CFMWS National Volunteer Recognition Program Guidelines

CANEX Gives Back – Volunteer Recognition Program (VOREP)

Background

As a proud supporter of volunteerism, CANEX understands the commitment of time, talent, experience, and effort that each volunteer brings to enhancing and supporting the lives and well-being of the CAF Community. Through their financial support, CANEX proudly stands with the CFMWS National Volunteer Recognition Program. CANEX recognizes and celebrates each volunteer's important efforts and impact within their local CAF community because we are Stronger Together.

Funding

The grant will be automatically deposited into Base/Wing Funds to help cover the costs of an in-person or virtual celebration organized in collaboration with the local Personnel Support Programs (PSP), Military Family Services (MFS), and Military Family Resource Centre (MFRC) staff. Funding is intended for volunteer recognition events to thank all community volunteers throughout the fiscal year, regardless of program area. CANEX will transfer the funds to the local NPF accounting office (in Canada), through the NPF accounting office in Edmonton (USA), or through a transfer voucher (Europe).

Expensing Funds/Accounting

(NEW) Funds must be spent within the same fiscal year that the event(s) occurs.
1. (NEW) If an expense for FY 24/25 is paid for before April 1, 2024, the expense must be posted to a prepaid account and then allocated to the trust account listed in Annex A on April 1, 2024.
2. All expenses must be coded to the trust accounts listed in Annex A.
3. All receipts must be submitted to the local accounting office by April 8, 2025, for processing by the fiscal year-end close.
4. These trust accounts will be cleared at fiscal year-end close on April 15, 2025. Funds do not carry forward from year to year.
5. Note that accounting audits may be conducted by CANEX and NPP Finance for compliance with these guidelines and by external auditors for financial reporting compliance.
Original invoices/receipts must be submitted to the local accounting office for reimbursement/payment for all goods and services purchased via the local PSP Manager. In submitting original invoices/receipts for reimbursement, you attest that the funds have been spent in compliance with the guidelines. Funds are not permitted to be directly transferred to the MFRC.

Mandatory reporting

(NEW) Locations are required to submit one Preliminary-Event Report (Annex C) for all 2024/2025 events no later than 31 March 2024.

A Post-Event Report must be submitted within 30 days following the event (Annex D).

One event organizer on behalf of the Base/Wing must submit the event report.

Photos must be accompanied by the Authorization and Release form for each photographed participant.

Failure to submit pre and post-event reports, photos, and publicity within the noted timelines, and failure of notification on event changes, could result in a denied allocation for the subsequent year.

Eligible and ineligible expenses

Funding may be used only for the following expenses:

Purchase of CANEX gift cards;
Recognition items including prizes or gifts;
- (NEW) Recipients must sign a gift inventory record (ANNEX E) otherwise the expense may be denied by NPP Accounts. Expenses on undistributed gift cards (CANEX or any other gift card) must be held in an inventory account of the entity, not the trust, and are subject to physical verification by the NPP Accounting team.

Event marketing;
Invitations and event programs;
Facilities or activity fees;
Entertainment;
Tickets or entry fees; and
Virtual programming platforms.

The following expenses are not eligible:

Operating expenses of your organization (e.g., salaries, business travel expenses, office equipment and furniture, vehicles);
Liability insurance;
Costs related to routine maintenance;
Purchase, commission, or restoration of items that are intended for sale or activities whose primary purpose is fundraising;
Activities that are (in whole or in part) an extension of regular or permanent programming; and
The purchase of alcohol or cannabis-related products or licenses

General

Where possible, supplies and prizes must be purchased at CANEX or through CANEX.ca. If gift cards are given as recognition mementos, they must be CANEX gift cards.

It is expected that all activities undertaken as part of the funded program will take into consideration the needs of diverse Canadians, including but not limited to Indigenous Peoples, Canadians of various faiths, cultures, ethnicities, abilities, sexual orientations and gender identities.

All activities (in person and virtual) must follow all governing health regulations and the Canadian Armed Forces directives.

The events should follow the theme and name of the National Volunteer Week. It is strongly encouraged to plan events during this celebration or the week of December 5 for International Volunteer Day. To support the event and the common theme, Bases and Wings must download and use templates created by CANEX.

Event organizers must acknowledge CANEX as the sponsor of the event(s) by:

Display a CANEX banner during the event. Banners are available on loan by contacting your local CANEX Store Manager;
Invite a local CANEX Store Manger to the event;
Include the CANEX logo on all additional event materials (plaques, tickets, or other print/media material) and seek approval for CANEX logo placement from National Manager, Marketing & Customer Experience, CANEX; and
Nominate volunteers for the Volunteer of the Month and promote the program by sharing content from the national social media feeds.

Volunteer Experience

In addition to the report, organizers must send all event invitees the following link to complete an event experience & feedback evaluation: https://www.surveymonkey.ca/r/volunteer-benevole24