Reporting and accountability
Club Grants method required for reporting and accountability on funding received.
The Club Grants Guidelines require organisations that have received funding through the scheme to provide a report to the committee.
Organisations must submit a standard funding report (acquittal) to the Bega Valley Club Grants Committee Convenor upon completing the project. Organisations that have previously received funding and have not submitted their report / progress forms will not be considered for further funding.
In some cases, a funded project will be only partly underway when a recipient wants to apply for further funding for another project. In these situations, the committee may request a progress report outlining how the funds have been spent so far and the plan for the future of the project, including a timeline for completion. If the project has been delayed, the organisation should provide information as to why it has not run to schedule.
Recipients should also advise the committee of any changes in the circumstances of the project (such as what the money will be spent on, who will benefit from the funding, how they will benefit), and obtain the committee's written approval prior to making any changes.
The final report helps provide Clubs with a summary of the incredible grant funded work within the community. The following information is required within 30 days of project completion or by 30 June at the latest, as outlined in the letter of offer. Reporting requirements are as follows:
1. A final report verifying that any money received has been spent in accordance with the grant application. This is also an opportunity to tell your story. It can be completed by logging in to the ClubGRANTS portal.
- if your program has been completed, fill out the 'Standard Funding Report Form' or
- if your program is still being delivered, fill out the 'Progress Report'
2. Financial accounts and records relaced to the activity. Suitable evidence includes:
- a receipt or proof of purchase - which may be printed from a cash register, handwritten or electronic for online purchases
- a tax invoice showing zero-balance payable (please note, a tax invoice with an outstanding balance does not confirm funds have been spent. Similarly, quotes are not acceptable as they do not show proof of purchase)
- bank statements highlighting relevant expenditure
3. Photographic documentation of the project must be included in your report. Where applicable, these should:
- document sites before, during and after the project
- show volunteers in action, the community engaging with the project, and/or the items in use
- include copies of any media coverage
| Amount | Minimum Reporting Method |
|---|---|
| Up to $500 (cash) | Receipt |
| Up to $500 (in kind) | Letter of acknowledgement from recipient |
| $500 - $7,500 | Standard Funding Report (acquittal) |
| $7,500 and over | Standard Funding Report (acquittal) plus Statutory Declaration |
Funding applicants and recipients should refer to section 4.3 of the Club Grants Guidelines for full details on their obligations.
Reporting obligations can be completed by logging in to the ClubGRANTS portal.
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