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Elections Canada Quarterly Financial Report 2017–2018
For the quarter ended June 30, 2017

Statement outlining results, risks and significant changes
in operations, personnel and programs

Introduction

This quarterly financial report has been prepared by management, as required by section 65.1 of the Financial Administration Act and in the form and manner prescribed by the Treasury Board. This quarterly report should be read in conjunction with the Main Estimates. This quarterly report has not been subject to an external audit or review.

The Office of the Chief Electoral Officer, commonly known as Elections Canada, is an independent, non-partisan agency that reports directly to Parliament. Its mandate is to:

A summary description of the agency's programs can be found at www.elections.ca/content.aspx?section=res&dir=rep/rpp/dp2017&document=p2&lang=e.

Basis of presentation

This quarterly report has been prepared by management using an expenditure basis of accounting. The accompanying Statement of Authorities (see Table A.1 below) includes the agency's spending authorities granted by Parliament and those used by the agency that are consistent with the Main Estimates for the 2017–2018 fiscal year. This quarterly report has been prepared using a special-purpose financial reporting framework designed to meet financial information needs with respect to the use of spending authorities.

The authority of Parliament is required before monies can be spent by the government. Approvals are given in the form of annually approved limits through appropriation acts or through legislation in the form of statutory spending authority for specific purposes. With respect to Elections Canada, the Canada Elections Act, the Electoral Boundaries Readjustment Act and the Referendum Act provide for all expenditures, with the exception of salaries of indeterminate employees, which are funded through an annual appropriation. The budgetary statutory authorities amounts presented in the tables below reflect only year-to-date expenditures since statutory authorities are granted as expenditures are incurred.

When Parliament is dissolved for the purposes of a general election, section 30 of the Financial Administration Act authorizes the Governor General, under certain conditions, to issue a special warrant authorizing the government to withdraw funds from the Consolidated Revenue Fund. A special warrant is deemed to be an appropriation for the fiscal year in which it is issued.

Elections Canada uses the full accrual method of accounting to prepare and present its annual financial statements that are part of the departmental results reporting process. However, the spending authorities voted by Parliament remain on an expenditure basis.

Highlights of fiscal quarter and fiscal year-to-date (YTD) results

During the first quarter of 2017-2018, Elections Canada continued its process for asset renewal and electoral services modernization.

First quarter year-over-year variance

In the first quarter of 2017–2018, budgetary expenditures totalled $24.2 million compared to $24.9 million in the same period of 2016–2017. The net decrease of $0.7 million is explained by the following:

Figure 1 – First Quarter Expenditures Compared to Annual Authorities (Appropriation and Statutory Authority)

Figure 1 – First Quarter Expenditures Compared to Annual Authorities (Appropriation and Statutory Authority)

Textual description of Figure 1 – First Quarter Expenditures
Compared to Annual Authorities (Appropriation and Statutory Authority)

*Annual authorities for statutory funds reflect expenditures only for the first quarter since statutory authorities are granted as expenditures are incurred. Please refer to Tables A.1 and A.2 for details.

Risks and uncertainties

Elections Canada's expenditures are influenced by the frequency, length and number of electoral events (general elections and by-elections) and by infrequent exercises such as referendums and the electoral district boundaries readjustment process. Any of these events can significantly change expenditures from one fiscal year to the next.

Public Services and Procurement Canada (PSPC) implemented a new pay system as part of the pay transformation initiative. The implementation of Phoenix was a major undertaking and is facing challenges. PSPC continues to lead a significant effort to address the issues and to see progress as it works closely with all departments and agencies. Despite these efforts, there are unrecorded transactions related to the pay system which are not reflected in the expenditure to date for the period covered.

Significant changes in relation to operations, personnel and programs

No significant changes in relation to operations, personnel or programs occurred during the first quarter of 2017–2018.

Approval by senior officials

Original signed by

Stéphane Perrault
Acting Chief Electoral Officer
Gatineau, Canada
August 29, 2017

Original signed by

Hughes St-Pierre, CPA, CMA
Chief Financial Officer


Table A.1
Elections Canada
Quarterly financial report
For the quarter ended (June 30, 2017)

Statement of Authorities (unaudited)

Fiscal year 2016–2017 (in thousands of dollars)
  Total available for use for the year ending March 31, 2017 Footnote 1 Used during the quarter ended June 30, 2016 Year to date used at quarter-end
Vote 1 – Program expendituresFootnote 2 29,213 6,975 6,975
Statutory authorities      
Electoral expendituresFootnote 3 16,108 16,108 16,108
Contributions to employee benefit plans 1,759 1,759 1,759
Salary of the Chief Electoral Officer 107 107 107
Total Statutory authorities 17,974 17,974 17,974
Total authorities 47,187 24,949 24,949

Statement of Authorities (unaudited) (continued)

Fiscal year 2017–2018 (in thousands of dollars)
  Total available for use for the year ending March 31, 2018 Footnote 1 Used during the quarter ended June 30,  2017 Year to date used at quarter-end
Vote 1 – Program expendituresFootnote 2 29,253 7,278 7,278
Statutory authorities      
Electoral expendituresFootnote 3 15,287 15,287 15,287
Contributions to employee benefit plans 1,696 1,696 1,696
Salary of the Chief Electoral Officer - - -
Total Statutory authorities 16,983 16,983 16,983
Total authorities 46,236 24,261 24,261

More information is available in Table A.2

Footnote 1 Budgetary statutory authorities amounts in the "Total available for use for the year ending March 31, 201x" columns reflect first quarter expenditures only since statutory authorities are granted as expenditures are incurred.

Footnote 2 Program expenditures is an annual appropriation that funds the salaries of Elections Canada's indeterminate employees.

Footnote 3 Under the Statutory authority, Electoral expenditures funds the operating expenditures of the agency and those incurred in preparing and conducting elections, reimbursing election expenses to eligible candidates and parties, and monitoring compliance of the Canada Elections Act.



Table A.2
Elections Canada
Quarterly financial report
For the quarter ended June 30, 2017

Departmental budgetary expenditures by Standard Object (unaudited)

Fiscal year 2016–2017 (in thousands of dollars)
  Planned expenditures for the year ending March 31, 2017 Footnote 1 Expended during the quarter ended June 30, 2016 Year to date used at quarter-end
Expenditures:
PersonnelFootnote 2 35,949 13,711 13,711
Transportation and communications 959 959 959
Information 133 133 133
Professional and special services 3,993 3,993 3,993
Rentals 1,882 1,882 1,882
Repair and maintenance 19 19 19
Utilities, materials and supplies 113 113 113
Acquisition of land, buildings and works -   -   -  
Acquisition of machinery and equipment 37 37 37
Transfer payments 4,088 4,088 4,088
Public debt charges -   -   -  
Other subsidies and payments 14 14 14
Total gross budgetary expenditures 47,187 24,949 24,949
Less Revenues netted against expenditures:
Revenues -   -   -  
Total Revenues netted against expenditures: -   -   -  
Total net budgetary expenditures 47,187 24,949 24,949


Departmental budgetary expenditures by Standard Object (unaudited) (continued)

Fiscal year 2017–2018 (in thousands of dollars)
  Planned expenditures for the year ending March 31, 2018 Footnote 1 Expended during the quarter ended June 30, 2017 Year to date used at quarter-end
Expenditures:
PersonnelFootnote 2 37,165 15,190 15,190
Transportation and communications 851 851 851
Information 474 474 474
Professional and special services 3,984 3,984 3,984
Rentals 3,234 3,234 3,234
Repair and maintenance 151 151 151
Utilities, materials and supplies 612 612 612
Acquisition of land, buildings and works 4 4 4
Acquisition of machinery and equipment 259 259 259
Transfer payments (521) (521) (521)
Public debt charges -   -   -  
Other subsidies and payments 23 23 23
Total gross budgetary expenditures 46,236 24,261 24,261
Less Revenues netted against expenditures:
Revenues -   -   -  
Total Revenues netted against expenditures: -   -   -  
Total net budgetary expenditures 46,236 24,261 24,261

Footnote 1 Statutory expenditures in the "Planned expenditures for the year ending March 31, 201x" columns reflect first quarter expenditures only since statutory authorities are granted as expenditures are incurred.

Footnote 2 Personnel expenditures include both Vote 1 – Program expenditures and Budgetary statutory authorities; all other categories of expenditures are solely Budgetary statutory.