Grassroots Trust

Grassroots Trust

Frequently asked questions

Which browser should I use to make my grant application?

Below are the different browsers that can be used to complete your application:

  • Google Chrome
  • Mozilla Firefox
  • Safari
  • Internet Explorer 9 (or higher)

Are there conditions attached to grants?

Yes. Please see the terms and conditions within the application.

Can we be reimbursed for expenses?

No. Grants must be approved prior to any purchase/event/trip being undertaken. Retrospective grants will not be considered.

How will the grant be paid?

Payment will be direct credited to the recipient organisation's bank account. You will need to include a deposit slip with your application.

Will our organisation be audited?

Grassroots Trust Limited grant records will be inspected and audited by the Department of Internal Affairs (DIA). Grassroots is required to render details of all donations to DIA. Any grant application is made with the understanding that if any DIA officer so requests, the applicant organisation shall agree to and participate in any such inspection/audit.

How will I know if our application is successful?

Grassroots Trust Board of Directors meet monthly to review grant applications. All approved and deferred applications will receive notification by email 1-2 business days following the meeting. Declined applications will receive notification by email 1-2 business days following the meeting.  All declined applications and supporting information will be destroyed or returned to the applicant upon request to do so by the applicant.  The results will also be published on the website.

What will we have to do if we are successful?

The Grassroots Trust requires an acknowledgement of grant form to be returned to the Trust along with verification of expenditure (receipts etc.). These receipts must be from the same companies as the quotes supplied in the application and must be returned within six months of the grant being made. Failure to comply with the conditions will result in the Trust seeking a full refund of the grant.

Do grants include GST?

Grants are GST exclusive; no grant made by the Grassroots Trust has GST content.

I am applying for funding for the salary of staff member; what information do I need to provide?

Grassroots Trust requires the following information to support an application for funding for salaries and/or wages and must be uploaded into the application:

  • Copy of the signed contract and job description. (See the Uploads section at the end of FAQ's)
  • Timeframe for when you will require the funding i.e. 4 weeks from 3rd March 2014 to 28th March 2014.

Do I need to include a copy of full minutes with my application?

Yes, the full minutes of the committee/executive meeting must be included with your application.  The minutes must include the following and be uploaded to the application: (See the Uploads section at the end of FAQ's)

  • Full names of all committee members.
  • A resolution to apply for funding from the Grassroots Trust for the purpose and amount for which your organisation is applying for funding.
  • Minutes including resolution must be certified as true and correct and signed by the Secretary/Chairperson or other executive member.
  • Minutes should be on the letterhead of the applicant organisation.

Who is eligible to apply for funding?

Any Charitable Organisations that furthers or improves local and national educational services, furthers or improves local and national amateur sport, promotes the advancement of culture or religion or contributes toward welfare assistance or the relief of poverty.

Can venue operators benefit from a grant?

No, venue operators can‘t make any decisions or recommendations about applications or receive completed application forms.

Sport, not social

Social activities are not recognised as authorised purposes because they give a personal rather than community benefit. For example, a group of friends or acquaintances going on an annual ski trip cannot claim the trip is an authorised purpose just because there is an element of sport in an otherwise social activity. In contrast a genuine ski club that members of the public can join and that offers coaching and development programmes would be more likely to be an authorised purpose.

Amateur, not professional

Professional sport cannot be an authorised purpose because of its commercial character.

A bona fide sporting activity

Sometimes an activity is presented as a sporting activity, but its real nature is entertainment, social, personal gain or commercial.

DIA considers a bona fide sport to be one where the activity, club or organisation;

  • Is affiliated or aligned to a national body.
  • Is genuine and real (eg. has standards and rule).
  • Is played regularly as part of significant competition.
  • Has a President and Secretary.
  • Has regular minuted meetings.
  • Audited financial accounts.

An incorporated organisation will usually find it easier to meet these criteria than an unincorporated group. Grassroots is not permitted to fund either dress or training uniforms. Playing uniforms are allowable, and they must remain the property of the club.

What will not be considered for funding?

The terms and conditions have an itemised list of purposes that are unauthorised for grant consideration. Please keep in mind this list is not exhaustive. Feel free to contact the grants department if you have any specific questions. The Directors prefer to fund projects that will have a long-term benefit to the recipient organisation.

How is the application assessed?

The Grassroots Trust Board of Directors meet monthly to consider all funding applications. Decisions are made taking into account the available funds, the merit of the application, the compliance of the application, and the overall community benefit. Applications submitted in any given month will be considered at the Directors meeting of the following month. Incomplete applications will not be considered.

How do I apply?

Simply scroll down the page to the 'Let’s get started' area, select the category that best fits the type of grant request. Then register your details as the person making the application in the section marked 'Person making the application' and click on the ‘Save and Next Page’ button. This will open a screen in which you can complete, and save your application.

Are there different application forms for different categories of grants?

No, there is only one grant application for you to complete.

Do I need to fill out every field?

No. Only mandatory fields are required, however the more information you enter, the more consideration your application will receive.

Can I save my application, leave the application and continue it later?

Yes, you can leave the application, just hit the "Save and Next Page" button first at the base of the page. To continue your incomplete application form, simply refer to the email sent to you labelled 'User Application link' and use your allocated application password to log back in and complete your application form.

Why can’t I progress past this stage of my application?

It is most likely because you have not filled in an entry into a mandatory field. Check if there are any highlighted questions. If there are you will need to enter information into the mandatory field.

Do I need to attach a file?

No, but if you have some relevant information you think would well support your application then it would be advisable to attach it. There is the ability to attach a Word, PowerPoint or image file, please be aware that the maximum file size is 5MBs.

Uploads: In steps 5 and step 7 you will be asked to upload certain information. To assist you in completing your application have the following file available to upload as requested in the above mentioned steps:

Step 5

  • Certificate of Incorporation, name the file Certificate of Inc
  • Minutes of the Committee or Executive Meeting, name the file Minutes
  • Resolution, including the name of the Trust, authorised purpose and amount to be applied for, name the file Resolution
  • List of Committee Members full names, name this file Committee Members
  • Set of Accounts, being the most recent, (latest) for the last full year, name this file Accounts
  • Organisation’s Bank Deposit Slip, matching the name of the party applying, name this file Deposit Slip
  • Proof of Affiliation, this is only required if you are a sports club or belong to a national body, name this file Affiliation Letter
  • Organisations Constitution, you must include a copy of your organisations constitution and if you are a sports club, please provide a set of your rules and code of conduct, name the file RCOC
  • Endorsement Letter from the Principal, this is only required if you are applying for a school or school team, name this file Principal’s letter
  • Proof of Events, is required for the names of people traveling if your application involves costs for team travel and event costs, proof would be a copy of a flyer/invite or entry form, name this file Event Details
  • Names and Roles of Players, this is a full list of the people travelling including names and positions, name this file Names and Roles
  • IRD Tax Exemption Certificate, If your organisation is a Registered Society please provide a copy of your IRD Tax Exemption Certificate, name this file Tax Certificate
  • Vehicle Letter of Commitment, this is only required if your application involves funding for a vehicle and if so a letter regarding the non-private use of the vehicle is required, name this file Letter of Commitment

In Step 7 of the application you will also be asked to upload the following documents

  • A Preferred Quote, which is the quote that should be your lowest cost supplier for any items that you are requesting funding for. This quote should not be more than 3 months old and must be addressed to the organisation and that the quote matches the amount of the funding being applied for. name this file, Preferred Quote
  • Competitive Quote, which is the second quote as a comparison to the Preferred Quote. If it is not possible to provide a competitive quote then please upload a letter of explanation as to why, name this file Competitive Quote
  • Employment Contracts, which are the contracts of the individuals or contractors that your organisation is seeking funding for, they must be signed by both parties, you may upload as many of these are you need, name this file Employment Contracts
  • Job Descriptions, these are the written job descriptions that have been supplied to the individual define their role and responsibilities, you may need as many of these as you need, name this file Job Description
  • Proof of Identity, a (Driver's License or  Passport) is required for persons authorised to make an application. Please upload  with photo and signatures clearly visible, name this file ID Full name of person

 

Why am I having problems uploading documents/files?

If you are having problems uploading documents/files, please make sure you have the latest version of Flash Player installed on your computer. To get the latest version, go to https://get.adobe.com/flashplayer/

How long will it take for me to be notified whether or not my grant application has been successful?

Once you have applied you will be sent a confirmation message, acknowledging receipt of your application, along with notification of how many days before you receive notice of your success or otherwise.

What are my obligations if I am successful?

The obligations of all applicants that are successful are described in the Terms and Conditions section of the application, please read this carefully.

Will my information be shared with other parties?

No, your information will only be shared internally and is protected in line with the Privacy Policy contained within this application, please read it carefully. If your application is successful then The Grassroots Trust would have the right to promote the grant in their media communications including social media pages and website.

A system or program issue

If you are having a system or program issue with the application then please click on the help desk link below and lets us know by completing the email support request form. We will endeavour to respond the same day if your request is filed before 12 noon or the following day if your request is filed after 12 noon. The help desk response will only be available Mondays to Fridays and not on public holidays.

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