Using the GCBF funding
After you have purchased your approved items, you must provide evidence of how the grant funds have been spent—this is called the acquittal process and is completed through the GCBF online portal.
Follow the instructions below to ensure your documentation meets our requirements before learning how to acquit your grant online.
Purchasing items with grant funds
Ensure each purchased item was listed as approved in your application and that it complies with the funding guidelines.
If there was a conflict of interest with how you wanted to spend your grant funds, you must upload a copy of the meeting minutes where this conflict was recorded and accepted by the committee.
An employee or member of your organisation can purchase items on behalf of the organisation. However, if the invoices and receipts are in the name of an individual, we may request more information to ensure they have been reimbursed.
Any trade-in or subsidy/rebate from a supplier will be subtracted from the overall grant expenditure.
Documentation for acquittal
Make sure the invoices or receipts you submit meet our requirements before uploading the documents to the portal. Read more about acquitting an approved application in the funding guidelines.
Each invoice/receipt must be scanned or photographed individually.
Tip: When saving the file to your computer, name it using the invoice/receipt number included on it. This will allow you to easily identify the invoice/receipt when you upload it to the portal as the invoice cannot be opened once uploaded.
Goods and Services Tax (GST)
Grant funds from the GCBF are not taxed, so we will not increase the grant value to include GST.
Organisations registered for GST
If the legal entity is registered for GST, you must acquit the grant using invoices with no GST included.
For example: If you received $35,000 of funds, when you acquit your grant invoices must total $35,000 without GST, or $38,500 with GST if all items include GST.
Organisations not registered for GST
If the legal entity is not registered for GST, you must acquit the grant using invoices with GST included.
For example: If you received $35,000 of funds, when you acquit your grant your invoices must total $35,000 including GST.
More than 15 invoices/receipts
If you have more than 15 invoices/receipts, you will need to do an external financial audit to verify you have followed the funding guidelines when spending your grant money.
If you complete an external financial audit, you don’t have to complete acquittal via the online portal. Instead, email the completed and signed audit statement, income and expenditure report, and copies of all tax invoices/receipts to email@example.com for assessment.
Unspent grant funds
If there are more than $300 of unspent grant funds, we will request you return these funds.
How to acquit your grant online
Follow these steps to make sure you provide all the information needed to acquit your grant.
Step 1—Log in and check your details
Log in to the GCBF online portal and review your organisation’s details.
Click ‘Save and continue’ and you will be taken to the ‘Applications’ page.
Click the application number with the approved status. Go to tab 3, ‘Items’.
Step 2—Check dollar values
Review and add up all invoices/receipts for each item.
If the amounts do not match, edit the item amount in the ‘Items’ tab to match the amount on the invoices.
If you didn’t purchase an approved item, click the 'X' next to the amount to remove that item.
Click ‘Submit changes’.
Note: If the ‘Current amount’ is more than the ‘Approved amount’, the changes will not save. Reduce one of the amounts so the ‘Current amount’ and ‘Approved amount’ match and click ‘Submit changes’ again.
Step 3—Confirm your acquittal
Click ‘Start acquittal’ to upload and allocate invoices/receipts for your approved items.
A warning message will pop up asking if you are sure you want to start your acquittal. Click ‘Yes, start acquittal’—you will be directed to the ‘Acquittal’ tab (6).
Tip: You can’t view invoices/receipts through the portal once they have been uploaded. We recommend uploading and allocating one invoice/receipt at a time.
Step 4—Upload your documents
- Under ‘Invoices’, click ‘Drop invoices here or click to browse'. A pop-up window will appear where you can select the scanned or photographed invoice/receipt(s) saved on your computer.
- Once you have found the file, click ‘Open’ to upload the document.
Tip: If the file size is over 10MB, it will not upload; compress the file and try again.
- The documents will be given a number in consecutive order. For each document you need to provide the:
- invoice number—click into the field, delete ‘INV-1’ and insert the invoice/receipt number
- date—insert the date the invoice/receipt was issued.
- Click ‘Save’ at the top-right of the screen.
Note: ‘Status’ is for internal use only and ‘Proof’ is not required unless we request it.
Step 5—Allocating invoices
Under ‘Items to acquit’ (on the ‘Acquittal’ tab), you can view your approved item(s), including any adjustments.
To allocate an invoice/receipt to an item from your uploaded documents:
- Select an item from ‘Items to acquit’.
- Click ‘Add an invoice’ for the item and a new line will appear.
- Select the item’s invoice/receipt in the drop-down menu under ‘Invoice’.
- Enter the amount for the invoice/receipt with the correct GST for your organisation. You only need to enter the value of grant funds you wish to allocate towards this invoice/receipt.
- Save your changes. (Note: You cannot save/submit if the ‘remaining’ amount is less than $0 or a negative figure.)
- Repeat steps 4 and 5 until you have uploaded and allocated all invoices/receipts.
Step 6—Submit your acquittal
When you have completed the steps above, you are ready to submit your acquittal. Scroll to the top of the page and click ‘Submit acquittal’.
If you have an ‘Acquittal remaining amount’, you have unspent funds. You can submit your acquittal, but you will need to return any unspent funds if the amount is over $300.
Step 7—Provide feedback
A short survey about how the grant helped your organisation and the wider community will pop up. When you have finished, click ‘Continue’.
Step 8—Sign out of the portal
Do not close your internet browser to sign out.
To return to the application home screen instead, click ‘Applications’ above your application number.
Sign out using the ‘Sign out’ button at the top-right of the application home screen.
We will review your acquittal and send an email to the accountable officer saying either:
- the application is complete
- the acquittal is incomplete and what you need to do to complete it.
You must keep all documentation relating to the grant for 7 years.
Once we have verified and accepted your acquittal, your application is complete. You must wait until one round after the date we notify you that your previous application is completed before you can submit another application.
If your previous application is completed by 12 February, you cannot apply in the funding round that closes 28 February (29 February in a leap year). However, you can apply in the following round, closing 30 April.
We regularly perform quality assurance checks (including site visits) on grant applications.
We do this to make sure the information you provide is correct, and that the grant funds were spent only on approved items and in line with the funding guidelines.