GRANTS AND CONTRIBUTIONS ONLINE SERVICES USER GUIDE: CANADA SUMMER JOBS

GRANTS AND CONTRIBUTIONS ONLINE SERVICES USER GUIDE: CANADA SUMMER JOBS DECEMBER 2017

TABLE OF CONTENTS IMPORTANT THINGS TO REMEMBER... 4 1. APPLYING FOR THE CANADA SUMMER JOBS PROGRAM... 4 1.1 Creating a new Canada Summer Jobs (CSJ) Application... 4 1.1.1 Accessing the CSJ Application... 4 1.1.2 Creating a New Application... 5 1.1.3 Mailing Address Screen... 6 1.1.4 Organization Contact Screen... 7 1.1.5 Amounts Due Screen... 7 1.1.6 Project Locations Screen... 8 1.1.7 Job Description Screen... 10 1.1.8 Project Details Screen... 11 1.1.9 Articles of Agreement Screen... 12 1.1.10 Review & Submit Screen... 13 1.2 Returning to a partially completed Application... 17 1.3 Copy and Edit an Existing Application... 17 2. SIGNING A CANADA SUMMER JOBS AGREEMENT... 18 2.1 Do I Have the Rights to Sign an Agreement?... 18 2.2 How to Access the Agreement... 19 2.3 Agreement Screen... 19 2.4 Review & Sign Screen... 20 2.4.1 Signing the Agreement... 23 2.4.2 Declining the Agreement... 25 2.5 How to View the Signed Agreement... 25 3. SUBMITTING A DIRECT DEPOSIT REQUEST... 25 3.1 Do I Have the Rights to Create and Submit a Direct Deposit Request?... 25 3.2 How to Access the Direct Deposit Request... 26 3.3 Select Direct Deposit Account Screen... 26 3.4 Review & Submit Screen... 28 Page 2

4. CONVERTING A CANADA SUMMER JOBS PROJECT... 29 4.1 Do I Have the Rights to Convert a Project?... 29 4.2 How to Access the Function to Convert a Project... 30 5. SUBMITTING AN EMPLOYER AND EMPLOYEE DECLARATION... 30 5.1 Do I Have the Rights to Create, Submit and View an Employer and Employee Declaration?30 5.2 How to Access the Employer and Employee Declaration... 30 5.3 Employer and Employee Declaration Screen... 31 5.3.1 Adding an Employer and Employee Declaration... 32 5.4 Review & Submit Screen... 35 5.5 Withdrawing an Employer and Employee Declaration... 36 6. FREQUENTLY ASKED QUESTIONS... 37 Page 3

IMPORTANT THINGS TO REMEMBER Web browsers: The Grants and Contributions Online System (GCOS) is compatible with the following Web browsers: Windows Internet Explorer 9, Mozilla Firefox and Apple Safari. Users who opt to use Google Chrome could experience some difficulties. Timeout feature: After approximately 15 minutes of account inactivity, a warning message will appear informing you that the session is about to expire. Upload Restrictions: Each document uploaded to the GCOS cannot exceed 15MB in size; however there is no limit to how many documents can be uploaded. Contact Us: Technical and non-technical questions can be submitted directly to the GCOS team using the Contact Us link located at the bottom left of every screen or by using the Account Management Button: under the section Contact Us. Automated correspondence: To prevent e-mails from being accidently sent to the junk/trash folder by the system spam filter, you should add the following e-mail address to your contacts: no-reply-aucunereponse@hrsdc-rhdcc.gc.ca. Creation of a GCOS account: If you need help creating a GCOS account, please consult the User Guide: Account Registration, send an email to the GCOS team at NA-GCOS-SELSC-GD@hrsdc-rhdcc.gc.ca or contact the Employer Contact Center at 1-800-367-5693. Help text: If you need further clarification on a particular question, click on located at the end of the question. For program-specific questions, click the Program Guidelines link on the Program Selection screen to access the program s Applicant Guide. 1. APPLYING FOR THE CANADA SUMMER JOBS PROGRAM 1.1 CREATING A NEW CANADA SUMMER JOBS (CSJ) APPLICATION 1.1.1 ACCESSING THE CSJ APPLICATION Enter your username and password to access GCOS. Click on Continue. Click on your organization s name. Click on Gs & Cs Online Services. Click on your business legal name. The CSJ Call for proposal will be displayed in the Open Call for Proposal table (Figure 1). Click on Apply in the Functions Column. Page 4

Figure 1 Accessing the CSJ application 1.1.2 CREATING A NEW APPLICATION Once the Apply link is clicked in the CFP table, you will be directed to the Program Selection screen (Figure 2). If this is the first time you apply on the CSJ Program for this year, you will first be directed to the Privacy Notice Statement screen. The Program Group and Program will be pre-populated. Enter a brief and descriptive project title. Enter the total number of full-time employees working for your organization across the country. A link to the Program Guidelines is available to help answer program specific questions. Click Next. Use the left side menu to access the next screen Figure 2 Creating a New Application Page 5

1.1.3 MAILING ADDRESS SCREEN The Mailing Address screen (Figure 3) is used to select the mailing address specific to this application. All correspondence will be sent to this address, including any payments if direct deposit is not used. Select the mailing address for this application Click on save Use the left side menu to access the next screen Figure 3 Mailing Address Screen IF THE MAILING ADDRESS FOR THIS PROJECT IS NOT DISPLAYED ON SCREEN, YOU CAN ADD ONE BY FOLLOWING THE STEPS BELOW: Click on "Account Management at the top right of the screen. Click on My Organizations under the Professional Profile section. Click on the organization s name for which you want to add a mailing address. Click on "Manage Addresses in the Manage Organization section under Options. Click on "Add Address. Once saved, the address will be displayed on the Mailing Address screen. To return to your application, click on My Organizations in the top menu bar Click on your organization s name. Click on Gs & Cs Online Services. Click on your business legal name. Click on View List of Applications and Projects Once you have identified your project, click on Edit in the functions column Click on Mailing address in the left side menu Select the mailing address for this application Click on save Use the left side menu to access the next screen Page 6

1.1.4 ORGANIZATION CONTACT SCREEN The Organization Contacts screen (Figure 4) is used to inform the department of who they can communicate with regarding the application or any consequent agreement. You may edit or remove the contacts at any time. However, there must be a main application contact at all times. Figure 4 Organization Contacts Screen TO ADD YOURSELF AS A CONTACT: Click on the Add Myself as a Contact button Ensure that the pre-populated information is correct Complete the Contact Address field and click on Save TO ADD ANOTHER CONTACT: Click on the Add button Complete all the fields and click on Save Use the left side menu to access the next screen 1.1.5 AMOUNTS DUE SCREEN The Amounts Due screen (Figure 5) is used to declare any amounts your organization owes to the Government of Canada. If you have no amounts due to the Government of Canada, please do not complete this screen. Page 7

Figure 5 Amounts Due Screen Clicking the Add button will direct you to the Amounts Due Details screen. You may edit or remove the amounts due at any time. Use the left side menu to access the next screen 1.1.6 PROJECT LOCATIONS SCREEN The organization main address will appear by default as the main location of the activities in the Project Locations screen (Figure 6). It is important to note that if the locations of the activities will take place in multiple constituencies, a separate application must be submitted for each constituency. To determine the constituency, consult the Elections Canada website. Page 8

Figure 6 Project Locations Screen Clicking the Add button will direct you to the Locations Details screen. You may edit or remove the proposed locations of the activities at any time. However, there can only be one main Location Use the left side menu to access the next screen Page 9

1.1.7 JOB DESCRIPTION SCREEN The Job Description screen (Figure 7) will allow you to enter the proposed jobs, in order of priority. Figure 7 Job Description Screen TO ADD A NEW JOB: Click on the Add button Complete all required fields If you would like to add another job, click on the Save and Add New button Once you have completed all your job descriptions, click on the Save button. TO MODIFY AN EXISTING JOB DESCRIPTION: Click on Job Description in the left side menu Use the horizontal scroll bar (above the Add button) to access the Functions column. Click on Edit Make the necessary modifications and click on the Save button. TO REMOVE AN EXISTING JOB DESCRIPTION: Click on Job Description in the left side menu Use the horizontal scroll bar (above the Add button) to access the Functions column. Click on Remove Confirm your choice to remove the job description by clicking on the Remove button. Use the left side menu to access the next screen Page 10

1.1.8 PROJECT DETAILS SCREEN The Project Details screen (Figure 8) is used to provide further details on the project s activities and their priorities. Figure 8 Project Details Screen Complete all required fields Depending on your answers to these questions, more information might be required Click on Save Use the left side menu to access the next screen Page 11

1.1.9 ARTICLES OF AGREEMENT SCREEN The Articles of Agreement screen (Figure 9) allows you to review the articles of agreement by clicking on the link. Figure 9 Articles of Agreement Screen *Please Note: You will be required to sign again should you be granted funding. Use the left side menu to access the next screen Page 12

1.1.10 REVIEW & SUBMIT SCREEN The Review & Submit screen (Figure 10) is a full summary of all the information entered into the application. It allows you to review and, if necessary, edit information. Figure 10 Review & Submit Screen *Please Note: If you do not have the rights to sign an agreement, you will not see the Submit button. To verify your rights refer to question 2 of section 6 Frequently Asked Questions. To submit your application, click the Next button and you will be directed to the Certification - Authority to Sign screen (Figures 11 & 12). In order for an application to be considered complete, it must be completed by the official representative(s) in accordance with your organization's by-laws or other constituting documents. Page 13

Figure 11 Certification Authority to Sign Screen (One Signatory Required) Figure 12 Certification Authority to Sign Screen (Multiple Signatories Required) The first paragraph displays how many signatures are required to submit an application. If the number of signatories is incorrect, follow the next steps: Click on "Account Management at the top right of the screen. Click on Organization Identification under the Organization Profile section. Change the number of signatories required to submit an application. Page 14

Once saved, the number of signatories will be updated on the Certification- Authority to Sign screen. One Signatory Required (Figure 11) Check the box to certify your authority. Click the "Next button. Answer the security question. (Figure 13) Click the "Submit button. (Figure 13) Once your application has been successfully submitted, a confirmation number (i.e. tracking number) will be displayed. That confirmation number will also be sent to your email address and will be displayed on the Applications and Projects screen (Figure 14). Figure 13 Submit Screen Figure 14 Confirmation Screen Multiple Signatories Required (Figure 12) Check the box to certify your authority. A table of the representative(s) that have been delegated the right to submit an application will be displayed. You will have the option to notify them by email. Representatives will receive an email advising them that an action is required. The project will have a "Pending Signatories status. They will need to click the "Action link (in the Functions column), review the application and submit it. Click the "Next button. Answer the security question. (Figure 13) Click the "Submit button. (Figure 13) Once your application has been successfully signed, the Signature Confirmation Screen will be displayed. (Figure 15) The last representative to sign the application will obtain The Confirmation Screen with a confirmation number (Figure 14). That confirmation number will be sent to them by email and will also be displayed on the Applications and Projects screen. Page 15

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Figure 15 Signature Confirmation Screen *Please Note: If you have signed the Application and still see a status of Pending Signatories, this means more than one signatory is required and the other representative has yet to sign. Note that if you have already signed, you will no longer see the Submit button. 1.2 RETURNING TO A PARTIALLY COMPLETED APPLICATION If you have started an application however did not have time to finish it, you can return to the already started application by using the Edit function. Enter your username and password in GCOS and click Continue Click on your organization s name Click on Gs&Cs Online Services Click on your business legal name Click on View List of Applications and Projects Once you have identified your draft project, click on Edit in the Functions column (Figure 16) Continue with the application process Figure 16 Applications & Projects Screen 1.3 COPY AND EDIT AN EXISTING APPLICATION The Copy and Edit function allows for the quick creation of a new application that will be pre-filled with most of the information from the existing application. Enter your username and password in GCOS and click Continue Page 17

Click on your organization s name Click on Gs&Cs Online Services Click on your business legal name Click on View List of Applications and Projects Once you have identified the project that you would like to copy, click on Copy & Edit in the functions column (Figure 17) Click on Yes to assign your Application. Most of the fields will be pre-filled, except for the following fields: o On the Program Selection screen, the field Project Title Enter the title of your project and click on Save o On the Project Details screen, the question Are you requesting more than $100,000 in funding for this project? This question appears if you answered yes to the previous question Have you or will you apply for other sources of funding for the job requested? Answer the question by clicking on Yes or No, then click on Save o Make any other necessary changes. Ensure to click on save prior to proceeding to the next screen o Once finished, refer to section 1.1.10 of this guide to submit your application. *Please Note: You will not be able to use the Copy and Edit function on a converted project. Figure 17 Applications & Projects Screen 2. SIGNING A CANADA SUMMER JOBS AGREEMENT Following the approval of your application, each representative of your organization with the rights to sign an agreement will receive an email from the Department informing them that in order for the agreement to be valid, it must be signed electronically. 2.1 DO I HAVE THE RIGHTS TO SIGN AN AGREEMENT? If you are the Primary Officer of the organization, you automatically have the rights to sign an agreement. If you are a representative of the organization, you should verify if you have the required rights by following these steps: Enter your username and password to access GCOS. Page 18

Click on Continue. Click on your organization s name on the My Organization(s) screen. Click on Gs & Cs Online Services. Click on your business legal name on the Business List screen. Click on "Account Management at the top right of the screen. Click on Representatives under the Manage Representative section. Once you have found your name, click on View in the Functions column. Ensure the Submit checkbox for agreements is checked. If the Submit checkbox for agreements is not checked, please contact the Primary Officer of your organization or an authorized representative as they will be able to delegate you the appropriate rights. 2.2 HOW TO ACCESS THE AGREEMENT You will be required to go through a series of screens before signing your CSJ agreement: Enter your username and password to access GCOS. Click on Continue. Click on your organization s name on the My Organization(s) screen. Click on Gs & Cs Online Services. Click on your business legal name on the Business List screen. Click on View List of Applications and Projects located under the Open Call for Proposal table. Once you have identified your project, click on Sign Agreement in the Functions column (Figure 23). Figure 23 Accessing the CSJ agreement 2.3 AGREEMENT SCREEN Page 19

The Agreement screen (Figure 24) is a full summary of all the agreements for this project. It allows you to view and sign the agreement. The Identifier column lists the specific ID for the agreement which ensures that the agreement you are signing is also the one signed by the Department. Figure 24 Agreement Screen Clicking Sign Agreement will direct you to the Review & Sign screen. You may view your agreement at any time. 2.4 REVIEW & SIGN SCREEN The Review & Sign screen (Figure 25) allows you to sign or decline the agreement electronically. A table of the requested contribution amount as well as a table of the approved contribution amount are displayed for reference. It is important to read the agreement (by clicking on the link to the document) prior to signing it. You must have the latest free downloadable software Adobe Acrobat Reader to view the agreement. The Review & Sign screen is also allows you to set the payment method for this project to direct deposit. Clicking the Select Direct Deposit button will direct you to the Select Direct Deposit Account screen. For more information on direct deposit, please consult section 3 of this User Guide. To view the number of signatures required by your organization to sign an agreement or to view how many signatures have been captured to date, click on Signatories located below the Sign Agreement and Decline Agreement buttons. If the number of signatories is incorrect, follow the next steps: Click on "Account Management at the top right of the screen. Click on Organization Identification under the Organization Profile section. Change the number of signatories required to submit an agreement. Once saved, the number of signatories will be updated on the Review & Sign screen. Page 20

Figure 25 Review & Sign Screen Page 21

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2.4.1 SIGNING THE AGREEMENT Clicking the Sign Agreement button on the Review & Sign screen will direct you to the Certification - Authority to Sign screen (Figures 26 and 27). In order for an agreement to be valid, it must be signed by the official representative(s) in accordance with your organization's by-laws or other constituting documents. Figure 26 Certification Authority to Sign screen (one signatory required) Page 23

Figure 27 Certification Authority to Sign screen (multiple signatories required) 2.4.1.1 ONE SIGNATORY REQUIRED Check the boxes to certify your authority. Click the "Next button. Answer the security question. Click the "I Accept button. Once your agreement has been successfully signed, a confirmation number will be displayed. 2.4.1.2 MULTIPLE SIGNATORIES REQUIRED Check the boxes to certify your authority. Page 24

A table of the representative(s) that have been delegated the right to sign an agreement will be displayed. You will have the option to notify them by email 1. Click the "Next button. Answer the security question. Click the "I Accept button. 2.4.2 DECLINING THE AGREEMENT Clicking on the Decline Agreement button on the Review & Sign screen will direct you to the Decline Funding Agreement Confirmation screen (Figure 28). Figure 28 Decline Funding Agreement Confirmation screen By clicking "Yes", a message will be displayed informing you that a Departmental representative will be contacting you shortly to discuss your decision. By clicking "No", you will be directed to the "Review & Sign" screen. 2.5 HOW TO VIEW THE SIGNED AGREEMENT The signed agreement will have the watermark "Copy only Electronic version" and will display who signed the agreement on behalf of your organization and on behalf of the Department. If your project has a status of Under Assessment on the Applications and Projects screen, click on View Agreement in the Functions column. If your project has a status of Active on the Applications and Projects screen, click on Manage in the Functions column. Then, click on Agreement Information included in the left-side menu of the Project Identification screen. 3. SUBMITTING A DIRECT DEPOSIT REQUEST You are able to submit a direct deposit request at any time during the project s lifecycle. If you haven t signed your agreement, you must submit a direct deposit request on the Review & Sign screen. For more information, please consult section 2.3 of this User Guide. 3.1 DO I HAVE THE RIGHTS TO CREATE AND SUBMIT A DIRECT DEPOSIT REQUEST? 1 Representatives will receive an email advising them that an action is required. The project will have a "Pending Signatories status. They will need to click the "Action link (in the Functions column), review the agreement and sign it. The last representative to sign the application will obtain a confirmation number. The confirmation number will also be displayed on the Agreement screen (Figure 24). Page 25

If you are the Primary Officer of the organization, you automatically have the rights to create and submit a direct deposit request. If you are a representative of the organization, you should verify if you have the required rights by following these steps: Enter your username and password to access GCOS. Click on Continue. Click on your organization s name on the My Organization(s) screen. Click on Gs & Cs Online Services. Click on your business legal name on the Business List screen. Click on "Account Management at the top right of the screen. Click on Representatives under the Manage Representative section. Once you have found your name, click on View in the Functions column. Ensure the Create and/or Submit checkboxes for direct deposit are checked. If the Create and/or Submit checkboxes for direct deposit are not checked, please contact the Primary Officer of your organization or an authorized representative as they will be able to delegate you the appropriate rights. 3.2 HOW TO ACCESS THE DIRECT DEPOSIT REQUEST You will be required to go through a series of screens before submitting your direct deposit request: Enter your username and password to access GCOS. Click on Continue. Click on your organization s name on the My Organization(s) screen. Click on Gs & Cs Online Services. Click on your business legal name on the Business List screen. Click on View List of Applications and Projects located under the Open Call for Proposal table. Once you have identified your project, click on Manage in the Functions column (Figure 29). Click on Direct Deposit included in the left-side menu of the Project Identification screen. Figure 29 Accessing the direct deposit request 3.3 SELECT DIRECT DEPOSIT ACCOUNT SCREEN The Select Direct Deposit Account screen (Figure 30) is used to select the direct deposit account you wish to associate to the project. If the drop-down menu is blank, it is because no account has been added by your organization. Page 26

Figure 30 Select Direct Deposit Account screen To add a direct deposit account that will be associated to your organization s profile, follow these steps: Click on "Account Management at the top right of the screen. Click on Organization Identification under the Organization Profile section. Click on Direct Deposit included in the left-side menu. Click on "Add. Click on Yes, I Agree. Please note that if you disagree with the Privacy Notice Statement, you will not be able to add a direct deposit account. Complete all mandatory fields. In the Supporting document field, you must attach a void cheque or a direct deposit document from your financial institution. Once saved, the account will be included in the Select Account drop-down menu on the Select Direct Deposit Account screen. To add a direct deposit account for this project only, follow these steps: Click on Add New Direct Deposit on the Select Direct Deposit Account screen. Click on Yes, I Agree. Please note that if you disagree with the Privacy Notice Statement, you will not be able to add a direct deposit account. Page 27

Complete all mandatory fields. In the Supporting document field, you must attach a void cheque or a direct deposit document from your financial institution. Once saved, the account will be included in the Select Account drop-down menu on the Select Direct Deposit Account screen. 3.4 REVIEW & SUBMIT SCREEN Once the Select Direct Deposit Account screen has been saved, click on Review & Submit included in the left-side menu to submit your direct deposit request. The Review & Submit screen (Figure 31) is a full summary of all the information entered into the direct deposit request. It allows you to review and, if necessary, edit information. Figure 31 Review & Submit screen To submit your direct deposit request, click on the Next button and you will be directed to the Certification screen (Figure 32). In order for a direct deposit request to be eligible, it must be completed by the official representative(s) in accordance with your organization's by-laws or other constituting documents. Figure 32 Certification screen Page 28

You must check the boxes to certify your authority before clicking the Submit button. Once your direct deposit request has been successfully submitted, a confirmation number will be displayed. 4. CONVERTING A CANADA SUMMER JOBS PROJECT Please note that this only applies to projects not submitted through GCOS. You are able to convert your project at any time after it has been approved. 4.1 DO I HAVE THE RIGHTS TO CONVERT A PROJECT? If you are the Primary Officer of the organization, you automatically have the rights to convert a project. If you are a representative of the organization, you should verify if you have the required rights by following these steps: Enter your username and password to access GCOS. Click on Continue. Page 29

Click on your organization s name on the My Organization(s) screen. Click on Gs & Cs Online Services. Click on your business legal name on the Business List screen. Click on "Account Management at the top right of the screen. Click on Representatives under the Manage Representative section. Once you have found your name, click on View in the Functions column. Ensure the Create and Submit checkboxes for Convert to Online are checked. If the Create and Submit checkboxes for Convert to Online are not checked, please contact the Primary Officer of your organization or an authorized representative as they will be able to delegate you the appropriate rights. 4.2 HOW TO ACCESS THE FUNCTION TO CONVERT A PROJECT You will be required to go through a series of screens before converting your project: Enter your username and password to access GCOS. Click on Continue. Click on your organization s name on the My Organization(s) screen. Click on Gs & Cs Online Services. Click on your business legal name on the Business List screen. Click on Convert your existing project to GCOS located under the Open Call for Proposal table. Enter your project number (provided in your Canada Summer Jobs Application/Agreement email) and click on Convert button. 5. SUBMITTING AN EMPLOYER AND EMPLOYEE DECLARATION Once your project has an Active status on the Applications and Projects screen, you will be able to submit an employer and employee declaration. 5.1 DO I HAVE THE RIGHTS TO CREATE, SUBMIT AND VIEW AN EMPLOYER AND EMPLOYEE DECLARATION? If you are the Primary Officer of the organization, you automatically have the rights to create, submit and view an employer and employee declaration. If you are a representative of the organization, you should verify if you have the required rights by following these steps: Enter your username and password to access GCOS. Click on Continue. Click on your organization s name on the My Organization(s) screen. Click on Gs & Cs Online Services. Click on your business legal name on the Business List screen. Click on "Account Management at the top right of the screen. Click on Representatives under the Manage Representative section. Once you have found your name, click on View in the Functions column. Ensure the Create, Submit and/or View checkboxes for participants are checked. If the Create, Submit and/or View checkboxes for participants are not checked, please contact the Primary Officer of your organization or an authorized representative as they will be able to delegate you the appropriate rights. 5.2 HOW TO ACCESS THE EMPLOYER AND EMPLOYEE DECLARATION Page 30

You will be required to go through a series of screens before submitting your employer and employee declaration: Enter your username and password to access GCOS. Click on Continue. Click on your organization s name on the My Organization(s) screen. Click on Gs & Cs Online Services. Click on your business legal name on the Business List screen. Click on View List of Applications and Projects located under the Open Call for Proposal table. Once you have identified your project, click on Manage in the Functions column (Figure 33). Click on Employer and Employee Declaration included in the left-side menu of the Project Identification screen. Figure 33 Accessing the Employer and Employee Declaration 5.3 EMPLOYER AND EMPLOYEE DECLARATION SCREEN The Employer and Employee Declaration screen (Figure 34) is used to add, remove, view and withdraw an employer and employee declaration. When at least one employer and employee declaration is saved, all the employees related to this project will be listed on this screen. Figure 34 Employer and Employee Declaration screen Page 31

5.3.1 ADDING AN EMPLOYER AND EMPLOYEE DECLARATION To add an employer and employee declaration, you must click on the Add button which will be directed to the Employer and Employee Declaration Details screen (Figure 35). This screen is used to capture the employer s declaration, to determine the eligibility of the employee as well as to capture the employee s personal information. However, before completing this screen, you must print the employee consent form by clicking on the Employee Consent Form link at the top of the screen and the employee must complete and sign it. You must have the latest free downloadable software Adobe Acrobat Reader to view the form. Page 32

Figure 35 Employer and Employee Declaration Details screen Page 33

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Once the employer s declaration checkboxes have been checked, you will be able to complete the employee s eligibility section. By clicking on the Validate button, the system will automatically determine the eligibility of the employee based on program-specific criteria. You will only be able to complete the employee s personal information section if he is deemed eligible. 5.4 REVIEW & SUBMIT SCREEN Once the Employer and Employee Declaration screen has been saved, click on Review & Submit included in Page 35

the left-side menu to submit your employer and employee declaration. The Review & Submit screen (Figure 36) is a full summary of all the information entered into the employer and employee declaration. It allows you to review and, if necessary, edit information. Figure 36 Review & Submit screen To submit your employer and employee declaration, click on the Next button and you will be directed to the Declaration screen (Figure 37). In order for an employer and employee declaration to be eligible, it must be completed by the official representative(s) in accordance with your organization's by-laws or other constituting documents. Figure 37 Declaration screen You must check the boxes to certify your authority before clicking the Submit button. Once your employer and employee declaration has been successfully submitted, a confirmation number will be displayed. 5.5 WITHDRAWING AN EMPLOYER AND EMPLOYEE DECLARATION To withdraw an employer and employee declaration, click Withdraw in the Functions column of the Employer and Employee Declaration screen (Figure 38). Page 36

Figure 38 Employer and Employee Declaration screen Once the employer and employee declaration has been withdrawn, you will be able to remove it by clicking Remove in the Functions column of the Employer and Employee Declaration screen. 6. FREQUENTLY ASKED QUESTIONS 1. I already have a GCOS account, but I forgot my password or username. Can I regain access to my account? Yes. You can regain access to your account by following the steps below: If you are using GCKey: Go to the GCOS web page and click the Continue to GCKey button. If you forgot your password, select the Forgot Your Password? link. If you forgot your username, please refer to section 1.1.5 of the User Guide: Account Registration for steps to recover access to an existing profile. If you are using Sign-in Partner: Go to the GCOS web page and select the Continue to Sign-in Partner button. If you do not remember your password or username, follow the instructions from your Sign-In Partner or financial institution. 2. Do I have the Rights to Create and Submit and Application? If you are the Primary Officer of the organization, you automatically have the rights to create and submit an application. If you are a representative of the organization, you should verify if you have the required rights by following these steps: Enter your username and password to access GCOS. Click on Continue. Click on your organization s name on the My Organization(s) screen. Click on Gs & Cs Online Services. Click on your business legal name on the Business List screen. Click on "Account Management at the top right of the screen. Page 37

Click on Representatives under the Manage Representative section. Once you have found your name, click on View in the Functions column. Ensure the Create and/or Submit checkboxes for application for funding are checked. If the Create and/or Submit checkboxes for application for funding are not checked, please contact the Primary Officer of your organization or an authorized representative as they will be able to delegate you the appropriate rights. Page 38