Application Process

Step 1: Check that you are eligible to apply

If you haven’t already checked to see if you are eligible to apply, please click here.

Step 2: Prepare the documents you will need to apply

You will need to provide the following information:

1. At least TWO competitive quotes (even if you have a preferred supplier) for all goods and services for which you require funding
Click here to view an example of a quote

2. Funds must be spent within six months
a. Please provide details of the dates of when you intend to spend the funding

3. The minutes of the committee/executive meeting
The minutes of the committee/executive meeting need to include:
a. Full names of committee members.
b. A resolution to apply for funding from Grassroots Trust Limited for the purpose, and the amount for which your organisation is applying for funding.
c. Minutes including resolution must be certified as true and correct, and signed by the Secretary/Chairperson or another executive member.
d. Minutes should be on the letterhead of the applicant organisation.
Click here to view an example of committee minutes including a resolution

4. For amateur sporting groups
a. Proof of current affiliation to a national or regional body
b. Proof/itinerary/flyer and date(s) of event(s) in which funding is sought
c. Names and roles of individuals in the team/organisation if travel funding is being requested
d. Copy of Rules/Code of Conduct or Constitution

5. Charitable trusts must provide
a. Certificate of Incorporation and/or Trust Deed and proof of Not-for-Profit status
b. Charities Registered Number

6. Other organisations must provide
a. Proof of Not-for-Profit status (e.g. IRD tax exemption certificate)
b. In the case of Schools, endorsement from the Principal on School letterhead, decile rating

7. Bank account details for the applicant organisation must be
a. Pre-printed deposit slip, or bank generated account details verified by the bank

8. Financial statements If your organisation does not have Financial Statements, please provide a copy of bank statements for the past 3 months and a profit and loss statement

9. Organisation information

10. Project summary
Click here to view an example of a Project Summary

11. Has the application been authorised by two authorised persons?
Authorised Persons must be members of your Committee or Board. Proof of identity documentation will be required to upload to your application. Acceptable documents include a drivers license or passport.

Step 3: Download Google Chrome web browser

All applications must be submitted using the Google Chrome web browser. Using another browser could result in you not being able to successfully submit your application. If you do not already have Google Chrome downloaded on your computer, please click here.

Step 4: Complete you online application

If you need more information on how to complete your online application please refer to the “How to Apply Guide” and the FAQs section.

Step 5: Assessing your application

Once you have successfully submitted your application, you will receive an email confirming this.

The Grants Team aims to assess all applications within one week of receipt. If additional information is required to make your application compliant, the assessor will contact you via email to request this information.

All communication regarding your application will be via email through our online system. So that you do not miss any of our email updates, please ensure you have the following email addresses set up as SAFE SENDERS:

When contacting a member of the Grants Team via email, please use the REPLY button from an email already received by the system (admin@baanalyser.com). Any emails sent directly to this address without using the REPLY option will not be received by the Grants Team.

Step 6: Board consideration

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.

If your application is partially or fully declined, the reason for this decline will be communicated in your outcome letter.

If your application is partially or fully funded, payment of this grant funding will be made within one month of the application being approved.

Funds received must be used for the approved specific purpose and payment must occur after the approval date.

Requests to allocate salary funding to another staff member

If there is a change in staff member for a role that has been funded, prior 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. Failure to inform us of these changes may result in a refund being requested.

Requests to change suppliers

If there is a need to change suppliers, prior 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. Failure to inform us of these changes may result in a refund being requested.

Step 7: Accountability reporting

Grassroots Trust Limited will review 100% of all approved grants for accountability.

Your organisation must obtain invoices for all goods or services, and complete full accountability within the timeframe specified in your accountability reminder email.  You will receive this reminder email 20 days prior to your accountability being due. You can find the date that you will receive this reminder in your Applicant’s Dashboard under Accountability Reports/Report Due. Failure to provide this documentation will result in Grassroots Trust Limited seeking a full refund of the grant.

If your organisation does not proceed with this project, or should there be a surplus of funds once the purchase is made, the money must be returned to Grassroots Trust Limited as soon as possible.

If you have overspent within one line item approved as part of the specific purpose, you are not permitted to transfer to another line item.

Documents required for activity, project or operational expenses:

  • Copies of invoices addressed to applicant supporting the expenditure
  • Copy of the bank statement showing the name and account number of the applicant, and showing the payment/s of the invoice/s

Please note that all invoices/expenses must be paid for directly from the applicant’s bank account in which the funds were deposited.  No payments can be made as a reimbursement to any member of the organisation; this includes any credit card payments. No money may be transferred to another party to pay for any expenditure. If this occurs a full refund will be requested.

Documents required for salary/wages:

  • IR348/9 Employer Monthly Schedule
  • Pay Summary Report
  • IR345 Employer Deduction Form, or
  • Contractor invoices
  • Bank statements and payment schedules showing all payments made

How to complete your accountability:

Accountability is completed online via your Applicant’s Dashboard. If you have not logged into your dashboard before, please follow the below steps:

  1. Visit our website www.grassrootstrust.co.nz
  2. Scroll down the home page and click on “Apply online here”
  3. Click on “Login” at the top left hand side of the page
  4. Enter your email address and click forgot password
  5. Follow the instructions you receive from there

Step 8: Audit

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.

Grassroots Trust Limited also 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.