Grants FAQ's

Am I eligible to apply?

If you are a registered charity or not-for-profit Organisation, a school or a group that is affiliated to a regional or national body you are eligible to apply.

For more detail, please refer to the Eligibility page here

Do you have funding in our area?

In general, funds will be distributed in the area in which it was generated. This is typically defined by territorial local authority (TLA) boundaries. The Directors may however at their discretion, apply and distribute funds from one TLA to another.

To see if we have a venue near you, please check here

How often can I apply?

There is no limit as to how many applications an Organisation can make within a calendar year.

How much can I apply for?

There is no limit to the amount you can apply for. If the Board wishes to support your application but does not have sufficient funds, they have the ability to partially fund.

Can I apply for salaries?

Yes you can apply for salaries; however where Grassroots Trust has not provided funding to a specific role in the past, these salary requests are not a high priority for the Directors.

Can I apply for travel and accommodation?

Yes you can apply for travel and accommodation; however these requests are not a high priority for the Directors.

Can I apply for medals and trophies?

Yes you can apply for medals and trophies; however these requests are not a high priority for the Directors.

What documents do I need to provide with my application?

You can find a full list of what is required by category in Step 2 of the Application Process here.

Below are some examples:

  1. Cover letter
  2. Affiliation letter
  3. Chair or Secretary signed Resolution
  4. Quote

What am I unable to apply for?

The following are examples of purposes that are deemed unauthorised for grant consideration. This list is not exhaustive but rather is intended as a sample. Feel free to contact a member of the Grants Team if you have any specific questions.

  • Anything intended to further the activities of professional sports persons or teams.
  • Any individual sport person unless the grant is made to and administered by an incorporated sporting body.
  • Anything related to a hotel social club.
  • Third party donor Organisations (e.g. service clubs).
  • Food and entertainment.
  • Dress uniforms.
  • Training shirts.
  • Funding for fundraising events.
  • Salaries / wages for fundraising or sponsorship staff
  • Purchase or subsidy of vehicles intended for purposes associated with social functions.
  • Stake money for any types of races.
  • Any goods or services that have already been paid prior to their approval.

Are there conditions attached to grants?

Yes there are conditions attached to grants. They include:

  1. Funds received must be used for the Approved Specific Purpose. Only items and Suppliers listed in your approval letter may be used.
  2. If there is a need to change suppliers, prior written approval of this change must be sought. A quote that matches the previously approved supplier’s goods or services must be provided for this request to be considered. All change requests should be emailed to info@grassrootstrust.co.nz.
  3. If there is a change in staff member for a role that has been funded, prior written approval to use these funds for the new staff member must be sought. A signed employment contract and position description for the new staff member must be provided for this request to be considered. All change requests should be emailed to info@grassrootstrust.co.nz.
  4. Payments must not be made on any item before the approval date. If this occurs, the payment will be deemed retrospective.
  5. Funds must be spent from the account for which the funds were deposited.  You MAY NOT use the funds to reimburse any employee or member of the Organisation for money spent on the Approved Specific Purpose. This includes payments made by personal credit cards.
  6. If you have overspent within one item of your Approved Specific Purpose, you are not permitted to transfer these funds to another item of your Approved Specific Purpose.
  7. If your Organisation does not proceed with the Approved Specific Purpose, or should there be a surplus of funds once the payments have been made, the funds must be returned to Grassroots Trust Limited as soon as possible.
  8. Any items purchased in relation to this grant must remain the property of the club/group/school.
  9. As part of the Department of Internal Affairs Licence Conditions, Grassroots Trust Limited will review 100% of all approved grants for accountability compliance. For more detail see below.
  10. Grassroots Trust Limited also audits 10% of approved applications and may request further information and verification as to how the funds were used.
  11. Grassroots Trust Limited records will be inspected and audited by the Department of Internal Affairs and Grassroots Trust Limited is required to render details of all donations to the Department.

Can I use a different supplier?

If there is a need to change suppliers, prior written approval of this change must be sought. A quote that matches the previously approved supplier’s goods or services must be provided for this request to be considered. All change requests should be emailed to info@grassrootstrust.co.nz.

Can I allocate salary funding to another staff member?

If there is a change in staff member for a role that has been funded, prior written approval to use these funds for the new staff member must be sought. A signed employment contract and position description for the new staff member must be provided for this request to be considered. All change requests should be emailed to info@grassrootstrust.co.nz.

Can I be reimbursed for expenses that have already been paid?

No. The Board cannot consider funding any expenses that have been paid prior to their funding approval.

Sport, not social

Social activities are not recognised as authorised purposes because they give a personal rather than community benefit. For example, a group of friends or acquaintances going on an annual ski trip are not eligible to apply.

Amateur, not professional

Professional sporting groups cannot apply as it is of a commercial nature.

What is a bona fide sporting activity?

Sometimes an activity is presented as a sporting activity, but its real nature is entertainment, social, personal gain or commercial.

The Department of Internal Affairs considers a bona fide sport to be one where the activity, club or Organisation:

  • Is affiliated or aligned to a national body
  • Is genuine and real (e.g. has standards and rules)
  • Is played regularly as part of a significant competition
  • Has a President and Secretary
  • Has regular minuted meetings
  • Audited financial accounts

An incorporated Organisation will usually find it easier to meet these criteria than an unincorporated group.

Can venue operators benefit from a grant?

No, venue operators cannot make any decisions or recommendations about grant applications.

Do grants include GST?

Grants are GST exclusive; however if you are not GST registered, you may apply for the full GST inclusive cost of the goods or service.

Can I use other web browsers other than Google Chrome?

No. Some aspects of the application process do not work in other web browsers which can prevent you from successfully submitting your application.

You can download Google Chrome here.

Can I use an Apple iPad to complete my online application?

No. Some aspects of the application process do not work through an Apple iPad which can prevent you from successfully submitting your application.

Who can authorise my application?

All applications must be authorised by at least two Executive Committee / Board members. If another member of your Organisation has documented authority to apply for funding on behalf of your governing group, for example, a signed delegated authority document or a signed set of minutes, then this evidence must be uploaded to your application to support them being used as an authoriser.

How can I get back into my application?

If you leave your application before it has been submitted, you can re-enter it at anytime by using the return link that will be sent to you once you have entered your email details into your application.

Can I save the page and come back later?

You can only save the page if all questions have been completed. Each step must be completed in full before you can save and navigate to another page.

How will I know if our application is successful?

The Grassroots Trust Limited Board meets on the fourth Wednesday of each calendar month. The full grant results are uploaded to the Trust’s website by the end of the meeting day; with individual application outcome letters emailed to each Applicant within 48 hours of the meeting. To view previous grant recipients, please click here.

How will the grant be paid?

Payment will be direct credited to the recipient Organisation’s bank account within one month of the application being approved.

What will our Organisation have to do if we are successful?

Your Organisation must provide an accountability report as soon as reasonably possible, but no later than the date outlined in your approval letter. Accountability reports will not be accepted unless the report is completed in full through your Applicant Dashboard. Failure to complete this report will result in Grassroots Trust seeking a full refund of the grant. In the event of payment default, any legal or collection agent costs will be the responsibility of the Applicant.

What documents must I provide with my accountability report?

For activity, project or operational expenses

  1. Copies of invoices addressed to your Organisation supporting the expenditure
  2. Copies of bank statements showing the name of your Organisation, the bank account number in which Grassroots Trust deposited the funds, and showing the payment/s of the invoice/s. Please ensure that all relevant payments are highlighted
  3. If you make payment by batch payment, you also need to provide a copy of your batch payment summary
  4. If you make payment via cheque, you also need to provide a copy of the cheque butt or a receipt from the supplier confirming payment

For salary/wage contributions

  1. Pay Summary Report
  2. Contractor invoices (if applicable)
  3. IR348/9 Employer Monthly Schedule
  4. IR345 Employer Deduction Form
  5. Bank statements and payment schedules showing all payments made

Will our Organisation be audited?

Grassroots Trust Limited audits 10% of approved applications and may request further information and verification as to how the funds were used. If your Organisation is selected to be audited, a member of the Grants Team will make contact with you.

Grassroots Trust Limited grant records will also be inspected and audited by the Department of Internal Affairs (DIA). Grassroots Trust Limited is required to provide details of all grants to the DIA. All applications must be made on the understanding that, if a DIA officer requests, the Applicant Organisation must agree to and participate in an inspection/audit.

Do you have a paper application?

Yes. A copy of the paper application is here.

Please note that paper applications are no longer accepted as all grant applications are to be submitted online.