Accountability FAQ's

Do we have to account for our funding?

Yes, Grassroots Trust Limited will review 100% of all approved grants for accountability compliance.

When do I need to account for our funding?

All funds must be spent and accounted for within 6 months, regardless of the timeframe you originally applied for or whether the project has finished.

Your Organisation must provide an accountability report as soon as reasonably possible, but no later than the date outlined in your approval letter.

Can I email/send my Accountability Report?

No. Accountability reports will not be accepted unless the report is completed in full through your Applicant Dashboard online. Failure to complete this report will result in Grassroots Trust seeking a full refund of the grant. In the event of payment default, any legal or collection agent costs will be the responsibility of the Applicant.

Will I be contacted when my Accountability Report is due?

The primary contact for your Organisation will receive a reminder email 20 days prior to the accountability report being due. It is your responsibility to ensure your contact details are always up to date.

What if I need more time to account for my funding?

If additional time is required, please call a member of our Grants Team on 0800 957 960 to discuss your options.

What is an Approved Specific Purpose?

The Approved Specific Purpose is the purpose for which the grant was approved i.e. rent from April to November 2019 or purchasing playing equipment. If the funding is spent on anything other than the Approved Specific Purpose, a refund will be required. Your Approval Letter will detail the specific items that Grassroots Trust have agreed to fund.

Can we request a change to our Approved Specific Purpose?

Only in exceptional circumstances will Grassroots Trust consider changing the Approved Specific Purpose. If you wish to request a change, please email your request to grantsauditor@grassrootstrust.co.nz.

Can we use a different supplier?

Yes, you can use a different supplier; however, the items purchased must be the same specific items listed in your Approval Letter. If the funding is spent on anything other than the approved specific items, a refund will be required. You must ensure these are the only items purchased using your funding from Grassroots Trust Limited.

What happens if our funded staff member leaves our Organisation or changes roles?

If there is a change in staff member during the approved timeframe, prior written approval must be sought before funds are spent. To request a change you must email a copy of the new staff members signed Employment Agreement and Position Description to grantsauditor@grassrootstrust.co.nz. If funds are spent without prior written approval, a refund will be required.

Can our grant be used to reimburse someone else?

No. All invoices must be paid from the bank account in which Grassroots Trust deposited the funds. No payments can be made as a reimbursement to any member of the Organisation; this includes any credit card payments. No money may be transferred to another party to pay for any expenditure. If any of the above occur, a full refund will be requested.

What documents do I need to provide?

For project, activity or operational expenses, we require tax invoices and actual bank statements.

If payments are made by cheque, a receipt from the Supplier must also be provided. If payments are made in batches, the batch payment summary showing the invoice you wish to claim must be provided.

  1. Invoices must be provided in full (not just the front page) and be:
    • Addressed to the Grant Recipient (your Organisation)
    • State the full contact details of the supplier
    • Provide a full description of the goods and services
    • Clearly show whether the total is GST inclusive or exclusive

For an example of an acceptable invoice, please click here

  1. Bank statements must be actual bank generated statements or internet banking transaction lists that include:
    • the Bank’s name i.e. BNZ
    • the Grant Recipient’s name
    • the Bank account number (that matches the account your grant was paid into)
    • Highlighting of all relevant payments

For an example of an acceptable bank statement, please click here

For Salary/Wage Costs paid via Payroll, all we require is the signed declaration form (linked below) confirming that the funds were only spent on the purpose for which they were granted.

You must also keep on hand all supporting documentation that confirms the salary spend, in case you are chosen to be audited. This documentation includes your IR employment information, and bank statements showing all salary/wages payments to the staff member, and IRD deduction payments made to IRD. If the payments are made in batches, the payment batch summary showing the funded staff member must also be kept with your supporting documentation.

> Download the Grassroots Trust Salary/Wage Declaration Form

What documents are not acceptable?

Quotes, pro forma invoices, ledger reports, excel spreadsheets and internet banking / mobile banking screenshots are not acceptable. 

How should I prepare my documents?

Documents must be scanned into ONE FILE per approved line item and the file chosen from the drop down menu as your Invoice File in the Accountability Project/Activity Costs Grid in Step 6 of your Accountability Report.

Below is an example of what should be included in your ONE FILE if you were approved funding towards the costs associated with electricity from January to February 2020:

  1. Full January electricity invoice (not just the front page)
  2. Bank statement highlighting payment of January electricity invoice
  3. Full February electricity invoice (not just the front page)
  4. Bank statement highlighting payment of February electricity invoice

Who can sign our Salary/Wage Declaration Form?

Your Salary/Wage Declaration Form must be signed by two authorised signatories.

An authorised signatory is a person elected or appointed by your Organisation in accordance with your Constitution, to act and sign documentation on behalf of the entity. One of the signatories may be a Chief Executive Officer provided that person has no interest in the grant, e.g. by way of salary or contract services paid.

What if we received the Government Wage Subsidy for the same timeframe?

If you have received the Government Wage Subsidy for the same timeframe you received funding from Grassroots Trust, you cannot claim the subsidy portion. You can however claim for the difference between the subsidy and what your staff member was paid.

Can we claim the GST portion of an invoice?

You can only claim the GST portion of an invoice if you are NOT GST registered.

Can we claim for expenses paid before the Approval Date?

No. Payments made prior to the Approval Date are deemed Retrospective. Any funds granted for items that have been paid prior to approval will need to be refunded. 

What do we do if the Approved Specific Purpose is cancelled?

If your Approved Specific Purpose has been cancelled, the funding must be returned to Grassroots Trust Limited by direct credit within 5 working days of the cancellation being known. You can do this by depositing the funds into our bank account, using your grant number as a reference. If you need our bank account details, please contact our Grants Team on 0800 957 960.

What do we do if the purchase price is less than the amount funded?

If a funding surplus exists, the surplus must be returned to Grassroots Trust Limited by direct credit within 5 working days of becoming aware of the surplus. You can do this by depositing the funds into our bank account, using your grant number as a reference. If you need our bank account details, please contact a member of our Grants Team on 0800 957 960.

Can we spend any remaining funds on other items?

No. Any unspent funds must be returned to Grassroots Trust.  Your grant has been approved on the basis that the funds will only be spent on the specific items listed in your Approval Letter. If you want to purchase other items, you will need to reapply for funding toward these.

What if my report is re-opened for additional information?

Once your report has been assessed by Grassroots Trust, additional information may be requested in relation to how the funds have been spent. An email will be sent to the primary contact person requesting this information is provided within 5 working days.

The requested information must be scanned into ONE FILE called RESUBMITTED ACCOUNTABILITY to the Additional Information section in Step 6 of your Accountability Report.

How do I access my Accountability Report online?

Accountability reports must be submitted online via your Applicant’s Dashboard. If you have not logged into your dashboard before, please follow the below steps:

  1. Visit our website www.grassrootstrust.co.nz 
  2. Scroll down the home page and click on “Need to complete your accountability report?”
  3. Click on Login, enter your email address and password
  4. Choose Accountability Reports from the side menu
  5. Click on the grant you wish to complete an accountability report for.
  6. Follow the instructions you receive from there

For more information on how to access and navigate your Applicant Dashboard please click here

Will our Organisation be audited?

Grassroots Trust Limited will audit 5% of approved project, activity, and operational cost grants annually. They will further audit 5% of approved salary / wage contribution grants annually to confirm that the funds were only spent on the purpose for which they were granted, and that all legal obligations including IRD deductions have been met.

If your Organisation is selected to be audited, a member of our Grants Team will contact you.

Grassroots Trust Limited grant records will also be inspected and audited by the Department of Internal Affairs (DIA). Grassroots Trust Limited is required to provide details of all grants to the DIA. All applications must be made on the understanding that, if a DIA officer requests, the Grant Recipient must agree to and participate in an inspection/audit.