Claim Information

About the Claim Submission Process

Information on the claim submission process for each cost-share program, including important dates, how to access the required claim documents, a list of documentation that must be included with your claim submission package, and instructions on how to submit your claim can be found in the application approval (or partial approval) notification letter that was sent by email. Before completing or submitting your claim it is important you review the information in your approval notification. If you cannot locate your approval notification, please send an email to the cost-share program email address under which you were approved.

General guidelines on the claim process are provided below. Information can also be found in the online Program Guide for each cost-share funding program.

Claiming Approved
SARFIP Cost-Share

Claiming Approved
SARPAL Cost-Share

Claiming Approved
OFCAF Cost-Share

Claiming Approved
S-CAP Cost-Share

 Cost-Share Claim Information

All costs being claimed must be paid for by the applicant farm business. Proof of payment must verify who paid, who received payment, the amount of payment, and the date of payment. Proof of payment may be any one of the following:
    1. Copy of front and back of cancelled cheque
    2. Electronic image of a processed cheque
    3. Statement from your banking institution indicating to whom the processed cheque was written, or electronic payment made, and for what amount
    4. Credit card or debit card receipt or statement clearly identifying the amount and to whom the payment was made. (Credit card or debit card numbers and other information, including costs that are unrelated the project, should be blacked out.)

If in-kind contributions are eligible, read the In-Kind Contribution Policy and complete and submit the In-Kind Declaration Form provided in your Letter of Approval.

Claim forms must be signed by a legal signing authority for the farm business. For guidance on adding your signature electronically, click here click here.

An entity is considered arm’s length if they are not related, not affiliated persons, or otherwise controlled by another member or members. This means that companies owned by parents, siblings or children, through blood or marriage, cannot be considered at arm’s length. Goods or services purchased from companies that are not at arm’s length cannot be supported for cost-share. Refer to Section 251 of the Income Tax Act for the detailed statutory provision for determining arm’s length relationships. If you have any questions about whether a supplier meets this requirement, please contact the appropriate program by replying to your approval letter.

  • Incorporated Business –
    If you are claiming as an incorporated business, please ensure that you include your Business Number – your Canada Revenue Agency Client Number (RC Number) – as well as the correct spelling of your legal business name. Please ensure that the correct number/name combination is used; this should reflect how you file your farm business taxes. All invoices and proof of payment should also be in this legal business name.
  • Sole Proprietor/Partnership – If you are claiming as a sole proprietor or a partnership, you must provide the Social Insurance Number of the individual (or one of the partners) under which the farm business taxes are filed. All invoices and proof of payment must be in the sole proprietor’s name or in the name of one of the partners.

Project Completion and Claim Submission Deadline:

Project Completion and Claim Submission Deadlines for an approved project are provided in the Letter of Approval from OSCIA.

Eligible Invoice and Project Start Date:

The date on which the Approval Letter is issued.

Steps to claiming an approved
Partnership cost-share allocation
1

Complete your approved Partnership project by the Project Completion date outlined in your Approval Letter. For a project to be complete, all goods and services must be paid for and on site, and the project operational, by the Project Completion Date.

2
Complete your Partnership claim, including all of the following required documentation:
  • Completed Partnership Claim Form
  • Electronic Funds Transfer (EFT) Form
  • Copies of all paid invoices
  • Proof of payment for each invoice
  • Completed Final Report Questionnaire
  • In-Kind Claim Declaration Form (if claiming cost-share for in-kind labour or equipment use)
  • Permits or supplementary information (refer to any documentation requested in your Letter of Approval) Minimum requirements must be met by all plans, audits and assessments. For minimum requirements, click here. (See note below)
Links to all required claim documents are sent by email in your Letter of Approval. Please download all files and save them to your computer before completing them, then re-save after you have completed them. If you require a copy of your Letter of Approval, contact us at cap@ontariosoilcrop.org.
3
Submit your complete Partnership claim package, including all of the required documentation, to OSCIA by no later than the Claim Submission Deadline noted in your Letter of Approval. Claims can be submitted by:
  • Email to cap@ontariosoilcrop.org
  • By post to: Ontario Soil and Crop Improvement Association 1-367 Woodlawn Road West Guelph, ON N1H 7K9
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Project Completion and Claim Submission Deadline:

September 30, 2022

Eligible Invoice and Project Start Date:

The date on which the Approval Letter is issued.

Steps to claiming LEADS Cost-Share
1

Complete your approved LEADS project

2

Complete your LEADS claim, including all of the following required documentation:

  • Completed LEADS Claim Form
  • Electronic Funds Transfer Form
  • Copies of all paid invoices
  • Proof of payment
  • Completed Final Report
  • In-Kind Claim Declaration Form (if claiming costs for in-kind labour or equipment use)
  • Minimum requirements must be met by all plans, audits and assessments.

All required claim documents are sent by email with the Approval Letter. If you require a copy of your approval, contact us at leads@ontariosoilcrop.org.

3
Submit your complete LEADS claim package, including all of the required documentation, to OSCIA by no later than the Claim Submission Deadline noted in your Letter of Approval. Claims can be submitted by:

  • Email to leads@ontariosoilcrop.org
  • By post to: Ontario Soil and Crop Improvement Association 1-367 Woodlawn Road West Guelph, ON N1H 7K9

 Cost-Share Claim Information

All costs being claimed must be paid for by the applicant farm business. Proof of payment must verify who paid, who received payment, the amount of payment, and the date of payment. Proof of payment may be any one of the following:
    1. Copy of front and back of cancelled cheque
    2. Electronic image of a processed cheque
    3. Statement from your banking institution indicating to whom the processed cheque was written, or electronic payment made, and for what amount
    4. Credit card or debit card receipt or statement clearly identifying the amount and to whom the payment was made. (Credit card or debit card numbers and other information, including costs that are unrelated the project, should be blacked out.)

To claim in-kind contributions, read the In-Kind Contribution Policy and complete and submit the In-Kind Declaration Form provided in your Letter of Approval.

Claim forms must be signed by a legal signing authority for the farm business. For guidance on adding your signature electronically, click here click here.

An entity is considered arm’s length if they are not related, not affiliated persons, or otherwise controlled by another member or members. This means that companies owned by parents, siblings or children, through blood or marriage, cannot be considered at arm’s length. Goods or services purchased from companies that are not at arm’s length cannot be supported for cost-share. Refer to Section 251 of the Income Tax Act for the detailed statutory provision for determining arm’s length relationships. If you have any questions about whether a supplier meets this requirement, contact us at CAP@ontariosoilcrop.org.

  • Incorporated Business –
    If you are claiming as an incorporated business, please ensure that you include your Business Number – your Canada Revenue Agency Client Number (RC Number) – as well as the correct spelling of your legal business name. Please ensure that the correct number/name combination is used; this should reflect how you file your farm business taxes. All invoices and proof of payment should also be in this legal business name.
  • Sole Proprietor/Partnership – If you are claiming as a sole proprietor or a partnership, you must provide the Social Insurance Number of the individual (or one of the partners) under which the farm business taxes are filed. All invoices and proof of payment must be in the sole proprietor’s name or in the name of one of the partners.

Claiming Approved SARPAL Cost-Share

Claims for approved 2023 completed SARPAL projects must be received by the OSCIA Guelph Office no later than DECEMBER 15, 2023.

Steps to claiming SARPAL Cost-Share
1

Complete your approved SARPAL project

2

Submit a signed Conservation Agreement at your earliest convenience (must be provided with or before claim submission)

3

Complete your SARPAL claim, including all of the following required documentation:

4
Submit your complete SARPAL claim package, including all of the required documentation, to OSCIA by no later than the Claim Submission Deadline noted in your Letter of Approval. Claims can be submitted by:  
  • Email to sarpal@ontariosoilcrop.org
  • By post to: Ontario Soil and Crop Improvement Association 1-367 Woodlawn Road West Guelph, ON N1H 7K9

 Cost-Share Claim Information

All costs being claimed must be paid for by the applicant farm business. Proof of payment must verify who paid, who received payment, the amount of payment, and the date of payment. Proof of payment may be any one of the following:
    1. Copy of front and back of cancelled cheque
    2. Electronic image of a processed cheque
    3. Statement from your banking institution indicating to whom the processed cheque was written, or electronic payment made, and for what amount
    4. Credit card or debit card receipt or statement clearly identifying the amount and to whom the payment was made. (Credit card or debit card numbers and other information, including costs that are unrelated the project, should be blacked out.)

To claim in-kind contributions, read the In-Kind Contribution Policy and complete and submit the In-Kind Declaration Form provided in your Letter of Approval.

Claim forms must be signed by a legal signing authority for the farm business. For guidance on adding your signature electronically, click here click here.

An entity is considered arm’s length if they are not related, not affiliated persons, or otherwise controlled by another member or members. This means that companies owned by parents, siblings or children, through blood or marriage, cannot be considered at arm’s length. Goods or services purchased from companies that are not at arm’s length cannot be supported for cost-share. Refer to Section 251 of the Income Tax Act for the detailed statutory provision for determining arm’s length relationships. If you have any questions about whether a supplier meets this requirement, contact us at CAP@ontariosoilcrop.org.

  • Incorporated Business –
    If you are claiming as an incorporated business, please ensure that you include your Business Number – your Canada Revenue Agency Client Number (RC Number) – as well as the correct spelling of your legal business name. Please ensure that the correct number/name combination is used; this should reflect how you file your farm business taxes. All invoices and proof of payment should also be in this legal business name.
  • Sole Proprietor/Partnership – If you are claiming as a sole proprietor or a partnership, you must provide the Social Insurance Number of the individual (or one of the partners) under which the farm business taxes are filed. All invoices and proof of payment must be in the sole proprietor’s name or in the name of one of the partners.

Have a Question?

Contact us at sarpal@ontariosoilcrop.org or 1-800-265-9751

Claiming Approved SARFIP Cost-Share

Claims for approved 2023 completed SARFIP projects must sent to the OSCIA Guelph Office.

Steps to claiming SARFIP Cost-Share
1

Complete your approved SARFIP project

2

Complete your SARFIP claim, including all of the following required documentation:

3

Submit your complete SARFIP claim package, including all of the required documentation, to OSCIA by no later than the Claim Submission Deadline noted in your Letter of Approval. Claims can be submitted by:

 

  • Email to sarfip@ontariosoilcrop.org
  • By post to: Ontario Soil and Crop Improvement Association
    1-367 Woodlawn Road West
    Guelph, ON N1H 7K9

 Cost-Share Claim Information

All costs being claimed must be paid for by the applicant farm business. Proof of payment must verify who paid, who received payment, the amount of payment, and the date of payment. Proof of payment may be any one of the following:
    1. Copy of front and back of cancelled cheque
    2. Electronic image of a processed cheque
    3. Statement from your banking institution indicating to whom the processed cheque was written, or electronic payment made, and for what amount
    4. Credit card or debit card receipt or statement clearly identifying the amount and to whom the payment was made. (Credit card or debit card numbers and other information, including costs that are unrelated the project, should be blacked out.)

To claim in-kind contributions, read the In-Kind Contribution Policy and complete and submit the In-Kind Declaration Form provided in your Letter of Approval.

Claim forms must be signed by a legal signing authority for the farm business. For guidance on adding your signature electronically, click here click here.

An entity is considered arm’s length if they are not related, not affiliated persons, or otherwise controlled by another member or members. This means that companies owned by parents, siblings or children, through blood or marriage, cannot be considered at arm’s length. Goods or services purchased from companies that are not at arm’s length cannot be supported for cost-share. Refer to Section 251 of the Income Tax Act for the detailed statutory provision for determining arm’s length relationships. If you have any questions about whether a supplier meets this requirement, contact us at CAP@ontariosoilcrop.org.

  • Incorporated Business –
    If you are claiming as an incorporated business, please ensure that you include your Business Number – your Canada Revenue Agency Client Number (RC Number) – as well as the correct spelling of your legal business name. Please ensure that the correct number/name combination is used; this should reflect how you file your farm business taxes. All invoices and proof of payment should also be in this legal business name.
  • Sole Proprietor/Partnership – If you are claiming as a sole proprietor or a partnership, you must provide the Social Insurance Number of the individual (or one of the partners) under which the farm business taxes are filed. All invoices and proof of payment must be in the sole proprietor’s name or in the name of one of the partners.

Have a Question?

Contact us at sarfip@ontariosoilcrop.org or 1-800-265-9751

Claiming Approved OFCAF Cost-Share

The eligible project start date, project completion date, and claim submission deadlines for each OFCAF intake are detailed in the OFCAF Program Guide.

For information on how to access the required claim forms, a list of documentation that must be included with your claim submission, and instructions on how to submit your claim please refer to the application approval (or partial approval) notification letter that was sent to you. Approved applicants must also participate in a Knowledge Sharing Event (KSE) before they can consider their project complete and submit their claim. If you cannot locate your notification letter, or if you have any questions please contact: ofcaf@ontariosoilcrop.org

OFCAF claim guidelines and limits of cost-share funding can also be found in the Program Guide under the section, How Do I Submit a Claim?

Have a Question?

Contact us at ofcaf@ontariosoilcrop.org or 1-800-265-9751

Claiming Approved Sustainable CAP Cost-Share

The eligible project start date, project completion date, claim submission deadlines, and limits of cost-share funding for each Sustainable Canadian Agricultural Partnership (Sustainable CAP) Initiative can be found in the online Program Guide.

For information on how to access the required claim forms, a list of documentation that must be included with your claim submission, and instructions on how to submit your claim please refer to the application approval (or partial approval) notification letter that was sent to you. If you cannot locate your notification letter or if you have any questions, please contact: s-cap@ontariosoilcrop.org

Have a Question?

Contact us at s-cap@ontariosoilcrop.org or 1-800-265-9751

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