When your application is approved
We will email your accountable officer.
You can then log in to the online grants portal to view:
- your approval letter
- the approved funding amount
- the approved items.
We usually pay the grant into your nominated bank account within 14 days.
Before you spend your grant
Check:
- which items were approved
- how much funding each item received
- any conditions that apply to your grant.
Sometimes we cannot approve the full amount you asked for.
For example:
- some items may not be approved
- some items may receive less funding
- you may receive only part of the funding you asked for.
If you go ahead with your project, your organisation must pay any extra costs.
Managing your grant
Only spend grant funds on approved items.
When buying goods or services, you must:
- pay normal market prices
- manage any conflicts of interest
- use licensed builders where the law requires it
- keep all invoices and receipts
- buy from overseas suppliers only if we approved it in writing
- keep the right insurance
- follow all local, state and Australian Government laws.
Conflicts of interest
A conflict of interest happens when someone involved in a buying decision could benefit from that decision.
For example:
- a committee member owns the business selling the goods or services
- a committee member, employee or volunteer is paid to do the work
- the supplier is a family member or close friend of someone making the decision.
If this happens, your organisation must:
- tell the committee before it makes a decision
- record the conflict in the meeting minutes
- make sure the person does not take part in the discussion or decision.
Meeting minutes are the written record of your committee or management meeting.
We may ask to see them when you complete your grant acquittal.
The meeting minutes should show:
- who declared the conflict
- what the conflict was
- that the person did not take part in the discussion or decision
- that the committee approved the purchase.
Example
Your organisation receives funding to build a storage shed.
A committee member owns a building company and offers to do the work.
This is a conflict of interest.
The committee member must tell the committee about the conflict and leave the discussion. The other committee members make the decision.
The meeting minutes must record what happened.
Building work
If the law requires a licensed builder or contractor, you must use one.
We cannot accept invoices or receipts from an unlicensed builders or contractors.
Keep your records
Keep all invoices, receipts and supporting documents for 7 years.
Invoices must:
- be dated after the grant approval or approved variation
- be in your organisation's name
- clearly describe the goods or services.
Acknowledge your funding
You do not have to acknowledge GCBF funding.
If you want to promote your project, use the GCBF Recipient Media Pack. It explains how to acknowledge Queensland Government funding.
If your application is not approved
If your application is not successful, you can apply again in the next funding round if your organisation is eligible.