Cost of Administration 2024-2025 Survey

PLEASE READ BEFORE YOU BEGIN:

ONWAA Policy and Research team is conducting a 2024-2025 comprehensive study to analyze the cost breakdown of delivering Ontario Works in various First Nation regions and will be including some TSF data. The aim of this survey is to gather accurate and detailed information on the expenditures associated with providing Ontario Works and additional related services in your community.

Initially, the Joint Social Services Table (JSST) formed working groups to address the Cost of Administration funding formula, TSF and ODSP. While these working groups are currently on hiatus, the information gathered through this survey will continue to support ONWAA’s research and policy efforts. Should the JSST require this information in the future, aggregated and anonymized results will be shared to assist work. First Nations names will be stripped from the data before being provided to the working groups.

Your valuable input will contribute to a better understanding of the financial dynamics of your program. We recognize that providing accurate and detailed responses to the following survey questions will be time consuming but any information that you can provide will assist:

1) Outline the true cost of administering Income Assistance programs on-reserve.

2) Identify gaps in current funding models and where additional resources are required.

3) Advocate for increased support and changes in policy.

Your participation is essential in ensuring the success and reliability of this study. We recognize that this data will take some time to gather and we thank you for putting your time and effort into the survey.

All information provided will be treated confidentially by ONWAA. Some required questions may not apply to you, in this case please write “N/A”.

The deadline for this survey is February 24th, 2025

Section 1: Cost of Administration

Please type your first and last name if you consent to the use of the following information in ONWAA's 2024 COA Research. Your name will remain anonymous in our report.(Required)

First Last

Please select the type of delivery site:

How many Ontario Works (OW) clients do you currently serve?(Required)

How many Ontario Disability Support Program (ODSP) clients do you currently serve?(Required)

When was the last time you reviewed your ODSP caseload count with the local ODSP office?(Required)

Supplementary caseload consists of five categories:

1. Applicants who discontinue their application.

2. Applicants found ineligible during the intake process.

3. Emergency assistance recipients.

4. Ontario Disability Support Program (ODSP) individuals participating in Ontario Works employment assistance.

5. Cases referred by Ontario Works delivery partners to ODSP.

For the five supplemental categories, can the data be easily extracted from AD Morrison on an annual basis to be shared with the ministry, and is it reliable for use to determine funding allocations to recognize the additional administrative effort?(Required)

Please provide the approximate total number of applicants who discontinued their applications over the past fiscal year. For example: A single parent applies for Ontario Works assistance due to job loss. However, they secure a new job shortly after applying and decide to withdraw their application before receiving any benefits from Ontario Works.(Required)

Please provide the approximate total number of applicants found ineligible during the intake process over the past fiscal year. For example: An individual applies for Ontario Works assistance but fails to meet the eligibility criteria due to having assets above the allowable limit. After the intake process, it’s determined that they do not qualify for social assistance under the program.(Required)

Please provide the approximate total number of emergency assistance recipients over the past fiscal year. For example: A family experiences a sudden and unexpected house fire, resulting in loss of belongings and displacement. They apply for emergency assistance through Ontario Works to cover temporary housing, food, and clothing expenses until they can find stable accommodation.(Required)

Please provide the approximate total number of Ontario Disability Support Program (ODSP) individuals participating in Ontario Works employment assistance over the past fiscal year. For example: A person with a disability who is receiving ODSP benefits expresses an interest in participating in employment assistance programs offered through Ontario Works to gain skills and find employment opportunities suitable for their abilities.(Required)

Please provide the approximate total number of cases referred from your Ontario Works delivery partners to ODSP over the past fiscal year. For example: A client with complex medical needs who is currently receiving Ontario Works assistance is identified by their caseworker as potentially eligible for more comprehensive support through the Ontario Disability Support Program. The case is referred to ODSP for further assessment and determination of eligibility for additional benefits and services.(Required)

Do you feel the supplemental caseload categories accurately reflect the additional workload that your team handles?(Required)

Discretionary Benefits Caseload

Please provide the approximate total number of clients who have received discretionary benefits through the Ontario Works program over the past fiscal year.(Required)

Are there specific types of discretionary benefits that you believe should be tracked more closely within the Ontario Works program?(Required)

What do you perceive as the most utilized discretionary benefits among Ontario Works clients in your community?(Required)

How many Non-SARS Funeral applications do you take per year on average?(Required)

How many SARS Funeral applications do you take per year on average?(Required)

How many TSF applications do you take on average for low-income and ODSP?(Required)

Does your program deliver the Employment Experience program for ISC (Indigenous Services Canada)?(Required)

How many positions do you normally oversee?(Required)

Staffing: Direct Costs

How much are your Direct Staffing Costs? Direct staffing costs include gross salary and wages, vacation pay, sick pay, compassionate pay, overtime, and statutory holiday pay for staff associated with program functions that directly support services to clients. This may include caseworkers/managers, supervision of front-line workers, support staff and other specialized staff such as Eligibility Review Officers and/or Employment Support staff.(Required)

Do you pay overtime?(Required)

Yes

How much are your overtime costs?(Required)

How many staff positions in the program?(Required)

Are you funded for all positions in the program?(Required)

Yes

How much are your benefits cost for Direct delivery staff? Benefit costs include employer contributions to pension, employment insurance, workers compensation, employee benefit plans, other legal requirements of the employer, and paid days that Council covers as a benefit not covered under the law. Please include benefit costs limited to only the “Direct” delivery staff in this section.(Required)

Does the Chief and Council contribute any form of financial support to the Ontario Works program, such as in-kind contributions? (e.g., rent, utilities, office supplies, staffing support)(Required)

Are there other local community funds pooled together to support the delivery of Ontario Works program?(Required)

Is the federal band support funding or any other funding directed towards the delivery of Ontario Works?(Required)

Central Administration

How much do your Central Administration expenditures cost? Previously known as “internal services” under Ontario Works Directive 11.3, “allocated centralized administration expenditure costs” mean costs associated with governing and operating an organization and can be, in part, associated with the delivery of the program. These costs include: • Senior/executive staff salaries; • Building and grounds expenses; (Ground expenses means all costs and expenses associated with landscaping, snow removal, parking lot maintenance and exterior lighting incurred in the operation and maintenance of the building and common areas) • Centralized costs associated with accounting/finance, human resources; • and Management and information systems. (Management and information systems are computer-based tools and software to collect, process, store, and distribute data that is crucial to the decision-making process)(Required)

What proportion of your central administrative dollars goes to senior and executive staff salaries?(Required)

How much are your benefit costs for senior and executive staff salaries? Benefit costs include employer contributions to pension, employment insurance, workers compensation, employee benefit plans, other legal requirements of the employer, and paid days that Council covers as a benefit not covered under the law.(Required)

What proportion of your central administrative dollars goes to building and grounds expenses? Ground expenses means all costs and expenses associated with landscaping, snow removal, parking lot maintenance and exterior lighting incurred in the operation and maintenance of the building and common areas.(Required)

How much are your centralized administrative costs associated with accounting and finance?(Required)

How much are your centralized administrative costs associated with your human resource department?(Required)

How much does your management and information system cost? Management and information systems are computer-based tools and software to collect, process, store, and distribute data that is crucial to the decision-making process.(Required)

How much are your Band Administration fees?(Required)

What other central administration expenditures do you have?(Required)

Does Chief and Council cover any portion of central administration costs?(Required)

What are the funding contributions from ISC? (Please provide an amount or percentage of total budget).

What are the funding contributions from the ministry? (Please provide an amount or percentage of total budget).

Training

Are you provided with specific training dollars?(Required)

Yes

How much does your staff training and staff professional development cost?(Required)

How much does it cost to bring a trainer into the region? Please tell us trainer fees and then travel fees for them to come in.(Required)

How much does it cost to attend training? (e.g., educational conferences, seminars, assembly, etc.)(Required)

How much is your training room rent per day?(Required)

How much is your training room rent per year?(Required)

Travel

Do you have travel expenses to attend meetings relevant to Social Assistance delivery?(Required)

Yes

How much are your annual travel expenses to attend meetings relevant to Social Assistance delivery?(Required)

How many meetings relevant to Social Assistance delivery are scheduled per year?(Required)

How much are your travel expenses for post office runs and local travel?(Required)

Please provide us with an estimate of your travel expenses for order pickups/errands.(Required)

What other travel costs do you have? Please list all with the dollar amount.(Required)

Accommodation

How much is your office space rent?(Required)

Does every staff member have an adequate work space/office at your work location? If not, what needs to be improved?(Required)

Do staff ever work from a home office? If so, how often and what is the reason?(Required)

Technology

How much does your computer hardware cost? Computer hardware includes the physical parts of a computer, such as the case, central processing unit, monitor, mouse, keyboard, computer data storage, graphics card, sound card, speakers, and motherboard. E.g., cellphones and laptops for staff, External hard drive, etc.(Required)

How much does your computer software cost? Computer software includes all the different programs on a computer, such as applications and the operating system. E.g., Adobe annual subscription fee, Cloud services, Anti-virus protection software (Kaspersky, McAfee), Webex, Zoom, Microsoft Office, etc.(Required)

How much does your internet and technological network costs (e.g., VPN)?(Required)

General Office Expenses

How much is the cost for office telephone and fax? Include rentals, regular charges, long distance, etc.(Required)

How much is your cost for office postage and courier services?, regular charges, long distance, etc.(Required)

How much is your cost for office supplies? Including stationery, forms, maps, books, etc.(Required)

How much is your cost for printing and photocopier service?(Required)

How much are your insurance payments? Including fidelity, fire, public liability, etc.(Required)

How much is your cost for furnishings?(Required)

How much are your office equipment and maintenance costs? E.g., paper shredders, office chairs, etc.(Required)

How much does your office building maintenance costs? Include janitorial, cleaning, minor repairs, security, etc.(Required)

How much are your office bank transaction charges?(Required)

Do Chief and Council cover any office costs?(Required)

Yes

Do you have any collection and bad debt costs? If so, how much? Including court fees, credit bureau, etc.(Required)

How much are your audit fees?(Required)

Do you have any advertising and marketing costs? If so, how much? Includes job posting, newsletters, etc.(Required)

Do you have any research, consultation, and professional service costs? If so, how much?(Required)

Do you have any membership and subscription costs? If so, how much?(Required)

How much are your security costs? This includes fire-proof filing cabinets, safes, new locks, or key fob entry, etc.(Required)

How much are your records management costs?(Required)

Please provide us with an estimate of any other minor miscellaneous expense costs.(Required)

Employment Related Expenses

How much are your employment related expenses? Example: Workshops, participant training fees, costs associated with payments to eligible Ontario Works and Ontario Disability Support Program recipients to cover out of pocket expenses associated with participation in employment assistance activities.(Required)

Purchase of Services

How much does your service purchase cost? These are costs associated with services purchased from community agencies for delivery of employment services. Examples include employment placement programs, counseling services, and career planning.(Required)

Do you have any other costs or comments?(Required)

Section 2: Transitional Support Fund (TSF)

The Transitional Support Fund (TSF) is intended to provide assistance to social assistance recipients, ODSP recipients and low-income individuals and families in the First Nation who are in financial need with housing-related supports. Each case is considered based on their unique circumstances and each case is considered on a case-by-case basis.

Has your community utilized the Transitional Support Fund (TSF) to support Ontario Works recipients, ODSP recipients, and low-income person and families?(Required)

What types of financial support are typically provided to your clients through the TSF?

Which ones are the most common financial supports provided?

Are there any other types of financial support that are provided to your clients through the TSF?(Required)

Are there any limitations or restrictions on the use of funds from the TSF? If so, please specify.(Required)

How satisfied are you with the application process for accessing the TSF?(Required)

Very Satisfied

Satisfied

Dissatisfied

Very Dissatisfied

Have you encountered any challenges or barriers when applying for the TSF? If yes, please specify.(Required)

Are there any specific criteria or eligibility requirements that you believe should be revised or updated to better serve the intended recipients?(Required)

In your opinion, what additional types of support or services could be beneficially incorporated into the TSF to better address the needs of recipients?(Required)

How effectively do you believe the TSF addresses the housing-related needs of recipients?(Required)

Very Effectively

Somewhat Effectively

Ineffectively

Very Ineffectively

Are there any suggestions or recommendations you have for improving the accessibility or effectiveness of the TSF for recipients?(Required)

Section 3: Energy

This section is centered around Energy and Heating “Bill Relief” and the associated costs. Bill Relief is the payment of a client’s utility bill to prevent loss of services or provide relief of growing debt. For example, the payment of disconnection fees, reconnection fees, prevention of disconnections, late payment fees, minimum usage fees, etc.

Please provide the approximate dollar amount spent on Electricity Bill Relief for TSF recipients over the past fiscal year (March 2023 – March 2024).(Required)

Please provide the approximate dollar amount spent on Heating/Utility Bill Relief for TSF recipients over the past fiscal year (March 2023 – March 2024).(Required)

Natural Gas $

Biodiesel $

Diesel $

Heating Oil $

Propane $

Wood $

Electric $

Does your community have a minimum order on Heating/Utility? And if so, how much for each category below?(Required)

Natural Gas $

Biodiesel $

Diesel $

Heating Oil $

Propane $

Wood $

Electric $

Are the amounts you indicated for Electricity Bill (question 1) and Heating/Utility Bill (question 2) typical in the previous 3-5 years? If last year was different than normal, can you please tell us why?(Required)

What percentage of your overall discretionary and TSF budget are taken up by bill relief payments? If you do not have exact numbers, please give us your best estimate.(Required)

Our research is aimed at implementing long-term solutions rather than spending money every year on bill-relief. If you had the opportunity to reinvest the money that is now being spent on bill relief, what initiatives could your department undertake specifically related to energy assistance or broader housing-related issues?(Required)

How much staff hours per season are allocated to dealing with bill relief payments? If you do not have exact numbers, please give us your best estimate. Please indicate the amount for each season: Spring, Summer, Fall, and Winter.(Required)

How many bill relief payments do you process annually? Please provide an approximate range, if exact numbers are unavailable. Does it vary by season or time of year?(Required)

If you had the opportunity to spend your time that is now being spent on bill relief, what would your department be able to do?(Required)

Has your organization/community discussed long-term solutions to the bill-relief payments? What are your best ideas or suggestions for long-term solutions to bill-relief payments?(Required)

Please indicate if your organization/community has discussed or planned collaboration with energy providers or government agencies to address bill-relief payments. If so, what government agencies or energy providers? How have those discussions been?(Required)

Chi-Miigwetch for taking the time to complete this questionnaire!

If you have any additional comments or feedback you’d like to share, please reach out to the team: Muskaan Premji (policyanalyst@onwaa.ca) or Chelsea Brunelle (research@onwaa.ca)

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