Thank you, Mr. Chair.
Thank you for inviting me here today to speak about the process of supply. What we mean by “supply” is the process used to actually resource departments. In this case, we're talking about estimates and all that goes on behind them.
You should be looking at a deck entitled “An Overview of the Supply Process and Public Accounts”. I will be walking you through the first part of this deck that covers supply, and then I will turn it over to the Comptroller General to wrap up the story, which ends with the presentation of the public accounts.
First, when you're dealing with supply, understand that it starts with the law. Both the Financial Administration Act and the Constitution Act state that no money can be spent out of the consolidated revenue fund without the authority of Parliament. That's our starting point.
I'll provide some background on how we get there. We have something called the expenditure management system. It governs how things actually make it into the estimates, which turn into appropriation acts approved by Parliament, which then resources departments.
Departments can get authority to spend money in one of two ways: either Parliament approves an appropriation act, or there's specific legislation that gives departments the authority to spend money. In most cases, you'll see us refer to voted appropriations. That is what an appropriation act is.
If a department has specific legislation that allows it to spend money, it's called a statutory spending authority. You'll see an “S” next to it in the main estimates or in the supplementary estimates. That basically tells you that the department has the legal authority to spend money without the appropriation act. Parliament does not vote on those dollars; it's for information purposes only. I'll expand on that a little bit later on.
Before something can get into the estimates and into an appropriation act for Parliament's approval, it has to go through a process inside government. That starts with departments making proposals to cabinet. Cabinet will assess spending proposals against the direction of the government, the Speech from the Throne. If they get endorsement there, when you are accumulating items for the next budget, there'll be a decision made by the Minister of Finance and the Prime Minister on whether to include something in the budget. That's then tabled in Parliament by the Minister of Finance.
Once there is a hook to the budget, departments can go away and develop detailed proposals on new programs. That's where Treasury Board comes in. If there is a new program, one has to put some thought into the resources required for the program, how one will evaluate the results, and the timing of the expenses. That results in a Treasury Board submission.
Once you get Treasury Board approval, that's when you can get into the estimates for approval by Parliament, either through the supplementary estimates or through the main estimates. But you need to understand that when we're talking about estimates, this is not just a case of departments thinking that they need some more money. There's a very complex, rigorous process, which we call the expenditure management system, that occurs before an item can be included in an appropriation act for approval by Parliament.
What are the main estimates? Estimates are provided to Parliament to enable its study of the appropriation act. This is a key point. Parliament does not approve the estimates; the estimates are provided to Parliament to assist in its study and ultimate approval of the appropriation act. When we're talking about what Parliament approves, it's the appropriation act itself. These estimates documents are provided to assist in the study of that legislation.
Estimates, both the main and supplementary estimates, are tabled in the House of Commons by the President of the Treasury Board and referred to the appropriate committee. From a House of Commons perspective, the committee on operations and estimates as well as the Senate finance committee will spend some time studying these things.
Another key point on estimates that I would leave with you is that these are not expenses; these are authorities to spend up to an amount. Departments make their best estimates as to what they'll spend. There is no requirement to spend it all; it's an up-to amount. It's a largely cash-based number based on actual expenditures. There is no requirement that you spend the entire appropriation. One should really read what's being asked for in the main and supplementary estimates, along with the departmental reports on plans and priorities, to see what the plans are for those moneys.
Why are we providing this? There are two bits to elaborate on here. First is information items. Where we have a statutory expense that has been provided for the information of Parliament, we will use both the main and supplementary estimates to update parliamentarians on what the latest forecasts for those items are. If you're wondering what an example of a statutory payment might be, think of the interest on the public debt. We just pay that. We pay what is due. There is no voted amount from Parliament.
You could also think about EI payments. If someone qualifies for employment insurance and meets the requirements, there are no checks made to ensure that there's enough money left in the vote. The person either meets the eligibility requirements or doesn't. We're just providing parliamentarians with an estimate of what we think will be spent on that front, but Parliament does not vote on that type of expense.
If you're looking for rough estimates, generally speaking on an annual basis one-third of the total spending of the government is voted; two-thirds is statutory. So it's one-third voted and two-thirds statutory.
Turning to slide 4, I will speak a little bit about what's actually in the estimates. There are three parts that we should speak about when it comes to the main estimates. Part I of the main estimates is the overall government expenditure plan. That will provide you with an analysis at a very high level of key changes between the main estimates of the current year and the main estimates of the previous year.
We then get into part II of the main estimates, and that is where you see the information that directly supports the appropriation acts that Parliament will ultimately approve. What you will see in there is information by department on what they're planning to spend. Both part I and part II must be tabled in Parliament by or before March 1. If you think about that, it makes perfectly good sense because the fiscal year starts April 1. It's important that departments have authority to spend money when the new fiscal year begins, so the requirement is that those documents get tabled on or before March 1.
Part III is the departmental expenditure plans. There are two pieces there. One is the report on plans and priorities, which outlines what the department is planning on accomplishing for the upcoming year. Typically these plans are tabled by March 31. If you think about last year, they were tabled in June because of the election and the House was not in session, but generally speaking they are tabled by March 31.
Typically in the November timeframe, departments table their departmental performance reports, which outline what was actually accomplished against their report on plans and priorities.
I'll speak about the supplementary estimates later, but they are tabled as required through the year. There are three supply periods that are possible. The government can table up to three sets of supplementary estimates (A), (B), and (C). In the last few years the government has attempted to do supplementary estimates for (A), (B), and (C). Last year supplementary estimates (C) were not approved. The appropriation act was not approved by Parliament—again because of the election—but the estimates were actually tabled.
Slide 5 gives a little bit about the cycle. This will show the linkages between the estimates and the public accounts, with which this committee is more familiar. If you think of the start of the fiscal year being April 1, the budget typically comes before that, usually in the February-March timeframe, and main estimates will get tabled and discussed before the fiscal year starts. We want to give sufficient time to committees and Parliament to study the main estimates and the appropriation act that goes with them. The process that is actually in place is what's called interim supply. Essentially, to provide adequate time for the committees to study the main estimates, Parliament typically approves an appropriation act that covers departments for the first three months of the fiscal year, and that's interim supply. Once parliament has completed its studies--typically before the end of June--we will get full supply for the following year or the entire year. When you're into the June timeframe, we are typically tabling supplementary estimates (A). They typically come not too far behind the main estimates.
You might wonder why we are tabling supplementary estimates right after the main estimates. The reason is the tight timeframe between the budget and the main estimates; there's not enough time to include new budget items in the main estimates. If there's an urgent item that was included in the budget and that's read to go, we typically include it in supplementary estimates (A). More often than not, you'll see another group of items coming in supplementary estimates (B) in the fall timeframe.
So there is a well-established calendar in the House of Commons that establishes the supply period and what has to happen. Supply gets voted on the last opposition day of each of the three supply periods. The final period of the year is when the public accounts are tabled, the current time period, when you'll get the results from the previous fiscal year. The Comptroller General will speak more to that. You will also see Canada's performance as well as the departmental performance reports, so you will have knowledge of what happens there.
Next, I'll discuss a little bit about what Parliament can actually do with estimates. When both the main and supplementary estimates are tabled, they are referred to committee for study. What committees can actually do is to decide whether to approve the votes. They can decide not to approve, or negative, the votes, so that the amount will be zero. Or they can decide to reduce an amount. A committee cannot recommend an increase in a vote. A committee cannot recommend that an amount be transferred from one vote to another. So there are limits on what the committee can actually recommend. There is a vote to concur with main or supplementary estimates on the last opposition day in the supply period. Once that vote occurs the appropriation act must be passed. That then turns into royal assent. Once we have royal assent, departments can go ahead and start spending money.
If you're wondering what happens when Parliament is not in session, there is a process called the Governor General's special warrants, allowing the proper approval of spending if Parliament is not in session due to an election. I'm happy to take questions about just how that process works, because departments did start this fiscal year operating on Governor General's special warrants.
I will flip ahead to slide 8. I've already touched on this, but interim supply is the first appropriation act of the year, and generally gives departments 3/12 of their requests in the main estimates, just to allow them to get the year going while Parliament complete its study of the appropriation acts. If an organization has an uneven spending pattern, i.e., they have to make a lot of contribution payments early in the year, there is a process whereby they can request more than 3/12. But our approach going in is that we give them 3/12. If they have a justified request for more than 3/12 to get them through the first three months of the year, we include that where warranted.
We have to have full supply approved as it relates to the main estimates, typically before the House rises for the summer to allow spending to occur beyond that period.
Turning to slide 9, the supplementary estimates are largely misunderstood. People tend to assume they're the result of inaccurate estimates by the government in the main estimates because they are tabled in addition to the latter. This is all about when the appropriate approvals have been received. So if you're not ready for main estimates because, although something was in the budget, there was insufficient time, it's perfectly fine to come forward in the supplementary estimates to get approval. So it's all about when a certain initiative has received the requisite cabinet and Treasury Board approvals, and it is then included in the next available set of estimates. So that could be supplementary estimates (A), (B), or (C), or it could be main estimates in a following year.
You will see things in the main estimates from this year that were part of Budget 2010, but it just took that time to go through the requisite approvals, to do the due diligence, and to make sure that all was ready to go for inclusion in the next set of supplementary estimates.
Just for a frame of reference, supplementary estimates (A) for the current fiscal year were tabled in Parliament in June. Supplementary estimates (B) will be tabled at some point in early November, with supply granted in mid-December.
Slide 10 makes the point about the link between the main estimates and budgets. If there is insufficient time to get the requisite cabinet and Treasury Board approval for items in the budget, then they are included in the main estimates.
In the 2011-12 main estimates, you will see items that were part of Budget 2010, as an example, the extension of the first nations water and wastewater action plan. You'll also see funding for the Canadian Space Agency to develop RADARSAT. Those items were in this year's main estimates as part of Budget 2010. You may see items from Budget 2011 coming in supplementary estimates (B), or even in subsequent main estimates.
Before I pass the mike over to my colleague, the Comptroller General, I will summarize the key points. One, items within the main and supplementary estimates are not just a matter of departments having made requests. There is a process called the expenditure management system to make sure the requisite cabinet, budgetary, and Treasury Board approvals are in place. Two, appropriations are an up-to amount. It is not a must that you spend that amount, but the authority to spend up to a certain amount on a cash basis. Three, Parliament does not approve estimates. Parliament approves legislation, which in this case is the appropriation acts. The estimates are tabled to assist Parliament and committee study of the appropriation acts. Finally, no money can be spent from the CRF without the approval of Parliament. That's a key point in both the Financial Administration Act and the Constitution Act.
With that I will turn to the Comptroller General to speak about how estimates then flow into public accounts.