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Office of the Chief Electoral Officer
Quarterly Financial Report 2020–2021
For the quarter ended September 30, 2020

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 financial report should be read in conjunction with the Main Estimates. This quarterly financial report has not been subject to an external audit or review.

This quarterly report addresses the financial reporting requirements of both Elections Canada (EC) and the Commissioner of Canada Elections (CCE), referred to hereafter as the Office of the Chief Electoral Officer (OCEO). For more information, see the Significant changes in relation to operations, personnel and programs section.

A summary description of the agency's programs can be found at https://www.elections.ca/content.aspx?section=res&dir=rep/rpp/dp2020&document=p2&lang=e.

Basis of presentation

This quarterly financial 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 2020–2021 fiscal year. This quarterly financial 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 the OCEO, 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.

The OCEO 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 results

During the second quarter of 2020–2021, the agency continued the preparations for the 44th General Election and initiated the conduct of two by-elections called for October 26, 2020 in the electoral districts of York Centre (Ontario) and Toronto Centre (Ontario).

A decrease of $12 million in the authorities available for use is due to the reduced supply of the Main Estimates. Due to the COVID-19 pandemic and limited sessions in the spring for Parliament to study supply, the Standing Orders of the House of Commons were amended to extend the study period into the fall. The Office of the Chief Electoral Officer is expected to receive full supply for the 2020-21 Main Estimates in December 2020.

First two quarters year-over-year variance

In the first two quarters of 2020–2021, budgetary expenditures totalled $68.1 million compared to $126.5 million in the same period of 2019–2020. The net decrease of $58.4 million is explained by:

  • A net decrease of $63.7 million in electoral expenditures and employee benefit plans (see Table A.1), which is largely explained by a decrease in expenditures for activities related to the 2019 general election; and
  • an increase of $5.3 million in program expenditures (see Table A.1), which is largely explained by a $4.1 million increase for filling vacant positions resulting from the implementation of Bill C-76 and a $1.2 million increase due to the transfer of the Commissioner of Canada Elections from the Director of Public Prosecutions.

Second quarter year-over-year variance

In the second quarter of 2020–2021, budgetary expenditures totalled $39.5 million compared to $87.5 million in the same period of 2019–2020. The net decrease of $48.0 million is explained by:

  • a net decrease of $50.8 million in electoral expenditures and employee benefit plans (see Table A.1), which is largely explained by a decrease in expenditures for activities related to the 2019 general election; and
  • an increase of $2.8 million in program expenditures (see Table A.1), which is largely explained by a $2.1 million increase for filling vacant positions resulting from the implementation of Bill C-76 and a $0.7 million increase due to the transfer of the Commissioner of Canada Elections from the Director of Public Prosecutions.
First Two Quarters' Expenditures Compared to Annual Authorities (Appropriation and Statutory Authority)

First Two Quarters' Expenditures Compared to Annual Authorities (Appropriation and Statutory Authority)

[Text version of] "First Two Quarters' Expenditures Compared to Annual Authorities (Appropriation and Statutory Authority)"

First Two Quarters' Expenditures Compared to Annual Authorities (Appropriation and Statutory Authority)

The bar graph shows a comparison of annual authorities and the first two quarter expenditures for 2019-2020 and 2020-2021 (in thousands of dollars).

  • 2019-2020: annual authorities $150,659 thousands; first quarter expenditures $38,951 thousands, second quarter expenditures of $87,533 thousands for a total of $126,484 thousands.
  • 2020-2021: annual authorities $83,543 thousands; first quarter expenditures $28,538 thousands, second quarter expenditures of $39,546 thousands for a total of $68,084 thousands.

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

Risks and uncertainties

The OCEO'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.

The agency is continually updating its corporate risk framework and monitoring the risk environment and has identified the following risks:

  • Security: There is a risk that serious security and cyber-security issues compromise EC's services, privacy of Canadians and their trust and ability to participate in the electoral process.
  • Integrity: There is a risk that inaccurate information will compromise electors' ability to vote and/or their trust in the electoral process or the correctness of results.
  • Early Election: There is a risk that a general election is called before Elections Canada completes its return to readiness activities which may result in a decrease in services and quality of election delivery and an increase in costs and efforts required.
  • Long-Term Strategy: There is a risk that current environment (minority government and COVID-19) hinder the agency's ability to deliver on longer term strategies thereby limiting the agency's ability to meet the needs of Canadians.
  • COVID-19 Outbreak: There is a risk that pandemic considerations change how elections are conducted in Canada and impact elector or worker behaviours.
  • COVID-19 Recovery Plan: There is a risk that Elections Canada personnel contract COVID-19 in the preparation phase or during the election resulting in delays in election delivery activities and increased fear and uncertainty around election services.

The agency has undertaken actions to mitigate these risks, including closely monitoring the COVID-19 outbreak and its impact. As part of its ongoing readiness planning, the agency is working on a new operational approach to deliver an election in the context of a pandemic and post-pandemic. In addition, the Chief Electoral Officer has recommended to Parliament that it study and adopt legislative measures—limited in scope and temporary—that would make an election during a pandemic more accessible and convenient.

Significant changes in relation to operations, personnel and programs

There were the following appointments during the second quarter of 2020-2021:

Effective September 29, 2020, Pierre Desjardins was appointed Senior Director, Electoral Redistribution, Electoral Events and Innovation.

Effective September 28, 2020, Louise Bernier was appointed Senior Director, Digital Services Delivery, Digital Transformation.

Effective September 9, 2020, Sylvie Jacmain was appointed Senior Director, Voting Services and Development, Electoral Events and Innovation.

Effective September 1, 2020, Denis Bazinet was appointed Senior Director, Field Governance and Operational Readiness, Electoral Events and Innovation.

Effective July 21, 2020, Marc Limoges was appointed Chief Financial Officer.

Approval by senior officials

Original signed by:

Stéphane Perrault
Chief Electoral Officer

Marc Limoges
Chief Financial Officer


Gatineau, Canada
November 27, 2020

Table A.1
Office of the chief electoral officer
Quarterly financial report
For the quarter ended September 30, 2020

Statement of Authorities (unaudited)

Fiscal year 2019–2020 (in thousands of dollars)
  Total available for use for the year ending March 31, 2020 1 Used during the quarter ended September 30, 2019 Year-to-date used at quarter-end
Vote 1 – Program expenditures 2 41,543 8,940 17,368
Statutory authorities
Electoral expenditures 3 102,661 75,361 102,661
Contributions to employee benefit plans 6,312 3,156 6,312
Salary of the Chief Electoral Officer 143 76 143
Collection agency fees under section 17.1 of the Financial Administration Act - - -
Total statutory authorities 109,116 78,593 109,116
Total authorities 150,659 87,533 126,484

Statement of Authorities (unaudited) (continued)

Fiscal year 2020–2021 (in thousands of dollars)
Total available for use for the year ending March 31, 2021 1 Used during the quarter ended September 30, 2020 Year-to-date used at quarter-end
Vote 1 – Program expenditures 2 38,130 11,791 22,671
Statutory authorities
Electoral expenditures 3 40,302 25,187 40,302
Contributions to employee benefit plans 4,954 2,477 4,954
Salary of the Chief Electoral Officer 157 91 157
Collection agency fees under section 17.1 of the Financial Administration Act - - -
Total statutory authorities 45,413 27,755 45,413
Total authorities 83,543 39,546 68,084

More information is available in Table A.2.

Footnotes

1 Budgetary statutory authorities amounts in the "Total available for use for the year ending March 31, 20xx" columns reflect first and second quarters expenditures only, since statutory authorities are granted as expenditures are incurred.

2 Program expenditures is an annual appropriation that funds the salaries of the Office of the Chief Electoral Officer's indeterminate employees.

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, monitoring compliance with and enforcing the Canada Elections Act.

Table A.2
Office of the Chief Electoral Officer
Quarterly financial report
For the quarter ended September 30, 2020

Departmental budgetary expenditures by Standard Object (unaudited)

Fiscal year 2019–2020 (in thousands of dollars)
Planned expenditures for the year ending March 31, 2020 1 Expended during the quarter ended September 30, 2019 Year-to-date used at quarter-end
Expenditures:
Personnel 2 90,757 44,982 66,582
Transportation and communications 4,180 2,860 4,180
Information 6,290 3,729 6,290
Professional and special services 20,112 13,749 20,112
Rentals 25,063 19,805 25,063
Repair and maintenance 241 166 241
Utilities, materials and supplies 1,592 713 1,592
Acquisition of land, buildings and works - - -
Acquisition of machinery and equipment 1,426 1,193 1,426
Transfer payments 975 327 975
Public debt charges - - -
Other subsidies and payments 23 9 23
Total gross budgetary expenditures 150,659 87,533 126,484
Less revenues netted against expenditures:
Revenues - - -
Total revenues netted against expenditures: - - -
Total net budgetary expenditures 150,659 87,533 126,484


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

Fiscal year 2020–2021 (in thousands of dollars)
Planned expenditures for the year ending March 31, 2021 1 Expended during the quarter ended September 30, 2020 Year-to-date used at quarter-end
Expenditures:
Personnel 2 57,833 3 21,804 42,374
Transportation and communications (50) 4 911 (50)
Information 1,718 831 1,718
Professional and special services 11,569 7,521 11,569
Rentals 8,603 4,997 8,603
Repair and maintenance 212 135 212
Utilities, materials and supplies 634 468 634
Acquisition of land, buildings and works 144 144 144
Acquisition of machinery and equipment 2,678 2,574 2,678
Transfer payments 139 125 139
Public debt charges - - -
Other subsidies and payments 63 36 63
Total gross budgetary expenditures 83,543 39,546 68,084
Less revenues netted against expenditures:
Revenues - - -
Total revenues netted against expenditures: - - -
Total net budgetary expenditures 83,543 39,546 68,084

Footnotes

1 Statutory expenditures in the "Planned expenditures for the year ending March 31, 20xx" columns reflect first and second quarters expenditures only, since statutory authorities are granted as expenditures are incurred.

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

3 An additional $12 million will be added to Planned expenditures on Personnel once the entirety of Main Estimates becomes available for use.

4 Transportation and communications, in fiscal year 2020-2021, includes a $1.3 million credit.