Q1. Some of the descriptions for the equipment on my agreement are different than on my application. Why is that?
A1. Any references to branding, model numbers, size or dimensions were removed in the event that these particular brands/models/sizes are not available when it comes time to purchase the equipment. Similar models or equipment with the same purpose will be acceptable. Other text such as repetition of the use or purpose of the equipment will also have been removed, to make the equipment description as clear as possible.
If an item requested in the application was not eligible for funding, the Department has replaced that item with the words ‘Other eligible item. Refer to Attachment A’. This means you can purchase an alternative item(s) from the list provided at Attachment A of the Funding Agreement.
Q2. We have to complete Business Activity Statements (BAS) for the Tax Office. How do we account for the grant?
A2. You will need to consult with your organisation's treasurer/accountant and/or call the Australian Taxation Office (ATO) on 13 28 66.
Q3. Which documents do we need to sign and return and by when?
A3. Either accept the offer of funding by email as outlined in the instructions provided in the email, or return one complete signed copy of the Funding Agreement (all 7 pages) to the stated postal address. If your organisation does not have its own ABN you should provide the Department with a declaration of your reason for not quoting an ABN, otherwise the Department will be required to withhold 46.5% of the funding.
This can be done by either completing the declaration provided in the email, or by completing a 'Statement by a Supplier' form. This form can be downloaded from the Australian Taxation Office website or by telephoning the ATO on 13 28 66. For information about Australian Business Numbers or other taxation matters, refer to the Australian Taxation Office. These documents should be returned by the specified date with the Funding Agreement.
Q4. Does the contact person nominated on the application have to be the person who accepts and/or signs the funding agreement?
A4. No. However, the person accepting and/or signing must have the authority to do so on behalf of the organisation.
Q5. What if the contact person who maintains the organisation's email address does not have the authority to accept the funding?
A5. The contact person should forward the email to the person that has the authority to respond individually on behalf of the organisation. Where two signatories are required the contact person should print off one copy and obtain both signatures. The original signed copy should then be posted to the specified locked bag address.
Q6. We do not have an Australian Business Number (ABN). What should we provide instead?
A6. Successful applicants who do not have their own ABN should provide the Department with a declaration of the reason for not quoting an ABN, otherwise the Department will be required to withhold 46.5% of the funding. This can be done by either completing the declaration provided in the email, or by completing a 'Statement by a Supplier' form. This form can be downloaded from the Australian Taxation Office website or by telephoning the ATO on 13 28 66.
Q7. What is a Statement by a Supplier form?
A7. A Statement by a Supplier is a one-page form whereby an organisation can declare the reason they have not provided an ABN. If the Department has this form, it will not apply withholding tax to your payment. It should be signed by someone of authority from the organisation.
Q8. The organisation does not have its own bank account. How do we get paid? Can we use another organisation to initially receive the funds on our behalf?
A8. No. The Department will not make payments into a third party's bank account or personal account. Your organisation will need to open its own bank account in order for funds to be paid.
Q9. How long will it be before we receive the funding? Will we be advised when payment is made?
A9. On receipt of your completed Funding Agreement, notwithstanding any issues, your payment will be automatically processed. Please allow up to six weeks for the funding to be paid. You will receive a remittance advice once payment has been made.
Q10. Do we have to expend the funding by a certain date?
A10. Yes, all funding will need to be expended by 30 September 2010.
Q11. Since we lodged our application, our equipment needs have changed. Can we alter our equipment items?
A11. Yes, you can purchase other eligible item(s) to assist your volunteers from the list provided at Attachment A of the Funding Agreement. If you requested funding for Fuel/Petrol reimbursement, you can only use the amount specified in your Funding Agreement.
If you wish to change to an item that is not listed at Attachment A, you must seek approval from the Department by contacting the Volunteer Grants 2009 team on 1800 183 374. You should contact us prior to returning your funding documentation, so that your request can be considered prior to payment.
Q12. Do we have to return our proof of purchase documents?
A12. As referenced in Clause 7 of the Funding Agreement Terms and Conditions, we may write to you to request receipts and/or a statutory declaration to account for the expenditure of the funding. The Department is entitled to make such a request at any time up to five years after funding. All proof of purchase documents/original receipts must be retained for five years.
Options to demonstrate proof of purchase for Fuel or Petrol reimbursement include copies of the original fuel expenditure receipts or a log book of volunteer motor vehicle trips.
YOUR CHECKLIST - Have you returned the required documentation?
- I have read all pages of the Funding Agreement, including the Letter of Funding attachment, Terms and Conditions.
- I have emailed my acceptance as per the instructions, or returned a signed copy of the completed Funding Agreement (all 7 pages) to the Department.
- Where required, I have provided the Department with a declaration of the reason for not quoting an ABN.
If you have any further queries, please contact the Volunteer Grants 2009 team on 1800 183 374.