Grants and Funding

• Decide what you want to do and have a clear plan. This will assist you in clearly stating what it is you require and why, identifying the benefits to the Group and the Community.
• Speak to your District and Region Commissioners to discuss your plans to ensure your activities do not conflict with others in the Region and may even support other Group’s activities, in which case a joint application may carry more weight.
• Check the status of your Group. Ensure that you have no outstanding debts to the State Office (excl. those debts being managed through a repayment plan) and that Financial Returns and Property Returns for the current year have been completed and processed prior to submitting a grant application.
• Check your Group has no outstanding Grants that have not been acquitted which could restrict you from applying for a new grant and you may be prohibited from applying to some grants where you have previously been unsuccessful.
• If your project involves a facility upgrade you must consult the Facilities Team to confirm whether you must first complete the F14 Part A Building Approval Form. The information requested in the form will support any grant application in requesting lessor approval, competitive quotes and a fully costed project. Contact the Facilities Team for advice on the process to ensure all the appropriate documentation is in place prior to applying for a grant.
• Consider the implications on your maintenance and insurance costs. Any premises improvements or new purchases will increase the value of your assets and therefore should be reflected in your property returns and insurance premiums.
• Identify possible sources of funding. Check Government websites, local community newspapers and magazines for advertised grants.

It is easy to get carried away by the prospect of a new storage shed, a fleet of new kayaks or a building upgrade but take a moment during your planning to consider the long term financial consequences of any new purchases or upgrades.

New buildings come with increased maintenance and upkeep and any improvements or new purchases will increase the value of your assets and therefore need to be reflected in your property returns and insurance premiums. If you are under-insured you will not receive the full value of your property in the event of loss or damage.

Good project planning and long term financial planning ensure you and subsequent Group Leaders are not burdened with unexpected expenses.

Before commencing a project or applying for a grant ask: do we have approval?

• Property Owner approval – projects relating to properties and facilities need the approval of the owner. Freehold properties require approval from Scouts Queensland and leased properties will require approval from the lessor. In many cases these are Councils and Government Departments who will have their own approval processes that must be followed. Lessor approval for works must be sought before applying for grant funding. This can take up to six weeks.
• Group Leader – Projects may be run by a Group Committee or an Adult Volunteer, but always ensure that the Group Leader is aware of, and supports, the project and the grant funding application.
• District and Region Commissioners – Every Scout Group is part of a District and a Region. It is a requirement of the Queensland Branch Scouting Instructions that District and Region Commissioners are aware of, and confirm their support, for projects and their related grant applications.
• Scouts Queensland Facilities Team – For building and facilities projects contact the Scouts Queensland Facilities Team. A building works approval form (F14) must be completed and approved prior to commencing a project or grant application.
• Chief Commissioner – based on confirmation from the District and Region Commissioner, the Chief Commissioner as the Accountable Officer approves all grant applications prior to submission. As a grant is a legal agreement between two parties, only the Chief Commissioner and General Manager are authorised to enter into such agreements and therefore only they can approve a grant submission, no matter what the value.

Funding Organisations have to prioritise an overwhelming number of applications for grant funding. The following is advice provided by the Government as best practice on how they determine which applications should be the recipients of grant funding:

Value for Money Test:

• Does your proposal represent efficient, effective, economical and ethical use of public money?
• Does your application meet the grant assessment criteria and does it demonstrate the greatest merit?
• Does your application involve a reasonable (not excessive) cost having regard to the quality and quantity of deliverables that are proposed?
• Does your application contain a risk profile, with any identifiable risks able to be effectively and efficiently managed?

Focus on Outcomes:

• Have you clearly demonstrated the expected outcomes which would result from the funding?
• Does your application result in the Funding Organisation meeting its own performance targets?

Grant bodies are looking to fund organisations that help them deliver their stated objectives and priority will be given to applicants who clearly state how the expected outcomes of their project will meet these targets.

The Queensland Government Strategy that most closely aligns with the Scout Movement is the Queensland Youth Strategy with areas of connection relating to Health and Well Being and Volunteering and Participation. Consider including the following extracts in future applications:

The Scouting program supports Queensland Government in its commitment, set out in the Queensland Youth Strategy, to provide young Queenslanders with the connections and support they need to reach their potential, to be capable and resilient, to take responsibility for their actions, to look after themselves and those around them and to enjoy happy, healthy and productive lives.

By providing financial support to local Scout Groups they will be able to continue to deliver programs that help young people become the principal agents of their development as committed, responsible, self-reliant and supportive persons.

Find grant programs that ‘FIT’ – Take time to understand the Fund Providers own Vision and Policies, the money is made available to serve a purpose — you will need to demonstrate how your project will deliver their objectives and read the guidelines carefully.

• Define your Project.
• Target the Audience.
• Demonstrate the Need.
• Quotes for all items required.
• Referees and letters of support (where applicable).
• Write to the Criteria, use the Funds own Language.
• Write ‘SMART’ specific, measurable, achievable, relevant and timely.
• Identify possible Partnerships and Collaborations – canvass local community and political support for your project.
• Sustainability, demonstrate ability to continue after the funding.
• Budget should be Reasonable, Realistic and Relevant.
• Presentation should be clear and concise, avoid jargon and ensure grammar and spelling are correct.

Don’t start by saying ‘We need money’ or ‘We are desperate’!

Do start with a project that you need to deliver for the benefit of the community.

Don’t be too emotional with plea’s for funding or suggest that the Group is struggling. 

Do communicate a genuine need and emphasise the solution rather than the problem.

Don’t waste time applying for grants where your Group or your project does not meet the Fund guidelines.

Do follow the guidelines and align your application to the Funds objectives, state how your project will help deliver their mission.

Don’t provide unnecessary attachments and lengthy explanations.

Do keep it brief, informative and concise. The Assessor will be reviewing a lot of applications so make it easy for them to prioritise your application.

If in doubt ask, contact the Grant Fund Support Team, they are always happy to answer your questions as they would rather receive good quality, relevant applications.

What Next?

It can take up to five months to receive notification on whether your grant application has been successful.

If you are unsuccessful then you will need to rethink your project or seek alternative forms of funding. It is worth contacting the Grant Provider to ask why you were unsuccessful as this could provide helpful feedback for future applications.

A letter will be sent to the State Office advising whether applications have been successful. You may hear direct from your local MP or the grant body, if so, please let the State Office know in order for the necessary financial arrangements to be made.

You will receive a notification from the State Office setting out the value and the terms of the grant you have been awarded. There may be a Grant Deed or Funding agreement which must be signed by Scouts Queensland as the legal entity. 

No funds can be spent until the State Office ‘advice to proceed’ has been received.

Facilities projects may require a F14B to proceed.

When you receive the advice to proceed you must make careful note of the following:

• The value of the grant you have been awarded. You may receive the exact value set out in your application or you may be awarded less if funds were limited. You will not be permitted to overspend on a grant so any expenditure over the value of the grant must be paid for by the Group.
• What the funds have been awarded for. The grant money may only be spent on the project or items set out in the original application and the award letter. The grant provider will ask for evidence of expenditure, either from copies of tax invoices, formal reports or evidence in press releases, photographs, acknowledgements etc.
• The Grant Code to be used for all future corespondence.
• The deadline by which the funds should be spent.
• The acquittal requirements. When grant funding is received we are entering into a legal agreement with the grant provider and in order to close this legal agreement you are required to adhere to their acquittal requirements. If the acquittal is not completed then the recipient could be liable to return all the grant funds.

Funding is awarded with agreement from the Organisations Authorised Representative (State Office). Funds can only be received and managed by the State Office. Groups will be advised of the unique funding/grant code for identification and accounting purposes.

Funding cannot be spent until the Group is advised, funds have been received by the State Office. The project can proceed once this email, including details of the expenditure conditions/process, has been received by the Group.

Successful applications for facility upgrade projects will have completed an F14A prior to applying for grant funding and will be required to complete a F14B with attached contracts and updated quotes. Only once the F14B has been approved can any funds be expended from the grant account.

[Please note, when appointing Contractors, contracts are binding only if signed by the General Manager of The Association – guidance in relation to entering into building contracts with suppliers can be found in QBSI 1.1.6].

Placing orders and paying invoices

All invoices relating to the grant expenditure should be sent to the Grants Coordinator who will arrange for payment from your grant account.

Purchase orders are available on request, please provide a quote containing the supplier and order details.

Please ensure all invoices are correctly addressed as follows:

Invoice to:

‘The Scout Association of Australia Queensland Branch Inc.’ or ‘Scouts Queensland’
32 Dixon Street
AUCHENFLOWER QLD 4066

Deliver to:

The name of your Group and the address.

Prior to submitting invoices for payment please check the following:

• Is the supplier registered for GST? this could affect the value of your grant fund. If a supplier is not registered for GST then the tax cannot be reclaimed and therefore the full value of the invoice has to be paid from the grant account.
• Does the invoice include the correct BSB and bank account details for the supplier?
• Is the invoice dated?
• Is there an ABN on the invoice?

Direct Payment to supplier – The preferred method of payment from grant accounts is by direct deposit to the contractor/supplier from Scouts Qld. Where the Group has paid for goods or services direct, the original tax invoice must be submitted. Proof of payment is also required in the form of either a tax receipt or the Group bank statement as evidence that the invoice was paid and the Group will then be reimbursed from the grant account. **NOTE: Screenshots and Xero transactions are not permitted instead of a bank statement.

Payment from individual accounts – If goods / services are paid for by an individual, the Group must reimburse the individual and with proof of payment Scouts Qld will then reimburse the Group. Proof of payment includes the individuals bank statement and the Groups bank statement showing payment and reimbursement for the item/expense. Only on receipt of these documents can the Group be reimbursed from the grant account.

Changes to Grant Agreements

Failure to spend the allocated funds within the allocated time period could cause the Grant Agreement to close and any funds needed to complete the project will need to be raised by the Group.

If, in advance of the deadline, you think that you will be unable to complete the project by the completion date, please notify the Grants Coordinator in writing and request an extension of time sufficient to complete the project.

Remember – a grant must be used for the purpose for which it has been approved, items not approved are not funded and cannot be purchased with grant funds. If items are purchased that are not listed in the approved application the Group will be liable for this expenditure.

Purchases are only valid if they are made after the date on which the grant was awarded and before the acquittal date unless an extension in time has been approved or funding conditions state alternate requirements.

Say ‘Thank You’

Celebrate the achievement with your volunteers and recognise the contribution and the outcomes resulting from the financial support in press releases, newsletters and on public social media accounts.

The Acquittal

When you receive grant funding, we are entering into a contract with the Grant Fund. In some cases Grant Deeds or Funding Agreement documents are submitted which set out the terms and condition of the funding. By claiming the funds or by accepting the funds we are considered to be entering into an agreement with the Funding Organisation to abide by the conditions of the Grant Fund.

The acquittal of a grant is the way in which a Funding Organisation wish to receive certification from the recipient that the funds have been spent in the way in which they were intended. This could be in the form of:

• Completion of an acquittal form
• Provision of tax invoices and bank statements as evidence of expenditure
• Acknowledgements to the Fund for their contribution
• Photographic evidence
• Samples of publicity
• Progress reports (milestone reports)

When you are successful in a grant application please take care to familiarise yourself with the acquittal requirements of the grant as you may be required to provide specific evidence which you will need to collect for the duration of the project. If a grant is not properly acquitted in a timely and accurate manner, you risk losing the funding or jeopardising any future funding for your Group or the Association.

Grant funds conduct random Quality Assurance Checks. The checks could involve a review of the grant documentation, a site visit to view the work completed and ensure the desired result is satisfactory compliance with the funding guidelines and no irregularities identified.

The fact that these checks are carried out highlights the need for vigilance when applying for, spending and acquitting grant funds.

The Audits could require evidence of the following:

• Authority and eligibility to submit an application.
• Items requested not purchased prior to notification of funding.
• Lease agreement, landowners consent and building approvals.
• Documents and payments prepared on commercial terms.
• Changes to the grant agreement made in writing.
• Completion, proof of purchases, tax invoices and receipts.
• Grant spent only on approved items, quantities, values and within the approved time-frame.

Please remember that copies of grant documents must be kept for at least seven years after the successful acquittal of a grant.