Grants Accountability Guidance
It is a requirement for all grant recipients to complete accountability reporting for how, when and why the grant was used. This information needs to align with the initial application, as the application states what the grant was approved for.
All applications and accountability forms have relatively similar guidelines and needs to be completed correctly. If it is not completed fully, future applications will not proceed.
See some guidance below about making sure you complete your accountability reporting in the right way:
Use of funds
- You are required to spend the grant funds as it is stated on your budget and application.
- Any variation to this not previously agreed to by the grant committee, will mean you have to return the money to Council and it will be reallocated within that grant.
- Funds need to be used within 12 months of the funding being approved.
Due dates for reporting
- Generally, accountability reporting needs to be completed within two months of the project ending.
- If accountability reporting is not completed on time or funds not used within 12 months, the money is required to be returned to Council and reallocated within that grant.
- If there is any reason the project cannot be completed within 12 months of the funds being allocated, you need to contact the grants administrator to seek an extension on your application, otherwise funds need to be returned.
- The grants administrator will seek approval from the committee and will notify the applicant via email or post as soon as possible.
Invoicing and receipts
- The receipts and invoices provided as part of your accountability reporting must match the amount and purpose stated on your budget and application form. This means that if your budget states a basketball is being purchased for $90, you need to ensure your invoice/receipt reflects this amount.
- All invoices, receipts and related documentation must be related to the original application.
- Applicants must use the funds for what was approved by the committee. Any variation must be approved by the committee or funds need to be returned.
What if my project changes or I can’t complete it in the specified time?
- If your project alters in any way than stated on the application, applicants must communicate via email or letter with the grants administrator so that the committee can be advised.
- The committee will review the application and the applicant will be advised via email or post of whether the project remains eligible for the funding.
- If a revised application is declined by the committee, all remaining funding must be returned.