CWRG Frequently Asked Questions

Application and Evaluation

Am I an eligible applicant?
Before applying, please review the Eligibility Criteria for each stream. This will assist you in determining if you are an eligible applicant and under which stream you should apply. Eligibility for each stream is different.

Examples of ineligible applicants:
  • Public sector organizations, such as Crown corporations and agencies, hospitals and health authorities
  • Federal and provincial governments
When can I apply?
Applications are accepted throughout the year, depending on the project start date. Please visit the stream pages on the Community Workforce Response Grant program (CWRG) web page for details. Grant streams close once funding targets for the intake period are reached.

How do I apply for the grant?
Complete an online application through the Skills Training Grants System. To access the system, you will need a Business BCeID account. It can take up to three weeks to apply for and receive a BCeID.

Please review the Application Prep Checklist & Support resource document before applying.  It provides a summary of the information that will be required in your application. If you have additional questions, please contact the CWRG team at CWRG@gov.bc.ca, or by phone at 250-952-6914 (toll free 1-877-952-6914).

Can the service provider or the skills training provider submit the application on my behalf?
No. You must use your Business BCeID and password to submit the application. You are not permitted to share your Business BCeID and password. Review the Business BCeID Questions and Answers document for more information.

What specific information do I need to have regarding my project?
Before applying, please review the Application Prep Checklist & Support resource document as it provides a summary of the information that will be required on the application.

When your application is evaluated, additional information about your project may be required. This may include details on marketing, recruitment, participant costs and budget. Please refer to the Eligibility Criteria for submission requirements

In the application, what is the difference between Project Delivery Dates and Training Dates?
A CWRG Agreement is comprised of two essential date ranges. The “Project Delivery Date” is the period of time when you start organizing the project in your community through to the completion of training, finishing any administrative duties and assessing the outcomes. This period could include the time to recruit and assess participants and to secure suitable facilities. The “Training Date” is the period of time when instruction or training starts and ends. 

You may want to consider starting project delivery 30 days before the training start date, as this will provide you with enough time to finalize project details and recruit participants. You will also want to ensure there is sufficient time after training ends to measure outcomes and provide reporting, e.g. 30 days. It is a requirement to submit a Completion Report 30 days after the project delivery end date. 

Can I apply for other funding to cover the cost of the project? For instance, can CWRG funding support a component of a larger project?
Yes. However, project delivery costs funded by another program are ineligible under the CWRG. If there are multiple funders for a larger project, you are required to report this information at the time of application by specifying which aspects of the project will be paid for by other funding sources.

How do I find the North American Industry Classification System (NAICS) codes?
In the application, you are required to provide the four-digit NAICS code that matches the industry in which the participants will be employed after the training. Subsector descriptions and corresponding four-digit NAICS codes can be found here.

Will I be required to provide additional information after I apply?
Perhaps. When your application is reviewed, additional information about your program and the project budget may be required. This may include details on marketing, recruitment, participant costs and budget.

Can I make changes to my application after it has been submitted?
You cannot make changes to your application in the online system after it has been submitted. Please contact CWRG@gov.bc.ca for more information.

What happens if I apply under the wrong stream?
If you apply under the wrong stream, contact the CWRG team at CWRG@gov.bc.ca as soon as possible.

How are applications evaluated?
Applications are evaluated using stream specific eligibility criteria. Before creating a funding application, please review the Eligibility Criteria for each stream. All decisions regarding eligibility are made by the Ministry of Advanced Education, Skills and Training on a case-by-case basis and solely at its discretion.

Where there is a high volume of applications that exceed funding available, applications will be prioritized based on program criteria and labour demands as articulated in B.C.’s Labour Market Outlook. 
Please ensure you include in your application a rationale for your project based on local and regional labour market needs. Letters of support from potential employers, sector associations, local governments and other stakeholders are an important component of the application to demonstrate alignment of the project with labour needs in the community or sector, and community and employer support.

The purpose of the CWRG is to support short term projects that respond to urgent, emerging community and sector skills needs. The program is not designed to support established or ongoing projects previously funded by the CWRG. 

How long will it take to receive a decision on my grant application?
Evaluation of applications may take up to 60 calendar days. Please consider this when applying, particularly as to training start dates.

Funding

What is the maximum grant amount?
The maximum allowable funding per application is $300,000. For the maximum allowable per participant, refer to the appropriate stream criteria under “Eligible Costs.” What happens if the number of actual participants varies from what is in my Agreement?
The total funding amount that an Agreement holder will receive is based on the number of complete Participant Information Forms (PIFs) submitted from eligible participants, to the maximum allowable under the Agreement. If the number of participants is less than originally planned, the total grant funding amount will be reduced. If this situation arises, you may wish to consider delaying the date of training as long as it falls within the same intake period or cancelling the Agreement and reapplying in the next intake. 

Do I need to pay for the training up front?
Agreement holders must submit either a receipt or an invoice from the training provider with their claim for reimbursement. If the Agreement holder submits an invoice, they must submit a receipt from the training provider(s) within 30 days of receiving grant funding. See the Claim Submission Guidelines for details.

Are there any guidelines for creating a budget?
When creating a budget for your application, it is important to be as accurate as possible as this will form part of the Agreement between you and the Province. For example, you should have quotes from training and service providers for the anticipated needs of the project as this will provide you with more accurate budget information. Your budget must be reasonable and demonstrate value for money. Costs that do not directly support the project should not be included. During the evaluation process, you may be asked to provide supporting evidence for project costs.

Is there a list of eligible administrative costs?
Administrative costs must directly relate to project delivery to be eligible. Examples include:
  • Costs for any materials, tools and proportioned salaries used in coordinating, organizing or administering project components, such as project management and claims and reporting submissions
  • Facility lease/rental to provide a training space (if paid by Agreement holder directly)
If you are uncertain if your administrative costs are eligible, please contact CWRG@gov.bc.ca for additional support. The Ministry reserves the right to make final determination on eligibility and value for money.

What is considered an eligible participant financial support?
Financial supports and benefits are for the participant to remove barriers to success in the project. These costs support the participants for the purposes of participating in training and services and/or to obtain employment.

For example:
  • Supports to care for a participant’s child(ren) while the participant attends training or other services
  • Supports to enable the participant to travel to training, services or work experience, including bus passes and mileage
  • Disability supports provided to persons with disabilities to assist them in participating in training/services, obtaining and maintaining employment (including financial supports deemed reasonable by the service provider) and specialized equipment
  • Accommodations while attending training
  • Personal protective equipment 
For participants in self-employment projects, business start-up costs may be included, for example: business cards, the first month of domain hosting, and other reasonable costs.

Capital assets may not be covered as a participant support, for example: laptop, cell phone, etc.

What kinds of items are considered “personal protective equipment”?
If participants require their own safety equipment to participate in the training and/or to obtain employment—for example, safety footwear, safety headgear, eye, face and hearing protection, high-visibility clothing—this would be eligible as the intent of participant financial supports is to remove barriers to the participants’ success in the project. 

Is personal protective equipment the only equipment that can be included under Participant Financial Supports? 
If the industry standard for employment is that workers are expected to come to the job site with their own work tools, these would also be eligible participant financial supports. These supports would only be covered for participants who require these tools to complete the training and gain employment.

What is ineligible for funding?
Expenditures that are not related to delivering the project are considered ineligible. These include but are not limited to:
  • Costs related to the development of the proposal or project application
  • Costs not directly associated with the delivery of the project or not directly required to meet the deliverables of the project
  • Costs incurred before the start date or after the end date of the project
  • Administrative salaries that are not directly tied to project management or project delivery
  • Staff salary bonuses
  • Legal fees, court awards, fines and penalties (e.g. parking tickets)
  • Out-of-province travel costs for project staff or participants
  • Annual membership fees to associations or private clubs (e.g. gyms, golf courses)
  • Costs related to annual general meetings, budget deficits, membership fees, fundraising activities, committee and political meetings or religious activities
  • Costs for any materials, tools, techniques, approaches, developments or salaries used in training, work placements or other project components that have already been reimbursed to the Agreement holder under any other funding agreement
  • Reimbursement for airfare purchased with personal frequent flyer points programs
  • Losses on other projects or contracts
  • Interest charges
  • Purchase of alcoholic beverages or cannabis-related products
  • Participant wages
Can I add GST to any portion of my claims?
GST can only be included in a claim if it was included in the Agreement. Applicants must ensure that GST, if needed, is included in their application. Any costs claimed in excess of the original approved budget in Schedule A of the Agreement will be ineligible for payment.

Is funding through the grant considered business income that would need to be declared for tax purposes?
Please consult your accountant or the Canada Revenue Agency (CRA) for tax advice.

Do participants who have their tuition paid from the grant have to pay tax?
Please consult your accountant or the CRA for tax advice.

Eligibility

Participant Eligibility


Can a participant apply for a grant directly?
No. Participants cannot apply directly. Please see the Eligibility Criteria to see a list of eligible applicants under each stream.

Are temporary foreign workers, international students or people with working holiday visas eligible participants?
No. Participants must be Canadian citizens, permanent residents or protected persons (as designated under the Canada Immigration and Refugee Protection Act) entitled to work in Canada. Please see the section “Participant Eligibility” in the Eligibility Criteria for details.

Are participants in receipt of Employment Insurance (EI) benefits or Income Assistance (IA) benefits eligible for training?
Yes, please review Appendix A in the Eligibility Criteria as these participants will be required to obtain approval in order to continue to be eligible for these supports while participating in the training.


Project and Provider Eligibility


Can I be the skills training provider and/or the employment assistance service provider as well as the applicant?
No. As stated in the section “Eligible Service Providers” of the Eligibility Criteria, the skills training provider and the employment assistance service provider must be third parties to the applicant.

Is there a list of approved skills training providers or service providers?
No. Previous approval of a skills training provider or a service provider does not guarantee approval in the future. All applications are assessed on a case-by-case basis. Please refer to the Eligibility Criteria for the stream under which you are applying.

How do I choose a third party training/service provider?
After identifying the training needs in your community, we suggest sourcing information and quotes from potential providers (refer to the section “Eligible Service Providers” in the Eligibility Criteria). It is important to ensure that the training organization provides quality training that meets the identified needs of your community and that the credentials/certifications being offered are recognized by employers.

What should l check for when reviewing quotes from third party training/service providers?
Quotes may include instructor travel and accommodation costs, classroom/facility rental, and resource materials (e.g. textbooks, online access to materials, etc.). When requesting a quote for service from a third party provider, you should ensure it includes GST as this cost cannot be added once a CWRG funding agreement has been accepted. You should also ensure the training provider you engage can commit to starting training within the dates specified for the intake period in which you apply—for example, intake 1 training start dates are between April 1, 2019 and August 31, 2019. 

Can projects begin before the grant application is approved?
Yes. However, if the project begins before the application is evaluated, you are responsible for all project costs should the application not be approved by the Province. Projects cannot have started prior to an application being submitted.

Is training that takes place at the workplace eligible?
Yes. All skills training providers must have the expertise, qualifications and experience to deliver this component of the project.

The project has started. Can I apply for a grant?
No. The application must be received before the project start date.

Agreement

Can changes be made to an Agreement once it has been accepted? If so, what kinds of changes are allowed?
Yes. Some changes can be made at certain times through the Skills Training Grants System. Refer to the Agreement for details. Contact the CWRG team at CWRG@gov.bc.ca for more information.

Who is responsible for monitoring the funded project and reporting to the  Ministry?
As the Agreement holder, you are responsible for monitoring and reporting on the project as per your CWRG Agreement.

What if I cannot proceed with the project in my Agreement?
If you are unable to proceed, you must cancel your Agreement through the Skills Training Grants System, or inform the CWRG team as soon as possible at CWRG@gov.bc.ca. Failure to do so could make you ineligible to apply for a Grant in the future. See section 7 of your Agreement for more details.

Communications

Can I make a public announcement once I accept an Agreement?
Prior to making any public announcements with respect to your participation in the CWRG, you must obtain Ministry approval. For more information, contact the CWRG team at CWRG@gov.bc.ca for more information.

What do I need to do in order to promote my project in the community?
If you are interested in promoting the project in the community and wish to use posters, rack- cards, newspaper ads, internet or radio, Ministry approval is required. You must apply to use a funding logo and follow the appropriate guidelines. To obtain the application form, logo and guidelines, click here and select “Workforce Development Agreement funding lock-up” from the drop-down. 

Send your marketing material with the completed Application for WDA Third Party Use form to CWRG@gov.bc.ca. The material will be reviewed to ensure guidelines are met (turnaround time is approximately three business days).

How do I share a participant’s success story with the CWRG?
If you would like to share a success story of one or more of your participants, each participant should complete and sign a consent form, then send the story and consent form to CWRG@gov.bc.ca.

What do I need to do in order to publish a participant’s success story on my webpage?
If you would like to share a success story publicly of one or more of your participants, you will need Ministry approval. Each participant must complete and sign a consent form, then send the story and consent form to CWRG@gov.bc.ca. The material will be reviewed to ensure guidelines are met (turnaround time is approximately three business days).

Reporting Requirements

Are there reporting requirements if I accept a CWRG Agreement?
Yes, the reporting requirements are:
  • Once the training start date has been confirmed, Participant Information Forms (PIFs) must be submitted online by participants five days before the first day of training. PIFs submitted after seven Business Days from the start of training will NOT be accepted. A claim can be submitted through the Skills Training Grants System once the Agreement has been accepted and all PIFs have been received by the Province. It is recommended that claims be submitted within 14 days of the training start date.
  • At the time of claim, or within 30 days of payment by the Province, proof of payment to the skills training provider and employment assistance services provider must be submitted by email.
  • A Completion Report is required 30 days after the end of the project delivery date.
  • Unless otherwise approved (in advance) in writing, all claims must be submitted in the fiscal year in which this Agreement is accepted. Fiscal year end is March 31st and it is recommended that all claims be received prior to March 1st.

Training and Reporting Obligations:

Training Start Date: The actual start date of the training should coincide with the date stated in the application. Please contact CWRG staff at CWRG@gov.bc.ca if training dates need to be amended.

Participant Information Forms: Due five days before the first day of training. PIFs submitted after seven Business Days from the start of training will NOT be accepted.

Claims: It is recommended that claims to cover training costs be submitted no later than 14 days after the start of training. 

Proof of Payment: Must be submitted with the claim(s), or within 30 days after payment from the Province.

Completion Report: Must be submitted within 30 days after program delivery end date.