Symbol of the Government of Canada

 

On screen the narrator is located on the Claim Package View under the Project View and is pointing on the ‘Certification’ checkbox. The narrator is now pointing at create a package section for a claim, advance and final package which is located in the Project Info toolbar located on the left hand side.

Narrator: The focus of this video is on the Certification and Submission of an advance, a progress or a final claim.
On screen the narrator is circling the mandatory forms listed on the Claim Package View in the Project View.
Narrator: Once all mandatory forms are filled out and set to completed status
On screen the narrator is highlighting at the ‘Completed’ column in the Claim Package View.
Narrator: this is evident by the status ‘yes’ in the ‘Completed’ column for each form,
On screen the narrator has moved her pointer to the Certification box in the Claim Package View.
Narrator: then an overall certification is required.
On screen the narrator is circling the ‘optional’ forms in the Claim Package View.
Narrator: Any of the optional forms that are applicable to a given claim submission should also be in a completed status.
On screen the narrator returns to the ‘Completed’ column to show the Completed Status of all forms.
Narrator: The ‘Completed’ status indicates that all mandatory fields and all questions within each form have been completed/answered before submitting your payment or advance request.  Also, ensure any required supporting documents, as identified in your Contribution Agreement with ACOA and/or deemed necessary for the evaluation of your claim submission,
On screen the narrator is pointing to the ‘Upload Document’ link in the Claim Package View.
Narrator: are uploaded to the package.  Prior to the certification and before submitting, make sure your claim is complete, as this may result in delays.  The claim may also be cancelled or you may be required to submit a new, complete package.  Please contact your Program Officer if you have any questions regarding your Contribution Agreement or the claims, or if you need assistance completing your claim.
On screen the narrator is circling the checkbox in the Certification box and the ‘Submit Package’ button in the Claim Package View.
Narrator: The individual clicking on the checkbox and clicking on ‘Submit Package’ is responsible for the overall package and the validity of its contents (including information inputted in the forms and any uploaded supporting documents).
On screen the narrator is pointing to the Documents listed in the Claim Package View.
Narrator: Therefore, please review the completeness and accuracy of the information before finalizing the certification section.
On screen the narrator returns to the Certification box in the Claim Package View.
Narrator: As a reminder, providing false or misleading information is a serious offence and constitutes an event of default in relation to the agreement.
Once you are ready to submit the package, you must first read the certification
On screen the narrator is clicking in the checkbox of the Certification box.
Narrator: and click on this box to declare that you have taken the outlined steps.
On screen the narrator highlights the ‘Submit Package’ button in the Certification box.
Narrator: Once the box is checked, you will notice the ‘Submit Package’ button is activated.  Please note that once you click on Submit Package, changes to the package will no longer be possible.
On screen the narrator is clicking on the ‘Submit Package’ button which displays a message that the package has been submitted successfully. The narrator is now highlighting the Submitted Package message.
Narrator: The system then displays a message indicating that the package has been submitted to ACOA, providing a reference number.
On screen the narrator is circling the confirmation number, as indicated in the submitted package, for future refence regarding this specific submission.
Narrator: This is your confirmation number. Use this number when contacting ACOA regarding a specific submission.  As well, a confirmation email is immediately sent to your email address, as well as to your ACOA representative.
On screen the narrator is clicking on the ‘Return to the Project Summary’ link located at the bottom of the submitted package. This link brings the narrator to the Project Summary View under the Project Info Section.
Narrator: To remain in ACOA Direct, click on the ‘Return to the Project Summary’ link.  To view a package that has been submitted,
On screen the narrator scrolls down to the Packages section in the Project Summary View and is clicking on the ‘Submitted’ link.
Narrator: click on this link in the project summary view.
On screen the narrator is pointing to the Packages, Submitted list and is clicking on the submitted package link as referenced in the submitted confirmation message.
Narrator: The system will display all packages that have been submitted for this particular project. 
On screen the narrator is now located in the Claim Package Submitted View which displays all the forms and documents for your claim.
Narrator: When you access a submitted package, you will be able to access, view and print all the forms and any supporting documents for your claim; however, you will no longer be able to edit any information.
On screen the narrator is pointing to the Claim Package Submitted information.
Narrator: Note here the system indicates it is a Submitted package and displays the date/time the package was submitted to ACOA, and by whom.
On screen the narrator is now pointing to the Submitted link, which is located on the left hand side toolbar under the Project Info in the Packages section.
Narrator: You can also access these packages by clicking on the Submitted link under Packages, located on the toolbar on the left hand side.
On screen the narrator moves the cursor back to the Claim Package Submitted information view.
Narrator: In the event a form was omitted (meaning it was not filled out prior to submitting the package to ACOA), you can access a paper copy of the form on our ACOA public site at www.acoa-apeca.gc.ca.  You will need to fill out the paper version and send to ACOA using a secure means (e.g., by mail, fax
On screen the narrator is pointing at the Shared Documents link located on the Project Info toolbar located on the left hand side.
Narrator: or by uploading it to the shared documents section of your client site in ACOA Direct).  Please note that omitting a form will likely cause delays in the evaluation and processing of your payment/advance request.
On screen the narrator has returned to the Project Summary View in the Project View and circling the Payments Section.
Narrator: In the Project Summary view, you may also access your Payments Information.  The system displays the # of payments Under Evaluation, Approved and/or Cancelled.  If you click on any of those links, or the All Payments link
On screen the narrator is clicking on the ‘All Payments’ link in the Payments section which displays the payment information of all payments.  The narrator is now pointing to the displayed information.
Narrator: the system displays detailed payment information. If you are unsure if a payment has been processed, it is recommended you first check the Payments view before calling your ACOA representative.  This same view can also be accessed by clicking on the Payments hyperlink on the left toolbar.
On screen the narrator is highlighting the Payment Links which is located under the Project Info toolbar located on the left hand side.  The narrator is clicking on the Correspondence Link located under the Client Info toolbar on the left hand side. This opens the Correspondence View.
Narrator: Once your claim/advance is processed and approved at ACOA, a cheque letter is then generated and sent to you.
On screen the narrator is pointing to the Cheque Letter generated from the system and the narrator is pointing to the Correspondence link which is located in the Client Info toolbar located on the left hand side.
Narrator: This cheque letter will appear under the Correspondence link at the Client Info view.  Note the list of correspondence appears in order of Project #.
On screen the narrator is clicking on a Cheque Letter hyperlink which opens the letter and the narrator is pointing to the detailed calculation of your payment.
Narrator: You can click on the ‘Cheque Letter’ to view the letter, which includes the detailed calculation of your payment.
On screen the narrator is clicking on the Help Link located in the middle toolbar which is located on top of the screen of your ACOA Direct site.
Narrator: It is also recommended you go to the Help link for the additional videos on the claims process, as well as help files and videos on all other sections of ACOA Direct.
On screen the narrator is pointing to the List of the hyperlinks for all videos and help files for ACOA Direct for the claims process.
This concludes our session on the Certification and Submission of an Advance, a Progress or a Final Claim.  Thank you for taking time to listen to this video.  We trust it has been useful in addressing any questions you may have.