End of Work Term Report (EOWTR) — YCW-BCH (graduate internships)
The purpose of the Employer’s EOWTR is to help us determine your final payment amount.
Completing the End of Work Term Report (EOWTR)
Finding the End of Work Term Report
Section 1. Job Details and Costs
Section 3. Employer declaration at the end of the internship
YCW employers are required to complete an End of Work Term Report (EOWTR) at the end of each Building Careers in Heritage internship. It must be completed within 30 days of the end of the work term. Note that the intern’s EOWTR is different and must be submitted separately on the intern’s YCW account.
The purpose of the Employer’s EOWTR is to help us determine your final payment amount.
Note: At the bottom of every section you’ll see three buttons:
| Save Progress | Ensures all your data is saved. Use this button frequently. |
| Validate | Checks your form to see if anything was entered incorrectly. Use at the end of each section before moving on. |
| Next | Takes you to the next section. |
Make sure that you use the save and validate buttons frequently. This way, you won’t lose valuable work if your account times out.
Completing the End of Work Term Report (EOWTR)
- Find the End of Work Term Report
- Section 1. Job Details and Costs
- Section 2. Activity Report
- Section 3. Employer declaration at the end of the internship
- Section 4. Review and submit
Finding the End of Work Term Report
After you log into your YCW account, you can access the End of Work Term Report in two ways. On the ‘My dashboard’ page, you should see a link to the report in a green banner at the top of the page for each of your Building Careers in Heritage internships. This link will take you directly to the EOWTR.
You can also scroll down to ‘Active projects’ and click on the intern’s name:
And click on “3. End of Work Term Report”
If you are unable to select the End of Work Term Report, get in touch with your Delivery Organization. Your Program Officer should be able to help you gain access.
Section 1. Job Details and Costs
This is your opportunity to report the specific budgetary details of your internship, particularly if they end up differing from what you reported in your Staffing Report, or from what was outlined in your contract.
Indicate the actual start and end dates and actual number of weeks and hours worked, both the weekly total and the total for the work term. Ideally, these amounts should correspond to the dates and specifics listed in your Staffing Report and contract, but this is where you can report any differences. We will be verifying these amounts against your submitted payroll documentation, and the amounts you include here will directly affect your ability to fill in the next part of the EOWTR.
Next, you have the opportunity to report and break down the various costs of your project and report any variances between the forecasted cash and in-kind contributions from your contract and your final actual costs and contributions. Each budget line item is broken down into forecasted amounts (from your contract), actual employer (cash and in-kind) costs, and YCW contributions.
The first two line-items, “Intern allowance” and “Mandatory costs,” work a little differently than the rest of the line items.
Under “Intern Allowance”, you only have the option of entering the *actual* employer cash contribution. The YCW contribution will calculate automatically based on the following formula: “Total gross salary paid (not including mandatory employer costs)” minus “Employer Contribution (Actual) – Cash”:
As the employer, you should input the dollar amount you wish to cover for the salary, and the rest will be claimed from YCW. A similar formula governs the Mandatory Employer cost line item.
For the subsequent line items, you can enter values for actual employer cash expenditures, actual employer in-kind contributions, and any further YCW amounts you may be entitled to under your contract. Enter the amounts actually incurred by your organization. This is your opportunity to indicate any changes from the forecasted amounts, and to demonstrate to the Department of Canadian Heritage and the Youth Employment and Skills Strategy both the cash and time you spent ensuring rewarding work experiences for Canadian youth. Note that your in-kind contributions are considered a part of your total employment costs.
It is best practice to keep the actual YCW contribution amounts as close to the forecasted (contract) amounts as possible. For instance, if the work hours decrease, reduce your (the employer) contribution amount rather than the YCW contribution, as it may help us maximize your final funding amount.
*Note: The final YCW contribution amount is calculated by your Delivery Organization based on your End of Work Term Report and payroll documentation (contact your delivery organization for details on how to submit payroll documentation). The final YCW contribution may not be the exact amount generated by the EOWTR in the YCW contribution cell. However, unless you have received other sources of funding for the project, do not request less than the maximum dollar amount indicated in your contract, as it may require us to follow up to ensure that you are claiming the full amount to which you are entitled.
Save progress and validate at the end of the page before moving on to the next part of the EOWTR.
Section 2. Activity Report
The Activity Report allows you to provide a written evaluation of the work accomplished during the internship. Provide a brief description of 5 project objectives and evaluate the success of each. You will be given the opportunity to add more detail in the separate ‘Narrative Report.’
Section 3. Employer declaration at the end of the internship
Indicate if the intern completed the internship, their post-project status, and provide your name and job title. If the intern left the position prior to the expected end date, indicate the last day the intern worked and the reason for the early departure:
Section 4. Review and submit
Review your report. There will be a notification if any section is incomplete. Once you are satisfied with your responses, click the submit button.
Please note that the intern will also need to submit their own EOWTR through their YCW account. At latest, this must be completed 30 days after the end of the work term.
