Part I - Program objectives, eligibility criteria and funding conditions
7. Department of Canadian Heritage provisions
7.1 ACKNOWLEDGEMENT
The recipient must recognize the financial support provided by the Government of Canada through the Canada Magazine Fund (CMF) by printing the “Canada” wordmark and including the following acknowledgement in all products related to the project:
When a recipient is beneficiary of both the Canada Magazine Fund (CMF) and the Publications Assistance Program (PAP), the recipient must recognize the financial support provided by the Government of Canada by printing the “Canada” wordmark and including the following acknowledgement in all products related to the project:
The “Canada” wordmark logo is available in electronic format at www.pch.gc.ca/special/sign/index-eng.cfm
The Department reserves the right to review and approve the use of the “Canada” wordmark by the recipient. Publishers should consult the CMF before making any use of the wordmark.
7.2 MINISTER’S DISCRETION AND DECISIONS
As in other funding programs, the eligibility criteria and guidelines of the CMF will not restrict the discretionary power of the Minister of Canadian Heritage or the Minister’s representatives to refuse a request for financial assistance.
Decisions of the Minister regarding the eligibility of applicants and contribution amounts will be final.
7.3 AUDITS OF PROJECTS
The Department of Canadian Heritage conducts financial and circulation audits of CMF recipients each year. During the course of an audit, the recipients must make available any records, documents or other information that may be required to perform the audit. The Department will assume the auditor’s costs.
A recipient found to have submitted false information must refund the whole or part of any contribution received and may be declared ineligible for assistance for a period of two (2) years thereafter.
7.3.1 FINANCIAL AUDITS
A recipient must maintain accounting records to meet financial audit requirements of the federal government. Original receipts must be available in the event of an audit. Cancelled cheques, invoices and bank statements must be retained for five (5) years.
The recipient’s accounting records and supporting documents must allow to differentiate project costs from ongoing operating costs of the publishing firm. The recipient must also keep detailed records on amounts and values of in-kind goods and services related to the project.
7.3.2 AUDITS OF CIRCULATION
Random circulation audits will be performed to verify circulation levels reported by the recipient in the application form. Recipients must keep copies of relevant circulation documents for the reporting period indicated in the application form for a period of five (5) years. Types of documents to keep for auditing purposes include:
- a print-out or electronic file showing the circulation to subscribers and other recipients for every issue during the reference period;
- original orders, dues invoices, membership application forms and proof of payment for all paid subscriptions (including price, term, expiration date, how ordered and use of promotional incentives);
- accurate count of the recipients added to and removed from the circulation list;
- original postal transaction records (Canada Post) and other distribution invoices supporting the delivery of all issues to subscribers and other recipients;
- records of distribution payments and/or proof of payment for every issue sold through retailers/ newsstands (in the form of a photocopy of the cancelled cheques or a confirmation of payment from the distributor);
- printing invoices; and
- copy of every issue published.
7.4 EVALUATION OF THE CMF
The Department conducts periodic evaluations of the CMF. During the course of an evaluation, recipients must make available any records, documents and/or other information that may be required to perform the evaluation. The criteria to be used to assess the effectiveness of the contribution in relation to its objectives shall be determined by the Minister or representatives of the Minister.
7.5 STUDIES
Publishing firms receiving CMF funding must participate in comparative financial studies, trend analysis and other studies supported and funded by the Department.
To protect the privacy of individual business information, reporting will be done only on an aggregate basis, and not on individual publishing firms or titles. Should the Department provide comparative reports to publishers receiving assistance, individual publishing firms will not have access to the business information of other firms in any form other than aggregate form.7.6 ACCESS TO INFORMATION ACT
Under the Access to Information Act: http://laws.justice.gc.ca/en/A-1/index.html members of the public may request and obtain access to information held in federal government records. Should a request be received for information about an application, the Access to Information and Privacy Secretariat will consult the applicant regarding the disclosure of any information submitted to the Department.
7.7 PUBLIC INFORMATION
When funding is approved, the amount of funding, the purpose for which the funds were granted, and the names of the recipients are considered public information. This information is disclosed without consulting the recipients.
The CMF will make public a list of all recipients and their contribution amounts on an annual basis.
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