SMALL GRANTS FUNDING

ACCOUNTABILITYGUIDELINESCRITERIAAPPLICATION FORM CLOSING DATEQUESTION TIME

ACCOUNTABILITY1. How was the money spent?

The grant was used to cover part of the cost of the following expenses (GST exclusive):

Item Grant Spent Unspent Paid to whomAudit costs $1,200.00 $1,500.00 Xyz CAEnergy $1,000.00 $1,398.00 Genesis Energy Insurance $800.00 $900.00 NZIInterpreters/experts $ $Newsletters/Advertising $ $ Photocopying/printing $ $Postage $ $Stationery $1,000.00 $730.00 $270.00 Warehouse stationeryTelephone/Internet $ $ Volunteer expenses $ $Rent /venue hire $1,000.00 $9,500.00 LandlordTotal $5,000.00 $14,028.00 $270.00

Don’t forget the other questions.

CRITERIA FOR APPLYING

Your agency must be providing welfare services

Your agency must be available to all persons regardless of ability to pay

Costs must pertain to the Palmerston North City area

Grant can only be used for essential administration expenses, and can be for no more than $5000.

APPLICATION FORM

KEY CONTACT PERSON

Contact person’s details need to be current and correct and the person named must have an excellent knowledge of the operation and the finances of the organisation. (Not necessarily the person who has signed the application.)

SIMILAR SERVICES

Why are you different?Why are you special?Partnership and

collaboration?

NEW ORGANISATIONS

Why did you set up?

GST EXCLUSIVE

All figures are GST exclusive. (Please note most accounting programmes give reports GST exclusive).

ELIGIBLE EXPENDITURE

AUDIT ENERGY - Electricity and Gas INSURANCE - Public Liability and Assets INTERPRETER/S - Interpreter/s or Specialist/s NEWSLETTER PHOTOCOPYING - Includes printing POSTAGE STATIONERY TELEPHONE VOLUNTEER EXPENSES RENT

Example of presentation of the money you are requesting and the reason when the sum is different from last year

or different from this year’s budget Date Amount requested Purpose Auditor $ 950.00 Budgeted for same as last year Advertising $ 540.00 Although we use free advertising

when possible we plan extra promotion of new programmes this year.

Photocopying/Printing $ 330.00 Increased from last year to allow handout ofnew projects info.

Postage $ 250.00 As we were unsuccessful in our application for free post envelopes

cost this will be added. Stationery $ 700.00 Our budget for stationery is $0.00

but we have applied to….. for $1,800 and some of this can be used can be used for stationery

Insurance $ 230.00 Last year our insurance costs were $650 covered by a grant from …….. but as premiums

increased this year, plus extra cover for new equipment the estimated cost is $880.00 and we are requesting the balance.

Telephone & Internet $1500.00 These costs are rising and with new projects planned we expect our cost to be greater than last year. Volunteer Expenses $500.00 As the new programmes planned will involve more

volunteers we wish to give more petrol vouchers to. assist with their costs Total $ 5000.00

FINANCIAL INFORMATION

Financial informationPlease give us financial information specific to

the service for which you are seeking funds:Total of your current bank balances, including

savings and investments as at 31 May 2010: Total of all accounts $60,000 as at 31 May

2010Cheque Account $10,000Simple Saver $ 5,000Serious Saver $ 5,000Investment Account $40,000

BANK BALANCE/TAGGED FUNDS

TOTAL BANK BALANCES - $65,000WHAT ARE TAGGED FUNDS?Tagged funds are funds that are

accumulated for a particular reason e.g. - new vehicle fund - $10,000

- one year’s operating expenses $35,000 - current liabilities - $5,000 (unspent

grants)

- untagged funds $15,000

PURPOSES OF TAGGED MONEYPurposes and amounts of money already tagged/committed

………………………..Compliance $ June/July Accounts,

GST/PAYE, student loans, Kiwi Saver, Payroll

Giving donationRent $……………………. Administration $ ……………………. Training $ ………………….. MSD

fundingProgramme – project 1 $…………………… xyz contractProgramme – project 2 $ …………………… rstu fundCounselling $ ……………………New vehicle/ computer $………………..…. grants and

donations invested Contingency / Emergency $ …………………….. to cover

unsuccessful funding applications / time lag receipt of funds

OPERATIONAL BUDGETHOW DO I DO A BUDGET?- Look at your income and expenditure

for last year, ask yourself: - will this be similar to last year?- do I need to allow for cost of

living/increase in charges?- will their be any special projects or significant purchases?- Put projected figures in and total up

then use this as your guideline for the

coming year!

EXAMPLE BUDGET

IncomeContracts $ 23,590Grants $ 88,500Donations $ 15,000Interest $ 495Bequests $ 1,200 Fundraising $ 2,350Miscellaneous $ 395

$131,530

Expenditure

ACC $ 320Audit $ 1,250Advertising $ 8,650AGM expenses $ 200Bank fees $ 80Computer consumables $ 700Conferences / seminars $ 1,500Donations $ 60Electricity / gas $ 950Gifts $ 100Hospitality $ 350Insurance $ 1,100Postage / stationery $ 2,750Printing/photocopying $ 1,700Professional fees $ 1,500Projects $13,976Rent $11,000Staff training $ 2,550Subscriptions $ 230Sundries $ 159Supervision $ 1,497Telephone / internet $ 1,800Training $ 1,500Travel $ 794Vehicle expenses $ 5,340Volunteer expenses $ 850Wages / salaries $ 63,280

Total Expenditure $124,186

WHAT DO I HAVE TO PROVIDE

TWO (2) copies of the completed application form and TWO (2) copies of all documentation that is provided with the application form.

Application must be signed by TWO trustees or committee members and if using an umbrella group - countersigned by the umbrella group.

Last financial year’s audited financial statements.

WHAT DO I HAVE TO PROVIDE

Statement of income and expenditure not more than three months old.

Current bank balances of all accounts operated - verified by bank statements.

Latest annual report, or if this is your first year of operating - a Progress report including your balance sheet and Income and Expenditure statements.

WHAT DO I HAVE TO PROVIDE

A budget or breakdown of how requested amounts were worked out.

If you received a grant last year an accountability report must be provided, to be considered for this year.

Letters of support needed - if you do not have legal status, from your umbrella group , or if you are an organisation applying for the first time.

WHY DO WE NEED THIS INFORMATION - Question 19

Do we need to provide a budget? Yes. If you are only applying for a particular item or

workshop then we only need a budget for this purpose.

Why do we need to provide current income and expenditure report as well as audited financial reports?

So that we can see what changes if any have occurred in your financial situation.

INVOICE TO COMMUNITY SERVICES COUNCIL

All figures in your application are GST exclusive. Now take the total of $5000 requested and add the GST amount of $750 to give the total invoice amount that you are requesting payment for. Remember to include your GST No. (N.B. Only if you are registered for GST).

CLOSING DATE

Friday 29 June 2012 at 4 p.m.

Either delivered to the PNCSC Community House

or posted to: Community Services Council 77 King Street Palmerston North and received by 29 June 2012

QUESTION TIMEDo we need to be a member of CSC?

No.

Do we have to be a legal entity?No, but we do want to know why you aren’t a legal entity and you do need to apply under an umbrella organisation.

Do I need to answer all questions?Yes, failure to do so may mean your application will not be considered.

Do I need to provide all information asked for?

Yes, failure to do so may mean your application will not be considered.