FINANCIAL STATEMENTS 2012-2013

Statement of Management Responsibility (unaudited)

Responsibility for the integrity and objectivity of the accompanying financial statements for the period ended March 31, 2013, and all information contained in these statements rests with the management of the Office of the Correctional Investigator (OCI).  These financial statements have been prepared by management using the Government's accounting policies, which are based on Canadian public sector accounting standards.

Some of the information in the financial statements is based on management's best estimates and judgment and gives due consideration to materiality.  To fulfill its accounting and reporting responsibilities, management maintains a set of accounts that provides a centralized record of the organization's financial transactions.  Financial information submitted in the preparation of the Public Accounts of Canada and included in the Office's Departmental Performance Report is consistent with these financial statements.

Management is also responsible for maintaining an effective system of internal control over financial reporting designed to provide reasonable assurance that financial information is reliable, that assets are safeguarded and that transactions are properly authorized and recorded in accordance with the Financial Administration Act and other applicable legislation, regulations, authorities and policies.

Management seeks to ensure the objectivity and integrity of data in its financial statements through careful selection, training, and development of qualified staff; through organizational arrangements that provide appropriate divisions of responsibility; through communication programs aimed at ensuring that regulations, policies, standards and managerial authorities are understood throughout the Office and through conducting a periodic risk-based assessment of the effectiveness of the system of Internal Control over Financial Reporting (ICFR).

The system of ICFR is designed to mitigate risks to a reasonable level based on an ongoing process to identify key risks, to assess effectiveness of associated key controls, and to make any necessary adjustments.

The Office is subject to periodic Core Control Audits performed by the Office of the Comptroller General and uses the results of such audits to comply with the Treasury Board Policy on Internal Control.

A Core Control Audit was performed in 2011-12 by the Office of the Comptroller General. The Audit Report and related Management Action Plan are posted on the Office’s web site at:  www.oci-bec.gc.ca/cnt/rpt/oth-aut/oth-aut201102-eng.aspx

The financial statements of the Office have not been audited.

Howard Sapers
Correctional Investigator
Ottawa, Canada

Manuel Marques
Chief Financial Officer
Ottawa, Canada

 

Statement of Financial Position (Unaudited)
For the year ended March 31
(in dollars)
2013 2012
     
Liabilities    
Accounts payable and accrued liabilities (Note 4) $ 126,485 $ 112,146
Vacation pay and compensatory leave 115,448 122,475
Employee future benefits (Note 5) 531,689 418,390
Total Net Liabilities $ 773,631 $ 653,011
Financial Assets    
Due from Consolidated Revenue Fund $ 59,629 $111,496
Accounts receivable and advances (Note 6) 84,244 24,834
Total Net financial assets $143,673 $136,330
Departmental net debt $629,758 $516,681
Departmental net financial position $(629,758) $(516,681)

The accompanying notes form an integral part of these financial statements.

 

Statements of Operations and Departmental Net Financial Position (unaudited)

For the Year Ended March 31
(in dollars)

2013
Planned
Results

2013

2012

Expenses

 

 

 

Ombudsman to federal offenders

$4,525,206

$4,051,247

$4,010,929

Internal Services 851,368 1,187,997 1,260,871

Total expenses

$5,376,574

5,239,244

5,271,800

Revenues

 

 

 

Regulatory fees

100

204

223

Revenues earned on behalf of government

 

(204)

(223)

Total Revenues

100

-

-

Net cost of operations before government funding and transfers

$5,376,474

5,239,444

5,271,800

Government Funding and Transfers

 

 

 

Net cash provided by Government

 

4,595,159

4,912,170

Change in amount due from the Consolidated Revenue Fund

 

(51,867)

28,155

Services provided without charge by other government departments (note 7)

 

582,875

489,693

Net cost of operations after government funding and transfers

 

113,077

(158,218)

Departmental Net Financial Position - Beginning of Year

 

(516,681)

(674,899)

Departmental Net Financial Position - End of Year

 

$(629,758)

$(516,681)

Segmented information (note 8)
The accompanying notes form an integral part of these financial statements.

 

Statement of Change in Departmental Net Debt (unaudited)
For the year ended March 31
(in dollars)
2013 2012
Net Cost of Operations after government funding and transfers $113,077 $(158,218)

Net increase in Departmental Net Debt

113,077 (158,218)

Departmental Net Debt Beginning of Year

516,681 674,899

Departmental Net Debt End of Year

$629,758 $516,681

The accompanying notes form an integral part of these financial statements.

 

Statement of Cash Flows (unaudited)
For the year ended March 31
(in dollars)
2013 2012
Operating activities    
Net Cost of Operations before government funding and transfers $5,239,244 $5,271,800
Non-cash items:    
Services provided without charge by other government departments (note 7) (582,875) (489,693)
Variations in Statement of Financial Position:    
(Decrease) increase in accounts receivable and advances 59,410 7,365
Decrease (increase) in accounts payable and accrued liabilities (14,339) (28,805)
Decrease (increase) in vacation pay and compensatory leave (7,027) 20,411
Decrease (increase) in employee future benefits (113,308) 131,092
Cash used by operating activities $4,595,159 $4,912,170
Net cash provided by Government of Canada $4,595,159 $4,912,170

The accompanying notes form an integral part of these financial statements.

 

1. Authority and objectives

The Office of the Correctional Investigator was established in 1973 pursuant to Part II of the Inquiries Act. With the proclamation in November 1992 of Part III of the Corrections and Conditional Release Act, this is now the enabling legislation. The mandate of the Correctional Investigator, as defined by this legislation, is to function as an Ombudsman to federal offenders. The Correctional Investigator is independent of the Correctional Service of Canada and may initiate an investigation on receipt of a complaint by or on behalf of an offender, at the request of the Minister or on his own initiative. The Correctional Investigator is required by legislation to report annually through the Minister of Public Safety to both Houses of Parliament.

In addition, Section 19 of the Corrections and Conditional Release Act requires that the Correctional Service of Canada “where an inmate dies or suffers serious bodily injury” conduct an investigation and provide a copy of the report to the Correctional Investigator.

Internal Services supports the delivery of the Office's Ombudsman role for offenders as well as its corporate obligations to the Central Agencies of Government.

2. Significant accounting policies

These financial statements have been prepared using the Government's accounting policies stated below, which are based on Canadian public sector accounting standards.  The presentation and results using the stated accounting policies do not result in any significant differences from Canadian public sector accounting standards.

Significant accounting policies are as follows:

(a) Parliamentary authorities
The Office is financed by the Government of Canada through Parliamentary authorities. Financial reporting of authorities provided to the Office do not parallel financial reporting according to generally accepted accounting principles since authorities are primarily based on cash flow requirements. Consequently, items recognized in the Statement of Operations and Departmental Net Financial Position and in the Statement of Financial Position are not necessarily the same as those provided through authorities from Parliament. Note 3 provides a reconciliation between the two bases of reporting. The planned results amounts in the Statement of Operations and Departmental Net Financial Position are the amounts reported in the future-oriented financial statements included in the 2012-13 Report on Plans and Priorities.

 

(b) Net cash provided by government
The Office operates within the Consolidated Revenue Fund (CRF), which is administered by the Receiver General for Canada.  All cash received by the Office is deposited to the CRF and all cash disbursements made by the Office are paid from the CRF.  The net cash provided by Government is the difference between all cash receipts and all cash disbursements including transactions between departments of the Government.

 

(c) Amounts due from/to the CRF
Amounts due from or to the CRF are the result of timing differences at year-end between when a transaction affects authorities and when it is processed through the CRF. Amounts due from the CRF represent the net amount of cash that the Office is entitled to draw from the CRF without further authorities to discharge its liabilities.

 

(d) Revenues
Revenues are accounted for in the period in which the underlying transaction or event that gave rise to the revenue takes place.

Revenues that are non-respendable are not available to discharge the Office's liabilities. While the Correctional Investigator is expected to maintain accounting control, he has no authority regarding the disposition of non-respendable revenues. As a result, non-respendable revenues are considered to be earned on behalf of the Government of Canada and are therefore presented in reduction of the entity's gross revenues.

 

(e) Expenses

Expenses are recorded on the accrual basis:

  • Vacation pay and compensatory leave are accrued as the benefits are earned by employees under their respective terms of employment.
  • Services provided without charge by other government departments for accommodation, employer contributions to the health and dental insurance plans are recorded as operating expenses at their estimated cost.

 

(f) Employee future benefits
Pension benefits: Eligible employees participate in the Public Service Pension Plan, a multiemployer pension plan administered by the Government of Canada. The Office’s contributions to the Plan are charged to expenses in the year incurred and represent the total obligation to the Plan. The Office’s responsibility with regard to the Plan is limited to its contributions. Actuarial surpluses or deficiencies are recognized in the financial statements of the Government of Canada, as the Plan’s sponsor.

Severance benefits: Employees entitled to severance benefits under labour contracts or conditions of employment earn these benefits as services necessary to earn them are rendered. The obligation relating to the benefits earned by employees is calculated using information derived from the results of the actuarially determined liability for employee severance benefits for the Government as a whole.

 

(g) Account Receivables and Advances
Accounts receivable are stated at the lower of cost and net recoverable value. A provision is recorded for receivables where recovery is considered uncertain.

 

(h) Measurement uncertainty
The preparation of these financial statements requires management to make estimates and assumptions that affect the reported amounts of assets, liabilities, revenues and expenses reported. At the time of preparation of these statements, management believes the estimates and assumptions to be reasonable. The most significant item where estimate is used is the liability for employee future benefits. Actual results could significantly differ from those estimated. Management’s estimates are reviewed periodically and, as adjustments become necessary, they are recorded in the financial statements in the year they become known.

 

3. Parliamentary Authorities

The Office receives most of its funding through annual parliamentary authorities. Items recognized in the Statement of Operations, Departmental Net Financial Position and the Statement of Financial Position in one year may be funded through parliamentary authorities in prior, current or future years. Accordingly, the Office has different net results of operations for the year on a government funding basis than on an accrual accounting basis. The differences are reconciled in the following tables:

(a) Reconciliation of net cost of operations to current year authorities used:
(in dollars) 2013 2012
Net cost of operations before government funding and transfers $5,239,244 $5,271,800
Adjustments for items affecting net cost of operations but not affecting authorities:    
   
Services provided without charge by other government departments (note 7) (582,875) (489,693)
Decrease (increase) in vacation pay and compensatory leave 7,027 20,411
Decrease (increase) in employee future benefits (note 5) (113,308) 131,092
Bad debt expenses 0 (2,459)
Refund of prior year expenditures 2,259 3,161
Adjustments to previous years' payables at year-end 24,039 2,355
  (662,858) (335,133)
Current year authorities used $4,576,386 $4,936,667
(b) Authorities provided and used:
Program expenditures - Vote 40 $4,298,566 $4,474,298
Contributions to employee benefits plan 502,592 537,427
  4,801,158 5,011,725
Less:
Lapsed: Operating and transfer payments
(224,772) (75,058)
Current year authorities used $4,576,386 $4,936,667

 

4. Accounts payable and accrued liabilities

The following table presents details of the organization's accounts payable and accrued liabilities:
(in dollars) 2013 2012
Accounts payable to other government departments and agencies $ 11,867 $ 2,347
Accounts payable to external parties 92,756 88,944
Total accounts payable $104,623 $86,597
Accrued liabilities 21,862 20,855
Total accounts payable and accrued liabilities $126,485 $112,146

 

5. Employee Future Benefits

(a) Pension benefits

The Office's employees participate in the Public Service Pension Plan, which is sponsored and administered by the Government.  Pension benefits accrue up to a maximum period of 35 years at a rate of 2 percent per year of pensionable service, times the average of the best five consecutive years of earnings.  The benefits are integrated with Canada/Québec Pension Plans benefits and they are indexed to inflation.

Both the employees and the Office contribute to the cost of the Plan. The 2012-13 expense amounts to $358,851 ($372,967 in 2011-12), which represents approximately 1.9 times (1.8 times in 2011-2012) the contributions by employees.

The Office's responsibility with regard to the Plan is limited to its contributions.  Actuarial surpluses or deficiencies are recognized in the financial statements of the Government of Canada, as the Plan's sponsor.

(b) Severance benefits

The Office provides severance benefits to its employees based on eligibility, years of service and salary at termination of employment. These severance benefits are not pre-funded. Benefits will be paid from future authorities. Information about the severance benefits, measured as at March 31, is as follows:

(in dollars) 2013 2012
Accrued benefit obligation - Beginning of year $418,390 $549,482
Expense for the year 147,208 341,685
Benefits paid during the year (33,900) (472,777)
Accrued benefit obligation - End of year $531,698 $418,390

As part of collective agreement negotiations with certain employee groups and conditions of employment for executives and certain non-represented employees, the accumulation of severance benefits under the employee severance pay program ceased for these employees commencing in 2012. Employees subject to these changes have been given the option to be immediately paid the full or partial value of benefits earned to date or collect the full or remaining value of benefits on termination from the public service. These changes have been reflected in the calculation of the outstanding severance benefit obligation.

 

6.  Accounts receivable and advances

The following table presents details of accounts receivable and advances balances:

(in dollars) 2013 2012
Receivables - Other government departments and agencies $67,506 $23,684
Receivables - External parties 17,388 2,459
Employee advances (650) 1,150
Subtotal $84,244 $27,293
Allowance for doubtful accounts on receivables from external parties 0 (2,459)
Net account receivable $84,244 $24,834

7. Related party transactions

The Office is related as a result of common ownership to all government departments, agencies, and Crown corporations. The Office enters into transactions with these entities in the normal course of business and on normal trade terms. In addition, the Office has an agreement with the Department of Public Safety and Emergency Preparedness Canada related to the provision of corporate services. During the year, the Office received common services which were obtained without charge from other government departments as disclosed below.

(a) Common services provided without charge by other government departments:

During the year the Office received common services without charge from certain service organizations, related to accommodation and the employer's contribution to the health and dental insurance plans. These services provided without charge have been recorded in the Office's Statement of Operations and Departmental Net Financial Position as follows:

(in dollars) 2013 2012
Accommodation $307,107 $276,932
Employer's contribution to the health and dental insurance plans 275,768 212,761
Total $582,875 $489,693

The Government has centralized some of its administrative activities for efficiency and cost-effectiveness purposes and economic delivery of programs to the public. As a result, the Government uses central agencies and common service organizations so that one department performs services for all other departments and agencies without charge. The costs of these services, such as the payroll and cheque issuance services provided by Public Works and Government Services Canada and audit services provided by the Office of the Auditor General are not included in the Office's Statement of Operations and Departmental Net Financial Position.

(b) Other transactions with related parties

(in dollars) 2013 2012
Expenses - Other government departments and agencies $307,960 $307,414

Expenses and revenues disclosed in (b) exclude common services provided without charge, which are already disclosed in (a).

8. Segmented information

Presentation by segment is based on the organization's program alignment architecture. The presentation by segment is based on the same accounting policies as described in the Summary of significant accounting policies in note 2. The following table presents the expenses incurred and revenue generated for the two programs, by major object of expenses and by major type of revenues. The segment results for the period are as follows

  2013 2012
(in dollars) Ombudsman to federal offenders Internal services Total Total
Expenses        
Operating Expenses        
Salaries and employee benefits $3,384,181 $606,210 3,990,391 4,033,163
Professional and special services 100,817 348,312 449,129 477,405
Accommodations 257,325 58,495 315,280 306,576
Travel and relocation 249,897 2,118 252,015 260,997
Information 55,385 16,117 71,502 37,227
Equipment 0 48,330 48,330 75,986
Utilities, material and supplies 3,441 35,180 38,621 22,268
Communication 0 33,745 33,745 37,670
Repairs 201 30,519 30,720 13,782
Equipment rentals 0 8,971 8,971 4,175
Bad debt 0 0 0 2,459
Other 0 0 0 92
Total Expenses 4,051,247 1,187,997 5,239,244 5,271,800
Revenues        
Regulatory fees 0 204 204 223
Revenue earned on behalf of Government 0 (204) (204) (223)
Total Revenues 0 0 0 0
Net Cost of operations before government funding and  transfers $4,051,247 $1,187,997 $5,239,244 $5,271,800