Acquit your grant
After you buy your approved items, you must show us how you spent your grant. This is called acquitting your grant.
Submit your acquittal through the online grants portal.
Before you submit your aquittal
Make sure you have:
- bought only approved items
- had any changes approved through the variation process
- finished your approved project
- kept all invoices and receipts
- checked that your invoices and receipts meet our requirements
- collected any other documents you need.
Documents you need
You must upload invoices or receipts for the approved items you bought.
Your invoices or receipts must:
- be for approved items only
- be dated after your grant or variation was approved
- be in your organisation's name
- clearly describe the goods or services purchased
- be from a genuine business transaction at normal market prices
- include the contractor’s licence number if the law requires it.
You may also need to provide other documents.
For example, if there was a conflict of interest, you must upload a copy of the committee or management meeting minutes.
We may also ask for other documents, such as bank statements. We will let you know if we need them.
If there was a conflict of interest
If a committee member, employee or volunteer had a conflict of interest for a purchase, upload a copy of the committee or management meeting minutes.
The minutes must show:
- who declared the conflict
- what the conflict was
- that the person did not take part in the discussion or decision
- the committee approved the purchase.
If an employee or member bought the item
An employee or member can buy an approved item for the organisation.
If the invoice or receipt is in their name instead of the organisation’s name, we may ask for more information to show the organisation reimbursed them.
Discounts, rebates and trade-ins
If you receive a rebate, subsidy or trade-in, you can only claim the amount your organisation paid.
Example
If you receive a rebate for solar panels, claim only the amount you paid after the rebate.
If you trade in a vehicle, claim only the amount you paid after the trade-in value was deducted.
Documents we cannot accept
We cannot accept:
- quotes
- purchase orders
- sales orders
- statements
- pro-forma invoices
- invoices dated before your grant or variation was approved
- invoices for items that were not approved
- invoices made out to someone other than your organisation, employee or member
- invoices for overseas purchases that were not approved.
Submit your acquittal
Upload your invoices and supporting documents through the online grants portal.
You will also answer a few questions about:
- your project
- how the grant benefited your community.
We will review your acquittal.
We will email the accountable officer to let them know whether:
- your acquittal has been accepted, or
- we need more information.
Keep your records
Keep all grant records and supporting documents for 7 years.
We may check your grant
We may carry out checks to make sure:
- grant funding was spent on approved items
- grant requirements were met
- the information you provided is correct.
These checks may include a site visit to inspect the goods and services you bought.
Goods and Services Tax (GST)
Grants are not increased to cover GST.
How you acquit your grant depends on whether your organisation is registered for GST.
Your organisation | Invoice total |
|---|---|
Registered for GST | Grant amount excluding GST |
Not registered for GST | Grant amount including GST |
Registered for GST example
Your organisation receives a $35,000 grant.
If your organisation is registered for GST, your invoices must total $35,000 excluding GST.
For example, invoices totalling $38,500, including GST equal $35,000 excluding GST.
Not registered for GST example
Your organisation receives a $35,000 grant.
If your organisation is not registered for GST, your invoices must total $35,000 including GST.
Apply again
After your grant has been acquitted and closed, your organisation must wait 1 funding round before applying again.
Example
If your grant is acquitted and closed on 25 November, you cannot apply in the funding round closing 30 November.
You can apply in the next funding round.
Contact us
By phone
1800 633 619 (freecall)
By email
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