Veterinary Assistance Program guidelines

Overview

Purpose

These program guidelines provide information on the Ministry of Northern Economic Development and Growth (the “ministry”)’s Veterinary Assistance Program (VAP) and should be fully reviewed before applying to VAP.

Applications must be submitted through Transfer Payment Ontario (TPON).

Program objective

VAP provides financial support to eligible food, fur-producing and equine animal veterinary practices in underserviced areas of northern and rural Ontario to help maintain a viable agri-food industry. Funding under VAP supports:

• travel to food, fur-producing and equine animal producers and owners
• continuing education
• locum assistance (substitute veterinary services)
• telemedicine

Contact information

If you have any accommodation requests, require alternative formats or have any program-specific inquiries related to VAP, please contact: VAProgram@ontario.ca.

For questions related to the TPON system, please contact TPON Client Care at 1-855-216-3090 or 416-325-3408, Monday to Friday from 8:30 a.m. to 5 p.m. EST, or by e-mail at TPONCC@ontario.ca.

Program definitions

For the purposes of these program guidelines, the following terms have the meanings indicated:

“call” means a single visit by a veterinary practice to provide veterinary services.

“CVO” means College of Veterinarians of Ontario.

“facility” means a building, land or vehicle or any combination of them used or intended to be used as a place in or from which to engage in the practice of veterinary medicine.

“program period” means a one-year period during which the Veterinary Assistance Program runs, from April 1 to the following March 31.

“program” means the Veterinary Assistance Program (VAP).

“Registered Veterinary Technician (RVT)” means a credentialed animal health professional who is registered with the Ontario Association of Veterinary Technicians (OAVT).

“veterinarian” means an individual who holds a licence issued by the College of Veterinarians of Ontario under the Veterinarians Act.

“veterinary technician” means a trained professional who provides medical support to veterinarians. Training can be academic or on the ground training provided by or under the delegation of a veterinarian.

Eligibility requirements

Eligible veterinary practices

Veterinary practices must meet all of the following criteria to be eligible under VAP:

• have its practice name registered with the CVO
• have its facility accredited by the CVO
• its director holds a licence issued by the CVO under the Veterinarians Act
• maintain an accredited food-producing animal mobile throughout the applicable program period
• all practice veterinarians hold a licence issued by the CVO under the Veterinarians Act
• all practice technicians are either RVTs or veterinary technicians working under the delegation of the practice’s licensed veterinarian
• provide on-site services and on-site emergency care to multiple species of food, fur-producing and equine animals for producers and owners in a VAP eligible area

The ministry may consider a veterinary practice that provides care to only one type of food, fur-producing and equine animal (e.g., fish) as eligible if the specialized form of veterinary care is not otherwise available in the identified VAP eligible area and the veterinary practice otherwise meets all of the eligibility criteria.

The ministry may consider a veterinarian who operates as an independent contractor as eligible if they meet all of the following criteria:

• hold a licence issued by the CVO under the Veterinarians Act
• maintain an accredited food-producing animal mobile throughout the applicable program period
• provide on-site services and on-site emergency care to multiple species of food, fur-producing and equine animals for producers and owners in a VAP eligible area

Food, fur-producing and equine animals

Food, fur-producing and equine animals refers to the following animals kept in captivity:

• horses
• cattle
• sheep
• goats
• swine
• rabbits
• poultry
• bison
• deer
• honeybees
• fish
• other animals kept in captivity for producing fur, velvet or meat

Producers and owners

Producers and owners refer to persons who must:

• be owner(s) / caretaker(s) of food, fur-producing or equine animals
• and have a Veterinarian Patient Client Relationship with an eligible veterinary practice

VAP eligible areas

You are eligible for VAP if you:

• operate an eligible veterinary practice within one of the following applicable areas (see Appendix for details):
  • Northern Ontario (all areas north of, and including, the districts of Parry Sound and Nipissing)
  • County of Renfrew
  • County of Haliburton
  • Township of Addington Highlands
  • Township of Carlow/Mayo
  • Township of Limerick
  • Township of Wollaston
  • Township of Georgian Bluffs
  • Town of South Bruce Peninsula
  • District Municipality of Muskoka
• or can demonstrate that the rural area where you provide veterinary services is underserviced

The ministry may modify the list of regions above at any time.

Underserviced areas

The ministry may consider a service area other than the regions listed above as a VAP eligible area where an applicant can demonstrate that the area is underserviced in respect of the veterinary services covered in these program guidelines.

To demonstrate that an area is underserviced, an applicant may submit the following types of supporting documentation:

• an attestation indicating the need for veterinary care in the service area
• a letter of support from livestock or veterinarian associations indicating there's a veterinarian shortage in the service area
  • note: letters of support will not be accepted from the Designated Area Veterinarians Association (DAVA)
• quantitative data, with the source identified, that indicates the area is underserviced (e.g., a high number of livestock relative to the number of practicing veterinarians in the area)
• other information that can demonstrate veterinarian need

Eligible expenses

Travel costs

Eligible travel expenses are travel costs incurred by veterinary practices for veterinarians, RVTs and veterinary technicians to provide veterinary services to producers and owners.

Producers and owners must be located within the VAP eligible area identified in the application.

Travel costs for isolated veterinary practices

Isolated veterinary practices are veterinary practices that have a place of business located north of the 48th parallel. Travel costs for isolated veterinary practices will be reimbursed on a per call basis and will be calculated using the following table:

Travel costs for non-isolated veterinary practices

Non-isolated veterinary practices are veterinary practices with a place of business located south of the 48th parallel.

Travel costs for non-isolated veterinary practices will be compensated at a rate of $1.50 per kilometre (km). The per km travel compensation rate is payable in full. No kilometres will be deducted.

Continuing education, locum assistance and telemedicine

Up to 10 per cent of an eligible veterinary practice’s overall VAP budget (for kilometrage or calls) may be allocated towards continuing education, locum assistance and telemedicine per call service rate. If funding allocated towards these costs is not used for continuing education, locum assistance and telemedicine per call service rate, such funding may be used towards travel costs.

Applicants that have been approved for funding of $20,000 or less may submit a request to the ministry to seek approval to attribute more than 10 per cent of its overall budget towards continuing education, locum assistance and telemedicine per call service rate.

Continuing education

Eligible continuing education expenses include, but are not limited to, costs for:

• academic journal subscriptions
• transportation (e.g., air travel, rail travel and road travel)
  • road travel via a vehicle for continuing education expenses is eligible at a rate of $0.41 per km
• accommodation
• meals and non-alcoholic beverages
  • reimbursement and payment of meal expenses are subject to the allowance rates set out in the Ontario Travel, Meal and Hospitality Expenses Directive
• conference / continuing education course registration

Locum assistance

Eligible locum assistance expenses include costs to arrange for substitute veterinary services to fulfil the eligible veterinary practice’s servicing obligations. Substitute veterinary services can be provided by a veterinarian that holds a licence issued by the CVO under the Veterinarians Act.

Costs incurred by a veterinarian who is providing locum assistance for a VAP veterinary practice are only eligible under this incentive and will not be reimbursed otherwise.

Telemedicine

Eligible telemedicine service rate includes a $25 per-call reimbursement.

Ineligible expenses

Ineligible expenses include, but are not limited to:

• calls or kilometrage, as applicable, over and above what is approved for funding by the ministry
• costs in excess of 10 per cent of overall budget for continuing education, locum assistance and telemedicine per call service rate expenses (unless otherwise approved by the ministry)
• travel costs related to attending continuing education courses or conferences (e.g., fuel, entertainment, etc.)
• any costs incurred before April 1 or after the following March 31 in respect of the program period for which the application is submitted

Funding

The total amount of funding available to successful applicants will be based on the application details and the available funding under the program. Funding under VAP is provided on a reimbursement basis in the form of a conditional contribution, up to 100 per cent of eligible expenses.

Through the application process, applicants will be asked to estimate their service demand based on two years of historical annual kilometres traveled (for non-isolated veterinary practices) or two years of call volumes (for isolated veterinary practices) in the identified VAP eligible area.

If the veterinary practice is new to the service area, the ministry may consider other estimates of demand.

The ministry may also consider, without limitation:

• the number of producers and owners in the applicable VAP eligible area
• historical demand for service in the region

Application process

Application and acceptance timelines

The ministry will accept applications to VAP on an annual basis, in January of each year for the following program period.

Transfer Payment Ontario (TPON)

Eligible applicants must submit applications online through TPON, which will be used to administer the program. Applicants must be registered and have access to TPON to submit their applications and to receive funding under VAP.

Please refer to the following webpage for a step-by-step guide to submit an application through TPON: Ontario.ca/GetFunding.

Assistance

For help in applying through TPON, please refer to the “Get help” section of Ontario.ca/GetFunding.

If you have any questions or issues during this process, contact TPON Client Care at 1-855-216-3090 or 416-325-3408, Monday to Friday from 8:30 a.m. to 5 p.m. EST, or by e-mail at TPONCC@ontario.ca.

For program-specific inquiries related to VAP and the program guidelines, please contact: VAProgram@ontario.ca.

Successful applicants

Successful applicants will be required to:

• enter into a funding agreement with the ministry, outlining the terms and conditions for receiving funding, to the ministry’s satisfaction.
  • note: no funding disbursements will be made until funding agreements are executed and all conditions to funding have been satisfied
• carry the necessary insurance to provide veterinary care in Ontario and as otherwise outlined in the funding agreement and provide proof of insurance
• report back to the ministry by the due dates provided in the funding agreement using the ministry’s reporting mechanism
  • note: this includes, but is not limited to, providing claim information and supporting material

Reporting requirements and funding disbursements

As will be fully detailed in the funding agreement between the ministry and successful applicants, successful applicants will be required to submit six claim reports based on the province’s fiscal year (April 1 to March 31).

Funding under VAP is provided on a reimbursement basis. Claims for reimbursement of eligible expenses will be made for the following claim periods during the program period:

• April 1 to May 31
• June 1 to July 31
• August 1 to September 30
• October 1 to November 30
• December 1 to January 31
• February 1 to March 31

Claims for reimbursement of eligible expenses (other than for the February 1 to March 31 claim period), together with all supporting documentation, must be received by the ministry to its satisfaction no later than 30 days after the end of each claim period. Claims for the February 1 to March 31 claim period, together with all supporting documentation, must be received by the ministry to its satisfaction no later than the following April 3. Claims submitted after these deadlines or incomplete claims may not be paid.

All claims must include receipts for all expenditures.

Claims are to be submitted via TPON. Clients can access TPON at: TPON.

Funding will only be disbursed once the ministry has reviewed and approved the applicable claim reports and all supporting documentation. Such supporting documentation may include the following materials, without limitation:

• medical record(s)
• evidence of kilometrage traveled / incurred to be claimed for non-isolated veterinary practices
• producer / owner addresses
• attestation of food, fur-producing and / or equine animal type serviced
• locum, continuing education and telemedicine per-call costs

Reporting requirements and funding disbursement schedules will be outlined in the funding agreement.

Additional information

The ministry is bound by the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F. 31, as amended from time to time. Any information provided to the ministry in connection with the Veterinary Assistance Program, including application materials, may be subject to disclosure in accordance with that Act.

Disclaimer

The Veterinary Assistance Program is a discretionary, non-entitlement program with a limited annual budget.

The ministry does not guarantee funding to applicants, including applicants that meet all eligibility requirements, nor does the ministry guarantee that the total amount requested by successful applicants will be granted.

The ministry reserves the right, in its sole and absolute discretion, to fund or not fund any VAP applicant. The ministry also reserves the right to impose whatever conditions it deems advisable in the acceptance of an application and in the funding agreement. In the event of any conflict between the program guidelines and an executed funding agreement, the executed funding agreement prevails.

Applicants should not take any action, or incur any costs related to the program, predicated on receiving funding from the ministry until an application is approved and all parties have entered into a funding agreement acceptable to the ministry. The ministry is not responsible for paying any costs incurred by an applicant should the application not be approved, or if the applicant fails to enter into a funding agreement acceptable to the ministry.

Until the execution of a funding agreement between a successful applicant and the ministry, no contractual obligation exists between the province and an applicant in respect of the Veterinary Assistance Program.

Appendix: VAP eligible areas

Northern Ontario

Algoma

Town of Bruce Mines, Municipality of Huron Shores

Township of Awenge Township of Bridgland, Township of Galbraith, Township of Johnson, Township of Korah, Township of Laird, Township of Macdonald, Meredith and Aberdeen Additional, Township of Parke, Township of Parkinson, Township of Plummer Additional, Township of Prince, Township of Rose, Township of St Joseph, Township of Tarentorus, Township of Tarbutt and Tarbutt Additional, Township of Wells

Cochrane

Town of Cochrane

Township of Blount, Township of Brower, Township of Calder, Township of Clute, Township of Colquhoun, Township of Dempsay, Township of Fournier, Township of Fox, Township of Heighington, Township of Kennedy, Township of Laughton, Township of Leitch, Township of Lennox, Township of Ottaway, Township of Stimson

Cochrane South

Township of Black River-Matheson, Town of Iroquois Falls

Kirkland Lake, Matachewan

Township of Bernhardt, Township of Guibord, Township of McCool, Township of Michaud, Township of Munro, Township of Teck, Township of Teefylo

Dryden

City of Dryden, Township of Ear Falls, Township of Ignace, Township of Machin, Township of Pickle Lake, Municipality of Red Lake, Municipality of Sioux Lookout

Township of Aubrey, Township of Britton, Township of Eton, Township of Melgund, Township of Mutrie, Township of Rowell, Township of Rugby, Township of Southworth, Township of Van horne, Township of Wabigoon, Township of Wainwright, Township of Zealand

East Nipissing / North Parry Sound

Municipality of Callander, Town of Mattawa, City of North Bay

Municipality of Powassan

Township of Bonfield, Township of Boulter, Township of Calvin

Township of Chisholm, Township of Commanda, Township of East Ferris, Township of East mills, Township of Hardy, Township of Lauder, Township of Laurier, Township of Mattawan, Township of McConkey, Township of Nipissing, Township of Olrig, Township of Papineau-Cameron, Township of Patterson, Township of Phelps, Township of Pringle

East Parry Sound

Municipality of Magnetawan

Township of Armour, Township of Joly, Town of Kearney, Township of Machar, Township of Perry, Township of Ryerson, Township of Strong, Township of Lount, Township of Mcmurrich

Hearst

Town of Hearst

Township of Mattice-Val Côté, Township of Casgrain, Township of Hanlan, Township of Lowther, Township of Stoddart, Township of Kendall, Township of Studholme, Township of Way

Kapuskasing and Area

Town of Kapuskasing, Town of Smooth Rock Falls

Township of Fauquier-Strickland, Township of Haggart, Township of Moonbeam, Township of Nansen, Township of O Brien, Township of Opasatika, Township of Owens, Township of Val Rita-Harty

Kenora and Area

City of Kenora

Township of Forgie, Township of Gidley, Township of Malachi

Township of Pelican, Township of Pettypiece, Township of Umbach, Township of Rice, Township of Gundy, Township of Ewart, Township of Boys, Township of Broderick, Township of Pellatt

Manitoulin

Municipality of Gordon / Barrie Island, Town of Gore Bay, Town of Northeastern Manitoulin and the Islands

Township of Assiginack, Township of Billings, Township of Burpee and Mills, Township of Central Manitoulin, Township of Cockburn Island, Township of Dawson, Township of Robinson, Township of Tehkummah

Rainy River

Town of Rainy River, Town of Fort Frances

Township of Alberton, Township of Chapple, Township of Dawson, Township of Emo, Township of La Vallee, Township of Lake of the Woods, Township of Morley, Township of Nelles, Township of Pratt, Township of Rowe, Township of Sutherland

Temiskaming

City of Temiskaming Shores, Village of Thornloe

Township of Armstrong, Township of Beauchamp, Township of Brethour, Township of Casey, Township of Chamberlain, Municipality of Charlton and Dack, Town of Cobalt, Township of Coleman, Town of Englehart, Township of Evanturel, Township of Firstbrook, Township of Harley, Township of Harris, Township of Henwood, Township of Hilliard, Township of Hudson, Township of Kerns, Township of Lorrain, Township of Lundy

Thunder Bay

Municipality of Oliver Paipoonge, Municipality of Shuniah, City of Thunder Bay

Township of Dawson Road Lots, Township of Conmee, Township of Dorion, Township of Forbes, Township of Gillies, Township of Goldie, Township of Gorham, Township of Lybster, Township of Marks, Township of O'Connor, Township of Pearson, Township of Sibley, Township of Strange, Township of Ware

Timmins

City of Timmins

West Nipissing/ East Sudbury

Municipality of French River, Municipality of Markstay-Warren

Municipality of St.-Charles, Municipality of West Nipissing

Dokis

Township of Dill

West Parry Sound

Municipality of Magnetawan, Municipality of McDougall, Municipality of Whitestone

Township of Carling, Township of McKellar, Township of McMurrich-Monteith, Township of Seguin, Township of the Archipelago, Township of Henvey

West Sudbury

Town of Espanola, Town of Spanish

Township of Baldwin, Township of Creighton-Davies, Township of Denison, Township of Dieppe, Township of Drury, Township of Fairbank, Township of Graham, Township of Lorne, Township of Louise, Township of Mongowin, Township of Nairn and Hyman, Township of Sables-Spanish Rivers, Township of Waters

Regions outside of Northern Ontario

Bruce Peninsula

Northern Bruce Peninsula, The South Bruce Peninsula

Township of Keppel, Township of Georgian Bluffs

Haliburton

Algonquin Highlands, Dysart et al, Haliburton, Highlands East, Minden Hills

Muskoka

Bracebridge, Gravenhurst, Huntsville, Lake of Bays, Muskoka, Muskoka Lakes, District of Muskoka

North Hastings

Bancroft, Carlow/Mayo, Faraday, Hastings Highlands, Limerick, Tudor and Cashel, Wollaston

Township of Grimsthorpe, Township of Lake

Renfrew

Admaston/Bromley, Bonnechere Valley, Brudenell, Lyndoch and Raglan, Deep River, Greater Madawaska, Head, Clara and Maria

Horton, Killaloe, Hagarty and Richards, Laurentian Hills, Laurentian Valley, Madawaska Valley, Mcnab-Braeside, North Algona-Wilberforce, Pembroke, Petawawa, Renfrew, Whitewater Region