Making variations to approved GCBF applications

There are some changes you can make to your organisation’s Gambling Community Benefit Fund (GCBF) application after it is approved.

You can change:

  • quantities and dollar values of the originally approved items, as long as the overall cost doesn’t increase
  • the items if the new items are considered to be in line with the original intent of the grant—as determined by us
  • the acquittal due date.

You must receive approval from us before purchasing any varied items. If the items were purchased (or purchase committed to) before we approved the change, the items will be declined and you will need to return the funds. We check for this during the acquittal process.

If you identify savings or unspent funds of more than $300 during acquittal, you must return these funds. We will no longer accept savings-related variations for purchasing items that are not in-line with the original purpose of the application, except in extenuating circumstances (e.g. natural disaster).

Changes to amounts and quantities of approved items

Variations to approved quantities of items and approved amounts of items will be automatically approved, as long as the total amount does not exceed the original approved amount.

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 amounts can be changed to $3,000 for 2 computers and $2,000 for 1 printer. The total approved amount remains $5,000.

How to request the change

Log in to the online portal and follow these steps to change an amount or quantity:

  1. Review your organisation’s details and make required changes. Click ‘Save and continue’ and you will be taken to the ‘Applications’ page.
  2. Click on the application number with the approved status. Go to tab 3, ‘Items’.
  3. Click the ‘Quantity’ or ‘Amount’ of the item that needs changing and update as required—ensure the ‘Amount’ field does not exceed the original approved grant amount.
  4. Once you have made all your changes, click ‘Submit for approval’.

Changing approved items

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

For example:

An approved item is a mower for $10,000, but the organisation has realised that a slasher (also costing $10,000) would be better for them. Changing the approved mower to a slasher is in line with the original intent of the grant and can be submitted for approval.

Before submitting a variation, you must submit your acquittal documentation to verify your spending of grant funds to date. If, for some reason, you have been unable to spend any grant funds yet, tell us in your variation submission.

Log in to the online portal and follow these steps to change an item:

  1. Review your organisation’s details and make required changes. Click ‘Save and continue’ and you will be taken to the ‘Applications’ page.
  2. Click on the application number with the approved status. Go to tab 3, ‘Items’.
  3. Click ‘Add new item’ and complete all the relevant fields (e.g. description, amount, quantity). Add a clear reason for the change, detailing why the original approved items are no longer required and how the new request will benefit the community.
  4. Click ‘Submit for approval’.

We will email the accountable officer to advise the outcome of the variation.

Extending the acquittal due date

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

Log in to the online portal and follow these steps to extend your acquittal due date:

  1. Review your organisation’s details and make required changes. Click ‘Save and continue’ and you will be taken to the ‘Applications’ page.
  2. Click on the application number which has the approved status. Go to tab 3, ‘Items’.
  3. Update the ‘Acquittal due date’ field using the calendar box.
  4. If you are applying for an extension of over 12 months, include a detailed explanation of why you need to extend the acquittal due date for your application.
  5. Click ‘Submit’.

If the extension is less than 12 months, it will be automatically approved and the date will update in the portal. If it is longer than this, we will email the accountable officer to advise the outcome of the extension request.