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How Protein Industries Canada’s reimbursement model fosters collaboration

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Collaboration and co-investment are two of the largest pillars behind Protein Industries Canada’s mandate. Their spirit affects not only the organization’s policies, but also how staff work with project partners.

This collaborative, co-investment focus sets the organization apart from other funding agencies in several ways, with the project reimbursement process being particularly distinct. With most other agencies distributing investment dollars up front—at least in part—Protein Industries Canada works on a reimbursement model, ensuring that each member of a project is focused on reaching their goals in order to help the full project succeed.

“The categories that we have under our program … have to be directly related to the activities that are approved,” said Protein Industries Canada Senior Director of Program Funding Claudia Samayoa. “They have to be incurred as a result of completing the project, and they have to be incremental. So they can’t be pre-existing costs that a business is already incurring.”

Exactly how this model works can sometimes take time for partners to adjust to, with the amount of detail required when requesting reimbursements being an often-cited surprise for many. Samayoa said the amount of detail varies per reimbursement, but that being organized and prepared is the best way to help streamline the process.

“Be organized from day one,” she said. “Most costs are eligible from the time that the Project Selection Committee approves a project, sometimes there can be a gap between when we are actually able to start intaking costs, because we can’t start intaking costs until the Master Project Agreement is signed…. So it’s really important for our members, if they are starting work prior to the Master Project Agreement being executed, that they stay organized right from the start and make sure that they have a system for tracking their invoices.”

With reimbursement requests being reviewed on a first-arrive, first-out basis, being organized can help ensure partners receive approved payments in a timely manner. One tip Samayoa stressed was continually uploading invoices to the payment system, so that they can be submitted as a batch quickly and efficiently. At the same time, she said having someone in the company being responsible for all submissions can help ensure consistency and faster approval.

If occasionally a partner does need funds up-front, Samayoa said, it may be possible to receive a cash advance. While these advances go through a review and approval process, they can help a partner address upcoming expenses that need a more timely payment than a reimbursement would allow.

Overall, this reimbursement model helps ensure Protein Industries Canada’s portion of project investments is used efficiently, supporting the collaborative work of partners across the value chain. With the addition of their investments into the projects, innovation is happening faster, helping the ecosystem reach its full potential while providing new options for Canadian consumers.