Change your approved GCBF application

You can ask us to change your organisation’s Gambling Community Benefit Fund (GCBF) grant after it has been approved.

You can change:

  • quantities and dollar values of the originally approved items—these changes will be automatically approved in the GCBF online grants portal
  • the approved items, if we determine the new items are in keeping with the original intent of the grant; you must submit your variation and have it approved before buying any items
  • the due date for acquittal (or settlement) of your grant.

You’ll need our approval before buying any changed items. If the items were ordered, committed to—a document was signed or a deposit paid—or bought before we approved the change, we will not accept the invoice(s) as part of the acquittal. This will result in you having to return the funds. We’ll check this during the acquittal process.

Before submitting a request to change your grant, you can submit your acquittal documentation to verify the grant funds you’ve spent to date. If for some reason you’ve been unable to spend any grant funds yet, tell us in your variation request.

Watch this video to find out more about changing your grant.

Video transcript

Changes to quantities and dollar amounts

Changes to the quantities and dollar amounts of items will be automatically approved in the GCBF online grants portal. For example:

  • 2 computers and 1 printer were originally approved—the quantity can be changed to 1 computer and 3 printers
  • 2 computers for $4,000 and 1 printer for $1,000 were originally approved—the dollar amounts can be changed to $3,000 for 2 computers and $2,000 for 1 printer; the total approved amount remains $5,000.

Changes to approved items

To change an approved item, the new item must be in keeping  with the original intent of the grant (as determined by us).

For example, a grant was approved to buy a mower for $10,000 but the organisation has realised a slasher (also costing $10,000) would be better for them. Buying a slasher is in line with the original purpose of the grant, so the change can be submitted for approval.

Changes to approved items outside the original intent of the grant will only be considered if there are extenuating circumstances, such as a natural disaster. Please contact us by emailing cbf@justice.qld.gov.au or phoning 1800 633 619 (freecall) to discuss your circumstances.

Steps to request changes

  1. Log in to the GCBF online grants portal.
  2. Review your organisation’s details and make any necessary changes. Click ‘Save and continue’ and you will be taken to the ‘Applications’ page.
  3. Click on the application number with the approved status.
  4. Go to tab 3 ‘Items’.
  5. Make your changes. To change quantities, click the ‘Quantity’ or ‘Amount’ of the item that needs changing and update as required. If the ‘Current amount’ total is more than the ‘Approved amount’ total, the changes will not save. Reduce one of the line item amounts so the ‘Current amount’ and ‘Approved amount’ match or are less than the total of the grant.
    OR
    To change approved items, click ‘Add new item’ and complete all relevant fields (e.g. description, amount, quantity). When the ‘Reason for Change’ dialogue box opens, add a clear reason why the original approved item is no longer required and how the new item will benefit your organisation and the community. Make sure you don’t type over an existing item.
  6. Once you’ve made your changes, click ‘Submit for approval’.

We’ll email the accountable officer to notify them of the outcome.

Extending the acquittal due date

You can extend the acquittal due date by up to 12 months. We will only consider extensions over 12 months in extenuating circumstances (e.g. a natural disaster).

These are the steps you need to take to extend the acquittal due date:

  1. Log in to the GCBF online grants portal.
  2. Review your organisation’s details and make any necessary changes. Click ‘Save and continue’ and you will be taken to the ‘Applications’ page.
  3. Click on the application number which has the approved status.
  4. Go to tab 3 ‘Items’.
  5. Update the ‘Acquittal due date’ field using the calendar box.
  6. If your extension request is for more than 12 months, explain your reasons in detail.
  7. Click ‘Submit’.

Extensions less than 12 months are automatically approved and the date is updated in the GCBF online grants portal. We will email the accountable officer to advise the outcome of acquittal date extension requests that are greater than 12 months.

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Last updated:
4 August 2023