Memorandum to Executing Agencies Managing CIDA Fellows

Management of students, trainees, and members of a technical mission

Introduction

In June 2005, the responsibility for managing benefits for CIDA fellows was transferred from Canadian Partnership Branch to the Technical Assistance Unit of Human Resources and Corporate Services Branch.

New Contacts

The Technical Assistance Unit (TAU), Part I, Students, Trainees, and Members of a Technical Mission, is now complete. The team is made up of:

• Diane Eyre(trainees_stagiaires@acdi-cida.gc.ca) 819-994-1849, Manager, Technical Assistance Unit;
• Rémi St-Laurent (trainees_stagiaires@acdi-cida.gc.ca) 819-934-8345, Senior Advisor, Technical Assistance (Students, Trainees, and Members of a Technical Mission);
• Diane Lefebvre (trainees_stagiaires@acdi-cida.gc.ca) 819-997-2931, Advisor, Technical Assistance (Students, Trainees, and Members of a Technical Mission).

Duties

TAU plays an advisory role in the interpretation of the Technical Assistance Regulations (TARs) and of corporate policies and benefits related to the Manual for Executing Agencies. Only TAU is authorized to provide an interpretation of the manual where it is unclear or does not cover a particular circumstance. Claudia Charland and Rémi St-Laurent are the main points of contact for CIDA Project Officers for all matters relating to CIDA fellows (students, trainees, and members of a technical mission), that is, Part I of the TARs.

Some of their main duties include:

• administration of Part I of the TARs, as well as interpretations, directives, allowances, and benefits related to the manual;
• administration of the medical coverage for all fellows;
• review and updating of the Manual for Executing Agencies;
• issues related to income tax and immigration; and
• representation of CIDA at other departments and international organizations where CIDA fellows are concerned.

Management of Students and Trainees in Canada: Manual for Executing Agencies

The Manual for Executing Agencies (PDF, 259 KB, 114 pages) currently in use is the 1994 edition. TAU has just posted a revised version of this manual on CIDA's website. The page numbering and formatting may differ slightly from the original as an optical reader was used to produce an electronic version (PDF file). Please overlook this and refer only to paragraph numbers.

The revised Manual for Executing Agencies is accompanied by a list of amendments effective July 1, 2006. These amendments have been kept to a strict minimum until TAU makes a new submission to Treasury Board to revise certain amounts payable to fellows.

Information and consultation sessions

TAU plans to meet with CIDA staff and executing agencies in the fall of 2006. These information and consultation sessions will aim to explain some of the manual's provisions in plain language and to gather information for an updated and simplified version of the manual. Additional information on this subject will eventually be posted on our website.

We suggest that you start noting any changes or suggestions you would like to propose to us when the time comes. We rely greatly on your cooperation for this important exercise.

Health care plan for fellows

Any developing-country national participating in a CIDA-sponsored training program is considered a CIDA fellow, and CIDA covers the cost of his/her healthcare. Students, trainees, and members of a technical mission must have healthcare coverage. CIDA has contracted Cowan Wright Beauchamp (CWB) for the administration of its health care plan. If the beneficiary or the executing agency chooses a medical coverage other than CWB, costs are not reimbursed by CIDA.

The executing agency is responsible for registering fellows electronically on the CWB website. If you are already enrolled, please logon to CIDA Health Care Plan Web Enrolment.

To register, please contact Cowan Benefits Consulting (info@cowanwrightbeauchamp.com).

Once you are registered, you will receive a username and password by email to access the CIDA web-enrolment application.

This plan's administration and medical fees are high. CIDA pays them in full and we rely on your cooperation to minimize costs. The executing agency, therefore, is also responsible for entering departure dates electronically for fellows, once known.

In September 2006, CWB will introduce a Direct Payment Card for CIDA fellows. In addition to the CWB Certificate (green card) they already have, CIDA fellows will receive a Direct Payment Card (white card), which will be honoured throughout Canada. Fellows will no longer have to seek reimbursement for prescription drugs and dental care: most pharmacists and dentists will invoice CWB directly.

Note: As of July 1, 2006, costs for preventive dental services will no longer be reimbursed. Only invoices dated June 30, 2006, or prior to that date, will be honoured. However, emergency dental care and accident related dental care are maintained.

Please advise your students immediately.

Technical Cooperation Data Unit (TCDU)

Executing agencies and CIDA staff must report annually to TCDU. We would like to remind you to provide the most accurate data you can, especially for amounts paid to fellows, as this information is used for income tax payment purposes.

The TAU must pay the taxes on these amounts, and it is the TCDU that provides the TAU with the financial data required to remit these taxes to the Canada Revenue Agency (CRA).

Income Tax

The taxation procedure has not changed. CIDA pays the taxes assessed on awards granted to CIDA fellows. However, the fellow must report the amount of his/her award by filing a return to the CRA. To this end, the executing agency must issue the fellow with a T4A and a Relevé 1 if the fellow studies in Québec. We suggest the fellow include a note with his/her return indicating that CIDA pays the tax on his scholarship.

Any other source of income, such as employment (T4), must be declared in the fellow's tax return. If any amount is owed to CRA on this income, the fellow is required to pay the associated taxes. CIDA will not pay the taxes on a fellow's income. By filing a return, the fellow can receive certain credits, such as the Goods and Services Tax (GST) credit.

A fellow who resides in Québec must file two separate returns, one at the federal level (to CRA) and one at the provincial level (to Revenu Québec). By doing so, the fellow can receive certain credits, such as the Quebec Sales Tax (QST) credit.

Off-Campus Work Permit Program

On April 27, 2006, the Honourable Monte Solberg, Minister of Citizenship and Immigration, announced that "foreign students studying in Canada can now apply for off-campus work permits."

Please note that CIDA students are not affected by this declaration and are not eligible for work permits under the Off-Campus Work Permit Program.

Resources

The Canadian Information Centre for International Credentials (CICIC) collects, organizes, and distributes information and also acts as a national clearinghouse and referral service. It supports the recognition and portability of Canadian and international educational and occupational qualifications. We invite you to visit this site.

Distribution List

This message was sent electronically to executing agencies managing CIDA fellows. If you manage CIDA fellows and did not receive this message by email, please contact us contact us trainees_stagiaires@acdi-cida.gc.ca to be added to our distribution list.

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