How to Survive a CANARIE Audit

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How to Survive a CANARIE Audit
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Agenda

• Timelines
• Project closure requirements  
• Final claim  
• Final report  
• Final technical review  
• Financial audit timelines
• Post project requirements
• Financial audit requirements
• Questions and discussion

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Timelines

• CANARIEs contribution agreement with Industry
  Canada concludes on March 31st 2004
• No cost incurred after March 31st 2004 can be
  claimed either by CANARIE or its projects
• The March 31st claim to Industry Canada will be
  the last chance to submit project-related
  expenses

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Project Closure Requirements

• Contractual development complete date reached and
  or deliverables complete
• Final claim submitted (April 15th 2004 deadline)
• Final report due 30 days after the projects
  end date using CANARIE provided template (will
  be posted on web site)
• Final technical review conducted by CANARIE
  staff
• Final audit audit fees must be paid
• CANARIE closure file closure check list - ie
  updated royalty reports and Annex As
• Release of holdback

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Final Claim

• Last chance to submit eligible project
  expenditures for reimbursement
• Expenses must be approved by CANARIE before
  forwarded to the Auditor
• Eligible costs only up to project end date
• Claim all eligible costs - all bonafide costs
  incurred by the project should be claimed
• Proof of payment, holdback issues, etc.
  resolution
• SPE expenditures in final quarter, unusual
  patterns
• Must submit a quarterly claim report royalty
  report etc. as usual
• Expenditure rationale

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Final Report

• CANARIE provided template separate document,
  not last quarterly report
• Due 30 days after project completion date
• Technical description of project
• Deliverables
• Benefits, lessons learned, conclusions
• Performance measurement items see template
• Appendices supporting material, including
  Project evaluation report etc.

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Final Technical Review  

• Conducted by CANARIEs staff to confirm project
  deliverables
• Can be conducted in person or using video
  conference
• Project manager or anyone who has been directly
  involved and is able to present the deliverables
  should be present.
• Looking for a presentation by the project of its
  results showcasing what it has achieved
• Evaluation of whether or not to issue a press
  release

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Financial Audit

• Typically performed after project completion
• Will need to commence audit before March 31st
  2004
• Bulk of Audit should be performed allowing cost
  to be claimed during the last claim
• Who will qualify? Project spending will dictate

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Post Project Requirements

• Project web site
• 8.1 The Lead Contractor shall set up and maintain
  a publicly accessible web site describing the
  Project and summarizing progress of the work.
  Furthermore, the Lead Contractor consents to a
  link to this web site from CANARIEs web site and
  agrees to keep this site active for three years
  following completion of the Project.
• Commercialization / Royalty Reports / Annex A
• Royalty report and payments due quarterly
• 125 of CANARIE contribution
• March 31st 2007 sunset date

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