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How to make a Claim

The Post-Farm Program is a cost-sharing initiative, which will reimburse a portion of the cost of food safety and traceability advancements within eligible food and beverage industry facilities. Participants will assume the full cost of the eligible activity, as approved in their PFFSTP Workplan, and then seek reimbursement from the program, via a claim submission, for their expense. All reimbursements will be paid via cheque. As recorded in program contracts, all clients must submit claims before the set deadlines; otherwise the claim will not be reimbursed by FPHRC.

What do I need to make a claim?

+ Proof of purchase

You will need to provide a legitimate invoice and/or receipt for each claim item, or other valid forms of proof of purchase. The receipt must include the date of the expense, the vendor’s full company name and contact information, description of the services provided and a total dollar amount for the purchase, less the tax. A scan or picture or the original copy is sufficient, we do not require the original.
+ An invoice from your company to the FPHRC

Now that you have paid the expense in full, you must invoice FPHRC for the approved reimbursable amount as per the Funding Agreement. Your invoice should clearly indicate your company name, the invoice number, the date of the expense, GST/HST number, description of the expense, total dollar amount, and the taxes paid. Here are a couple examples:
 

  • Exact cost: activity cost is $1000 reimbursed at 50% – you will invoice the FPHRC for $500
  • Under: Estimated Workplan quote is $2000 reimbursed at 50% – your activity only ended up costing $1800, you will invoice the FPHRC for $900
  • Over: Estimated Workplan quote is $2500 reimbursed at 50% – your activity ended up costing more than was approved by the project Workplan, costing $3000. You will invoice FPHRC for $1500 with a valid description on the claim form as to why the project cost more than anticipated, the FPHRC will review this expense and approve on a case by case basis.
  • Taxes, shipping and travel expenses are not eligible for reimbursement.
+ Supporting Documents/ Pictures

You may be asked to provide supporting documents or pictures of the completed project. Your contract will state which items require supporting documents/ images. *Please note: it’s good practice to take pictures of new equipment, facility modifications, etc. for project monitoring and auditing purposes.

How to Make a Claim

Submitting a claim is easy! Just follow the 3 step process below:

  1. Assemble all of the documents, pictures and paperwork you will need to make your claim as we clarified above.
  2. Start by signing into your “My Profile” account by visiting www.mypostfarmprofile.com. Use your email and password created in your Part A application to sign in. On the main home page of “My Profile”, you will find an electronic list of your Workplan activities. Beside each activity there is a “Make a Claim” button. Select which activity that you would like to submit a claim for.
  3. Fill out the “Submit a Claim” form. Be sure to include all relevant pieces of information to make the process flow smoothly. Click “submit” at the bottom of the page when you are finished.

When your claim has been reviewed by the Registrar, you will get another email notification letting you know if your claim was approved or declined. When approved, the claim will be automatically sent to our Finance Manager for payment via cheque. You should expect your cheque in the mail within 10 to 15 business days after the expense has been approved. In high volume times, it may take 15 to 20 business days.

Monitoring of Activities

It’s our goal to help you succeed! Throughout the Post- Farm Food Safety and Traceability Program, we will be regularly monitoring all program participants to ensure that they are staying on track with their Workplans. As part of the monitoring process, you may be asked to show the progress that you’ve made on particular activities that may not be fully complete.

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