Overview

The Site Rehabilitation Program (SRP) provides grants to oil field service contractors to perform well, pipeline, and oil and gas site closure and reclamation work.

Contractors who have been approved for an SRP grant must submit invoicing to receive their interim and final grant payments.

Government is working on software updates that will automate invoicing on the SRP application site in the near future – in the meantime, follow these steps to submit your invoicing via email for Period 1 interim payment requests.

Submitting an interim invoice

Step 1. Make sure you have the following documentation

You will need the following to submit your invoice report:

  • a copy of the invoice from your oil field service company to the licensee for the work completed to date
    • the invoice must be verified and signed by the licensee
    • the invoice must not include GST
    • the invoice must not include ineligible costs such as:
      • administration fees
      • costs of work to prepare for contract bids, grant applications or project contracts
      • similar costs not directly incurred in relation to eligible closure activities
      • non-work related expenses
  • your grant agreement – most of the information you will need to enter into the Invoice and Reporting Form is found in the grant agreement’s Schedule A.

Step 2. Fill out the Interim Invoice and Reporting Form

Fill out the Interim Invoice and Reporting Form (PDF, 105 KB).

There are 8 sections (A to G) to fill out in the form:

A. SRP application reference number

Provide the grant application reference number for the work you are submitting invoicing for. You can find this in Schedule A of your grant agreement (page 10, item 1).

B. Project Description

Provide the project description outlined in Schedule A of your grant agreement (page 10, item 2).

C. Grant Summary

Provide the first, interim, and final grant payment amounts, as well as the total approved grant amount, found in Schedule A of your grant agreement (page 10, item 3, table 1:Grant Payment Instalments).

Here is a sample:

Table 1: Grant Payment Instalments from Schedule A

Milestones/Invoice Payment
First Grant Payment (received upon the applicant returning a signed agreement) $1,500
Interim Invoice Grant Payment (received upon the applicant submitting a complete Interim Invoice Report with sufficient evidence that up to 60 per cent of project costs have been incurred) $2,500
Final Grant Payment (received upon the applicant submitting a complete Final Installment Invoice Report) $1,000
Total Approved Grant $5,000

 

You will need to provide all of these payment amounts from your Schedule A in the Interim Invoice and Reporting Form.

D. Application Period

At this time, we are only accepting interim invoicing for Grant Application Period 1. Please confirm that you are applying for interim invoicing for Period 1 by clicking the Period 1 box in the form.

E. Payment Requested

Provide the interim invoice grant payment you are requesting.

You may claim up to the maximum amount of the interim instalment payment identified in the Grant Payment Instalments table (Schedule A, page 10, item 3), with sufficient evidence (e.g. a licensee verified and signed invoice) that up to 60 per cent of project costs have been incurred.

For example, in the sample table below, an applicant could claim up to $2,500 for interim payment, but could not claim more.

Milestones/Invoice Payment
First Grant Payment (received upon the applicant returning a signed agreement) $1,500
Interim Invoice Grant Payment (received upon the applicant submitting a complete Interim Invoice Report with sufficient evidence that up to 60 per cent of project costs have been incurred) $2,500
Final Grant Payment (received upon the applicant submitting a complete Final Installment Invoice Report) $1,000
Total Approved Grant $5,000

F. Project Data

Fill out all fields in the project data table. Some are mandatory, some may not be applicable to your project.

The following are mandatory fields and must be filled in:

  • Number of hours of work generated for the interim reporting period
  • Number of employees or sub-contractors that reside in the municipality or county where the work is located – fill this in, even if the number is 0.

The remaining fields should be filled in if they are applicable to your project – even if the number is 0 for now. If they are not applicable to your project, enter “Not Applicable” or “N/A” into the field.

  • Number of Well Abandonments Completed– well abandonment/decommissioning completed including cut and cap and regulatory submissions
  • Number of Pipeline Abandonments Completed– pipeline segment abandonment/decommissioning completed, including regulatory submissions
  • Number of Phase 1 Environmental Site Assessments (ESAs) completed – sites that have been assessed for potential contamination
  • Number of Phase 2 ESAs completed – sites that have been sampled for soil or groundwater contamination
  • Number of Sites with Remediation Completed– sites that were contaminated and have been remediated
  • Number of Sites with Reclamation Completed– sites that have completed the reclamation process but are not reclamation certified
  • Other – this field allows you to enter work that isn’t listed in the fields above.

G. Attachments

Provide your oil field service company’s invoice to the licensee – verified and signed by the licensee – as 1 PDF file. You can only submit 1 PDF file.

H. Declaration

Have your company’s signing authority/authorized representative read and sign the Declaration stating that:

  • the invoice is true and accurate
  • the work has been completed to all applicable regulatory and legal requirements
  • the invoice has been verified and signed by the licensee.

Step 3. Email your completed Invoice and Reporting Form and invoice PDF to the SRP.

Create an email with the subject heading: Interim Payment Request for RXXXXXXX (this is the application reference number for the grant you are submitting interim invoicing for).

Then, email the following attachments to energy.srp@gov.ab.ca:

  • your completed Invoice and Reporting form
  • your company’s invoice to the site licensee – verified and signed by the site licensee

Submitting a final invoice

You will be able to submit final grant payment invoicing using your ETS Site Rehabilitation Program user account in the coming weeks.

To receive this final payment, you will have to provide:

  • Final Invoice and Reporting Form
  • contractor declaration signed by the Company’s Signing Authority / Authorized Representative, certifying final work completion, as described in the SRP grant agreement
  • copy of the invoice from the contractor to the licensee, verified and signed by the licensee
  • submission ID numbers from Alberta Energy Regulator’s OneStop confirming receipt of work activity completion reports.

More information about final invoice reporting will be posted in the coming weeks.

After invoice report submission

We will review and verify your invoice report. Once this is done and the invoice report is approved for payment, you will receive your interim grant instalment, either by Electronic Funds Transfer (EFT) or cheque – whichever payment method you identified as preferable. We anticipate that you will receive your interim grant instalment within 30 days after submitting your invoice report.

In the event that your invoice report isn’t approved due to an error or missing information, you will be informed by email of the reason and will be asked to resubmit your corrected invoice report.

Grant payments will be made by electronic funds transfer (EFT) or by cheque issued by Alberta Energy, whichever is preferred. To get EFT payment, you must complete an Application for EFT Direct Deposit form when you sign and return your first grant agreement. Only one EFT Direct Deposit Form is required for one company is receiving multiple grants. If you change your banking information after the first grant payment, fill out the Application for EFT Direct Deposit Form (PDF, 589 KB) and submit to energy.srp@gov.ab.ca for processing.

Contact

Connect with the Site Rehabilitation Program, Program Design Implementation and Monitoring Section:

Phone: 780-641-9083
Toll free: 1-833-680-9083
Email: energy.srp@gov.ab.ca

Address:
Alberta Energy
9945 108 Street NW
Edmonton, Alberta  T5K 2G6