Volunteer Grants 2011 - Frequently Asked Questions (FAQs) about the next stage of the funding process

For further information on any of the following questions, please refer to the Volunteer Grants 2011 Application Guidelines.

Q1. Why are some descriptions of the equipment on my Funding Agreement different than on my application?

A1. References to brands, model numbers, size or dimensions were removed in the event that these particular brands/models/sizes are not available when purchasing the equipment. Similar models or equipment with the same purpose will be acceptable. To ensure the equipment description is as clear as possible, any additional text, such as the use or purpose of the equipment, was removed.

If an item requested in the Application Form was not eligible for funding, the Department may have replaced that item with the words ‘Choose eligible item (Refer to Attachment A)’. This indicates that an alternative item/s from the list provided at Attachment A of the Letter of Offer may be purchased.

Q2. We have to complete Business Activity Statements (BAS) for the Tax Office. How do we account for the grant?

A2. It is suggested that your organisation consult with its treasurer/accountant and/or call the Australian Taxation Office (ATO) on 13 28 66.

Q3. Which documents do we need to sign and by what date do they need to be returned?

A3. It is preferred that the Letter of Offer be accepted by email as outlined in the instructions provided. Alternatively, a completed, signed copy of the Letter of Offer can be returned to the postal address stated in the letter.

If your organisation does not have its own ABN, a declaration of the reason for not providing an ABN should be supplied to the Department. Otherwise the Department will be required to withhold 46.5% of the funding.

This can be done by either completing the declaration provided in the Letter of Offer email or by completing a 'Statement by a Supplier' form which must be returned with your Letter of Offer acceptance. The 'Statement by a Supplier' form can be downloaded from the Australian Taxation Office website or obtained by telephoning the ATO on 13 28 66.

For information about Australian Business Numbers or other taxation matters, contact the Australian Taxation Office (ATO) on 13 28 66.

Q4. We do not have an Australian Business Number (ABN). What should we provide instead?

A4. Successful applicants who do not have their own ABN should provide the Department with a declaration of the reason for not providing an ABN. The Department will be required to withhold 46.5% of the funding if this information is not provided. This can be done by either completing the declaration provided in the Letter of Offer email or by completing a 'Statement by a Supplier' form. This form can be downloaded from the Australian Taxation Office website or by telephoning the Australian Taxation Office (ATO) on 13 28 66.

Q5. What is a Statement by a Supplier form?

A5. A Statement by a Supplier is a form whereby an organisation can declare the reason they have not provided an ABN. If the Department receives this form, it will not apply withholding tax to your payment. The Statement by a Supplier form should be signed by someone with appropriate authority from the organisation.

Q6. Does the contact person nominated on the application have to be the person who accepts and/or signs the Funding Agreement?

A6. No. However, the person accepting and/or signing must have the authority to do so on behalf of the organisation.

Q7. What if the contact person who maintains the organisation's email address does not have the authority to accept the funding?

A7. The contact person should forward the Letter of Offer email to the person who has the authority to respond on behalf of the organisation. Where two signatories are required, the contact person should print off one copy and obtain both signatures. The original signed copy should then be posted to Volunteer Grants 2011, Locked Bag 5001, Tuggeranong BC, ACT 2901.

Q8. How do we get paid if the organisation does not have its own bank account. Can we use another organisation to initially receive the funds on our behalf?

A8. No. The Department will not make payments into a third party's bank account or a personal bank account. An organisation will be required to open its own bank account in order for funds to be paid.

Q9. How long will it be before we receive the funding? Will we be advised when payment is made?

A9. On receipt of your completed Funding Agreement, notwithstanding any issues, your payment will be processed. Please allow up to 40 days for the funding to be paid. Remittance advice will be provided once payment has been made.

Q10. Do we have to expend the funding by a certain date?

A10. Yes. All funding will need to be expended by 30 June 2012.

Q11. Since we lodged our application, our equipment needs have changed. Can we alter our equipment items?

A11. An organisation can purchase other eligible item/s to assist volunteers from the list provided at Attachment A of the Letter of Offer.

If you wish to purchase an item that is not listed at Attachment A, approval must be sought from the Department by contacting the Volunteer Grants hotline on 1800 183 374. This should be done prior to returning your funding documentation to allow for the request to be considered before payment is made.

Q12. Do we have to return our proof of purchase documents?

A12. As referenced in Clause 7 of the Funding Agreement Terms and Conditions, the Department may write to you to request receipts and/or a statutory declaration to account for the expenditure of the funding. The Department is entitled to make such a request at any time up to five years after funding is received. All proof of purchase documents/original receipts must be retained for five years.

In regard to training courses/background checks for volunteers, organisations must record detailed information about the training provider, the type of training and the number of volunteers from your organisation who have completed the training/background checks. Training courses are required to be recognised, and lead to a Statement of Attainment, Certificate or Diploma. 

Options to demonstrate proof of purchase for Fuel/Petrol and Transport costs for volunteers with disability reimbursement include:

  • Copies of original fuel expenditure receipts;
  • Log book of volunteer motor vehicle trips;
  • Copies of original pre-paid fuel card receipts; or
  • Copies of cab charge receipts

CHECKLIST for returning the required documentation.

  • I have read all pages of the Letter of Offer, including the Terms and Conditions.
  • I have emailed my acceptance as per the instructions or returned a signed copy of the completed Letter of Offer to the Department.
  • I have provided the Department with a declaration of the reason for not quoting an ABN (if required).

If you have any further queries, please contact the Volunteer Grants 2011 hotline on 1800 183 374.

Content Updated: 29 May 2012