Acquittals and variations

You will now need to provide more information about the outcomes of your funded project.

You will still need to:

• upload invoices or receipts
• explain how you spent the grant against the approved items.

You will also answer questions about the impact and outcomes of your project.

This includes grants over $35,000 or if you have more than 15 invoices or receipts.

You can request an extension in the online grants portal.

You must explain why you need more time.

Requests for extensions of less than 6 months are automatically approved.

Requests for extensions of more than 6 months are only considered in exceptional circumstances. We will review these requests.

You can request a variation through the online grants portal.

A replacement item must have the same purpose as the approved item.

For example, if you received funding for kitchen equipment, you cannot use the funding to buy a vehicle.

If you are not sure if a change can be approved, contact us before buying or committing to the item.

Before you submit your acquittal, make sure you have:

• purchased only approved items
• had any changes approved through the variation process
• completed your approved project
• kept all invoices and receipts
• checked that your invoices and receipts meet the acquittal rules
• gather any other required documents.

Doing these checks can help avoid delays.

You must upload invoices or receipts for all approved items bought with grant funding.

Invoices and receipts must:

• be for approved items only
• be dated after the grant or approved variation
• be in your organisation's name
• clearly show what you bought
• show a genuine transaction at a normal market price
• include the contractor's licence number where required by law.

You may also need to provide other documents.

For example, if there is a conflict of interest, you must provide the relevant committee or management meeting minutes.

You must provide valid documents to show how you spent your grant.

We cannot accept:

• quotes
• purchase orders
• sales orders
• statements
• pro-forma invoices
• invoices dated before your grant or approved 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.

Incorrect documents may delay your acquittal. You may also be asked to provide more information.

You no longer require an external financial audit for any grant.

After your grant is successfully acquitted and closed, you 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 that closes on 30 November.

You can apply in the next funding round.