Not-For-Profit Grant Procedure & Policy

Not-for-Profit Grant Procedure & Policy

The purpose of this procedure is to ensure that it is easy to reconcile and audit the grant received during the year, and to ensure we are meeting all Department of Internal Affairs (DIA) requirements for the grant allocating bodies. 

A simplistic view of the grants process is as follows: 

1. Application for funding 

2. Approved or Declined 

3. If declined, process ends here. 

4. If approved we receive the funds into the bank account 

5. Spend the money and get invoices from the suppliers 

6. Accountability 

FILING SYSTEM 

We have developed the following filing system to keep track of the Grants.  These files must be re-created each financial year for ease of financial management. 

We will have the following files: 

1. Application File 

2. Approved File  

3. Declined File  

4. Accountability File  

We will also require a computerized filing system to be used to monitor the grants and where they are in the process. 

Download the spreadsheet from our resources page for a model of how this should be prepared.  When a grant application is completed and signed by persons with authority, prior to filling in the Applications File, enter the details in the attached Spreadsheet. 

Once we have received notice re approval or declined, update the spreadsheet prior to moving the written documentation from the Application File to the Approved or Declined File. 

Once the accountability has been done, update the spreadsheet prior to moving the documentation to the Accountability File. 

PROCEDURES FOR GRANT APPLICATIONS 

The following are the steps in the process for applying for funding: 

1. Complete an application to grant/funding body include all relevant information for that grant making body.  The details they require will be in the application form. 

2. Take copies of all documentation relative to application including; 

• Copy of Original application  

• Any relevant information to the application, it is also essential to keep information that relates to the specific application (for accountabilities) 

3. File the copy of the completed application in the “Applications File”. 

4. Add this Grant Application to the spreadsheet that is on file. 

5. When the funds are granted or declined it is normal procedure for the grant making body to notify the applicant in writing. 

6. Process the application of the basis of the above information: 

Declined / Approved (amount listed) 

7. When a grant is declined it is important to note that on the spreadsheet and keep a copy of the declined application on the “Declined file”. 

8. If grant is approved input the details onto the spreadsheet and advise accounts department of the amount to be received. Input all relevant information onto the spreadsheet.  

9. Write a Thank You letter to the grant funding body to say thank you and that we will forward the accountability as soon as the money has been spent. 

10. Once the funds have been spent relative to the ‘application purpose’ proceed with an accountability for the funds. 

ACCOUNTABILITIES 

All grant making bodies are different as to their requirements and from time to time may require additional information depending upon the size of the grant. 

• No invoices to be retrospective to funding application. 
• Accountabilities must be in the format required by that funder. 
• Include copy/ies of invoices, take copies of all the documents and send out.  
• Once the accountability has been completed, take a copy, attach it to the grant application and move from the Approved File to the Accountability File. 
• Update the Grants Spreadsheet with your name, the date that the accountability was completed, and the name of the file that the documents are filed in. 

‍

If you would like help, please contact us

Phone: 09 869 2200

Email: carolb@tael.co.nz

‍