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ASSESSMENT UNIT - CHARITABLE REBATE PROGRAM - POLICY

 

Approved By

Program Manager Assessment

Approval Date

 

Section

Assessment Unit

Effective Date

 

Subsection

 

Version No.

Revision Date

1.2

2012-feb-09

 

Policy Statement

The City of Ottawa’s Charitable Rebate policy is to ensure the effective and efficient program delivery of processing the yearly Charitable Rebate Program. This includes all facets of the property tax rebate program administration as well as conducting an annual program review that is made available to City Council. 

 

Purpose

The City of Ottawa is committed to ensuring the prompt, professional and legal treatment of all organizations that apply for property tax rebates under the Charitable Rebate Program.

 

Application

This policy applies to interactions between Revenue Branch staff and organizations that apply for rebates under the Charitable Rebate Program. 

 

Policy Requirements

The City of Ottawa is required by Section 361 of the Municipal Act, 2001 to rebate at least 40% of the property taxes paid by eligible charities. An organization is eligible if:

·         It is a registered charity as defined in Subsection 248 (1) of the Income Tax Act (Canada) with a registration number issued by the Canada Revenue Agency

·         It occupies property in a commercial or industrial class; and 

·         It applies for the rebate by submitting an application form between January 1 of the year for which the rebate is sought and the last day of February of the following year 

 

Payment terms

The City shall:

·         Calculate the  taxes or amounts paid on account of taxes on eligible property an eligible charity occupies based on the current value assessment, if available, of the space occupied by the charity as determined by the Municipal Property Assessment Corporation or based on the charity’s portion of the total square footage of the property

·         Issue at least 50 per cent of the rebate to an eligible charity within 60 days of receiving the application and property data confirmation

·         Pay the balance within 120 days of receiving the fully completed application, with adjustments (if any) being made after the issuance of final tax bills for the year

·         Provide calculation details to the charity

·         If the City fails to rebate within the required time, pay interest at the rate set under subsection 257.11 (4) of the Education Act on the amount of any rebate to which the eligible charity is entitled

Late Applications

Under s. 361(3)(7) of the Municipal Act, 2001, the City may accept applications for a charitable rebate that arrive after the end of February deadline if “in the opinion of the municipality, extenuating circumstances justify the applicant being unable to make the application by the deadline.”

Extenuating circumstances are unpredictable circumstances that are beyond the control of the applicant.  They include situations such as natural or manmade disasters that cause offices to close for an extended period of time.  They do not include circumstances involving an organization’s personnel issues or vacation timing.

If an eligible charity submits an application after the deadline, the Program Manager Assessment shall determine if extenuating circumstances (as defined above)  justify accepting the application taking into account whether:

·         The application was submitted as soon as possible given the circumstances;

·         The circumstances prevented a timely application; and

·         The circumstances were unforeseeable and beyond the control of the applicant.

Assessment Changes

If the assessment of an eligible property for a year changes as a result of a request under section 39.1 of the Assessment Act, an appeal under section 40 of the act or an application under section 46 of the act:

1.      The rebate shall be redetermined based on the new assessment.

2.      If the redetermined rebate is higher than the original rebate paid to the charity, the increased amount shall be paid to the eligible charity if the eligible charity provides documentation verifying that it paid an increased amount of taxes.

3.      If the redetermined rebate is lower than the original rebate:

a.       If the City has evidence that the eligible charity was or will be reimbursed for excess tax payments, the City shall take action to collect the excess rebate paid after providing the charity with 120 days notice of the debt.

b.      If the City has no evidence that the eligible charity was or will be reimbursed for tax payments, the City shall not take action to collect the excess rebate paid to avoid placing undue hardship on the eligible charity

4.      If the assessment change results in the charity no longer being eligible for a rebate, any rebate paid becomes a debt due to the City and the City shall take action to collect the debt after providing the charity with 120 days notice of the debt.

Responsibilities

The Finance Specialist I is responsible for duties such as processing applications, ensuring eligibility and responding to enquiries.

The Finance Specialist II is responsible for analyzing and oversight, preparing reports and being aware of compliance with all legislation.

The Coordinator, Finance – Assessment (Assessment Control) is responsible for reviewing and recommending the charitable rebate and corresponding refunds to eligible organizations.

The Program Manager Assessment is responsible for approving the charitable rebate and corresponding refunds to eligible organizations.

Monitoring/Contraventions  

Conflict of Interest: If an employee encounters an application or inquiry from an organization where that employee could be perceived to have a conflict of interest, the employee must promptly and fully disclose the possible conflict in writing to their immediate Supervisor and seek direction on the matter.

Compliance:  The Revenue Branch will monitor the application of this policy.  Failure to comply with this policy may result in disciplinary action against an employee up to and including dismissal.

 

References

This policy is linked with the following policies and procedures:

  • Revenue Branch – Assessment – Vacancy Rebate Policy & Procedures
  • Revenue Branch – Assessment – Tax Adjustment Policy & Procedures
  • Revenue Branch – Assessment – Processing the Registered Charitable Tax Rebate Procedure

 

Legislative and Administrative Authorities

Federal

Provincial

  • Municipal Freedom of Information and Protection of Privacy Act, RSO 1990, c M.56

Municipal

  • City of Ottawa By-Laws relating to Property Taxation
  • City of Ottawa Revenue Policies & Procedures

 

Definitions

 

For a list of all definitions, refer to the Glossary.

 

Keyword Search

 

Property Tax Relief

Registered Charitable Organization

Registered Charity

CRA

Rebate

Tax rebate

Commercial tax class

Industrial tax class

 

Enquiries

For more information on this procedure, contact the Program Manager, Assessment at 613-580-2424, extension 13716.

 

Appendices

 

 

 

 

Revision History

 

Version

Date

Description

1.0

AUGUST 6, 2009

Approved initial version

1.2

February 9, 2012

Revised draft