The Mailroom Agent Procedures for the Exemption of Fees
The mailroom agents would need to follow these procedures whenever they receive applications with no proof of payment or partial payment included.
- If an applicant provides:
- An immigration record of landing or a permanent resident card and,
- Does not request consideration for a discretionary grant under the provisions specified in subsection 5 (4) and,
- Does not request an exemption of fees
- Then, the applicant does not qualify under the remission order
- Therefore, the mailroom agents would:
- Return the application as per current procedures regarding applications received with no fees OR,
- Follow the current procedures regarding applications received with partial fees
- If the applicant does not provide:
- An immigration record of landing or a permanent resident card and,
- Does not request consideration for a discretionary grant under the provisions specified in subsection 5 (4) and,
- Does not request an exemption of fees
- Then, the applicant might qualify under the remission order
- Therefore, the mailroom agents would:
- Review the application and documentation against a checklist for determining if the applicant qualifies for a remission order
- If the applicant does not qualify for a remission order:
- The mailroom agents would:
- Return the application in accordance with current procedures regarding applications received with no fees or,
- Follow the current procedures regarding applications received with partial fees
- If the applicant appears to qualify for a remission order:
- The mailroom agents would:
- Complete the mailroom process and,
- Forward the application to the service delivery agent for urgent processing
- If the applicant:
- Requests consideration for a discretionary grant under the provisions specified in subsection 5 (4) or,
- Requests an exemption of fees
- Then, the applicant might qualify under the remission order
- Therefore, the mailroom agents would:
- Complete the mailroom process and,
- Forward the application to the service delivery agent for urgent processing
In this scenario, the applicant may or may not have provided an immigration record of landing or permanent resident card.
The Program Support Officer Procedures for the Exemption of Fees
The service delivery agent would typically complete processing the file with partial payment or no payment. Thereafter, the agent would forward the file to Program Support for review. A program support officer would need to review the application and the documentation found in the file. This would enable the program support officer to confirm whether the application meets the conditions for the exemptions of fees.
If the program support officer determines that the applicant does not meet the conditions for the remission order, then the program support officer would need to:
- Contact the applicant for explaining that the remission order does not apply in this situation and,
- Request the applicant to pay the required or missing fees
If the program support officer determines that the applicant does meet the conditions for the remission order, then the program support officer would need to:
- Change the status of the sub-activity “Allocate Fees” in the Global Case Management System (GCMS) to ‘Not Required’
- Add a case note stating that the fees is not required in accordance with the provisions specified in the Remission Order 2007
- Complete the remission template and forward it to the Case Processing Centre – Sydney Finance
- Change the case stage in the Global Case Management System (GCMS) from “Capture” to “Certprep / Clearances” and,
- Forward the file to the Case Management Branch for 5 (4) consideration
The Case Management Branch Procedures for the Exemption of Fees
The Case Management Branch might receive applications directly from the applicants that:
- Qualify under the remission order and,
- Include partial payment or no payment
In this scenario, the Case Management Branch would need to:
- Change the status of the sub-activity “Allocate Fees” in the Global Case Management System (GCMS) to ‘Not Required’
- Add a case note stating that the fees is not required in accordance with the provisions specified in the Remission Order 2007
- Complete the remission template and forward it to the Case Processing Centre – Sydney Finance and,
- Process the application as per normal procedures
The Case Processing Centre – Sydney Finance Procedures for the Exemption of Fees
The Case Processing Centre – Sydney Finance would receive completed templates from either Program Support or the Case Management Branch. On receiving these, it would need to:
- Issue the refund if the authorities have received partial payments and,
- Record all the necessary information for reporting purposes
Source: CIC