Electric vehicle charging and clean fuels awareness application guide

February 2025

Table of contents

• 1. Awareness initiatives
  • 1.1 Introduction
  • 1.2 Objectives
  • 1.4 Eligible recipients
  • 1.5 Maximum contribution amount
  • 1.6 Stacking of assistance
  • 1.7 Eligible projects
  • 1.8 Application and project timeline
  • 1.9 Eligible and ineligible expenditures
  • 1.10 Funding timeframe (Eligible expenditure period)
  • 1.11 How to apply
• 2.0 Project selection criteria
  • 2.1 Assessment and due diligence
• 3.0 Mandatory criteria
• 4.0 Merit criteria
• 5.0 Contribution agreement
  • 5.1 Claims for reimbursement
  • 5.2 M-30 law (for Quebec organizations only)
  • 5.3 Privacy notice
  • 5.4 Business information
  • 5.5 Eligible expenditures
  • 5.6 Reporting requirements
  • 5.7 Guide to in-kind support
• 6.0 Contact information
• Appendix A: Key performance indicators
  • Project reach
  • Material development

1. Awareness initiatives

1.1 Introduction

The Government of Canada’s 2030 Emissions Reduction Plan outlines a target to cut greenhouse gas emissions by 40 percent below 2005 levels by 2030, and to put the country on track towards its goal of net-zero emissions by 2050.

With on-road transportation accounting for about 18 percent of Canada’s total greenhouse gas (GHG) emissions, Canada must continue accelerating its transition to zero-emission vehicles (ZEVs). Key barriers to the adoption of ZEVs include public and industry concerns about the charging, charging infrastructure and the operation of electric vehicles. These concerns often stem from gaps in knowledge and first-hand experience.

In addition, clean fuels such as clean hydrogen, advanced biofuels, liquid synthetic fuels, and renewable natural gas will play a critical role in hard-to-decarbonize sectors, such as certain industries and medium- and heavy-duty freight. Significant gaps in awareness and understanding of the use and opportunities provided by clean fuels is hindering acceptance and adoption in Canada.

This funding opportunity aims to address these barriers to ZEV and clean fuels adoption.

1.2 Objectives

This Call for Proposals seeks to fund national and regional outreach and education projects that increase public and industry knowledge and confidence related to:

• Light-duty electric vehicle charging, operation of charging infrastructure, and^{Footnote 1}
• Clean fuels: hydrogen, biofuels such as renewable diesel, sustainable aviation fuel and renewable natural gas and other clean fuels^{Footnote 2}

See section 1.7 of this Guide for additional information.

To help inform the development of project proposals, applicants are encouraged to review the following studies, and other relevant research:

• Accelerating Zero-Emission Vehicle Adoption using Behavioural Science
• Canadians’ Awareness, Knowledge and Attitudes Related to Zero Emission Vehicles (ZEVs) - 2024
• Electric Vehicle Charging Infrastructure for Canada – Updated forecasts of vehicle charging needs, grid impacts and costs for all vehicle segments
• Clean Fuels Education and Awareness Scan – Summary of Research Findings (PDF, 758 KB)

1.3 Duration

Funding for applicants who are successful under this Call for Proposals will be available for Eligible Expenditures starting from the signing of the Contribution Agreement, until no later than March 31, 2027.

1.4 Eligible recipients

To be considered for funding under the program, applicants must be

• Organizations and legal entities validly incorporated or registered in Canada, including not-for-profit and for-profit organizations such as:
  • electricity or gas utilities
  • private sector companies
  • industry associations
  • research associations
  • standards development organizations
  • Indigenous and community groups
  • Canadian academic institutions
  • provincial, territorial, regional, or municipal governments or their departments or agencies, where applicable
• International legal entities validly incorporated or registered abroad, including for-profit and not-for-profit organizations. These include:
  • private sector companies
  • industry associations
  • research associations
  • standards organizations
  • academic institutions

Note: Softwood lumber companies and those that are vertically integrated with these companies are not eligible for funding under this opportunity. Please refer to the Global Affairs Canada website.

Please note that NRCan encourages the aggregation of smaller projects by single project applicants. Should such an application be selected for funding, the applicant will be the signatory of a single contribution agreement and will be responsible for meeting all reporting, payment claim, and progress report requirements under that agreement. For example, if a number of municipal governments wish to deliver a project, a single application could be submitted by a proponent who has the capacity to manage the funding across the consortium of municipalities. Applicants for such projects must clearly demonstrate experience and expertise as project aggregators in their application.

1.5 Maximum contribution amount

Funding for successful proposals will be delivered through cost-shared, non-repayable contributions for eligible projects via contribution agreements.

The table below shows the maximum percentage and amount payable by NRCan of Total Project Costs for each applicant type.

Maximum amount payable by NRCan

For-Profit Organizations	Not-for-Profit Organizations, Governments, and Indigenous Organizations
Up to 50% of Total Project Costs, to a maximum of $100,000 for 1-year projects and $200,000 for 2-year projects	Up to 75% of Total Project Costs, to a maximum of $100,000 for 1-year projects and $300,000 for 2-year projects

Note: Due to limited funds available through this call for proposals and the time remaining in the 2025-2026 fiscal year, no project will be awarded more than $100,000 for the first year of the project. For example, a 2-year project with a not-for-profit organization could receive $100,000 in year 1, and $200,000 in year 2.

One-year projects will span a single government fiscal year (April 1 – March 31) and will have an end date within the government’s 2025–2026 fiscal year (ending no later than March 31, 2026), whereas 2-year projects will span 2 government fiscal years, with an end date within the 2026–2027 fiscal year (ending no later than March 31, 2027).

Note: The Government of Canada cannot reimburse any Eligible Expenditures before the execution (signing) of a contribution agreement with NRCan, as per this Guide (please see Sections 1.8 and 1.9). For the period between the receipt of a letter of conditional approval and the signing of the contribution agreement, projects may incur costs towards the project but these are not reimbursable.

1.6 Stacking of assistance

Prior to signing contribution agreements and throughout the life of the projects, proponents will be required to disclose all potential or confirmed project funding sources, including contributions from other federal, provincial/territorial, and municipal governments and industry sources, whether that funding is confirmed or still in negotiations.

If the recipient is a for-profit organization, the total contributions from the Government of Canada may not exceed 75% of Total Project Costs. If the recipient is an Indigenous business or community, a not-for-profit organization, a provincial, territorial, regional, or municipal government, or their department or agency, the total contribution from the Government of Canada will not exceed 100% of Total Project Costs.

Stacking limit by applicant type

For-Profit Organizations	Not-for-Profit Organizations, Governments, or Indigenous Organizations
Up to 75% of Total Project Costs	Up to 100% of Total Project Costs

If the proposed total Canadian government assistance exceeds the limits set out above, the Government of Canada reserves the right to reduce its contribution to the project until the stacking limit is met. If total Canadian government assistance exceeds the limits set out above on the project completion date, the Government of Canada reserves the right to recover the excess contribution from the Proponent.

Note: If a preferential interest rate has been obtained through government loans towards the project, the cost savings resulting from the preferential rate would be included in stacking calculations. Clarifications will be provided on a case-by-case basis.

1.7 Eligible projects

To be considered for funding, projects must meet the mandatory criteria listed throughout this Guide and raise awareness or educate the public about charging for light-duty zero-emission vehicles or clean fuels.

NRCan reserves the right to not select projects for funding that are similar or identical to projects NRCan has previously funded. This includes, but is not limited to, proposed projects with the same deliverables, audiences, and/or locations as previously funded projects. Please refer to our website for details of past funded projects.

Geographic Reach: All projects must be national in reach or regionally focused on an underserved region of Canada. For the purposes of this funding opportunity, underserved areas are defined as the Territories, Prairie Provinces, Atlantic Canada or rural areas.

NRCan will only provide funding for awareness and education activities that are to take place in Canada and benefit Canadians through two areas of focus:

Area of focus 1 - Charging, charging infrastructure and operation

Support for projects that aim to address gaps in awareness and knowledge among Canadians about light-duty electric vehicle charging, charging infrastructure and operation. Here, light-duty electric vehicles (less than 8,500 lb) include battery electric (BEV) and plug-in hybrid (PHEV) vehicles.

Through this area of focus, projects that solely focus on charging electric medium- and heavy-duty vehicles (MHDVs) or micromobility solutions are not eligible for funding.

Area of focus 2 - Clean fuels awareness projects

Support for projects that aim to address gaps in awareness and knowledge among Canadians about clean fuels and clean fuels technologies (e.g. hydrogen vehicles, heating systems using clean fuels, etc.) across all industry/commercial applications and in the general population. Clean fuels consist of biofuels (such as renewable diesel, sustainable aviation fuels, renewable natural gas, ethanol), clean hydrogen, and liquid synthetic fuels.

Applicants must indicate one primary area of focus in their application. If a proposal spans the two eligible focus areas, applicants are permitted to select a secondary area of focus. Proposals must clearly demonstrate alignment with the area(s) of focus identified.

Proposed projects could include, but are not limited to, the following activities:

• Developing and implementing targeted education and awareness campaigns on electric vehicle charging and operation of charging infrastructure or clean fuels
• Demonstrating and showcasing electric vehicle charging, driving range and costs through events and activities such as test drive and trial programs^{Footnote *}, mobile showcases, and ambassador or mentorship programs, including in underserved areas
• Developing print or web-based resources, interactive guides, information portals, videos, webinars, educational tools, or best practices for charging zero-emission vehicles and/or clean fuels adoption
• Undertaking actions to increase knowledge and visibility of electric vehicle charging infrastructure and alternative fuel technologies (e.g., hydrogen technology)

NRCan will not fund advertising or marketing campaigns (e.g., endorsement of a single product, company, or service) designed to generate (directly or indirectly) financial gains such as sales revenue for the applicant or project partners.

The Government of Canada is committed to increasing diversity, equity, and inclusion in all sectors and areas of activity. Therefore, NRCan encourages applicants to highlight aspects of project proposals that will advance all forms of diversity, equity, and inclusion (e.g., racial, gender, linguistic) within project teams, activities, and outcomes.

1.8 Application and project timeline

Applicants must submit a completed application package via email or a hard copy by courier or registered mail. Only proposals for which all application sections have been completed will be considered.

The schedule under this Call for Proposals is as follows:

• Opening of the Call for Proposals: February 27, 2025

• Closing of the Call for Proposals: April 30, 2025 (23:59 Eastern Daylight Time)

• Assessment of proposals: May – June 2025

• Funding decisions, letters of conditional approval (LOCA) and letters of regret: Summer 2025

• Negotiation and signature of contribution agreements: Summer 2025

• Project start date: Summer 2025

• Project completion date: No later than March 31, 2027

The above schedule is subject to change. Any changes will be communicated to applicants via NRCan’s website.

1.9 Eligible and ineligible expenditures

Eligible Expenditures for an approved project must be directly related to, and necessary for, the implementation and conduct of the project. Eligible Expenditures are defined in the following categories:

• salaries and benefits
• professional services (e.g., marketing; curriculum development and education; scientific, technical, and management services; contracting; engineering; construction; installation, testing, and commissioning of equipment; training; data collection; logistics; maintenance; printing; distribution; audit and evaluation)
• reasonable travel costs, including transportation, meals, and accommodation, at rates comparable to those set in the Treasury Board travel guidelines
• capital expenses, including informatics and other equipment or infrastructure^{Footnote 3}
• retrofitting and upgrading of existing capital assets
• rental fees or leasing costs
• license fees and permits
• GST, PST, and HST, net of any tax rebate to which the recipient is entitled
• overhead expenses that are directly related to the project, considered to a maximum of 15% of Eligible Expenditures.

Ineligible Expenditures^{Footnote 4} include, but are not limited to:

• in-kind contributions
• land
• legal costs
• gifts, prizes or other incentives for project participants
• hospitality and catering services (e.g., for event participants)
• vehicle purchases
• charging infrastructure purchases and installation
• ongoing operating expenses such as monthly rent/leasing costs, property management or maintenance fees, electricity/hydro, heat, internet and telecommunication expenses
• costs incurred outside the eligible expenditure period, including those for preparing this application

Note: Costs incurred outside the eligible expenditure period, including those for preparing this application, must not be included in Total Project Costs as they would be incurred prior to the eligible start date of the project.

1.10 Funding timeframe (Eligible expenditure period)

The Eligible Expenditure Period is the period starting from when a Contribution Agreement is signed until the end date of the Project, no later than March 31, 2027

Eligible Expenditures will be eligible for reimbursement from the time that a contribution agreement is signed by the Government of Canada, until the project completion date stated in the contribution agreement.

Following the project selection, successful applicants will be notified through a Letter of Conditional Approval and be invited to negotiate a contribution agreement. Any expenditures incurred between the date of the Letter of Conditional Approval and the date that the Government of Canada signs a contribution agreement will not fall within the eligible expenditure period of that contribution agreement. Although such expenses may count towards total project cost calculations, they are not eligible for reimbursement from NRCan. It is important to consult with the program officials during this period prior to incurring expenditures.

In all cases, until both parties sign a contribution agreement, there is no commitment or obligation on the part of NRCan to make a financial contribution to any project, including any expenditure incurred or paid prior to the signing of such a contribution agreement.

Proponents are not permitted to publicly disclose project funding information until the agreement is signed by both parties and announced by the Minister of NRCan.

1.11 How to apply

To request an application package, please email awareness-projects.projets-de-sensibilisation@nrcan-rncan.gc.ca with the subject line “Request for Application Package: Education and Awareness Projects Call for Proposals.”

Applicants are required to submit a single copy of the application package by no later than 23:59 Eastern Daylight Time, April 30, 2025. Applications can be submitted to NRCan in digital (email to: awareness-projects.projets-de-sensibilisation@nrcan-rncan.gc.ca) or hard copy format; however, electronic versions are preferred.

A complete application package must include:

• Application Forms:
  • Application – (Word document)
  • Budget Overview – (Excel document)
• Application Attestations (PDF):
  • Applicant’s Attestation
  • Conflict of Interest Attestation
  • Attestation for Affiliations to Countries/Persons Under Economic Sanctions
• Proof of Incorporation or Registration
• Proof of Secured Funding of Applicant’s Share of Total Project Costs
  • Financial Declaration (Word document):
    • Proof of Funding – Contribution from the Applicant; and/or
    • Proof of Funding – Funding from Other Contributors,
  • Supporting Financial Documents – see Section 3.4 of this guide

When an application has been submitted, a notification will be sent by NRCan acknowledging its receipt. This may take up to five business days.

Note: You should not consider your application as successfully submitted until you receive the acknowledgement notice from NRCan. Please note that the maximum size of email attachments to NRCan is 10 MB. If the application exceeds that maximum, the applicant may forward its submission in a series of emails with the same subject line.

NRCan is not responsible for the security of the application during email transmission.

Applicants may instead choose to submit their documentation by courier or registered mail, postmarked by 23:59 Eastern Daylight Time, April 30, 2025, to:

When submitting a project proposal by courier or registered mail, a memory stick is requested that includes electronic versions of all relevant files, clearly marked with the name of the organization and the project title. Please inform NRCan by email if an application is being delivered by courier.

It is the applicant’s responsibility to retain proof of the time that the application package and supporting documentation were sent to NRCan. This may be required in the event that NRCan does not receive the proposal by the deadline for reasons beyond the sender’s control.

2.0 Project selection criteria

2.1 Assessment and due diligence

Each project will be reviewed for completeness and assessed against mandatory criteria (Section 3). Projects that do not meet all the mandatory criteria will not be given further consideration.

Projects that meet the mandatory criteria will then be assessed, rated, and ranked against the merit criteria (Section 4) by a multi-disciplinary review committee.

Unsuccessful project proposals will receive Letters of Regret and successful project proposals will receive Letters of Conditional Approval.

Applications will also undergo a due diligence assessment, which could include a confirmation of the specifics provided in the project proposal. NRCan may request that the applicant provide clarification to support the due diligence assessment. The final selection decision remains at the sole discretion of NRCan, including the right to reject applicants following the issuance of a Letter of Conditional Approval, if applicants do not pass the due diligence assessment. There is no commitment or obligation on the part of NRCan to make a financial contribution to any project, including any expenditure incurred or paid prior to the signing of a contribution agreement.

As part of the due diligence process, applicants must submit the following attestations:

• Applicant’s Attestation
• Conflict of Interest Attestation
• Attestation for Affiliations to Countries/Persons Under Economic Sanctions^{Footnote 5}

NRCan reserves the right to not select higher scoring projects first for funding to ensure: (1) all program objectives are met; and/or (2) underserved regions are adequately funded. NRCan may prioritize projects that are not the highest ranked based on fuel types, technologies, regions, or organization types. NRCan will not provide any further notice to applicants if funding decisions are made in accordance with this paragraph.

3.0 Mandatory criteria

3.1	A project must meet the Eligibility Requirements as outlined in Sections 1.7 of this Guide.
3.2	A project must be completed no later than March 31, 2027.
3.3	A project must not, at the time of submitting this funding application, have commenced spending that will be included under Total Project Costs or Eligible Expenditures.
3.4	For-Profit Organizations Applicants must demonstrate at least 50% of secured funding for their share of the project costs. Not-for-Profit Organizations, Governments, and Indigenous Organizations Applicants must demonstrate at least 25% of secured funding for their share of the project costs. Applicants must provide: Financial Declaration: Proof of Funding – Contribution from the Applicant, signed and/or Proof of Funding – Funding from Other Contributors, signed AND documentation that the required portion of the funds to be covered by non-NRCan sources are available and have been secured by including at least 1 of the following: most recent audited financial statement official loan agreement that mentions the project, dated and signed letter of confirmation stating firm funding, signed by the investor or project partner, and mentioning the project a bank statement for the organization that demonstrates the funds are available, dated within 30 days of April 30, 2025 resolution from the governing council that funds are available for the project.

4.0 Merit criteria

Only project proposals that meet the mandatory criteria will proceed to be assessed against the merit criteria detailed below.

When preparing a proposal, applicants are encouraged to provide a detailed and clear description for each criterion.

This section lists merit criteria and the level of detail to include in your application form.

4.1	Project Objectives (Maximum 15 Points) Provide the rationale and goals for your project. Describe how the rationale and goals help support NRCan’s objectives as detailed in Section 1.2 of this guide. Your description should answer the following questions: What is the rationale for your project? What barriers or knowledge gaps exist and how does the project address these? What research supports this? What are some of your organization’s current activities? How does this project build on, but not duplicate, your current work?
4.2	Target Audience (Maximum 10 Points) Describe the key target audience(s). Your description should answer the following questions: Who is/are the target audience(s)? Describe the geographic, demographic, and psychographic groups that they belong to. What is the rationale for targeting the audience(s)? What is their baseline knowledge and awareness related to the project objective? How is this project expected to benefit the target audience(s)?
4.3	Benefits of the Project (Maximum 10 Points) All projects must report on the following Key Performance Indicators (KPIs). Reference the Application Guide – Appendix A: Key Performance Indicators for more information. Applicants should describe how the expected outcomes of the project will be measured and reported. What are your KPI targets? What type of evidence will be gathered to demonstrate that the project outcomes and proposed KPIs have been achieved (e.g., surveys, number of visits, studies)? How will project outputs be disseminated to support increased use cases and uptake of ZEVs and/or clean fuels? If your project is successful, KPI target numbers will be negotiated and included in the Contribution Agreement. If applicable, successful applicants may be required to report on additional KPIs relevant to their project. This will be determined during the Contribution Agreement negotiation stage.
4.4	Project Activities and Timeline (Maximum 15 Points) The project timeline must be clear and appear in chronological order. The project timeline must include key activities, tasks, and project outputs. Activities may include elements such as ongoing project planning, development of materials, marketing activities, measurement of outcomes, etc. All project activities must be completed between the date of the letter of conditional approval and to March 31, 2027.
4.5	Capacity to Deliver Projects (Maximum 15 Points) Describe your organization’s relevant experience within the project’s area of focus. Provide 2 examples of past projects completed within the past 5 years. These examples should demonstrate experience with project management, reporting on project outcomes, and subject matter expertise. Each project example must include: the name of the client organization (or funding source) the project’s scope start and end date of the project the dollar value of the project the project outcomes any challenges the project faced and how they were overcome Identify the project team: Project Manager and Project Team Members: Identify the Project Manager and other key members of the project team and state their specific expertise and experience related to the work involved. This assessment could include, but is not limited to, how many years the project team member has worked in this field, professional designation(s), role in the project, etc.
4.6	Risk Mitigation (Maximum 10 Points) Provide a description of all potential risks to the project, circumstances that may cause delays, or other factors that could negatively impact the delivery of the project. List mitigation strategies for each. Likelihood definitions: Low—unlikely to occur; Medium—moderately likely to occur; High—very likely to occur.
4.7	Reach and Impact Regarding Diversity, Equity, and Inclusion (Maximum 5 Points) Will your project target, support, and/or engage underrepresented groups? Underrepresented groups include, but are not limited to, women, Indigenous Peoples (First Nations, Inuit, and Métis), persons with disabilities, members of visible minority/racialized groups, and members of LGBTQ2+ communities (see the Government of Canada’s Guide on Equity, Diversity and Inclusion Terminology). Refer to the Pembina Institute DEI – Zero-Emission Vehicle Awareness, Education and Engagement – Advancing diversity, equity and inclusion report (PDF, 699 KB). Provide a description of whether and how the project will target, support, and/or engage underrepresented groups. Activities could include involvement in project design, planning, implementation or evaluation stages. If yes: Identify the group(s). What representatives of the group(s) have you established relationships with for this project? What are the expected benefits of this project to the identified group(s)? If no: Provide a rationale explaining why the project does not target any underrepresented groups.
4.8	Participation from Indigenous Organizations and Benefits to Indigenous Audiences (Maximum 5 Points) Will your project involve collaboration and partnership with Indigenous organizations to benefit Indigenous audiences? Provide a description of whether and how your project will work with Indigenous partners. Activities could include involvement in project design, planning, implementation or evaluation stages. If yes: Identify the Indigenous group(s). What Indigenous organization(s) and/or collaborators have you established relationships with for this project? If no: Provide a brief rationale explaining why the project does not involve participation from Indigenous organizations/audiences.
4.9	Involvement of Partners and Collaborators (Maximum 15 Points) List project partners and their role in the project. These partners should not be the same as the core project team listed in Section 5 (Capacity to Deliver) of the Application Form or a vendor/service provider for the project. Include the following details for each project partner: name and description of the partner the partner’s relevant experience how the partner will contribute to the project Preference may be given to applicants with confirmed partnerships.

5.0 Contribution agreement

This section contains information that will be relevant only to applicants who are selected to receive funding under this Call for Proposals. It is the applicant’s responsibility to review and ensure that the eligibility conditions of the program are met. Understanding and agreeing to the provisions and definitions used in the contribution agreement will help facilitate negotiations should your project be selected for funding.

NRCan will not accept any requests for changes to the provisions of its standard template agreement unless a successful applicant’s legal counsel provides a legal rationale for the changes. NRCan will only consider requests for changes in cases where the existing provisions create a legal impediment to a successful applicant entering into an agreement. However, the standard template agreement is maintained and updated by NRCan as required.

Until both parties sign a contribution agreement, there is no commitment or obligation on the part of NRCan to make a financial contribution to any project, including for any expenditure incurred or paid prior to the signing of such a contribution agreement.

Funding is subject to an appropriation by Parliament for the fiscal year in which payments are to be made.

5.1 Claims for reimbursement

The contribution agreement will set out the required terms for payments, which will be made to reimburse proponents based on receipt and approval of claims for payment. No advance payments will be made.

Final payment will not be made until a proponent completes all project activities and NRCan considers these activities acceptable. To ensure appropriate project oversight, a percentage of the contribution will be withheld until all conditions of the contribution agreement have been met.

Proponents may be audited 1 or several times during the project and/or after the project completion date, at NRCan’s discretion.

5.2 M-30 law (for Quebec organizations only)

The Act Respecting the Ministère du Conseil Exécutif (M-30) may apply to an applicant in the Province of Quebec. Applicants may be required to complete an additional information form and, if they are subject to the requirements of the Act, to obtain written authorization and approval from the Government of Quebec prior to the execution of any contribution agreement. NRCan will follow up with the applicant during the application assessment, as required.

5.3 Privacy notice

The use and distribution of data collected under this program will comply with both the Privacy Act and the Access to Information Act.

Pursuant to the Privacy Act, the program will keep confidential any personal information it may collect and will not disclose or transmit said information without the applicant’s written consent.

Pursuant to the Access to Information Act, the program will protect from disclosure any information of a financial, commercial, scientific, or technical nature that it collects from applicants so long as the applicants treat said information as confidential in their own establishments. If the applicant chooses to send the proposal or other confidential information to NRCan by email, NRCan will respond to the proposal by email. Similarly, if the applicant’s correspondence is through regular mail, NRCan’s response will be in like manner. However, in all cases, NRCan will use email correspondence to the applicants for all non-confidential matters.

5.4 Business information

NRCan may collect, use, and share an applicant’s documentation prepared in the administration of projects. NRCan will use and share this information for the purposes of assessing and reviewing the eligibility of the applicant and the proposed project with

• other NRCan programs and/or branches
• other departments or agencies of the Government of Canada
• other levels of government in Canada

The information may be shared with the parties mentioned above, or disclosed to third parties, for the purpose of

• administration, including audit and evaluation
• surveying the applicant’s experience with NRCan
• audit, analysis, and risk assessment of the applicant and/or the project
• determining the possible availability of funding for the applicant’s project under another program or initiative

NRCan publishes a list of successful projects on the Government of Canada website. The list will include information such as the name and organization type of the Proponent, the project name and description, and the amount of the contribution. NRCan may also publicize this information, along with a description of the project, in

• project funding announcements or other promotions
• other government documents, including public reports on the progress of government initiatives

5.5 Eligible expenditures

5.5.1 Salaries

Salaries include wages for all personnel with direct involvement in the project, such as project management and administrative staff. All eligible personnel must be employees on the Proponent’s payroll. Payments such as shares, stock, and stock options are not eligible. The amount invoiced shall be actual gross pay for the work performed and shall include no markup for profit, selling, administration, or financing.

The eligible payroll cost is the employee’s gross pay (normal periodic remuneration before deductions). Normal periodic remuneration rates are the regular pay rates for the period, excluding premiums paid for overtime or shift work. The payroll rate does not include any reimbursement or benefit conferred in lieu of salaries or wages. When hourly rates are being charged for salaried personnel, the hourly rates shall be the periodic remuneration (e.g., annual, monthly, weekly) divided by the total paid hours in the period, including holidays, vacation, and paid sick days.

Labour claims must be supported by suitable documentation, such as time sheets and records, and be held for verification at time of audit. Management personnel are required to maintain appropriate records of the time devoted to the project.

5.5.2 Benefits

Benefits are defined as a reasonable prorated share of expenses associated with the direct labour cost, such as the employer’s portion of the Canada Pension Plan, Quebec Pension Plan, and employment insurance; employee benefits such as health plan and insurance; workers’ compensation, sick leave, and vacation; plus any other employer-paid payroll-related expenses. Those items with no relationship to the project or that have been charged on an indirect basis are non-eligible. The determination of the fringe benefit amount shall be in accordance with GAAP. In general, the fringe benefit rate provided in the project estimate shall be computed once during the life of the project and agreed on prior to the signing of the agreement. If retroactive adjustments are made, they must be indicated on claims for progress payments for NRCan approval.

5.5.3 Professional services

Professional services are defined as costs for the purchase of additional support required for the completion of the project. These costs can cover the following types of services: scientific, technical, management; contracting; engineering; construction; installation, testing, and commissioning of equipment; training; marketing; data collection; logistics; maintenance; printing; distribution; and audit and evaluation. The amount eligible from a subcontractor, a consultant, or service provider shall be the actual contract amount, and a copy of the contract must be kept on file.

5.5.4 Reasonable travel costs

Unless stated otherwise in the contribution agreement between NRCan and the Proponent, Treasury Board rates in effect at the time of signing the contribution agreement shall be used for reimbursing expenses for travel, food, and lodging costs necessary for project activities. Reimbursement of travel costs may be estimated using The National Joint Council Travel Directive as a guideline, based on the period during which the trip took place.

5.5.5 Capital expenditures

Capital expenditures are defined as an expenditure that results in a long-term benefit, as required by the project. The retrofitting or upgrading of existing capital assets is included under this heading. Land is not considered an eligible expenditure.

Additionally, NRCan will not reimburse the purchase of a vehicle or charging infrastructure and installation as a capital expenditure. These purchases may be counted against Total Project Costs but must be paid for by the Proponent’s portion of contribution to the project.

5.5.6 Retrofitting and upgrading of existing capital assets

Retrofitting and upgrading of existing internal combustion engine vehicles for awareness project purposes is a separate eligible expenditure category.

5.5.7 Rental fees or leasing costs

Rental fees will include the cost to rent or lease any equipment, software, or physical property (e.g., event space) needed for project activities.

5.5.8 Licence and permit fees

Licence and permit fees typically include any municipal, provincial, or federal licences or permits. This can include safety permits, business permits, environmental permits, etc.

5.5.9 Honoraria and ceremonial costs

Costs for Indigenous peoples, particularly elders and knowledge keepers, to participate in project activities, including engagement on design and evaluation following the project, are eligible.

5.5.10 GST, PST, and HST

Any taxes claimed must always be net of any tax rebate to which the Proponent is entitled.

5.5.11 Overhead expenses

Overhead expenses may include

• administrative support provided directly to the project by the Proponent’s employee(s), valued on the same basis as professional staff time
• supplies or other expenses directly related to the project

Overhead expenses will be negotiated and agreed to on an individual basis with proponents before signing a contribution agreement. Any overhead claimed must be fully substantiated (with supporting documentation) and must not exceed 15% of Eligible Expenditures.

Ongoing operating expenses such as monthly rent/leasing costs, property management or maintenance fees, electricity/hydro, heat, internet and telecommunication expenses are not eligible.

Note: Any taxes claimed must always be net of any tax rebate to which the Proponent is entitled.

5.6 Reporting requirements

Funding recipients will be required to report on the project’s financials and overall outcomes.

Funding recipients will be asked to report progress against milestones and claims for payments by describing and demonstrating how contributions were spent, along with a declaration as to the total amount of contributions or payments received from other sources in respect to the project.

Funding recipients will also be required to provide a post-project report comprised of a final narrative to describe how project activities have contributed to the achievement of the objectives of the project, and a final assessment of performance indicators to report on short, intermediate, and long-term outcomes of the project. By reporting against collected key performance indicators (see section 4.2 for examples), the final report should address how the project increased/improved EV charging and clean fuels awareness and education, and enhanced availability and accessibility for Canadians. Key performance indicators should also include metrics related to diversity, equity, and inclusion (including gender).

5.7 Guide to in-kind support

Proposed in-kind contributions that are deemed acceptable by NRCan officials must be supported by a formal commitment from the applicant to provide them prior to any commitment on funding to the proposed project being made.

5.7.1 Definitions

In-kind support: a cash equivalent contribution in the form of a good or service for which no cash is exchanged, but which is essential to the project and which the applicant would have to purchase on the open market or through negotiation with the provider if not otherwise provided.

Fair market value: the average dollar value the provider could get for a contributed good or service in an open and unrestricted market, between a willing buyer and a willing seller (the applicant) acting independently of each other. It should represent approximately the original cost minus depreciation.

Most favoured customer: a customer given the deepest discount from the normal selling price of a good or service sold to it by the applicant.

5.7.2 Eligibility of in-kind contributions

• It must be essential to a project’s success and would otherwise have to be purchased by the applicant
• Its value must be determinable and verifiable
• Its valuation must be confirmed by NRCan and agreed upon by the applicant and NRCan

5.7.3 Assessing the value of in-kind contributions

2 different approaches to the valuation of in-kind support are possible:

• using the fair market value, as described above
• using the incremental cost; that is, the cost to the applicant or its partners and collaborators for providing the contributed asset over and above normal operating costs

6.0 Contact information

Any questions or inquiries must be sent by email to: awareness-projects.projets-de-sensibilisation@nrcan-rncan.gc.ca.

A written response will be provided within 5 business days.

In order to ensure that all applicants have access to the same information, recurring questions or those that may be useful to other applicants will be posted on NRCan’s website.

During the application period, NRCan employees are not at liberty to meet or discuss proposed projects with applicants.

Appendix A: Key performance indicators

All projects must report on the following key performance indicators:

Project reach

• Total number of individuals reached through the project
• Increase in awareness, knowledge and/or intention among participants (metrics to be proposed by applicant)
• Total number of posts across all social media platforms
• Total social and traditional media impressions (likes, share, comments, views, downloads), reported as individual numbers
• Total number of events held
• Total number of individuals at events
• Total number of organizations at events

Material development

• Total number of unique materials developed (e.g., report, video, newsletter, webinar, training modules) on the area of focus
• Total number of people from under-represented groups^{Footnote 6} consulted/represented in content development [Specify groups]
• Number of subject matter experts consulted