MFS Document Submission Matrix 2015/2016
PLEASE NOTE THAT ALL DOCUMENTS BEING SENT TO MFS SHOULD BE ADDRESSED TO:
MFS, 4210 LABELLE ST, OTTAWA K1J 1J7
Document
MOU
Ref
Memorandum of Understanding
MFSP Request for Funds
6.4.7
Due Date
Signed, Hard Copy to MFS
29 May 2015
Return one original signed copy by
courier to MFS
Projection date: Dec 2015
Submit by: Feb 2016
Baseline Funding Distribution
Form
First Quarter - MFSP Quarterly
Financial Report
Supplemental Funding –
Contingency Fund Reports
(if applicable)
Updated 06 July 2015
6.4.7
7.3.3
7.2.3
April 2016
31 July 2015
Electronic submission
Two copies required to MFS; one
in PDF with signatures and one in
Excel format to:
[email protected]
Two copies required to MFS; one
in PDF with signatures and one in
Excel format to:
[email protected]
Two copies required to MFS; one
in PDF with signatures and one in
Excel format to:
[email protected]
Page 1/4
Second Quarter - MFSP Quarterly
Expenditure Report
30 October 2015
Two copies required to MFS; one
in PDF with signatures and one in
Excel format to:
[email protected]
29 January 2016
Two copies required to MFS; one
in PDF with signatures and one in
Excel format to:
[email protected]
7.3.3
7.2.3
13 May 2016
Two copies required to MFS; one
in PDF with signatures and one in
Excel format to:
[email protected]
Year End Reporting Documents
Statement of Surplus Funds
Other Sources of Funding
6.4.7
27 May 2016
Two copies required to MFS; one
in PDF with signatures and one in
Excel format to:
[email protected]
Special Project Assessment
Report
7.2.3
1 Month after the end of
project (if applicable)
Email to MFS OPI indicated in
project application
MFRC Service Data Report
(year-end performance
measurements)
6.4.7
27 May 2016
Fluid Survey
Supplemental Funding –
Contingency Fund Reports
(if applicable)
7.3.3
7.2.3
Third Quarter - MFSP Quarterly
Expenditure Report
Supplemental Funding –
Contingency Fund Reports
(if applicable)
7.3.3
7.2.3
Fourth Quarter - MFSP Quarterly
Financial Report
Supplemental Funding –
Contingency Fund Reports
(if applicable)
Updated 06 July 2015
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CANSOFCOM Agreement
First week of July 2015
Submit three signed copies by courier
to MFS. Two will be returned with
DMFS Signature to the MFRC/CO
FLO Partnership Agreement
01 December 2015
Submit three signed copies by courier
to MFS. Two will be returned with
DMFS Signature to the MFRC/CO
CANEX VOLUNTEER APPRECIATION PROGRAM REPORT
CANEX
Volunteer Recognition Program
(VOREP)
Reports for Events/Activities held
Apr/May/June 2015
Last working day of July
(if applicable)
Email signed documents to:
[email protected]
CANEX
Volunteer Recognition Program
(VOREP)
Reports for Events/Activities held
July/Aug/Sept 2015
Last working day of
October
(if applicable)
Email signed documents to:
[email protected]
CANEX
Volunteer Recognition Program
(VOREP)
Reports for Event/Activity held
Oct/Nov/Dec 2015
Last working day of
January
(if applicable)
Email signed documents to:
[email protected]
Canex
Volunteer Recognition Program
(VOREP)
Reports for Events/Activities held
Jan/Feb/Mar 2016
Last working day of April
(if applicable)
Email signed documents to:
[email protected]
Updated 06 July 2015
Page 3/4
OTHER REQUIRED DOCUMENTS
AGM Annual Report
6.4.14
Within 2 months of AGM
Email to:
[email protected]
Approved AGM Minutes for
Previous year
6.4.14
Within 2 months of
presentation and approval
at AGM
Email to:
[email protected]
Audited Financial Statements
7.3.6
No later than one month
following receipt of the
report
Email to:
[email protected]
Compliance and Assurance
Review Response (Formally called
Internal Audit Report)
6.4.16
Within 3 months of receipt
of report
Email to:
[email protected]
Insurance Certificate
8.1
Within 2 months of Annual
renewal
Email to:
[email protected]
Supplemental Agreement
6.3.7
7.2.4
By July 2015
Email to:
[email protected]
Organizational Chart
Due end of fiscal year
Email to:
[email protected]
Board of Directors List
As board changes
membership
Email to:
[email protected]
Updated 06 July 2015
Page 4/4