A Grant Invoice is a specialized financial document used in Canadian grant administration to request disbursement of approved grant funds. This document type is essential when organizations or individuals need to formally request payment for grant funding that has been approved under various Canadian federal or provincial grant programs. The invoice must comply with Canadian tax regulations, including GST/HST requirements where applicable, and typically includes grant-specific references, project details, and progress reporting elements. It serves as a formal record for both accounting and grant compliance purposes, often requiring supporting documentation to demonstrate adherence to grant terms and conditions. The format and content must align with both standard Canadian invoicing requirements and specific grant program guidelines, making it a crucial document for grant administration and financial record-keeping.
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1. Invoice Header: Contains invoice number, date, and document title
2. Grantor Information: Full legal name, address, and contact details of the organization providing the grant
3. Grantee Information: Full legal name, address, and contact details of the recipient of the grant
4. Grant Reference Details: Grant reference number, project name/title, and relevant period covered
5. Payment Details: Amount requested, currency, payment terms, and banking information
6. Tax Information: GST/HST numbers if applicable, tax calculations and declarations
7. Authorization: Signature blocks and certification of authorized representatives
1. Progress Report Summary: Brief overview of project progress or milestones achieved, used when required by grant terms
2. Budget Reconciliation: Breakdown of how previous disbursements were used, included when required for subsequent payment installments
3. Matching Funds Declaration: Statement of matching funds if required by grant terms
4. Certification of Compliance: Additional declarations confirming compliance with grant terms, included when specifically required
5. In-Kind Contributions: Documentation of any in-kind contributions if applicable to the grant agreement
1. Schedule A - Detailed Cost Breakdown: Itemized list of expenses or activities being invoiced
2. Schedule B - Supporting Documentation: Copies of receipts, timesheets, or other required evidence of expenses
3. Schedule C - Performance Metrics: Documentation of achieved outcomes or deliverables if required
4. Appendix 1 - Grant Agreement Reference: Copy or extract of relevant sections from the original grant agreement
5. Appendix 2 - Compliance Certificates: Any required compliance certificates or supporting declarations
Relevant legal definitions
Clauses
Relevant Industries
Public Sector
Non-Profit
Education
Research & Development
Healthcare
Arts & Culture
Environmental
Social Services
Technology
Scientific Research
Community Development
Indigenous Services
Innovation
Agricultural
Relevant Teams
Finance
Accounting
Grant Administration
Project Management
Research Administration
Compliance
Treasury
Operations
Program Management
Financial Planning & Analysis
Relevant Roles
Grant Administrator
Finance Manager
Project Manager
Grant Coordinator
Financial Controller
Accounting Manager
Program Director
Research Administrator
Finance Director
Grant Compliance Officer
Chief Financial Officer
Project Coordinator
Research Manager
Executive Director
Accounts Receivable Specialist
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