Frequently Asked Questions
Can we be reimbursed for expenses?
No. Grants must be approved prior to any purchase/event/trip being undertaken. Retrospective grants will not be considered.
How will the grant be paid?
Payment will be direct credited to the recipient organisation's bank account. You will need to include a deposit slip with your application.
Will our organisation be audited?
Youthtown Inc grant records will be inspected and audited by the Department of Internal Affairs (DIA). Youthtown Inc is required to render details of all donations to DIA. Any grant application is made with the understanding that if any DIA officer so requests, the applicant organisation shall agree to and participate in any such inspection/audit.
Do grants include GST?
Grants are GST exclusive; no grant made by Youthtown Inc has GST content.
I am applying for funding for the salary of staff member; what information do I need to provide?
Youthtown Inc requires the following information to support an application for funding for salaries and/or wages and must be uploaded into the application:
- Copy of the signed contract and job description
- Timeframe for when you will require the funding i.e. 3 March 2023 to 3 May 2023
Do I need to include a copy of full minutes with my application?
Yes, the full minutes of the committee/executive meeting must be included with your application. The minutes must include the following and be uploaded to the application:
- Full names of all committee members
- A resolution to apply for funding from Youthtown Inc for the purpose and amount for which your organisation is applying for funding
- Minutes including resolution must be certified as true and correct and signed by the Secretary/Chairperson or other executive member
- Minutes should be on the letterhead of the applicant organisation
Who is eligible to apply for funding?
- Any Charitable Organisations that furthers or improves local and national educational services, furthers or improves local and national amateur sport, promotes the advancement of culture or religion or contributes toward welfare assistance or the relief of poverty.
- Any Charitable Organisation that provides a benefit (direct or indirect) for youth.
- Not-for-profit groups incorporated as a charitable organisation or an association promoting charitable purposes.
- Incorporated regional and community not-for-profit groups in the areas where the funds were generated (Check out our Venue Locations).
- Any amateur sports organisation which is an incorporated regional or community not for profit group must be affiliated to a recognised national body.
Can venue operators benefit from a grant?
No, venue operators can‘t make any decisions or recommendations about applications or receive completed application forms or receive any benefit as a result of a grant.
Sport, not social
Social activities are not recognised as authorised purposes because they give a personal rather than community benefit. For example, a group of friends or acquaintances going on an annual ski trip cannot claim the trip is an authorised purpose just because there is an element of sport in an otherwise social activity. In contrast a genuine ski club that members of the public can join and that offers coaching and development programmes would be more likely to be an authorised purpose.
Amateur, not professional
Professional sport cannot be an authorised purpose because of its commercial character.
A bona fide sporting activity
Sometimes an activity is presented as a sporting activity, but its real nature is entertainment, social, personal gain or commercial.
DIA considers a bona fide sport to be one where the activity, club or organisation;
- Is affiliated or aligned to a national body
- Is genuine and real (e.g. has standards and rule)
- Is played regularly as part of significant competition
- Has a President and Secretary
- Has regular minuted meetings
- Audited financial accounts
An incorporated organisation will usually find it easier to meet these criteria than an unincorporated group. Youthtown Inc is not permitted to fund either dress or training uniforms. Playing uniforms are allowable, and they must remain the property of the club.
What will not be considered for funding?
The terms and conditions have an itemised list of purposes that are unauthorised for grant consideration. Please keep in mind this list is not exhaustive. Feel free to contact the grants department if you have any specific questions. The Directors prefer to fund projects that will have a long-term benefit to the recipient organisation.
How is the application assessed?
The Youthtown NPC meet monthly (except January) to consider all funding applications. Decisions are made taking into account the available funds, the merit of the application, the compliance of the application, the location of the applicant group and the overall community benefit. Applications submitted in any given month will be considered at the NPC meeting of the following month. Incomplete applications will not be considered.
How do I apply?
Simply scroll down the page to the 'let’s get started' area, select the category that best fits the type of grant request. Then register your details as the person making the application in the section marked 'Person making the application' and click on the ‘apply here’ button. This will open a screen in which you can complete and save your application.
Do I need to fill out every field?
No. Only mandatory fields are required, however the more information you enter, the more consideration your application will receive.
Can I save my application, leave the application and continue it later?
Yes, you can leave the application, just hit the save button first at the base of the page. To continue your incomplete application form, simply refer to the email sent to you labelled 'User Application link' and use your allocated application password to log back in and complete your application form.
Why can’t I progress past this stage of my application?
It is most likely because you have not filled in an entry into a mandatory field. Check if there are any highlighted questions. If there are you will need to enter information into the mandatory field.
Why am I having problems uploading documents/files?
If you are having problems uploading documents/files, please make sure you have the latest version of Flash Player installed on your computer. To get the latest version, go to https://get.adobe.com/flashplayer/
How long will it take for me to be notified whether or not my grant application has been successful?
Once you have applied you will be sent a confirmation message, acknowledging receipt of your application, along with notification of how many days before you receive notice of your success or otherwise.
How will I know if our application is successful?
Youthtown Inc Board of Directors meet monthly to review grant applications. All approved and deferred applications will receive notification by email following the meeting. Declined applications will receive notification by email following the meeting.
What will we have to do if we are successful?
You will need to submit an accountability report online. Youthtown Inc will review 100% of all approved grants for accountability compliance.
What are my obligations if I am successful?
The obligations of all applicants that are successful are described in the Terms and Conditions section of the application, please read this carefully.
What documents for an accountability report do I need to provide for project, activity, or operational expenses?
Invoices that are addressed to the Organisation, include the suppliers full contact details and have a full description of the goods and services.
Bank statement showing the bank account number and payment/s of the invoice/s. Please ensure you highlight all payments.
If payments are made in a batch, the batch payment summary showing the invoice you wish to claim must be provided alongside the actual bank statement showing the batch payment being made.
Items must only be purchased as per the approval letter.
The approved supplier MUST be used.
All invoices must be paid directly from the account in which the funds were deposited. No payments can be made as a reimbursement to any member of the Organisation. If this occurs, a refund will be required.
What documents for an accountability report do I need to provide for salary/wage costs paid?
Pay Summary Report.
IR348/9 – Employer Monthly Schedule.
IR345 – Employer Deduction Form.
Bank statements showing payment of the invoices.
Will my information be shared with other parties?
A system or program issue
If you are having a system or program issue with the application then please click on the help desk link below and lets us know by completing the email support request form. We will endeavour to respond the same day if your request is filed before 12 noon or the following day if your request is filed after 12 noon. The help desk response will only be available Mondays to Fridays and not on public holidays.