You’ve been approved for Buy BC Cost-Shared Funding. Now what?

Congratulations on your successful application, and welcome to the Buy BC Cost-Share Funding Resource Hub.

Implement your Buy BC project like a pro, with our guides, templates and more!

Here, you will find a step by step outline of your responsibilities as a Funding Recipient and all of the information needed to successfully manage your funded project. If you still have questions after reviewing the content of this resource, please don’t hesitate to contact our Program Delivery team.

Don’t have a Buy BC Funded Project?

If your project number looks like BBC###, you’re in the right place. If it is MD### or something similar, you’re on the wrong page. Go to our Project Resource Hub to navigate to the correct page.

project resource hub

Important Information

We strongly recommend you take a few minutes to review the information below – even if you have received funding in the past. A few minutes now could save you time and money in the future. Please pay special attention to Step 3: Funding Acknowledgement and Step 4: Reporting, as failure to comply will likely result in some or all of your project expenses NOT reimbursed.

Project Orientation Video

The Buy BC Cost-Shared orientation presentation is approx. seven minutes long and walks you through your project’s funding cycle as well as the administration of your cost-shared funding agreement. We encourage you to watch this video in it’s entirety as it reviews key information and changes to reporting requirements!

Step 2: Reporting – Part 1, CA & EFT

Complete Project Activity Report – Part One

Your funding agreement officially begins when you complete and sign your CA, but before we can send your CA you must complete Part One of your project activity report. This two-part reporting was developed to ensure the Buy BC program is reaching the goals set by the funder, and help give the Government of BC a better understanding of where and how the Buy BC brand is being used. A link to the report was sent with your funded decision letter. Need more information? Please contact your Program Manager.

Sign the Contribution Agreement

Carefully review and return your signed Contribution Agreement (CA) to IAF. This document is your contract, and outlines the terms of the cost-shared funding that you will receive. All CAs will be emailed to you directly from DocuSign.

Set up EFT

If you haven’t already, please set up your Electronic Funds Transfer (EFT). The required form can be found in the resources section below.

Step 3: Acknowledge Funding

All materials must be approved before they’re public!

A Step by Step Guide

As you proceed with your project activities, you are required to appropriately acknowledge Buy BC on all communication materials.

As the program administrator, we are here to support you with information on how to appropriately acknowledge Buy BC and get your communications materials approved prior to their distribution.

This is a rough outline of how to properly acknowledge funding

More details can be found below.

Details

Many projects involve a number of individuals, organizations, third party contractors and other partners. Please share this information with all those involved in the delivery of your project.

All project communications, materials and products, are required to acknowledge funding; this means that proofs/copies of these materials (including social media posts) must be submitted to IAF Communications (communications(at)iafbc.ca) prior to release for review and approval. The approval is granted by the BC Government, with the process being facilitated by IAF. Therefore, we require you to submit the material at least 10 days prior to it being needed.

Please know that it is your responsibility – as the funding recipient – to ensure that all project related communication and marketing materials contain correct funding acknowledgments and are pre-approved prior to release. Failure to seek prior approval will result in the costs not being reimbursed. Retro-active approvals will not be considered.

For Buy BC Partnership Projects, IAF has drafted a template to assist you with the management of your communications approvals, please refer to the Communications Approval sheet in your Project Reporting Document for further information. Please note that this tool is not available for Buy BC E-Commerce Clients as you do not have a reporting template to administer as part of your project.

What you need to know to acknowledge funding:

Submitting Materials

Please submit all project-related marketing / communication materials and products to IAF’s Communications Team prior to printing and distribution. IAF will coordinate the necessary approvals with the BC Government.

It is important to provide materials to staff well in advance of your distribution deadline, as it can take some time to review. The approval process can take up to seven business days and sometimes longer, depending on the type of material being reviewed. We recommend you submit materials ten business days in advance.

Submit to: communications(at)iafbc.ca

Please include your project number (BBC###) in the subject line.

Have Funding Acknowledgement Questions?

Not sure what to do with a certain marketing material? Where to put the logo and credit line on your website?

We understand, it’s a lot of details. The Comms Team is here to help. Drop us a line at communications(at)iafbc.ca with your project number (BBC###) in the subject line.

Step 4: Expense Claims & Final (Part 2) Project Reporting

Send all expense claim documents to buybc(at)iafbc.ca.

Please include your project number BBC### in the subject line.

Deadlines for submitting claim report are unique to your project and are noted in your Contribution Agreement (CA) Schedule “A”. Your project’s Financial Reporting Template (Excel Document), emailed to you with your fully executed Contribution Agreement, will be used to summarize invoices that you wish to claim under your project. Total claimed amounts will be reimbursed at the cost-share ratio (%) stated in Schedule “A” of your CA.

Completed expense claims can emailed with copies of paid invoices to buybc(at)iafbc.ca

CHECKLIST
  1. Is the expense you wish to claim approved in your project budget?
  2. Have all marketing collateral, promotional materials or ads received Communications Approval from IAF?
  3. Does the Financial Reporting Template include invoice numbers, dates and payment information for all claimed expenses?
  4. Has a signature been included on your Financial Reporting Template
  5. Do you have copies of all invoices/receipts to be claimed labelled with line number?

Please be aware that it may take up to 4 weeks after submitting your expense claim for your report to be processed and payment to be issued through cheque (mailed) or Electronic Funds Transfer. Payment amounts exceeding $10,000 will take longer than 4 weeks to come through.

Eligible claimed expenses will be reimbursed based on your approved cost-share ratio (%). Your project’s cost-share ratio (percentage %) is outlined in Schedule “A” of your Contribution Agreement.

  • All eligible expenses must be supported by invoices dated within the Start and End dates of your Contribution Agreement; exceptions will be made for advanced deposits on tradeshow booths or Farmers’ Markets
  • All invoices must be submitted in English
  • All invoices must be converted to Canadian Dollars (Please use Bank of Canada rate for invoiced date, and label invoice with conversion rate)

All invoice must have payment information to be eligible for cost-sharing. Your claim report must provide cheque number /EFT reference number/ authorization number on the Financial Reporting tab when submitted to buybc(at)iafbc.ca.

Please refer to “Schedule B” of your Contribution Agreement (CA) which outlines your approved application, eligible project activities and budget total. The total amount approved for each activity (cost) category has been copied into your project’s Financial Reporting Template to assist with your project expense claims.

A detailed list of eligible expenses by Activity Category can be found in the Program Guide.

Part Two of your project Activity Report must be completed with your final expense claim submission. Please see “Schedule B” in your Contribution Agreement for due dates. A link to the final Activity Report will be emailed to you via buybc(at)iafbc.ca. Please note, IAF cannot release a final payment until this report has been completed.

Looking for a link to Activity Report (Part One), click here.

You may forfeit your cost-share funding if you do not complete the project according to the timelines given in the Contribution Agreement. If your project is behind schedule or an issue has come up that will impact your project deliverables, contact buybc(at)iafbc.ca as soon as possible.

Please note, project changes will only be considered in extenuating circumstances.

Resources

Funding Acknowledgement Requirements PDF

Download the funding acknowledgment requirements specific to the Buy BC Partnership Program here.

download

Logo User Guide

Download the logo user-guide for the Buy BC Partnership Program here. (PDF)

download

Buy BC Logos

Need the Buy BC Logos?
A link was sent to you when you received your license.

request logos

EFT Application

Download the Electronic File Transfer Application (PDF)

download

Reporting Template

Ready to make an expense claim and looking for a copy your project’s Financial Reporting Template? Please email buybc(at)iafbc.ca with this request.

contact us

2021-22 Buy BC Program Guide

Can’t remember all the program details or (in)eligible activities? Here are the guidelines.

download

Project Changes

Have a change to your project?

The IAF team realizes that not all projects can go according to plan. Therefore, under extenuating circumstances we will allow you one opportunity (!) during the lifetime of your project, to revise your budget and/or activities from the contract agreement. Project changes need to be approved by IAF in advance. However, minor budget reallocation or changes can happen without pre-approval.

  • A key team member on the project became very ill and you cannot complete the project
  • Your property suffered a major fire
  • An event was cancelled*
  • Natural disaster

*Note: If a company has decided to include events in their project this year, they did so knowing there was a risk of cancellation involved due to COVID-19 or on-going restrictions. Only one change request will be allowed for your project.

IAF defines a project change to be a substantial change to your project’s activities and / or budget resulting from an extenuating circumstance. For example:

  • A change to your budget that requires adding a new Activity Category;
  • Movement of funds between different Activity Categories in your budget. For example: A tradeshow is cancelled, so you propose moving this budget amount to increase the approved total for social media advertising;
  • An activity was cancelled that forced you to reduce project spending and decommit the funds (confirmation must be given in writing).

A change request must be submitted to IAF by email, which details the extenuating circumstance and change to your project as noted above. Activities undertaken that have not been pre-approved are not eligible for funding.

A minor budget change or reallocation occurs within an approved Activity Category. For example: activity delay pushes timeline into the next quarter; your service provider has changed; changing to Facebook advertising vs. Instagram (but total Advertising costs do not exceed maximum approved for project) etc.

These budget reallocations are not defined as a project change and you are only required to notify IAF at the time you submit your next financial (claim) report.

You are able to claim project expenditures to the maximum budget approved for that Activity Category, provided:

  1. the expense is eligible (see Program Guide)
  2. the expense will take place within your project start/end date
  3. the appropriate communications approvals (as applicable) are received in advance of the expenditure
  4. funding caps for the program are not exceeded (see Program Guide)

Your project’s Financial Reporting Template will provide a summary of the maximum budget approved for each Activity Category. Note: IAF reserves the right not to reimburse funds that have been reallocated outside of these terms.

What to send to the IAF Team

When contacting the IAF team to discuss a project change, please detail the changes you would like to request within your approved budget document, this will allow us to better facilitate your request. More specifically, make a copy of the approved budget doc, edit the excel to reflect the changes you’d like to request, and send that to the Team with a short explanation.

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Frequently Asked Questions

A funding acknowledgement is a way of recognizing that your project activities are being supported by funds provided by the federal and / or provincial government.

The three common items you will be asked to include are funder logos, credit lines and disclaimer statements. Exactly how you recognize this funding depends upon what you are communicating (the content), where you are communicating (geographical location of your audience) and how you are communicating (by what means).

Communication and marketing materials include, but are not limited to: product labels, packaging, menus, shelf danglers, sell sheets, brochures, flyers, product catalogs, print advertising (including billboards and vehicle wraps), posters, pop-up banners, recipe cards, shopping bags, aprons, placemats, static digital adverts, social media posts, press releases, newsletters (including digital and print), web pages, videos, scripts, TV advertising, Radio Advertising, media articles, advertorials, event invitations.

All of these materials, if part of your project, require an approval. Therefore you will need to follow the step-by-step guide for submitting your communications materials for approval.

All communication and marketing materials related to your project need to be approved to ensure that the Government Funders are acknowledged appropriately. They also need to be approved to ensure that funding recognition is applied in a uniform manner across project materials and across projects for the duration of the program.

Still have questions?

We are here to support you through the process. We welcome any questions you may have.

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Commonly Used Terms and Definitions

is an online platform that allows you to sign your contribution agreement electronically. No printing or scanning required!

your approved set of activities and corresponding budget, as outlined in your Contribution Agreement.
the approved events, deliverables and/or items to be completed within your approved project

the process for seeking approval of marketing / communications materials produced within the project.

the Government of BC, specifically the BC Ministry of Agriculture

a reimbursement claim, detailing expenses for your projects completed activities

the organization that is receiving funding from the program

the estimated sales increase & volumes you provided in your approved application.

your final report includes your last expense claim for your project, as well as the completed “Activity Reporting” tab in the Reporting Template.

the excel document where you will provide information on your expense claims, project activities and communications materials for approval.

Funding provided by:

CAP Logo, Province of BC Logo, Government of Canada Logo

Please note: the Government of BC may, from time to time, give instructions to IAF in relation to the delivery and administration of this program. IAF must and will comply with those instructions.

Please visit the BC Government’s Buy BC website for information on other local marketing resources and initiatives.