Grassroots Trust

Grassroots Trust

Frequently asked questions

Am I eligible to apply?

If you are a registered charity or not-for-profit organisation, a school or a group that is affiliated to a regional or national body you are eligible to apply.

For more detail, please refer to the Eligibility page here

Do you have funding in our area?

In general, funds will be distributed in the area in which it was generated. This is typically defined by territorial local authority (TLA) boundaries. The Directors may however at their discretion, apply and distribute funds from one TLA to another.

To see if we have a venue near you, please check here

Can I apply for salaries?

Yes you can apply for salaries; however new salary requests are not a high priority for the Directors. Applicants are encouraged to consider applying for activity/project or operational expenses instead.

What am I unable to apply for?

The following are examples of purposes that are deemed unauthorised for grant consideration. This list is not exhaustive but rather is intended as a sample. Feel free to contact a member of the Grants Team if you have any specific questions.

  1. Anything intended to further the activities of professional sports persons or teams.
  2. Any individual sport person unless the grant is made to and administered by an incorporated sporting body.
  3. Anything related to a hotel social club.
  4. Third party donor organisations (e.g. service clubs).
  5. Food and entertainment.
  6. Dress uniforms.
  7. Training shirts.
  8. Funding for fundraising events.
  9. Purchase or subsidy of vehicles intended for purposes associated with social functions.
  10. Stake money for any types of races.

The Board cannot consider funding any goods or services that have already been paid prior to their approval.

Are there conditions attached to grants?

Yes there are conditions attached to grants. They include:

  1. Any grant allocation must be applied to the specific purpose stated in your approval letter and to no other purpose. Acceptance of payment will be deemed to confirm that the grant allocation has or will be applied accordingly.
  2. The allocation is made as a grant, a gift from Trust funds, made on the condition that no procuration fee, commission and/or discount has or will be paid to any person and that no identifiable direct benefit arises or may arise in the form of a supply of goods or services to any party involved as a result of the payment being made.
  3. In the event of non-compliance to these conditions, an amount equal to the allocation amount is immediately repayable by the recipient to the Trust.
  4. Any grant made by the Trust is exempt of Goods and Services Tax.
  5. Any uniforms or equipment purchased from grant money will need to remain the property of the club/group/school.


How can I acknowledge Grassroots Trust?

If your application is successful, you may wish to acknowledge Grassroots Trust’s support.


You can do this by:

  • Mentioning our funding support in your newsletter, on your website or Facebook page.
  • Including the Grassroots Trust website link on your website.
  • Acknowledging us at your AGM, prize giving, sponsorship evenings or official opening/launch.
  • Approaching your local newspapers or radio stations about our support.
  • Including our logo on your playing kit, uniforms or equipment.
  • Naming an event, building, team, competition, piece of equipment or training programme after us.
  • Erecting plaques or signs with our logo around your premises/facilities.
  • Emailing the local council and advising them of what you have been able to achieve as a result of the funding received.
  • Making a short written submission to council when council next reviews its gambling venue policy.  The submission would emphasise the importance of having local gaming machine funding available.


How often can I apply?

There is no limit as to how many applications an Organisation can make within a calendar year.


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 are not eligible to apply.

Amateur, not professional

Professional sporting groups cannot apply as it is of a commercial nature.

What is 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.

The Department of Internal Affairs 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 (e.g. has standards and rules)
  • Is played regularly as part of a 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.

Can venue operators benefit from a grant?

No, venue operators cannot make any decisions or recommendations about grant applications.

Do grants include GST?

Grants are GST exclusive; however if you are not GST registered, you may apply for the full GST inclusive cost of the goods or service.

Can I be reimbursed for expenses that have already been paid?

No. The Board cannot consider funding any expenses that have been paid prior to their funding approval.

Can I use other web browsers other than Google Chrome?

No. Some aspects of the application process do not work in other web browsers which can prevent you from successfully submitting your application.

You can download Google Chrome here.

Can I use an Apple iPad to complete my online application?

 No. Some aspects of the application process do not work through an Apple iPad which can prevent you from successfully submitting your application.

Who can authorise my application?

All applications must be authorised by at least two Executive/Committee/Board members. If another member of your organisation has documented authority to apply for funding on behalf of your governing group, for example, a signed delegated authority document or a signed set of minutes, then this evidence must be uploaded to your application to support them being used as an authoriser.

How will my application be assessed?

Once you have successfully submitted your application, you will receive an email confirming this.

The Grants Team aims to assess all applications within one week of receipt. If additional information is required to make your application compliant, the assessor will contact you via email to request this information. 

How can I get back into my application?

If you leave your application before it has been submitted, you can re-enter it at anytime by using the return link that will be sent to you once you have entered your email details into your application.

Can I save the page and come back later?

You can only save the page if all questions have been completed. Each step must be completed in full before you can save and navigate to another page.  

How will I know if our application is successful?

The Grassroots Trust Limited Board meets on the fourth Wednesday of each calendar month. The full grant results are uploaded to the Trust’s website by the end of the meeting day; with individual application outcome letters emailed to each Applicant within 48 hours of the meeting. To view previous grant recipients, please click here.

How will the grant be paid?

Payment will be direct credited to the recipient organisation’s bank account within one month of the application being approved.

What will our organisation have to do if we are successful?

Your organisation must obtain invoices for all goods or services, and complete full accountability within the timeframe specified in your accountability reminder email.  You will receive this reminder email 20 days prior to your accountability being due. You can find the date that you will receive this reminder in your Applicant Dashboard under Accountability Reports/Report Due. Failure to provide this documentation will result in Grassroots Trust Limited seeking a full refund of the grant. 

Can I use a different supplier?

If there is a need to change suppliers, prior approval of this change must be sought. A quote that matches the previously approved supplier’s goods or services must be provided for this request to be considered. Failure to inform us of these changes may result in a refund being requested.

Can I allocate salary funding to another staff member?

If there is a change in staff member for a role that has been funded, prior approval to use these funds for the new staff member must be sought. A signed employment contract and position description for the new staff member must be provided for this request to be considered. Failure to inform us of these changes may result in a refund being requested.

Will our organisation be audited?

Grassroots Trust Limited audits 10% of approved applications and may request further information and verification as to how the funds were used. If your organisation is selected to be audited, a member of the Grants Team will make contact with you.

Grassroots Trust Limited grant records will also be inspected and audited by the Department of Internal Affairs (DIA). Grassroots Trust Limited is required to provide details of all grants to the DIA. All applications must be made on the understanding that, if a DIA officer requests, the applicant organisation must agree to and participate in an inspection/audit.

Do you have a paper application?
Yes. A copy of the paper application is here.
Please note that paper applications are no longer accepted as all grant applications are to be submitted online.

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