Assessment of applications
The Volunteer Grants 2009 is a competitive process. All eligible applications will be assessed against the selection criteria and rated on merit. A large volume of applications is anticipated and the assessment process will take around three months.
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Successful applicants
Successful applicants will be sent a Letter of Funding and asked to sign a Funding Agreement between the organisation and the Department. Funded organisations are responsible for ensuring the terms and conditions of the Funding Agreement are met. Funds will be made available once the Funding Agreement has been returned by the organisation and accepted by the Department. The funds can only be paid to the organisation that applied under the Volunteer Grants 2009.
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GST status of volunteer grants
Volunteer Grants payments are ‘GST out-of-scope’ and are not subject to GST. Successful organisations will be issued with a remittance advice when the grant payment is made.
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Acquittal
The Department may require you to provide proof of purchase and to allow the Australian Government’s auditors to look at your records. Original receipts are required as proof of purchase for all items. Receipts must be retained for five years. It is the responsibility of the organisation to maintain a complete set of records for acquittal purposes, including receipts for all contributions for the reimbursement of fuel. It is not necessary to send receipts to the Department, unless requested to do so.
Fuel Acquittal
There are four options that provide the necessary record keeping requirements for fuel cost reimbursement funding:
- Volunteers can maintain a log book for all volunteer motor vehicle trips. The log book would be sufficient proof of fuel costs incurred by the volunteer(s). The log book should include details of each trip (date, from/to, reason for trip) and record the kilometres travelled (meter readings).
- An organisation may set up an account at a local service station with authority for volunteers to charge their approved fuel to the account which would be paid direct by the organisation. Account receipts would be sufficient proof of expenditure.
- Copies of actual fuel expenditure receipts.
- Pre-paid petrol cards. Payment receipts would be sufficient proof of expenditure.
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Unsuccessful applicants
All unsuccessful organisations that submitted a Volunteer Grants 2009 application by the closing date will be advised of the outcome in writing and given the opportunity to seek feedback on their application.