Audit Procedure
If you are successful in receiving a grant from us you will be required to submit verification of the correct expenditure of the grant funds. Your approval letter will detail the specific details of the approval, including the amounts that have been approved for each item.
The documents you need to supply to us are:
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A completed Grant Audit Checklist which will be sent to you with the approval letter or you can download a blank one here.
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Copies of the invoices/receipts from the suppliers. These invoices need to detail the specific goods and/or services you purchased and whether the cost includes GST.
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A copy of your bank statement or a printout of the online payment from your organisation's bank account that shows payment to the supplier(s).
It is important to remember that all grants are approved for the GST exclusive cost of the goods and services, even if your organisation is not GST registered.
We recognise that there are going to be situations where you may have to change an aspect of the grant approval. For example the supplier may not be able to deliver items in time or the date of an event may have to change. As some changes can alter the conditions of the approval, you will need to contact us as soon as possible to get approval for the changes before spending the funds.
Once you have provided all the required audit documents, the details are checked against the application and the approval conditions including:
the amount spent;
the specific goods and/or services purchased;
the supplier of those goods and/or services;
evidence that you have not paid for the goods and/or services before your grant application has been approved. Grant funds cannot be used to reimburse money you have already spent.
If the amount spent is less than the funds granted, or where funds have not been used correctly we will send you a refund request letter detailing the reason and amount of the refund.
Failure to provide audit documents or any outstanding refund requests will prevent your organisation from being considered for any future applications.
We appreciate any feedback on your projects and events and photos are always welcome.
