Agricultural Clean Technology Program: Adoption Stream: Applicant guide annexes

Annex A: Cost categories

Eligible costs

  • Administrative costs
    • administrative costs will be calculated automatically at a flat rate of 10% (shared between Agriculture and Agri-Food Canada [AAFC] and the applicant at the project cost sharing rate). This rate covers costs of project management and administrative staff salaries (managing and reporting) for individuals engaged in work necessary to manage activities outlined in the work plan. Administrative costs are directly related to specific project activities, and use of office accommodations, equipment, materials, etc. 
  • Salaries and benefits
    • salaries and benefits directly related to completing the project activities (other than Administrative costs)
  • Contracted services
    • professional or specialized services for which a contract is entered into, such as consultant/expert services
  • Travel
    • project travel directly related to the installation of technologies and equipment supported by the Adoption Stream based on a per diem rate that includes accommodations, meals, incidentals and transportation (air or ground). Travel is limited to economy rates.
  • Capital assets
    • capital assets are tangible assets that are purchased, constructed, developed or otherwise acquired, and are required for the execution of the project
  • Other direct project costs
    • other project-related costs, such as translation, registration fees, the rental, lease of equipment or machinery, goods and services and all related shipping and transportation costs, including freight, required to carry out the project, materials/consumables needed to undertake the project.

Ineligible costs

  • labour costs, other than as part of installation costs, including wage subsidies
  • capital items not specifically required for the execution of the project
  • costs for activities that are deemed to be part of normal business practice for any recipient
  • costs related to marketing activities and business promotion
  • land purchases
  • travel, not directly related to the installation of equipment
  • hospitality
  • in-kind contributions
  • goodwill
  • legal fees
  • refundable portion of the Goods and Services Tax/Harmonized Sales Tax (GST/HST), value-added taxes, or other items for which a refund or rebate is received
  • costs to prepare the Contribution Agreement or related schedules; and
    • any portion of any cost that, in AAFC's opinion, exceeds the fair market value for that cost item
    • any cost, such as amortization that would not result in a direct, out-of-pocket expense for the recipient
    • costs being reimbursed under an existing federal, provincial or territorial program
    • any other expenditure not specifically listed as eligible or otherwise approved as eligible

Annex B: Application process

Application deadline

Applications to the program will be accepted, on a continuous basis until funding has been fully committed or otherwise announced by the program.

All projects for the Adoption Stream must be completed by March 31, 2026.

Eligibility criteria

Before beginning the Project Summary form, decide if the project meets the eligibility criteria detailed in Section 1.3 and Section 1.4 of the Adoption Stream Applicant guide.

Application process

The 2 step application process for the Adoption Stream is as follows:

  1. Complete and submit a Project Summary form
  2. Complete and submit the Project Application package

The program will access the Project Application package and notify you with the results.

1. Complete the Project Summary form

PDF forms

If you have problems opening a PDF form in your Internet browser, you need to:

  • Use your computer. The forms may not open on mobile devices (iPads, tablets, mobile phones).
  • Make sure you have Adobe Reader 11 (or higher) already installed on your computer. If not, download Adobe Reader 11 or higher for free. Adobe has help for solving common issues.
  • You must save the file on your computer in a place you can remember.
  • Open the file on your computer using Adobe Reader 11 or higher.
  • If you can’t open the form with Adobe Reader 11 or higher, contact the program.
How to download and open a PDF form
  • Microsoft Windows Operating System computers using “Internet Explorer” or “Microsoft Edge” as your browser
    1. Right-click on the link you want to save
    2. Select “Save target as” or “Save link as”
    3. Choose the location on your computer where you would like to save the file
    4. Select “Save”
    5. Open Adobe Reader 11 or higher
    6. Select “File”
    7. Select “Open”
    8. Go to the location where you saved the file
    9. Select the PDF file
    10. Select “Open”
  • Microsoft Windows Operating System or Apple computers using “Chrome” or Firefox” as your browser
    1. Right-click on the link you want to save
    2. When the option menu appears, choose "Download link file" or "Download link file as"
    3. Choose the location on your computer where you would like to save the file. Your computer will start the download once you have selected a location.
    4. Open Adobe Reader 11 or higher
    5. Go to the location where you saved the file
    6. Select the PDF file
    7. Select “Open”

The Project Summary form (PDF) will be used to screen your project's eligibility, fit and readiness to apply for funding under the Adoption Stream.

Submit the completed Project Summary form (PDF) by email to:

Program staff will contact you to discuss the proposed project. Applicants deemed to meet the priorities and eligibility criteria of the program may be invited to proceed and submit a project application package.

2. Complete a project application package

If you are invited to proceed, program staff will provide the project application package, along with instructions on completing the Project Application form and other required documents.

Required documents

Project application packages will require submission of the following documents:

Document Description
Project Application form with Work plan and Budget

A completed application form, including:

  • A work plan listing:
    • all activities
    • activity lead(s)
    • principal investigator(s)
    • contractor(s)
    • detailed description of the work undertaken
  • A completed budget with forecasted total project costs by:
    • activity
    • cost category
    • fiscal year
    • sources of funding
Applicant Authorized Representative(s) Form Signed by the applicant’s authorized representative(s)

Certificate of Incorporation or Articles of Incorporation

A copy of the applicant organization's Certificates and Articles of Incorporation. These are issued and filed, respectively, by or with a provincial, territorial or federal government that document the applicants status as a legal entity.
Financial statements

The organization’s annual financial statements (audited or review engagement) for the past 2 years or since the date of organization start-up. Statements must include an income statement, a balance sheet, and a cash flow.

Where audited or review engagement statements are not available, the program may exercise discretion to accept alternatives.

Copies of all financing agreements related to the project financing plan

  • Documentation that provide financial proof of funds (that is term sheets)
  • Confirmation of debt or equity closing and funds availability
  • Bank statements (to verify cash availability)
  • Term sheets
  • Attestation from corporate officers of funds availability (can include letters)
Quotes, estimates and contracts Documents supporting the costs of the project budget provided by suppliers for all construction, renovations or equipment and technology to be purchased and installed.
Diagram of the applicant’s organizational structure Diagram to include parent and subsidiary companies and their interrelationships and mandates.
Organizational chart Chart to indicate names and titles of the management team.
Performance Measures Table Estimated targets of GHG emissions reductions and dates of project results to achieve.
Note: AAFC reserves the right to request supplementary documentation, as needed, to support the assessment process. All information collected will be treated with respect to ensuring that personal information is safe and secure and that privacy is respected.

Other supporting documentation

If applicable, other supporting documentation will be required.

Document Description
Project endorsement letters and Letters of support Letters of support from organizations indicating they believe there is a need for the proposed project for the sector.
Environmental Farm Plan Environmental Farm Plan is not required, but is considered an asset.
Note: AAFC reserves the right to request supplementary documentation, as needed, to support the assessment process. All information collected will be treated with respect to ensuring that personal information is safe and secure and that privacy is respected.

Project assessment

Applicants may be contacted throughout the project assessment process to provide additional information or clarification to assist with the assessment.

If the submitted application is deemed incomplete, applicants will be notified and will have 30 business days to provide the missing information before the application is closed.

Note that the submission of a project application package does not constitute an offer of funding.

Refer to Section 5.0 of the Applicant guide for steps following the submission of a project application package.

Annex C: How to complete the Project Summary form

Project Summary form - Things to remember

  • Save as you go: The Project Summary Form allows you to create a draft. You can save it and return later to complete or revise it, print it and submit it.
  • There are character limits provided: The answer blocks have a set overall maximum length. Each section displays its maximum number of characters allowed. Spaces and hard returns are counted as characters and add to the total number of characters.
  • Review the form before submitting: Once the Project Summary form is complete you may email it to:
  • Keep a record of the Project Summary form: Save a copy of the completed Project Summary form and the email for your records. A program representative will contact you within two to three business days. No supporting documents are requested at this stage.

Project Summary form – instructions

Applicant information

Legal name

Identify the legal name of the applicant, as it appears in legal documents, such as letters of incorporation.

Operating as (if used)

Identify if the operating name is the same as the legal name. If the operating name is different, indicate the operating name in the space provided.

Organization type
  • See Section 1.3 of the Applicant guide to determine if you are eligible to apply under this program.
  • Identify if Organization is a Canadian legal entity capable of entering into a legal binding agreement with AAFC.
Organization website (if applicable)

Enter the organization’s website address.

Number of employees in the Organization

Enter the current number of employees that work in the Organization.

Primary contact information

Enter the name, title, telephone number, email address and language preference of the primary contact person for liaising with AAFC on matters involving the application. The person named should be an authorized official of the organization, who has full authority to bind said organization through funding agreements.

Project information
  • Enter the primary project location and secondary location(s) as applicable.
  • Enter the proposed start and end dates for your project. Note that all projects must be completed by March 31, 2026.
  • Identify the agricultural sub-sector that best applies to this project (for example, beef, soya, greenhouses, etc.)
  • Identify which of the program priorities your project addresses. If your project addresses more than one priority area, select all that apply.
    • Note: funding will be specifically allocated towards projects under the priority of green energy and energy efficiency, involving purchase of more efficient grain dryers and fuel switching initiatives.
  • Briefly describe the objective of the project and how it fits the program and its priorities. Outline the proposed activities.
  • List expected results and outcomes (including estimated GHG emissions reduction potential) and how the project will benefit Canada’s agriculture and agri-food sector. Include references to any reports, studies and/or findings that support your claims.
  • Provide a brief description of the commercially available technology to be used for your project, including how long the technology has been in the marketplace.
  • Identify if an internal or external (contracted) integration team will be working on the project/installing the technology and provide details; who, where, etc.
  • Identify if you have secured all permits (federal, provincial, territorial or municipal), licenses, regulatory approvals and patents required to undertake the project.
Financial information
  • Identify the estimated total project cost, how much funding you are seeking from AAFC and for which specific activities.
  • Identify if you have applied for, or received, previous funding via other AAFC or Government programs.
  • Identify whether you have secured your portion of the financing, and identify the source/sources.
  • Identify if your organization has financial statements for the last 2 years or since the date of organization start-up. If so, please specify if the financial statements are audited or review engagement.

Identify with yes or no if you have secured the required documents including:

  • Work plan listing all activities and detailed description of the work to be undertaken
  • Budget with forecasted total project costs by activity, cost category, fiscal year, and sources of funding
  • Certificate of Incorporation or Articles of Incorporation
  • Copies of all financing agreements related to the project financing plan
  • Quotes, estimates and/or contracts supporting the costs of the project
  • Diagram of the applicant's organizational structure
  • Organizational chart
  • Project Endorsement Letters and/or Letters of Support (if applicable)
  • Environmental Farm Plan (if applicable)
    • The Environmental Farm Plan is not required, but is considered an asset

AAFC may consult external experts as part of the assessment process (for example other government departments and agencies). Any sharing of information would adhere to the appropriate privacy and confidentiality standards. Please indicate if you would authorize the sharing of relevant project information with third party organizations.