POLICIES AND PROCEDURES
Updated August 30, 2023
Contents
1. Purpose of the Organization
2. Funding
3. Supported Initiatives
Initiative 1- Travel Expenses for International Team Competitions
Senior Team Cost Support
Junior Team Cost Support
Healthcare Personnel Cost Support
Eligibility for Funding
Initiative 2 – Team Gear
Senior and Youth Team Clothing Kits
Show Jacket Inventory
4. Giving Back
Donor Recognition and Gifts
Grassroots Support
Rider Critiques
Bursaries
5. Administration Fees
6. Board Members
1. Purpose of the OrganizationThe CAN Jump Initiative organization (CJI) is a volunteer-led entity operating in Canada without share capital. CJI raises funds and ensures their use (in accordance with the objectives defined by Equestrian Canada [EC]’s Jumping High Performance Advisory Committee [HPAC]) for the benefit of Canadian show jumping riders representing Canada in international competition at both Senior and Junior levels.
CJI raises funds and acquires sponsors to support the show jumping discipline and to supplement the baseline funding provided by EC. Given Canada’s sport funding models, insufficient funds exist through EC alone to support the international teams and their development. CJI’s support is intended to assist the development of stronger and deeper pool of athletes and the acquisition of key international experience which will lead to success at Pan-Am and Olympic levels and in turn generate additional government funding to support equestrian sport in Canada. CJI is also committed to strengthening the connections between these national teams and the grassroots of show jumping in Canada via various opportunities to support riders and coaches at the local and regional levels across the country.
The website address containing information, including the policies and procedures document, available in real-time regarding CJI is https://www.canjumpinitiative.com/.
2. FundingThere are two main paths for funds donated or contributed to CJI.
For donations seeking tax receipts, CJI instructs donors to flow funding to CJI through an account run by the Canadian Olympic Foundation (COF). The COF is a public foundation registered under the Income Tax Act (Canada) and, as such, is exempt from income taxes and able to issue donation receipts for income tax purposes. For United States of America (USA)-based supporters, the Charity Aid Foundation America will serve as the donation vehicle. CJI requests donors advise CJI of these donations to enable proper tracking. EC, through the Jumping HPAC, is responsible to access and use the funds in accordance with this policies and procedures document.
For all other donations, financial support, and sponsorship contributions, CJI collects funds directly. This includes levies generated from horse shows across the country directly in support of CJI.
CJI will work collaboratively with EC (via Jumping HPAC) and COF to ensure that all funds designated to support CJI will be restricted for use in accordance with the policies and procedures outlined in this document.
An annual budget of expected receipts and disbursements will also be prepared and reviewed by the CJI board and shared with the HPAC of EC. This budget will cover disbursements from CJI in support of both Senior and Junior (Young Rider) teams as required annually to fill in gaps in funding from EC in support of these athletes and related international competitions.
A full accounting of funds received and disbursed will be prepared regularly and reviewed by the CJI board and shared with the HPAC of EC. Any funds leftover at the end of each calendar year will carry over to the subsequent year and continue to be governed by the policies and procedures outlined in this document.
3. Supported InitiativesIn accordance with our purpose, CJI will direct funds to support the development and success of our Senior and Junior team athletes. The two primary initiatives are Travel Costs and Team Gear. CJI has outlined reasonable expenditures in support of these initiatives below. Expenditures outside of these prescribed areas and limits are not within the scope of CJI.
Initiative 1- Travel Expenses for International Team Competitions
The purpose of Initiative 1 is to ensure Team Canada riders have some financial support to offset the massive costs of traveling to compete for Team Canada.
The amount of funds raised annually in support of CJI will dictate how much of these prescribed expenditure limits, as outlined in Table 1, will be funded on an annual basis, and will be outlined in the CJI annual budget. These limits are maximums based on known costs and factors, such as donations, at the present time and will be subject to periodic review by the CJI board in conjunction with the Jumping HPAC of EC.
Senior Team Cost SupportRiders are to submit expenses receipts to EC who will work with CJI to approve and reimburse amounts as required. Reimbursement will be provided for as much of the travel expense as possible, including air or ground as appropriate. The allotted amount may vary depending on the competition logistics (e.g., geographic location) and available funding.
Junior Team Cost SupportRiders are to submit expenses receipts to EC who will work with CJI to approve and reimburse amounts as required. Reimbursement will be provided for as much of the travel expense as possible, including air or ground as appropriate. The allotted amount may vary depending on the competition logistics (e.g., geographic location) and available funding.
Healthcare Personnel Cost SupportIn addition, funding may be used for eligible costs associated with travel for the team veterinarian and team physiotherapist when deemed necessary.
Eligibility for FundingRiders are eligible to receive reimbursement for travel expenses if they are named to represent Canada in team competition (both senior and young riders are eligible). Riders can apply for reimbursement up to 6 months after completion of the Nations Cup or Championship competition that they participated in.
The CAN Jump Initiative determines the eligibility of travel expenses based on 3 criteria:
1. Travel Duration
Reasonable travel duration is determined based on the location and complexity of the competition being attended. Only dates directly related to the competition will be covered.
2. Eligible Participants
Travel expenses can be used to help support costs for the Team Canada:
-Riders.
-Horses.
-Grooms.
Funding will also be available to assist where necessary in getting the Team Canada veterinarian, physiotherapist, or Chef d’Equipe to the competition event.
3. Costs
Funding is allocated per rider based on available funds. Expenses that appear high will be flagged and may affect approval. Applicants may wish to provide additional explanations/rationales for high expenses. Please note that the Jumping HPAC reserves the right to adjust funding for eligible expenses based on its policies at the time of assessment as well as the availability of funds (it may not be possible to provide 100% reimbursement).
Eligible expenses under this category include:
-Economy class round-trip or multi-city airfare from Canada (or home base) to the competition location for rider and groom.
-Ground transportation and/or flights for one horse to the competition location. If funds are available, then support for a second horse will be considered.
-Up to 300 CAD for accommodation/night for both the rider and groom. If CSIO shows provide accommodations, then the rider cannot apply for reimbursement for accommodations.
Additional notes:
If a traveller chooses to use bus, car, or train to travel (straight route) to an event or meeting as an alternative to flying, the estimated expense cannot exceed what an equivalent straight route economy class airfare is expected to cost.
Team
Horse Transportation Expenditure Limits in CAD
Rider Accommodation Expenditure Limits Per Night in CAD
Groom Accommodation Expenditure Limits Per Night in CAD
Senior
Ground
5,000
300
300
Air
10,000
Junior
Ground
2,500
300
300
Air
5,000
Table 1
Note: Reimbursement eligibility per rider and associated horse and groom in CAD.
Required documentation to be submitted with your application for reimbursement (where applicable):
- Proof (e.g., screen capture) of receipts for eligible expenses.
-A written declaration for both rider and groom stating the eligible expenses are true and were used by the persons designated in the reimbursement form.
Ineligible expenses include:
-Airfare that is business class, first class or any other classes above economy class.
-Airfare costs paid with bonus points from programs such as Air Miles/Aeroplan/World Points or any other barter system.
-Travel costs for family members, a second groom, media, etc.
-Travel costs not associated with going to or from the competition venue.
-Cell phone charges such as international roaming charges or data plans.
-Costs of hospitality, entertainment, and gifts (including bar tabs).
Note: This is not a comprehensive list of ineligible expenses. If you are unsure about any of the examples listed above, please contact a member of the CAN Jump Initiative.
Initiative 2 – Team Gear
The purpose of Initiative 2 is to ensure Team Canada riders have high-quality, branded gear to use when representing Canada in international team competition. This gear serves to both increase the visibility of Canadian riders and staff as well as ensures an inclusive team environment.
Riders are eligible to receive a clothing kit if they are named to represent Canada in team competition (both senior and young riders are eligible). Riders will receive a maximum of one (1) clothing kit per calendar year, regardless of how many team competitions they attend.
In addition, the team veterinarian and the team physiotherapist will be allocated team clothing.
Senior and Youth Team Clothing KitsThere will be clothing kits available for both the respective senior and youth teams.
The Senior Team will have clothing kits for:
-Rider.
-Groom.
-Owner.
The Youth Team will have clothing kits for:
-Rider.
-Groom.
-Owner.
Show Jacket InventoryIn addition to the kits mentioned above, we aim to amass an inventory of ready-to-wear show jackets should a rider be named to the Senior Team and need a jacket immediately.
We will have the following sizes embroidered and on hand:
x2 women’s 36
x2 women’s 38
x2 women’s 40
x1 men’s small
x1 men’s medium
x1 men’s large
4. Giving BackCJI will also give back to both donors and Canadian equestrian show jumping’s grassroots as outlined below. CJI believes it is important to build a sustainable ecosystem of support and development for show jumping in Canada. A key component is giving back to those in the equestrian community who support CJI via their participation at horse shows across the country.
Donor Recognition and GiftsCJI will provide gifts as a thank you to donors who contribute funds to the Foundation to support this initiative. A summary of the benefits to donors should they support CJI is shown below.
Donors who donate 50,000 CAD or more receive accreditation at a North American Nations Cup (where Canada is competing) for two individuals, seats at the Canada VIP table*, dinner with two athletes of your choice. Platinum level donor:
●Consultation with A Squad riders or Chef d’Equipe.
●Press release recognizing your support of Team Canada.
●Behind the stable door visit with an active Team Canada horse of your choice.
●Framed, autographed photo from a Team Canada horse & rider of your choice.
●Team Canada donor clothing kit.
Donors who donate 25,000 CAD to 49,999 CAD. Gold level donor:
●Four tickets to any North American Nations Cup competition of your choice (where Canada is competing).*
●Consultation with A Squad riders or Chef d’Equipe.
●Behind the stable door visit with an active Team Canada horse of your choice.
●Framed, autographed photo from a Team Canada horse & rider of your choice.
●Team Canada donor clothing kit.
Donors who donate 10,000 CAD to 24,999. Silver level donor:
●Consultation with A Squad riders or Chef d’Equipe.
●Framed, autographed photo from a Team Canada horse & rider of your choice.
●Team Canada donor clothing kit.
Donors who donate 5,000 CAD - 9,999 CAD. Bronze level donor:
●Gifts from sponsors.
All donors of minimum above amounts will receive a personalized letter from a Team Canada rider thanking them for their contribution, invitations to upcoming events, as well as a monthly newsletter.
*Tickets and seats at tables will not be offered for Olympics, Pan American Games, or World Championships.
Grassroots SupportCJI is committed to giving back to the grassroots of show jumping in Canada. CJI recognizes that the grassroots level of the sport is part of fundamental steps in building a strong equestrian community within Canada.
Rider CritiquesSenior Team riders and the Chef d’Equipe will annually volunteer their time to each critique 2 out of 12 riding videos as prizes for the summer circuit in conjunction with the levy venues of Angelstone, Thunderbird Show Park, or Wesley Clover Park. The 12 video critique prizes will be awarded the top two Junior and top two Amateur riders in jumper categories from the completion of summer circuit. A rider will submit a video length no longer than three minutes of themselves during a jumper competition from the mentioned levy venues to be critiqued. Critiques will be expected to be completed by the late October of the calendar year.
BursariesCJI will grant four $1,500 CAD bursaries in conjunction with the EC National Rankings to young riders in the hunter/jumper/equitation categories. The eligible riders will be from four select categories of:
-Junior Jumper 1.20M Division.
-Children's Hunter 3' (0.90M) Division.
-Junior Hunter 3' 6" (1.10M) Division.
-Adult Amateur Hunter 3' (0.90M) Division.
Winners of the bursaries will be determined by the National Rankings categories outlined above by late October of the calendar year. The main objective of the bursary support is to aid training and development at the youth levels across the country.
5. Administration FeesCJI will also strive to keep costs of administration as low as possible, relying on volunteers wherever and whenever possible.
Donations to CJI through the COF will be subject to their standard 5% administration fee. EC jumping restricted donations are subject to their 3% administration fee.
CJI will limit any spend on administration of its own to the lesser of 5% of funds received directly (i.e. not through COF) or $40,000.
6. Board MembersCJI Board is comprised of the following volunteer members:
Jérôme David
Tara Dow-Rein
Tiffany Foster
Dayton Gorsline
Amy Millar
Chris Pack
Karen Sparks
Beth Underhill
Paul Wood
Responsibilities include but are not limited to: maintaining financial integrity and sustainability, legality adherence, accountability and strategy of the Initiative, and in addition to maintain and support the Initiative athletes and goals.