Livestock Veterinary Innovation Initiative Program Guidelines

Guidelines

Overview

The Livestock Veterinary Innovation Initiative is a cost-share initiative that will increase access options for veterinary care, especially in rural and northern Ontario, to better support animal health, the livestock agri-food sector and the strength of the province's food supply.

Definitions

"Applicant" means an Ontario-based food animal veterinary practice and/or mixed veterinary animal practice that includes food animals, who has submitted an application for cost-share funding through the Livestock Veterinary Innovation Initiative.

"Arm's Length" means an entity is considered Arm's Length if they are not related, not affiliated persons, or otherwise controlled by another member or members. Refer to Section 251 of the Income Tax Act (Canada) for the detailed statutory provision for determining Arm's Length relationships.

"Canadian Agricultural Partnership" or "Partnership" means the Canadian Agricultural Partnership (the Partnership) is a five-year federal-provincial-territorial initiative to strengthen the agriculture, agri-food and agri- products sectors, and increase their competitiveness, prosperity and sustainability.

"Capital Cost" includes cost of machinery, equipment, software development/purchase and installation; renovations; site improvements; leasehold improvements; building improvements and construction.

"Claim" means a report submitted by the Applicant to the Agricultural Adaptation Council to provide the Agricultural Adaptation Council with information on which to base a reimbursement payment. Claims must meet all of the requirements stated in the Funding Agreement between the Agricultural Adaptation Council and the Applicant for the project.

"Funding Agreement" mean a legal agreement that the Applicant must enter into with the Agricultural Adaptation Council if the project is approved. The legal agreement contains the terms and conditions that the Applicant must follow to receive cost-share funding.

"Guidelines" means this document, as it may be amended from time to time.

"Incurred Costs" means a cost for which an Applicant has become liable to pay.

"Minister's Order" means the Canadian Agricultural Partnership Strategic Initiative Theme Program Minister's Order, Minister's Order number 0005/2018, as amended.

"Requirements Of Law" means all applicable Requirements of Law, as may be set out in statutes, regulations, by-laws, codes, rules, ordinances, official plans, approvals, permits, licenses, authorizations, decrees, injunctions, orders and declarations, or any other similar Requirement of Law.

"Underserviced Area" means all areas in the province of Ontario north of and including the County of Renfrew, the County of Haliburton, the Township of Addington Highlands, the Township of Carlow/Mayo, the Township of Limerick, the Township of Wollaston, the Township of

Purpose of the Initiative

Some Ontario livestock farmers, in particular those in rural and northern Ontario, are experiencing shortages of access to veterinary services, putting strain on veterinarians and limiting growth opportunities for livestock farmers. The Livestock Veterinary Innovation Initiative (the Initiative) is aimed at supporting innovative approaches to increase delivery options of veterinary care to livestock farmers, particularly in Underserviced Areas to support animal health, the livestock agri-food sector and the strength of our food supply. Funding through this Initiative will help veterinary care be delivered in ways that address several challenges, including the long distance between many farmers and veterinary clinics, and the shortage of large animal veterinarians working in rural and remote parts of the province.

The Canadian Agricultural Partnership (the Partnership) is a five-year federal-provincial-territorial initiative to strengthen the agriculture, agri-food, and agri-based products sector and increase its competitiveness, prosperity and sustainability. The Livestock Veterinary Innovation Initiative is funded through The Partnership. The Agricultural Adaptation Council (AAC) is delivering the Partnership cost-share funding through this Initiative.

Target Audience

The Applicant must be an Ontario-based, food animal veterinary practice and/or mixed veterinary animal practice that includes food animals.

Priority will be given to food animal veterinary practices that are actively serving an Underserviced Area. A veterinary practice does not need to be physically located in an Underserviced Area in Ontario, but has to attest that they actively serve food animal clients in an Underserviced Area and identify the area.

Review of applications from veterinary practices not actively serving an Underserviced Area will only occur at the end of the intake period. See How is an application assessed? for further information.

Eligible Projects and Activities

Eligible Projects include those that help support activities that will increase delivery options of veterinary care to support food animal health under the following categories.

  • Telemedicine Diagnostic: support for telemedicine and/or diagnostic (i.e. mobile/cellular and video/camera and monitor solutions; veterinary hematology analyzers; vehicle modifications)
  • Handling Equipment: support for portable large animal handling equipment such as head gates and squeeze chutes, associated vehicle modifications
  • Education/Training: support for education and training on new equipment or techniques

Priorities

  • Projects that enhance veterinary services in an Underserviced Area; and
  • Projects that address challenges associated with the long distance between farms and veterinary clinics.

Eligible Costs

Eligible costs are those costs that are directly necessary to carry out the project, reasonable in nature, and incremental as well as incurred and paid by the Applicant. For costs to be considered eligible, they must be incurred and paid no earlier than January 19, 2022 and no later than September 30, 2022.

Note: costs incurred must reflect when the goods and services are expected to be received, regardless of when payments are made. When purchasing goods or services, the Applicant must follow a process that is transparent, fair and promotes the best value for the money expended and at competitive prices that are no greater than fair market value after deducting trade discounts and/or any other discounts available to the Applicant; and must comply with all Requirements of Law applicable to how the Applicant acquires goods, services or both.

All suppliers from which goods or services are purchased must be at Arm's Length from the Applicant, meaning not related to the Applicant, not affiliated with the Applicant, or controlled in any way by the Applicant. If you have any questions about whether a supplier meets this requirement, please contact the AAC at info@adaptcouncil.org.

Eligible costs may include the following within any limits given elsewhere in this guide:

Category Cost Examples Total Eligible Costs for Cost-Share
Telemedicine/ Diagnostic Equipment
  • mobile/cellular and video/camera and monitor solutions; veterinary hematology analyzers; vehicle modifications
up to $50,000
Handling Equipment
  • portable large animal handling equipment such as head gates and squeeze chutes, associated vehicle modification
up to $30,000
Education/Training
  • education and training on new equipment or techniques and related travel, as outlined in Appendix A Travel Guidelines
up to $10,000
Maximum total eligible costs - up to $90,000

Cost-Share Funding

Initial Cost-Share Funding

An Applicant may access cost-share funding according to whether they serve food animal clients in Underserviced Areas. The initial cost-share funding assistance available through the Initiative is:

Applicant type Funding Level Maximum cost-share funding across all categories Maximum cost-share funding
per category
Actively serving clients in an Underserviced Area 50 per cent of total eligible costs $45,000 Telemedicine/ Diagnostic Equipment - $25,000
Handling Equipment - $15,000
Education/Training - $5,000
Actively serving clients in an Underserviced Area 35 per cent of total eligible costs $31,500 Telemedicine/ Diagnostic Equipment - $17,500
Handling Equipment - $10,500
Education/Training - $3,500
Additional Cost-Share Funding

In addition to the funding outlined above, an Applicant actively serving clients in an Underserviced Area, may also include a request for additional cost-share funding in their application. Funding requests will be reviewed, if there are funds remaining at the close of the intake

Applicant type Funding Level Maximum cost-share funding across all categories Maximum cost-share funding
per category
Actively serving clients in an Underserviced Area

50 per cent of total eligible costs

$40,000 Telemedicine/ Diagnostic Equipment - $25,000
Handling Equipment - $15,0000

- - *$5,000 Education/Training - $5,000*

*A total of $5,000 in cost-share funding is available for the Education/Training category. If an Applicant has not requested the full $5,000 in their initial request, they can request the balance in their additional cost-share funding request (i.e. an Applicant requesting $3,000 in their initial request, can request up to $2,000 in additional funding request).

See How is an application assessed? for further information.

Ineligible Costs

Ineligible costs include costs identified as such in the applicable Category Description, and the following:

  • Costs Incurred prior to January 19, 2022
  • Costs Incurred after September 30, 2022
  • Costs Incurred in preparing an application
  • Costs Incurred for activities taking place outside of Ontario
  • Any costs that are not specifically set out as an Eligible Cost in the section above
  • Normal costs of establishing, expanding or operating a business or organization
  • Normal costs of implementation of a facility expansion
  • Goods or services provided by federal or provincial government departments or agencies
  • Deposits (prepayments) for which goods or services are not yet fully received
  • Costs for training and skills development projects that fulfill any academic requirements towards completion of a diploma or degree
  • Mentoring and coaching, unless otherwise indicated in a Project Category
  • Sponsorship of conferences and learning events or initiatives
  • Honourariums
  • Membership costs
  • Any travel costs not specific to training on new equipment or techniques
  • Consultant and other contractor expenses for any hospitality (e.g., provision of food or beverages at events), incidentals or food
  • Hospitality (e.g., venue rental, food, beverages, AV, etc.)
  • Purchase or lease of land, building or facilities
  • Costs of vehicles, transportation equipment, mobile material handling equipment (powered or unpowered), and construction and agriculture machinery (e.g., farm equipment) not specified in Eligible Costs above
  • Financing charges, loan and lease interest payments, bank fees and charges as well as debt restructuring or fundraising
  • Gifts and incentives
  • Permits and approvals
  • Legal fees
  • Costs related to activities that directly influence or lobby any level of government
  • Costs of basic research
  • Taxes, including Harmonized Sales Tax
  • Costs for which the Applicant is eligible to receive a credit, rebate or refund; and
  • Any Capital Cost item that is funded by government sources at 75 per cent or more

Applying for Cost-share Funding

What are the responsibilities of the Applicant?

Responsibilities of the Applicant include:

  • being a food animal veterinary practice and/or mixed veterinary animal practice with an active practice status with the College of Veterinarians of Ontario and located in Ontario
  • attest to actively serving food animal clients in an Underserviced Area (if applicable)
  • be the primary point of contact with the AAC, who will be administering the Initiative
  • enter into a funding agreement with the AAC
  • manage the project
  • cash flow all eligible costs
  • provide the required documentation to the AAC for reimbursement funding
  • prepare progress and final reports
  • receive a T4A for the total funds issued

What types of projects are ineligible?

Projects that are not eligible under this Initiative include:

  • activities that do not support food animal health
  • promotion of Ontario products explicitly over those of another province or territory and/or inclusion of Ontario specific promotional campaigns or branding (including the use of the Foodland Ontario logo)
  • those that involve directly influencing or lobbying any level of government
  • normal operating costs associated with carrying out business or facility expansions, unless otherwise noted in the Eligible costs section
  • having the sole purpose of coming into or maintaining compliance with Requirements of the Law that pertain to current operations
  • those that are not in compliance with all applicable requirements of law, including environmental legislation and public health and safety requirements, by-laws, ordinances, approvals and permits
  • activities that are already receiving 100 per cent in total funding assistance from all sources, including other government and non-government sources; or
  • those that are located outside of Ontario

When may projects start and finish?

A Project cannot start and costs cannot be incurred prior to January 19, 2022. Eligible costs must be incurred no later than September 30, 2022.

How is an application assessed?

The Initiative will have a continuous intake running six weeks in length from February 15, 2022 to March 31, 2022.

All applications received will be evaluated according to the review phases outlined below on a first-come-first-serve basis, as long as funds remain available for the Initiative. Applications will not be considered if they do not meet eligibility criteria or if they are incomplete. Applications will be assigned to an AAC staff member who will follow-up on incomplete applications and may contact the Applicant to obtain additional information.

Review Phases
  1. Applications received from an Applicant, actively serving an Underserviced Area, will be reviewed for eligibility and funding decisions communicated within fifteen business days of receipt of a complete application.
  2. Applications received from an Applicant, not actively serving an Underserviced Area, will be reviewed for eligibility and, if eligible, will be held in abeyance until the end of the intake period to determine available program funds. Within fifteen business days following the close of the intake period funding decisions will communicated.
  3. Additional cost-share funding requests received from an Applicant, actively serving an Underserviced Area, will be reviewed for eligibility and, if eligible, will be held in abeyance until the end of the intake period to determine available program funds. Within fifteen business days following the close of the intake period, funding decisions will be communicated.

All complete applications will be evaluated based on the following:

  • Is the Applicant eligible?
  • Are the costs eligible and substantiated in the budget (e.g., quotes, cost breakdown, details on specific costs, etc.)?

How Do I Apply?

There will be a continuous intake running for six weeks from February 15, 2022 to March 31, 2022. The Lead Entity can apply for the Initiative programming through the AAC, who will be administering the Initiative, by completing the application form and submitting it by the end of the intake.

The application forms are available on the AAC website. Detailed instructions for completing and submitting application forms are provided on the first page of the application form. It is critical that applicants follow these instructions to ensure their application is received and can be reviewed.

Complete applications must be submitted by email as a Word document to info@adaptcouncil.org. Any quotes, invoices, additional information, can be attached to the email. If you apply and do not receive an acknowledgement email within two business days, please contact AAC at info@adaptcouncil.org or call 519-822-7554.

How will I be notified of cost-share funding decisions?

The Applicant will be notified by email once an application has been reviewed and a decision has been made. There are two possible outcomes:

  • Application is approved - the Applicant will be contacted by AAC to inform them of the approval and will be required to enter into a funding agreement with the AAC and comply with its terms and conditions for the duration of the project. The Applicant will also receive confirmation of claim procedures and submission deadlines, and a final report that must be submitted at the completion of the project based on the dates specified.
  • Application is declined - the Applicant will be contacted by AAC and receive a brief explanation for the decision.

Claiming Cost-share Funding for Approved Projects

When is cost-share funding paid?

Approved cost-share funding is paid after the Applicant has incurred and paid for the eligible expenses and has submitted a claim that meets all requirements and which has been approved by AAC. Each eligible cost is reimbursed at the approved cost-share funding percentage.

The Final Report submitted for the project must include a certification that the project has been completed within the project timelines stated in the Funding Agreement and the project must fulfil all other requirements stated in the Funding Agreement.

Claim forms and reporting templates will be available on the AAC website.

How is a Claim submitted?

All projects must be completed no later than September 30, 2022. Final Claims and reporting should be submitted by the Applicant to AAC no later than October 17, 2022. AAC may request any additional information from the applicants that is considered necessary (e.g. copies of any permits obtained by the applicant in conducting the project, photos, additional reporting, etc.).

What your Claim package must contain:
  • Completed claim form
  • Proofs of payment
  • Copies of all paid invoices
  • Completed final report
  • Photos required for any equipment purchased
Proof of payment must verify:
  • The Applicant paid for all expenses
  • Who received payment?
  • The amount of payment
  • The date of payment
Proof of payment may be any one of the following:
  • Copy of front and back of cancelled cheque/proof of electronic funds transfer (EFT)
  • Electronic image of processed cheque/EFT transaction
  • Statement from banking institution indicating to whom the processed cheque was written, or electronic payment made, and for what amount
  • Credit card or debit card receipt or statement clearly identifying amount and to whom the payment was made. Credit card or debit card numbers and other information, including costs that are unrelated to the project, should be blacked out

Can I stack cost-share funding for the same project?

Applicants can only access one funding source under the Partnership for a single project. However, applicants may access other government funding as long as those other programs also allow stacking. The maximum level of total assistance provided from all sources is 100 per cent of the total eligible costs. All funding for a project, including from additional sources, must be listed in the budget.

Applicant Insurance Requirements

Applicants signing funding agreements with the AAC for their project are required to have comprehensive general liability insurance with coverage for at least $2 million per occurrence. This insurance is required to be maintained throughout the term of the Funding Agreement.

Appendix A: Travel Guidelines

Eligible Travel Costs

Travel costs are only eligible if they are specific to traveled required for the purpose of training on new equipment, techniques, as outlined below.

Vehicle

When road transportation is the most practical and economical way to travel, the order of preference is rental vehicle then personal vehicle, if it is more economical than a rental vehicle. Necessary and reasonable costs for parking, tolls for bridges, ferries and highways are eligible.

  • Rental Vehicles:
    • Compact model, or its equivalent, is required. Exceptions to this are guided by the principle that the vehicle is the most economical and practical size, taking into account the business purpose, number of occupants and safety (including weather) considerations
    • Luxury and sports vehicles are prohibited
    • Gasoline charges are an eligible cost
  • Personal Vehicles:
    • If using a personal vehicle, daily logs must be kept to track the project-related business use, with distances calculated in kilometers (km)
    • Mileage ranges will be applied for an individual, per project, per fiscal year
    • The table below reflects the maximum reimbursement rates for personal vehicles driven in Ontario:

Total km driven per fiscal year Southern Ontario ($ per km) Northern Ontario ($ per km)
0 - 4000 km 0.40 0.41
4001 - 10, 700 km 0.35 0.36
10, 701 - 24, 000 km 0.29 0.30
More than 24, 000 km 0.24 0.25
Public Transit
  • Local public transportation including hotel/airport shuttles should be used wherever possible
Air and Rail Travel
  • Air and rail travel is permitted if it is the most practical and economical way to travel
  • Economy (coach) class is the standard option for ticket purchase
Accommodations
  • Reimbursement will only be made for single accommodation in a standard room

Appendix B: Application Declaration

In order to apply, the Applicant must agree to be bound by the terms and conditions of this Initiative.

The Applicant must be a legal entity that is eligible under the Initiative. The individual who signs the application form on behalf of the Applicant must be a person who is authorized by the Applicant to sign the form on behalf of the Applicant and to bind the Applicant to the contents therein. The Applicant is referred to as the applicant below. The Agricultural Adaptation Council is referred to as Ontario's program administrator or Canada below. This person is referred to as "you" below.

You must certify on the application that:

  • You have read, understand, and agree to abide by all requirements of the Initiative, as set out in this Guidelines.
  • All information submitted on the application is true and complete, to the best of your knowledge, belief and understanding.
  • All sources of funding for the proposed project, other than the applicants', have been disclosed in this application, including sources and amounts from federal, provincial and municipal governments, and such funds do not, and will, not exceed 100 per cent of total eligible costs.
  • The applicant does not currently owe any money to Ontario, or you have attached a description of the applicant's debt to Ontario to this application.
  • You are not, nor is any officer, director or employee of the applicant (if any) a current or former federal public office holder or federal public servant, or, if you, or any officer, director or employee of the applicant (if any) are a current or former federal public officer holder or federal public servant, you or that officer, director or employee of the applicant (if any) are in compliance with the Conflict of Interest Act, the Conflict of Interest Code for Members of the House of Commons, the Values and Ethics Code for the Public Sector, and the Policy on Conflict of Interest and Post-employment, as applicable.
  • You are not, nor is any officer, director or employee of the applicant (if any), a member of the House of Commons or of the Senate, or if you, or any officer, director or employee of the applicant (if any) are, you or the officer, director or employee of the applicant (if any) are permitted under the Parliament of Canada Act to receive funding from Canada under the this Initiative.

You must further certify on the Application, that the applicant:

  • Shall retain all records relating to any payments made to you under this Initiative including, all invoices and proof of payment for at least seven (7) years from the date on which payment was received by the applicant.
  • Shall consent to Canada, Ontario or Ontario's program administrator publishing information about the project/activities funded including the amount of funding the applicant has been approved to receive and/or has received under this Initiative, the nature and results of any project/activities funded, along with the applicant's name.

You must further acknowledge and accept that:

  • Funding under this Initiative is a discretionary, non-entitlement program and the applicant is not entitled to funding merely as a consequence of submitting an application. Payment is subject to Ontario receiving all the necessary appropriations from the Ontario Legislature, Ontario receiving all the necessary monies from Canada, Ontario's program administrator receiving all the necessary appropriations from Ontario, the applicant and the applicant's project (including all activities) satisfying eligibility criteria, eligible expenses criteria, as well as the applicant's compliance with all terms and conditions of the Partnership.
  • If it is determined the applicant has received a payment the applicant was not eligible to receive, through administrative error or otherwise, the applicant will repay any and all payments that the applicant was not eligible to receive as well as any surplus funding.
  • Any payments made to the applicant may be subject to recovery or offset against the applicant's pre-existing debts to the Crown in Right of Ontario or Canada.
  • Canada, Ontario or, Ontario's program administrator, including, their respective Ministers, directors, officers, agents, employees or representatives (as applicable) shall not be liable for any damage or loss whatsoever, or howsoever arising, including, damage or loss arising from any advice, opinions, representations, warranties or the provision of information under the Partnership.
  • The information provided under this Initiative may be disclosed by Ontario or Ontario's program administrator on behalf of Ontario to verify compliance with other provincial and federal funding initiatives administered by Ontario or another program administrator on behalf of Ontario or by Ontario in order to confirm the information provided, to verify eligibility and to ensure there is no duplication of funding.
  • The information provided under this Initiative may, with the exception of the Social Insurance Number, be subject to disclosure under the Freedom of Information and Protection of Privacy Act (Ontario), the Access to Information Act (Canada) or Privacy Act (Canada).

You must consent to the following on behalf of the applicant:

  • To provide accurate, timely and full information, including supporting documentation, to the Ontario's program administrator and will notify the Ontario's program administrator immediately in the event there are any changes to information provided.
  • To provide Canada, Ontario and Ontario's program administrator, as well as their authorized representatives, with any information or access to a person, place or thing within ten (10) business days of any request, field verification or audit.
  • To comply with onsite field inspections and/or audits by Canada, Ontario or the Ontario's program administrator upon notice, and during normal business hours, to verify eligibility, and to evaluate compliance with the requirements of the Partnership.
  • To comply with reviews by Ontario of information related to other programs and initiatives delivered by, or for, Ontario in which the applicant is enrolled or has applied.
  • The use of the applicant's name and contact information by Canada, Ontario and/or Ontario's program administrator to contact the applicant for the purpose of evaluating the effectiveness and efficiency of this Initiative or other Partnership programming, or for any other similar purpose.
  • In the event of a conflict between anything set out in these Guidelines and the Minister's Order, the Minister's Order will prevail.

Errors and Omissions Excepted.


For more information:
Toll Free: 1-877-424-1300
E-mail: ag.info.omafra@ontario.ca