Assessment Work: Proof Of Costs

Assessment Work Regulation:

Subsection 6(6) of Assessment Work Regulation 6/96 states:

" The Minister may reject all or part of the assessment work submitted for work credit if the holder of the land fails to verify the expenses claimed on the statement of costs within 45 days after a written request for verification is made by the Minister. "

Policy:

MINISTRY REQUEST FOR VERIFICATION (PROOF) - If the claim holder or claim holder's agent:

• fails to provide the requested proof, or
• provides inadequate proof, or
• fails to provide a summary report/table (see the end of this policy).

the Ministry will delete, from the assessment work submission, all direct costs for which proof was requested plus all associated costs.

ACCEPTABLE PROOF OF EXPENSES - The following is a list of acceptable proof of payment of expenses for conducting assessment work:

1. cancelled cheques payable to the supplier

   - accompanied by the invoices.

2. for expenses paid by direct payment, credit card, money order cash, the claimant must provide invoices or receipts which:
   1. verify that the expense was paid in full
   2. clearly identify the item(s) or services purchased. If the receipt does not provide that information, the claimant must provide it.
   3. show the date, name, address, and phone number of the vendor or service supplier
   4. show a contact name and phone number of the vendor or service supplier.
3. a photocopy of receipts, invoices and cancelled cheques if the copy is clear and legible. For copies of cancelled cheques, the claimant must submit the front and back of the cheques.

Summary Report/Table:

The claimant must provide a summary report or table that details all the receipts and invoices provided and the specific costs being claimed. The summary report/table must clearly reconcile with the costs reported in the statement of costs.