The Procedures Applicable for Issuing Refunds for Applications Submitted Under the First Set of Ministerial Instructions (MI-1) to Applicants in the Global Case Management System (GCMS)

Step

Action

1

The processing office would need to change or set the Selection status to “Cancelled”

2

If the applicant is withdrawing the application, the processing office will:

Generate a new “Ministerial Instructions” activity and change the status from “Not Started” to “Cancelled” in the Eligibility – Eligibility Assessment view 

Select “Withdrawn” from the Final Assessment drop-down menu. The system will create a “Withdrawal Letter” in the Correspondence – Outgoing view.

3

If the applicant is not eligible for processing, the processing office will:

Generate a new “Ministerial Instructions” activity and change the status from “Not Started” to “Not Met” or “Not Met – Docs not Submitted” in the Eligibility – Eligibility Assessment view 

The system will create a “MI – Not Eligible Letter” in the Correspondence – Outgoing view. This letter also goes by the name of “SW C50-Negative final determination of eligibility for processing- Ministerial Instructions”.

4

Assign the Centralised Intake Office (CIO) as a Secondary Office (Office 6262).

5

Navigate to the Application Fees View within the application.

6

Thereafter, the processing officer would highlight the payment transaction entries that require refunding in the Fees applet.

The officer can select more than transaction for refund, if applicable.

Click the Refund button.

Officers might want to refer to further details on this step. For this, they would need to refer to the Global Case Management System (GCMS) User Guide (Ctrl + H) – To Record a Fee Refund. 

In some situations, the officer might need to refund payments made in local currency. For dealing with this situation, the officer would need to go through the section titled “The Procedures Applicable for Cases Where the Mission Needs to Issue the Refund”.

7

The system creates a refund record. It also populates the following fields: 

• Fee
• Amount Required (CAD) and,
• Amount Paid

In some cases, the Payment # field might have a value specified in the payment record. If this is the case, the Payment # field in the refund record will also hold the same value. 

The value in the Receipt # field does not carry forward into the refund record.

8

The officer would need to click on the icon, query for or type in the appropriate “User Id” and click OK in the “Refund Authorised By” field.

Thereafter, the officer would need to select “RPC” in the “Code” field. 

In some cases, the applicant could have made the payment in the local currency. In this situation, the mission would typically initiate the refund. Therefore, in this case, officers would need to select “RPA”.

9

The officer would need to place certain notes in the system.  The following are examples of suggested notes that officers could use or refer to.

1. Ineligible:
   File reviewed: does not meet MI – not eligible for processing.
   MI Eligibility entered and cost recovery code changed to RPC.
   Processing has not begun. Applicant is eligible for refund of processing fees.
   Refund request sent to CIO-Sydney.
2. Withdrawal:
   Withdrawal request from applicant received. Application withdrawn this date.
   Processing has not begun. Applicant is eligible for refund of processing fees.
   Refund request sent to CIO-Sydney.
3. 120 days have elapsed. No submission from applicant:
   Reviewed: Applicant was provided with 120 days to submit complete application kit and supporting docs. The 120 days have elapsed and applicant has not submitted complete kit. Based on review of info available, not satisfied application is eligible for processing. Processing has not begun. Applicant is eligible for refund of processing fees.
   Refund request sent to CIO-Sydney.

Officers would need to note that the specimen notes illustrated above are only suggestions. Therefore, officers would need to reflect accurately the action taken on the file with their notes. They would need to do this for cases they take actions on. Ideally, the notes must indicate why the case warrants a refund.

10

The officer would need to go to the Outgoing view tab in the Correspondence section.

The system will typically create a “MI – Not Eligible” or “Withdrawal” letter (please refer to steps 2 or 3 given above). The officer would need to generate and print the letter for the client. 

On printing the letter, the system will update the Correspondence status to display “Sent”. Thereafter, the system will automatically change:

• The Application Status to “Closed” and,
• The Application Status Reason to “Not Eligible” or “Withdrawn”

11

The officers would need to notify the Centralised Intake Office at Sydney (CIO-Sydney). 

They would need to send them an e-mail at CPC-Sydney-CIO@cic.gc.ca.

They would need to request the Centralised Intake Office at Sydney (CIO-Sydney) to initiate a refund when the applicant made the payment in Canadian funds.

Step

Action

1

The Centralised Intake Office at Sydney (CIO-Sydney) would follow normal office refund procedures

2

It would annotate the actions taken in the notes in the Global Case Management System (GCMS).