Approved funding

Approved Project funding will only be provided:

  • to the Applicant
  • on a reimbursement basis for approved eligible costs, provided that the terms and conditions of the Contribution Agreement are satisfied
  • subject to a 10% holdback until the final report is received and accepted by the Province
  • all other ROD Program requirements having been met

Eligible costs

Eligible costs must be:

  • reasonable and necessary to complete the Project
  • Incurred within the period identified in the Contribution Agreement, between the Effective date (no earlier than October 1, 2025) and Project completion date
  • Incurred in Ontario
  • Incurred by following a process that is transparent, fair and promotes the best value for money (for example, prices must be competitive and not more than the fair market value)
  • paid to an Arm's-Length third-party
  • costs that reflect the actual costs to the recipient, less any costs, including taxes, for which the recipient has received, will receive or is eligible to receive, a rebate, credit or refund, whether or not the recipient applied for that rebate, credit or refund

Applicants may contact the Province at RODprogram@ontario.ca with questions regarding the eligibility of any potential costs not explicitly addressed in this section.

Ministry determination of eligibility is final.

Eligible cost items

Professional fees

  • Project-related professional fees, including legal, architectural, engineering, project management, marketing and promotions, consulting, or accounting fees

Technology

  • new software or service fees

Marketing and promotion-related costs

  • branding/design
  • media, promotions or advertising
  • distribution costs including data, printing, or postage
  • one-time tradeshow entrance and exhibiting fees

Minor capital costs

  • contractor’s fees, cost of materials, supplies or equipment and labour for businesses to increase accessibility infrastructure and/or mechanisms

Training and/or professional development

  • registration fees for training related to cyber-security, succession planning or market development

Travel

Ineligible costs

Ineligible costs are:

  • unreasonable or unnecessary to complete the Project
  • Incurred outside the period identified in the Contribution Agreement
  • Incurred outside of Ontario
  • Incurred by following a process that is not transparent or fair or does not promote the best value for money (for example, prices are not competitive or are more than the fair market value)
  • paid to a non-Arm's-Length third-party or
  • in-kind contributions

Normal business practices costs

  • on-going operational costs of an organization
  • insurance and taxes
  • meetings not directly related to the Project
  • travel not directly related to the Project
  • office space and utilities
  • regular or deferred maintenance
  • costs related to the compensation of the business owner(s), including salary wages, dividends, bonuses or any other form of direct or indirect remuneration. This includes compensation paid to existing employees, even if their work is directly and exclusively attributable to the funded Project.
  • office supplies, stationary, business cards
  • phones, internet and networks
  • uniforms
  • Harmonized Sales Tax (HST)
  • financing and financing charges, debt restructuring, loan interest payments and bank fees
  • preparing an application, claim submission or reporting requirements for any program, including the ROD Program

Events, hospitality and giveaway costs

  • costs associated with organizing, hosting, or participating in events, including venue rental, event planning etc.
  • catering, food and refreshments
  • alcohol
  • gifts, awards or incentives
  • fundraising
  • sponsorship of conferences and events
  • giveaway items (for example, branded pens, buttons, notepads, etc.)

Technology

  • software subscription renewal
  • website hosting
  • domain name renewal
  • computers, security camera

Capital costs including, without limitation, costs of

  • purchase or lease of land, buildings, facilities and structures
  • site preparation not related to accessibility improvements
  • building teardowns or rebuilds
  • purchase and installation of modular facilities
  • utilities, power lines, chargers, generation systems, broadband infrastructure, and water or wastewater lines outside of a building
  • machinery or equipment not related to accessibility
  • vehicles, transportation equipment, material handling equipment (powered and unpowered)

Other costs

  • activities that influence or lobby any level of government
  • permits and approvals contingencies
  • deposits (prepayments) for expenses that have yet to be fully Incurred
  • refunds or rebates, including any you are eligible to receive

Project work plan and budget

Workplan

The Applicant must provide a detailed explanation of how the Project will be successfully completed by filling out the Project work plan and budget templates on the application form.

The Project workplan should list each activity required to complete the Project and the anticipated start and end date of each activity. Applicants are encouraged to attach relevant supplementary documentation to support the application.

Budget

The Project budget must:

  • list the specific eligible cost items associated with each activity in the Project work plan. Some activities may have more than one eligible cost (for example, a trade show may have the following costs: booth rental, printing, marketing or promotions)
  • list eligible and ineligible costs
  • indicate when the costs will be Incurred each year

Eligible costs must be broken down by fiscal year (between April 1 and March 31) and align with the timelines outlined in the Project work plan.

The Applicant is encouraged to provide as much detail as possible about cost items and may attach more detailed budget documents with the application.

Quotes and estimates

Quotes or estimates should include a category breakdown (specify all items per cost item) and are mandatory for all Project costs over $2,500.

Quotes can be provided either on supplier letterhead or as a screenshot from the supplier's website (screenshot must include website URL, itemized list and totals).