/or the primary client group(s). 10

11. What practices / procedures exist to ensure the Board conducts its activities with accountability and transparency? Do not complete this question. However, as part of the assessment of your application, your organization may be asked to provide its by laws and operating, financial and human resources policies/procedures. 12. Describe your organization s history of managing similar projects and include past achievements. Indicate if the organization has previous experience working with women, or the selected target population groups. Also include any relevant past programs or projects that speak to the organization having experience delivering financial/entrepreneurial training programs to women and/or microlending experience and/or research. 13. Describe your organization s ability and capacity to successfully undertake this project. How will the project be supervised and managed? Identify the skills, knowledge and expertise of these supervisors and managers. 14. Provide details on your staff and relevant staff experience for those involved in the project. If staff have been identified for this project indicate the expertise, knowledge and skills they bring to the project. 15. Describe successful strategies your organization has used to ensure achievement of program outcomes. How has the organization ensured the outcomes for other projects have been achieved? Identify challenges and what measures were taken to ensure success? 16. Describe your organization s experience developing, tracking and reporting on outcomes and performance measures successfully. See application form. Or do not complete Section E: Grant Payment Information See application form. Section F: Application Contact Information See application form. 11

Section G: Project Information The Microlending For Women In Ontario program has three distinct project streams: 1. increase or improve the knowledge base of microlending in Ontario 2. address service gaps in existing microlending programs 3. establish new microlending programs Applicants may choose to apply to only one stream, or to a combination of streams. Applicants who choose to apply to a combination of streams must clearly outline each stream in Section G and may need to submit additional pages to the application. 1. Project Name Provide a short descriptive name that will easily identify the project. 2. Project Start Date State the planned start date for the project. Projects should start no earlier than October 1, 2012. 3. Project End Date State the planned end date for the project. All projects must be completed by December 31, 2014. (Please note the change to 2014). 4. Target Sector Select "Other" for this question. 5. Project Scope Select the most relevant geographic reach for the project. 6. Host Community Where will the project take place? This may be in a different location from where your organization is located. 7. Project Priority Do not complete this question. 8. Project Summary Please identify your primary sector such as, banking, community service provider, research, economic development organization, government or other. Provide a brief description (max. 200 words) of the project: identify your project priority(s), which must be one or more of the following: 12

1. increase or improve the knowledge base of microlending in Ontario 2. address service gaps in existing microlending programs 3. establish new microlending programs Include an overview of the activities planned and planned outcomes. 9. Project Description Building on the summary above, provide a comprehensive description of how your organization will implement the project. This description should be consistent with the milestones, activities, timing and responsibilities outlined in section G. 16. Work Plan. If the project is multi year, please break out activities by fiscal year. Answer the following specific questions for each of the project streams you are applying: Special instructions for Stream 1: increase or improve the knowledge base of microlending in Ontario a) Describe how your project will measure the current impact of microlending and increase the knowledge base of microlending in Ontario. b) Describe the activities you plan in order to share knowledge, lessons learned, emerging research, and/or best practices. c) As applicable describe your organization s capacity for conducting research. Special instructions for Stream 2: address service gaps in existing microlending programs a) Provide a description of your current microlending program. Include any evidence of the program impact on current participants; b) Describe gaps in your current microlending program; c) Identify the structure and components of the existing microlending program. Include information on an outreach strategy, program intake, funding models, training plans and other relevant details. d) Describe how your program will develop, implement or include a broad range of supports for clients. Supports may include savings/financial literacy, mentoring, lifeskills and entrepreneurial training; e) Describe how the project will undertake outreach to increase women s awareness of both the microlending program and the benefits of microlending; 13

Special instructions for Stream 3: establish new microlending programs a) Describe the continuum of employment related services that your organization already provides. Indicate how a microlending program will complement these services and improve outcomes for clients; b) Identify the structure and components of the proposed microlending program. Include information on an outreach strategy, program intake, funding models, training plans and other relevant details. c) Indicate how the microlending program will develop, implement or include a broad range of supports for clients. Supports may include savings/financial literacy, mentoring, life skills and entrepreneurial training; d) Demonstrate that the organization has funds to provide loans to women. Provide evidence that the organization has applied for and/or received funds from an alternate source. **As applicable indicate how much of the OWD funding will be used for loan funding. 10. Project Objectives What are the project goals. Describe what the project will accomplish. 11. Rationale/Need Describe how this proposed project will fill an existing gap. Provide at least two supporting pieces of information such as research, statistics and demographic information that provides strong evidence of the need for a microlending initiative in the community you are targeting; or for the research project proposed. 12. Project Beneficiaries Identify the specific population this project will reach for example, Aboriginal, Francophone, or older women. Describe how the project s target population will benefit from this project. 13. Risk Assessment and Management Provide a description of challenges that may prevent the project from reaching its outcomes. Describe what activities will be used to mitigate the risks described. 14. Project Outcomes Provide detailed outcomes that are important to understanding the success of the project. These outcomes should be based on the project objectives. Also ensure there are targeted performance measures for each outcome (see Section I: Performance Measures). 14

15. Evaluation Plan/Criteria Provide a practical explanation of how the project will be evaluated. Explain how data will be collected, by whom, when, and how it will be analyzed, reported and used. This description should align with Section I: Performance Measures. If design of the evaluation plan is a deliverable, describe how this will be done. 16. Work Plan The work plan should provide a clear idea of how the project will be carried out. It should demonstrate a systematic approach to accomplishing the project s objectives. Include detailed information of all project phases such as development, implementation and evaluation. Complete the following work plan components: Key Milestones that mark the completion of a work phase Activities tasks that will be undertaken to complete the project. You may list several Activities under Key Milestones. Start Date anticipated start date of each activity End Date anticipated end date of each activity Responsibility indicates who is in charge of completing the activities Performance Indicator signal that demonstrates a task is achieved successfully. The performance indicators you list will be used as benchmarks to determine the progress of the project. Partner organizations identified in the work plan must also be listed as partners in Section J: Partnership/Stakeholder Information. Section H: Financial Information Applicants who choose to apply to more than one stream in Section G must complete Section H for each stream. Include the proposed revenue and expenses throughout the length of project. Use the following information as a guide in filling out Section H. Eligible Costs Eligible costs are budget items directly related to the project. Costs should be reasonable and necessary for the project s successful completion and implementation. 15

Eligible costs may include: overhead and project administration (should not exceed 15% of the total budget) project staff research, planning and development (e.g., costs related to determining how to develop and implement the project) production costs for resource development (e.g., graphic design, printing, translation into other languages, alternative formats) consulting fees and expenses marketing and outreach (e.g., costs related to promotion, holding meetings/networking or outreach events directly related to the project evaluation legal/audit fees travel, meals and hospitality expenses (see Appendix B: Guidelines For Travel, Meal And Hospitality Expenses) Ineligible Costs The following expenses will not be covered, even if they are related to the project. Please c onsult OWD if the eligibility of certain expense items is unclear: activities that could be deemed discriminatory, as defined by the Ontario Human Rights Code annual general meetings, budget deficits, membership fees, fundraising activities, committee and political meetings, or religious activities costs covered by other government funding contingency or unexplained miscellaneous costs costs not specifically related to the project activities that take place outside of Ontario feasibility studies; infrastructure or large capital expenses including the renovation, construction or transformation of permanent spaces, parks or grounds; furniture, fixtures or other non portable equipment portion of Harmonized Sales Tax (HST) costs that are refundable any expense incurred before receiving written Ministry approval. In kind Contributions In kind contributions are the total cash value of donated goods, commodities, or services such as volunteer hours, marketing services, equipment and/or office space that is provided to the organization at no cost. 16

Cash Any financial donations, sponsorships, grants or loans of cash are considered cash and are to be included. Budget template Please review the following instructions carefully before completing this section. Also see Eligible Costs. List all project expense items in the first column. In the other columns, identify how each of these expense items will be paid or offset, for example, by Requested funding from OWD and/or through the Cash and In Kind contributions of your organization and/or its partners. When disclosing cash and in kind contributions, please list all the dollar amounts and sources of the funds that will make up these contributions, for example, from your organization, from other organizations such as partners, or from non provincial sources. Also include funds from other government agencies or ministries. Note that all cash and in kind contributions from other organizations must be confirmed in writing and included as an attachment. Itemize all expenditures and contributions required to carry out your project, both eligible and ineligible, to provide a holistic picture of the total project value. Be sure to document details of each item (e.g. for staffing positions, include a description of role, number of hours per week, and wage and benefits as they relate to the project). For purchased items, include the cost per unit and number of items needed. Although your organization is asked to disclose ineligible expenses, remember OWD funding cannot be used to cover these costs (see Ineligible Costs). Multiple years of funding are available through the Microlending For Women In Ontario program. Include a budget for each year the project will run. 17

Section I Performance Measures Applicants who choose to apply to more than one stream in Section G must complete Section I for each stream. Quantitative Results Applicants must record the goal (the targeted or projected number) for the following metric: Number of Women Served. This metric may not apply to projects in Stream #1 geare d to improving the knowledge base in Ontario. Your Microlending For Women In Ontario project should have additional performance measures (such as Number of Participants at Conference or Number of Women who started a small business as a result of the program etc.) that should be added to the table within this section of the Application Form. Qualitative Results Please include any qualitative measurements the project will use as a measure of success. Section J: Partner / Stakeholder Information Applicants who choose to apply to more than one stream in Section G must complete Section J for each stream. Name: Provide the name of each partner organization that has committed to assisting your organization to deliver the project. Remember that partners identified in the work plan (Section G: Project Information) must also be listed in this section. Stakeholders who were consulted about the project should also be noted and their role and contribution described. T ype: Use the drop down menu to identify whether the listed organization is a partner or stakeholder. R ole: Specify whether each partner/stakeholder is new and describe their contribution to the project. D escription: Describe how the partners are involved in the planning, development, implementation and evaluation of the project. 18

Applicants must attach signed letters from each partner listed, confirming their involvement in the project and verifying their financial and/or in kind contributions to the project. Applicants are obliged to send a copy of the completed application to their identified partners. Signed letters are not required from stakeholders. Section P: Declaration/Signing See application form. 19

Appendix A: Accessibility, Gender and Inclusion This appendix outlines the following Ontario Women s Directorate (OWD) priorities for its grants programs: 1. accessibility 2. diversity 3. gender based analysis 4. French language services 1. Accessibility The Province of Ontario is committed to working with every sector of society to support Ontarians with disabilities by ensuring that no new barriers are created for them and that existing ones are removed. This responsibility rests with every social economic sector, every region, every government, every organization, institution and association, and every person in Ontario. To support this commitment, the Province of Ontario has enacted legislation including the Ontario Human Rights Code, Ontarians with Disabilities Act, 2001 (ODA) and the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) and its regulations. The purpose of this legislation is to improve opportunities for persons with disabilities and provide for their involvement in the identification, removal and prevention of barriers to their full participation in the life of the province. For more information on the government s commitment to accessibility, please visit www.ontario.ca/accesson. Projects funded by OWD should: demonstrate capacity to develop programming and materials that accommodate the needs of persons with disabilities ensure accessibility is reflected in the proposed project s courses, products and other deliverables - e.g., consider providing courses and materials in a range of accessible formats which may include, but are not limited to: html, accessible word and PDF files, open captioning, ASL/LSQ, described video, Braille, audio and large print ensure that the proposed programming and/or services take place in accessible facilities 20

2. Diversity Using Ontario s Human Rights Code as a basis, OWD works to address the unique needs of diverse populations in Ontario. The Human Rights Code prohibits discrimination based on the following 15 grounds: race ancestry place of origin colour ethnic origin citizenship creed (religion) sex (includes gender identity, pregnancy and breastfeeding) sexual orientation age (18 years or more) marital status family status disability record of offences (only in employment) receipt of public assistance (only in accommodation). Other dimensions to consider include: regional location socio economic status language employment status education level OWD recognizes that many of the above dimensions intersect with each other as well as with gender. For example, a language barrier combining ( intersecting ) with a physical disability may compound an abused woman s isolation from services and her ability to communicate with those who might help. In your application, discuss which dimensions may affect your project s target group(s). Identify any issues revealed when the dimensions intersect, and address how the project may mitigate them. 21

Building diversity into project development ensures that the services your project provide address not only a primary need but also mitigate secondary effects of discrimination. 3. Gender based Analysis OWD is committed to promoting women s equality, and requires applicants to apply a gender based analysis to their proposed project. A gender based analysis helps identify gender considerations so that they may be integrated into projects. It is an examination of the differences in women's and men's lives, including those which lead to social and economic inequality for women. For more information on how to apply a gender based analysis, go to: h ttp://www.swc cfc.gc.ca/pol/gba acs/index eng.html 4. French Language Services Programs, services and resources must be in accordance with the French Language Services Act. Proposals are to include planning for service delivery to meet the needs of Francophone populations in areas across the province designated under the French Language Services Act. French Language Services planning should include: a budget for the French language component of the proposal a description of the organization s expertise, capacity and/or partnerships to deliver the Francophone component an advisory group that includes representatives from both official languages or one that will specifically oversee the French component details concerning quality control for translation and adaptation of materials/training to ensure that they are culturally and linguistically suitable to the French speaking population 22

Appendix B: Guidelines For Travel, Meal And Hospitality Expenses Applicants are required to apply the following guidelines to any travel, meal and hospitality expenses. Transportation: Projects are expected to use the most practical and economical way to travel and explore alternatives such as teleconferencing where possible. Whenever practical, local public transportation/hotel shuttles must be used. Rail or air transportation are permitted if either is the most practical and economical way to travel. The standard is coach/economy class. Reimbursement Rates for Personal Vehicle Use: Southern Ontario = $0.40 per km, Northern Ontario = $0.41 per km. Accommodation: When a member requires overnight accommodation, single accommodation in a standard room is allowed. No reimbursement should be made for suites, executive floors, or concierge levels. A maximum of $30.00 per night is allowed for private s tays with family or friends (and no receipt is required). Meal Rates (including taxes and gratuities): Cannot include reimbursement for alcoholic beverages. Maximum meal rates: Breakfast $8.75; Lunch $11.25; Dinner $20.00. For a full day of meal claims (i.e., breakfast, lunch and dinner), there is discretion to allocate the daily total three meal rate of $40, with a cap of $20 on the amount for any single meal. Meal rates do not apply to training or other group events offered as part of the project. Non Eligible Expenses: Items of a personal nature. Record Keeping: Original receipts (not photocopies) must be collected and kept on file by the applicant. When the applicant decides to exercise discretion in making an exception to the above guidelines, and in order to ensure a proper record for audit purposes, the rationale for the exception must be documented and be attached to the expense claim. 23

Appendix C: Responsibilities of Applicants that Receive Funding Successful applicants must assume the following responsibilities: Compile and submit progress and financial reports to the Ontario Women s Directorate on an initial, mid term and final basis, as laid out in the standard Agreement. Legal responsibilities: Before any funds will be provided to parties by the Ontario Women s Directorate, a legal agreement in form and content satisfactory to Ontario must be negotiated and signed between the Ontario Women s Directorate and the recipient of the funds. The recipient of the funds must be a legal entity in the Province of Ontario, and accountable for the funding. Recipients must provide a signed original letter or statement confirming their legal responsibility for the training initiative. Successful applicants will be required to put in effect and maintain for the duration of their program, at their own expense, all necessary insurance for the initiative, including Commercial General Liability Insurance to an inclusive limit of not less than Two Million Dollars ($2,000,000) per occurrence. If the proposed program is approved for funding, applicants must provide the Ontario Women s Directorate with a copy of their Certificate of Insurance as a condition of funding. The recipient must agree to an independent audit of the project, including program revenues and expenditures. Recipients may be required to provide a copy of their latest audited financial statements and those of significant partners in the program before the legal agreement is finalized. 24