How to submit a Claim

Before you start a claim

Review your contribution agreement with your Program Officer before starting any claim. Requirements may vary by project and program.

Gather the Following For a Regular Claim or Final Claim

• Your project number and claim period dates (start and end)
• A completed cost breakdown, including itemized costs by category, supplier names, and invoice details 
• Proof of payment for costs claimed (bank statements, cancelled cheques, or electronic payment confirmations)
• A brief progress update describing activities completed and results achieved during the claim period

Additional items for a Final Claim only

• Your project completion date
• Confirmation that all suppliers and employees have been fully paid
• A list of all project funding sources and amounts (including ACOA and any other government funding)
• A Final Project Report, if required under your contribution agreement

For an Advance Request

• Your project number and the forecast period start and end dates (maximum 3 months)
• A breakdown of forecasted costs by category for each month of the forecast period, including the supplier or employee name and estimated amount

Keep all invoices and proof of payment on file. Do not send supporting documents to ACOA unless specifically requested.

Tips to avoid common errors

• Claim only eligible costs incurred during the project period. Costs must be received, invoiced and/or paid within the eligible project period. You may also claim supplier deposits or progress payments that are contractually required. Your contribution agreement may include an advance payment option for goods or services not yet received, as well as contractually required supplier deposits or progress payments.
• Use the correct HST/GST rebate rate. The rate depends on the type of cost being claimed. Verify with the Canada Revenue Agency (CRA) or your accountant if you are unsure.
• Report all credits and refunds. Any credits or refunds received must be reported on your next claim. If they are received after your final claim, contact your Program Officer.
• Match costs to supporting documents. The amount claimed must match the supporting documentation exactly. If you are claiming only certain costs from an invoice, clearly identify which costs apply.
• Use the correct exchange rate. All costs must be reported in the Canadian dollar amount you paid to the supplier. Refer to Schedule 3 of your contribution agreement for guidance on foreign currency costs.
• Verify payroll benefits. Confirm with your Program Officer that all benefits claimed beyond mandatory EI and CPP contributions are eligible before submitting. Salaries, wages and benefits should be claimed in the same manner they are paid to employees (e.g., bi-weekly, monthly, etc.) 

Go to MyACOA

Log in to MyACOA and follow the steps below to complete and submit your claim.

Use Save and Exit at any time to save your progress and return to the portal dashboard.

Regular Claim

1. Complete Section 1 — Costs.  Enter your claim period dates, upload your cost breakdown, answer the cost declaration questions, and enter the total amounts paid.
2. Complete Section 2 — Report.  Answer the progress questions, describe activities completed and results achieved during the claim period, and indicate your expected next claim date and amount.
3. Select Review and Submit once both sections are marked Complete. Review your full submission before confirming.

Advance Request

⚠  Confirm with your Program Officer that your contribution agreement includes the advance payment option before submitting.

1. Enter your forecast period  dates and complete the cost forecast table with expected costs by category and month.
2. Answer the required declarations  and upload any optional supporting documents.
3. Select Review and Submit  once the form is complete. Review your full submission before confirming.

Final Claim

1. Follow the same process as a Regular Claim for Section 1 (Costs).
2. Complete Section 2 — Final Payment Questions. Confirm the project is complete, all suppliers and employees have been paid, and all terms of the contribution agreement have been met.
3. List all project funding sources in the field provided.
4. Upload your Final Project Report if required, and any other supporting documents.
5. Select Review and Submit once both sections are marked Complete.

A copy of your submitted claim will remain available in your MyACOA account.

After you submit

Review. ACOA will review your claim and supporting documents. We may contact you if additional information or clarification is required.