Guidelines for Gambling Community Benefit Fund applicants

About the GCBF guidelines

We recommend you read this page—as well as every page of the guidelines, starting with organisation eligibility for the Gambling Community Benefit Fund (GCBF)—to ensure your organisation fully understands each stage of the funding process.

At the bottom of each web page, click the ‘Next section’ button to proceed to the next section of the guidelines.

Once you have read these guidelines, follow the step-by-step instructions on how to apply for the GCBF grant.

Access the GCBF online grants portal to register your organisation, apply for funding, or vary/acquit (i.e. reconcile) an approved grant. By logging in, you agree you have read, understood and will follow the funding guidelines.

GCBF rules, breaches and enforcement

If you breach these funding guidelines, your organisation won’t be eligible for funding and the grant will be recalled.

We regularly perform quality assurance checks—including site visits—to check the information you have provided can be verified, and that the grant was only spent on approved items and according to the funding guidelines.

Read the Terms and conditions (PDF, 269KB) for the GCBF (and other funding opportunities).

Section 8.1 of the terms and conditions does not apply to GCBF grants. Successful organisations will not receive GST on the taxable supply.

Translating and interpreting assistance

Translation and interpreting services are available for people who speak other languages. Call 1800 512 451 and ask for an interpreter.

Privacy

We collect personal information—including your name, email address and phone number—so we can contact you to discuss your organisation’s application, if required. Your information may be shared with other government agencies and members of parliament.

We will only use your information for this purpose. It will otherwise not be used or disclosed unless authorised or required by law. Your personal information will be handled according to the Information Privacy Act 2009.

Note: If you provide an email address to us, your personal information in our communications with you will be stored on our email service provider’s servers, which may be outside Australia. By giving us your email address, you are consenting to the personal information contained within these emails being transferred outside Australia.

Read the Queensland Government privacy statement.

Feedback

We are committed to providing a quality service. Complete our online feedback form if you would like to submit a compliment or complaint about our service.

Next section

Organisation eligibility for the GCBF

To be eligible for funding, your organisation must meet the requirements of either a legal entity or a sponsored entity and not be listed as an ineligible organisation (as determined by us).

A legal entity can apply for funding in its own right and as a sponsor for other organisations. A sponsored entity needs a legal entity to sponsor its grant application.

Eligible organisations must register on the Gambling Community Benefit Fund (GCBF) online grants portal and must review and update their registration details annually to ensure they maintain eligibility.

Eligible organisations

For your organisation to be eligible, it must be a legal entity or sponsored entity.

A legal entity:

is incorporated or registered under an Act of Parliament
is a proprietary or public company limited by shares or trusts where the shareholders are not individuals and/or for-profit companies
has an active ABN
has not-for-profit objectives
has a bank account in its name
must provide a bank verification form stamped by its financial institution; if your financial institution is unable to complete the bank verification form, please contact us for assistance.

A sponsored entity:

is neither incorporated nor registered under an Act of Parliament
has not-for-profit objectives
requires a legal entity to sponsor its application
in some cases must be sponsored by their relevant government department (i.e. a local ambulance committee, rural fire brigade or State Emergency Service group).

We may request other documents to verify eligibility.

Parents and citizens associations (P&Cs) and parents and friends associations (P&Fs) can apply, but schools are not eligible.

Registration requirements

You must review and update your organisation's registration details each year when applying. We don't remind organisations to do this; it's your responsibility to provide up-to-date information.

We will check your organisation's registration details against the guidelines for eligibility and we may contact you for further information. If you don't provide the information we request by the due date, your organisation may be ineligible.

It’s also helpful to make sure the details for your organisation’s contact person are also up to date. If we request further information regarding your application and you don’t respond by the due date, the application will be ineligible.

Financial information (audited financials as specified in the registration form)

Your organisation (the legal entity and where applicable any sponsored entity) must provide financial information that accurately reflects its current financial position. This information must be based on financial records that are no more than 2 years old at the time of the round closing date. This information should be sourced from:

audited financial statements (if your organisation is legally required to prepare them)

if audited financial statements are not required or unavailable, your most recent balance sheet or income and expenditure statement.

The financial information provided must adhere to and align with your financial statements, prepared in accordance with the reporting requirements of your organisation structure (eg. incorporated association, not-for-profit organisation, etc.).

Your organisation will be ineligible for funding if you fail to provide this information by the funding round’s closing date.

If the sponsored entity doesn’t maintain financial records, you must email cbf@justice.qld.gov.au to let us know before the closing date of the funding round.

Read more about registering to apply for GCBF funding.

Next section

GCBF application requirements

Your Gambling Community Benefit Fund (GCBF) application will only be considered if it is submitted through the GCBF online grants portal.

You need to review and update your registration details annually in the GCBF online grants portal to ensure your organisation remains eligible for funding. You should also review these details when applying for funding.

Your organisation must also:

have appropriate insurance cover in place (if successful)
comply with local, state and commonwealth laws and regulations
keep copies of all approvals and documents for 7 years to support the application.

Eligible applications

An application is eligible for consideration for GCBF funding if:

it is submitted by an eligible organisation
it demonstrates the funding will benefit Queensland communities
you have sourced multiple quotes; you don’t need to submit the quotes with the application, but we may request them later.

We may request extra documents to confirm eligibility at any stage of the application process.

Ineligible applications

An application is not eligible if the organisation (legal or sponsored):

has a previous application still awaiting an outcome
has recently acquitted a previous application and is within the exclusion period
has a previous application that is not yet acquitted and completed
has not provided information we requested by the due date
has requested only ineligible items
does not meet the eligibility requirements
has submitted more than 1 application for the same location (as determined by us)
has an overdue application in its own right.

Responsibility of application sponsor (legal entity)

The legal entity sponsoring an application must:

ensure the sponsored entity—the organisation that’s applying—has not-for-profit objectives
agree to accept legal and financial responsibility for the grant
agree with the sponsored entity about how the grant funds will be managed
ensure they have no overdue applications in their own right
ensure both organisations’ registration details are up-to-date, including the financial position.

Facility improvement requirements

If you’re applying for facility improvements for a building or land that you don’t own, you must have:

written approval from the lessor/owner to make the proposed improvements
written approval from your infrastructure advisor for land owned by Education Queensland
quotes from a licensed builder or builder contractor, if applicable by law
appropriate tenure whereby
- if the property is owned by the government or a not-for-profit organisation, you must have either (or a combination of):
  - an instrument of tenure
  - ability to demonstrate custom and practice (i.e. have the owner verify the relationship)
- if the property is privately owned, you must have tenure for at least 3 years after the date of your application.

Referee requirements

You will need to provide 3 referees. Suitable referees could be, for example:

your state or federal Member of Parliament
the mayor or a councillor from your local council
people or businesses that utilise your organisation’s services or facilities.

Referees cannot be:

committee members
family members of committee members
people or businesses who will receive a payment or benefit if the grant is approved
principals of schools, as they are considered members of parents and citizens or parents and friends committees.

Next section

Items eligible for GCBF funding

Organisations can apply for a wide variety of items under the Gambling Community Benefit Fund (GCBF), for example:

community events/training
equipment (including medical equipment)
facility improvements
machinery
printing/publications/marketing
solar
vehicles/boats
workshops/conferences.

Ineligible GCBF items

Some items are considered ineligible and are unlikely to be funded. When applying, make sure to consider these, as well as the funding priorities.

If your GCBF application is successful, you can only buy approved items; any amounts for ineligible items will be removed.

You can’t apply for funding for the following:

items purchased prior to approval
- items ordered, committed to (with a signed document or paid deposit) or bought before the funding was approved
- events/workshop where the event date occurs before the expected funding round announcement
fees for services
- grant writer or grant assistance fees (i.e. fees to manage grant applications and funding)
- project management fees
certain excluded items
- purchases from a grant writer or their associated companies
- equipment or services that will benefit an individual
- alcohol
- vouchers
- gifts or prizes
- purchases from overseas suppliers (without prior approval from us)
operating costs
- money budgeted or set aside for contingencies or costs not yet incurred
- general operating/recurring costs
- repayment of debts and loans
- overseas travel
- member or staff social events
- facility improvements to any community title, body corporate or retirement living scheme or similar entity (as determined by us)
help with generating income
- subsidies (i.e. using the grant to acquire or gain eligibility for other grants or contributions)
- sponsorship (i.e. using the grant to secure sponsorship for the organisation).

Items unlikely to be funded

These items and costs are also unlikely to be approved for funding:

salaries and wages
rent and lease costs
public liability insurance for events
administration expenses such as stationery, postage and office supplies
consumable items such as food, petrol, uniforms
catering
internal training not provided by a third party
prepaid or store cards.

Overseas suppliers

The Queensland Government encourages you to buy local and support local suppliers.

Any items purchased from an overseas supplier without prior approval from us will be declined and any grant funds you have received will need to be returned.

If you intend to buy from an overseas supplier, please submit a written request to us at cbf@justice.qld.gov.au that:

includes a quote from the supplier
explains why the item(s) can’t be bought in Australia.

Next section

How funding decisions are made

Your application will be assessed based on the type of funding you are requesting through the Gambling Community Benefit Fund (GCBF).

Applications are assessed by an independent 12 member body, the Gambling Community Benefit Committee. The Committee makes recommendations to the Minister, in line with the objectives of the GCBF. These objectives are to support community groups in delivering services, leisure activities and opportunities that benefit Queensland communities.

When submitting your application, consider the following funding categories and additional factors that inform decision making by the Committee.

What the Committee considers—funding categories ranked by importance

The Committee reviews applications in the following order of importance, with number 1 being the highest:

Essential repairs or replacements—items or facilities directly affected, damaged or destroyed by a declared natural disaster in the last 2 years.
Equipment or facility improvements—projects or items that enhance or improve community facilities or services.
Vehicles and large mobile assets—buses, cars, caravans, boats, tractors, trailers, large mowers, motorbikes and similar items.
Community events and programs—training, workshops, festivals, publications and website development.
Recent grant recipients—organisations that have received more than $15,000 from the GCBF within the last two years.

Other important factors considered when reviewing applications

Beyond the funding categories, the Committee also evaluates:

Community benefit—projects that assist multiple organisations or have broad impact.
Location and regional impact—geographic spread of funding benefits.
Community sector being assisted—social impact and inclusivity.
Financial position of the organisation—need-based considerations.
Age of the organisation—longevity and establishment status.
Value for money—cost-effectiveness and impact.
Other contributions—financial or in-kind contributions towards the project.
Income generation potential—whether the organisation can generate revenue.
Number of applications by the same sponsor—ensuring fair distribution.
Government priorities identified by the Minister.

Next section

When your GCBF application is approved

If your Gambling Community Benefit Fund (GCBF) application is approved, we will notify your organisation’s accountable officer by email.

The email will include approval letters from the Attorney-General and Minister for Justice and Minister for Integrity and the Commissioner for Liquor and Gaming.

We will transfer funds for approved items into your organisation’s nominated bank account within 14 days of the approval email.

If we confirm your application is approved, log in to the GCBF online grants portal to see the items approved for funding and the funding amount.

When you have received the funds, follow these steps to buy your approved items.

Step 1—Understand the rules

Suppliers/contractors

All suppliers or contractors must be engaged on commercial terms to ensure no conflicts of interest arise with the organisation or its members.

If a conflict of interest—perceived or otherwise—does arise, the decision to engage the supplier must be documented in the minutes of a meeting, and the member with the conflict must not take part in the decision. We can ask to see the meeting minutes during the acquittal/settlement process, so it’s important to properly document the conflict of interest.

If there’s a conflict of interest with how you want to spend your grant funds, you must upload a copy of the meeting minutes to the GCBF online grants portal, showing where this conflict was recorded and accepted by the committee.

Facility improvements must be undertaken by a licensed builder or builder contractor.

Any trade-in or subsidy/rebate from a supplier will be subtracted from the overall grant expenditure.

We encourage you to buy local and support local suppliers. If your organisation wants to buy items from an overseas supplier, you must first request approval by emailing us at cbf@justice.qld.gov.au. If you buy items from an overseas supplier without approval, you’ll need to return the grant funds.

Invoices

You are required to keep all tax invoices/receipts and any other documents that can verify how the grant was spent for 7 years.

Invoices dated before the grant was approved won’t be accepted.

We won’t accept tax invoices/receipts from unlicensed builders or contractors because the works won’t have been carried out in accordance with Queensland building and construction laws.

Step 2—Review your information

Log in to the GCBF online grants portal and review and update your organisation’s contact details, including contact names, telephone numbers and email addresses. Click ‘Save and continue’.

Select the application number with the approved status. Under tab 3 ‘Items’ you will see the items approved for funding and the approved dollar amounts listed under ‘Funded items’. The acquittal due date is also listed; your organisation must provide proof of purchase documents by this date.

We might have only partially funded specific items so we can help as many community groups as possible. Make sure you confirm which items have been funded before spending your grant. It is your responsibility to make up the difference in funding.

Step 3—Buy your approved items

Now you can buy your approved items. Remember to keep your tax receipts and invoices for the acquittal/settlement of your grant.

Acknowledging your grant

Read the recipient media pack for information on how to correctly acknowledge and promote your grant.

What if your application is not approved

If your application is not approved and your organisation still wants funding for what you requested, you can submit a new application in the next round.

Next section

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

Log in to the GCBF online grants portal.
Review your organisation’s details and make any necessary changes. Click ‘Save and continue’ and you will be taken to the ‘Applications’ page.
Click on the application number with the approved status.
Go to tab 3 ‘Items’.
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.
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:

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

Next section

Acquit an approved GCBF grant

After you have bought your approved items, you must provide evidence of how the Gambling Community Benefit Fund (GCBF) grant money was spent. This is called the acquittal process and is completed through the GCBF online grants portal.

Follow the instructions below to ensure your documentation meets our requirements and acquit your grant online.

Tip

Each invoice or receipt must be scanned or photographed individually. When saving the file to your computer, name it using the invoice/receipt number. This will make it easy to identify when you upload it to the GCBF online grants portal. It can’t be opened or viewed once uploaded.

Acceptable invoices or receipts

Invoices or receipts showing expenditure of grant funds must:

be for approved items only
be dated on or after the date the grant or variation was approved
be issued in the name of the organisation
describe the items you bought or services you received
be issued on commercial terms, ensuring there are no conflicts of interest
show a licensed contractor completed any facility improvements and list their licence number (if applicable by law).

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 buy items on the organisation’s behalf but—if the invoices and receipts are in an individual’s name—we may request more information to ensure they’ve been reimbursed.

Any trade-in, subsidy or rebate from a supplier will be subtracted from the overall grant expenditure.

Documents we don’t accept

We don’t accept:

invoices or receipts that are
- dated before the application or variation was approved
- for non-approved items
- not issued in the name of the organisation
- for items bought overseas without prior written approval from us
purchase/sales orders
quotes
statements
pro-forma invoices.

Independent audit

If you have more than 15 invoices/receipts to acquit, or you were granted over $35,000, you must engage an external financial auditor to check your expenditure against the guidelines.

You can use some of the grant funds to cover the cost of this audit:

up to $500 for grants under $35,000
up to $1,000 for grants over $35,000.

The audit must be completed by a qualified person and must contain:

a completed and signed audit statement declaring the grant funds have been spent according to these guidelines
an income and expenditure report showing
- relevant dates
- particulars of the goods and services you bought
- dollar amounts (indicating whether they are inclusive or exclusive of GST)
copies of all invoices/receipts used by the auditor to check expenditure.

You don’t have to complete an audited acquittal through the GCBF online grants portal. Instead, email the completed and signed audit statement, income and expenditure report, and copies of all tax invoices/receipts to us at cbf@justice.qld.gov.au for assessment.

How to acquit a grant under $35,000 using the GCBF online grants portal

Step 1—Log in and check your details

Log in to the GCBF online grants portal.
Check the organisation details are correct and update as necessary.
Click ‘Save and continue’ and you will be taken to the ‘Applications’ page.
Click the approved application number. Go to tab 3 ‘Items’.

Step 2—Check dollar values

Review and add up all invoices/receipts for each item.
If the invoice and item amounts don’t match, edit the amount in the ‘Items’ tab to match the invoice totals.
If you didn’t buy an approved item, click '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 won’t save. Reduce 1 of the amounts so the ‘Current amount’ and ‘Approved amount’ match and click ‘Submit changes’ again.

Step 3—Start your acquittal

Click ‘Start acquittal’ to upload and allocate invoices/receipts to your approved items.
A message will pop up asking if you want to start your acquittal. Click ‘Yes, start acquittal’—you’ll be directed to tab 6 ‘Acquittal’.

Step 4—Upload an invoice/receipt

Under ‘Invoices’, click ‘Drop invoices here or click to browse'. A pop-up window will appear where you can select the invoice saved on your computer.
Once you have found the file, click ‘Open’ to upload the document. (Note that you can’t view invoices once they’re uploaded. We recommend uploading and allocating one at a time. If the file size is over 10MB, it will not upload—compress the file and try again.)
The system will give each invoice a number in consecutive order. You need to provide the actual invoice/receipt number—click into the field, delete ‘INV-1’ and insert the number. 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 only required if we request it.

Step 5—Allocate an invoice/receipt

Under ‘Items to acquit’ (on the ‘Acquittal’ tab), you can view your approved items, including any adjustments.

To allocate an invoice/receipt to an item.

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 (excluding GST if registered for GST, or including GST if not registered). You only need to enter the value of grant funds you wish to allocate towards this invoice/receipt.
Save your changes. (Note that you cannot save if the ‘remaining’ amount is less than $0.)

Repeat steps 4 (Upload an invoice/receipt) and 5 (Allocate an invoice/receipt) until you have uploaded and allocated all invoices/receipts.

Step 6—Submit your acquittal

When you’re 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 over $300. We will email you instructions on what to do next.

Step 7—Provide feedback

Complete a short survey about the outcomes of your grant, how the grant helped your organisation and the wider community. When you have finished click ‘Continue’.

Step 8—Sign out of the portal

Don’t close your internet browser to sign out. Click ‘Applications’ above your application number to return to the application home screen. Sign out using the ‘Sign out’ button at the top-right of the application home screen.

How to acquit a grant over $35,000

If your organisation is successful in the super round or the disaster recovery round for more than $35,000 you will need to submit a completed acquittal pack, which includes the following.

Audit statement completed by a qualified auditor: A suitably qualified financial auditor will need to audit the grant expenditure against the funding guidelines. Your organisation can use up to $1,000 of grant funds to cover the cost of this audit.
Certified income and expenditure statement: You will need to attach copies of acceptable invoices or receipts to show the expenditure of grant funds. The income and expenditure statement certified by your auditor must also be provided to us as part of your acquittal pack.
Benefit statement: Complete the benefit statement by answering questions about how the grant funds have benefited the Queensland community. Please include photos of the items you bought or your completed project.

Goods and services tax (GST)

Grant funds are not taxed, so we won’t increase the grant value to include GST. However, organisations are still required to pay the GST on any items purchased as follows.

If the legal entity is registered for GST, invoices used to acquit the grant must exclude GST. For example, if you received $35,000 in funding, your grant invoices must total $35,000 excluding GST, or $38,500 including GST if all items include GST.
If the legal entity is not registered for GST, invoices used to acquit the grant must include GST. For example, if you received $35,000 in funding, your invoices must total $35,000 including GST.

What happens next

We will review your acquittal and email the accountable officer confirming either the application is complete or what more you need to do to finalise your acquittal. You must keep all documents relating to the grant for 7 years.

We regularly perform quality assurance checks (including site visits) on grant applications. We do this to make sure the information you provided is correct and the grant funds were spent only on approved items and according to the funding guidelines.

Next section

GCBF definitions

These definitions will help you understand the terms used in the Gambling Community Benefit Fund (GCBF) funding guidelines and application process.

A

Accountable officer

A person representing the organisation applying for funding, who has the authority to:

agree to GCBF funding terms and conditions
register the organisation
complete GCBF applications
acquit GCBF grants on behalf of the organisation.

Act of Parliament

A law that has been enacted as legislation by the federal or state parliament. For example, Parents and Citizens' (P&Cs) associations are established under the Education (General Provisions) Act 2006.

Approval for facility improvements

Written approval from the owner of the facility (building or land) advising they approve the facility improvement if the application is successful. If the approval is provided within the lease, a copy of the lease must be given to us. If the facility is on Department of Education land, the organisation must have approval from the regional infrastructure advisor for the school. Principals are not delegated to provide such approval.

Approved application

An application the Minister has approved to receive GCBF grant funding.

Acquittal

The process of providing documentation (tax invoices/receipts/audit reports) as evidence of the expenditure of all grant funds against the approved funding purpose.

Audit

The evaluation of the expenditure of the grant by a qualified financial auditor.

Auditor (Qualified Financial)

A registered company auditor.
A qualified accountant under the ASIC Corporations (Qualified Accountant) Instrument 2016-786.

B

Bank account

A bank account in the name of the legal entity applying for or sponsoring an application.

Bank verification form

A form completed by an organisation's financial institute, which includes the bank account details of your organisation.

Benefit statement

A statement explaining how the grant funds have benefited the Queensland community and your organisation.

C

Commercial terms

Adhering to all relevant laws and regulations and your organisation’s governing documents when buying items or engaging contractors. This may include obligations and rules set by the Associations Incorporation Act 1981 (if applicable) or your organisation’s constitution.

Conflict of interest

When the interests or relationships of an organisation or its members interferes with, or has the potential to interfere with, their eligibility for the grant or gives them a personal advantage or benefit over other applicants. Refer to your organisation’s constitution for how to manage any conflict of interest that may arise.

Consumable items

An item that is used up repeatedly and on an ongoing basis, for example food, drinks, stationery, postage, or petrol.

Custom and practice (for building or land)

A situation where no formal instrument of tenure exists (such as a lease), but an owner verifies that a relationship exists.

E

Exclusion period

The period directly after an organisation is notified that their previous grant has been acquitted and closed, when the organisation can't apply for one funding round (i.e. the next funding round). For example, your funding application was closed by us on 12 August. You can't apply in the funding round that closes 31 August. However you can apply in the round after that, which closes 31 October.

F

Facility improvements

Improvements to an organisation’s facilities can include:

constructing demountable buildings, amenities blocks, playgrounds, sheds, lighting or storage facilities
landscaping
internal and/or external improvements
upgrades or refurbishments
fit-outs required to occupy and use the facilities
installing removable items requiring fixed footings, such as goal posts or shade structures
installing permanent fixtures including
- air conditioners
- extensions, patios or decks
- solar panels, systems or battery storage
- awnings or shade structures
- fencing
- grandstands or stadium seating.

Financial information (Audited report)

Financial Information refers to details sourced from financial statements that are prepared in accordance with the reporting requirements of your organisation's structure.

If audited financial statements are not available, the most recent balance sheet or income and expenditure statement must be provided for both legal entities and any sponsored entities. This information should include key financial details such as cash at bank, assets, liabilities, income, and expenditure.

Applicants must ensure the financial information entered into the registration form is accurate, up-to-date and includes the date of the financial records, which must be no more than 2 years old at the time of the round closing date.

Funding priorities

Priorities established by the Minister and considered by the Gambling Community Benefit Committee when making funding recommendations.

G

GCBF

Gambling Community Benefit Fund.

GCBF online grants portal

The online grants portal for:

registering your organisation
applying for funding
varying your application
acquitting your grant.

Grant writer

A person or organisation that is financially reimbursed for assisting with the end-to-end GCBF grants process (from application to acquittal) as determined by the department.

Grant writer associated company

A company that a grant writer is an associate of—or possesses an ownership stake in—as determined by the department.

I

Income and expenditure statement

A document that identifies all forms of income received and payments or expenditure within a given period.

Instrument of tenure

Written proof of the right to use buildings or land, which usually outlines the rules of such a right. Acceptable instruments of tenure include, but are not restricted to:

leases or sub-leases
management rights
occupancy agreements
licences.

Privately-owned buildings or land need a minimum 3-year tenure from the date you apply for funding.

L

Legal entity

The entity with legal responsibility for a grant, who must have legal authority to enter into an agreement.

Lessor approval

Refer to Approval for facility improvements on this page.

M

Minister

The Attorney-General and Minister for Justice and Minister for Integrity.

N

Natural disaster

A declared disaster listed at Disaster Assist in the last 2 years.

O

Organisation

Either a legal entity or a sponsored entity.

Owner approval

Refer to Approval for facility improvements on this page.

P

Privately-owned land

Land or buildings owned by an individual or a commercial organisation.

Q

Quality assurance

The department checks to ensure an organisation that has applied for or received grant funding is complying with the funding guidelines, and validates information about the grant including registration, applications, changes and acquittals.

R

Referee

Someone willing to testify in writing about the character or ability of a person or organisation.