Grant Conditions

Grassroots Trust Limited will comply with all aspects of the Gambling Act 2003; with funding granted in accordance with Grassroots Trust Limited’s Authorised Purpose.

Non-Authorised Purposes

The following are examples of purposes that are deemed unauthorised for grant consideration. This list is not exhaustive but rather is intended as a sample.

  • Anything intended to further the activities of professional sports persons or teams.
  • Any individual sport person unless the grant is made to and administered by an incorporated sporting body.
  • Anything related to a hotel social club.
  • Third party donor Organisations (e.g. service clubs).
  • Food and entertainment.
  • Dress uniforms.
  • Training shirts.
  • Funding for fundraising events.
  • Salaries / wages for fundraising or sponsorship staff.
  • Purchase or subsidy of vehicles intended for purposes associated with social functions.
  • Stake money for any types of races.
  • Any goods or services that have already been paid prior to their approval.

Grant Influence – Section 113

Grassroots Trust Limited’s venue key persons cannot have any input into or influence over Grassroots Trust Limited’s grant process. Venue key persons are as defined in the Gambling Act 2003.

Venue key persons cannot provide goods or services to third parties and be paid from grant money which is derived from Grassroots Trust Limited. For example, a Grassroots Trust Limited venue could not provide room hire to a hockey club if the hockey club plans to use grant proceeds to pay for the hire fee.

Venue key persons cannot be involved in decisions about who will provide goods or services to a third party, if payment is being made from grant money that is received from Grassroots Trust Limited. For example, if a venue key person was also a committee member of a community organisation that received a grant from Grassroots Trust Limited, the venue key person could not have any input as to which painter the community organisation employs if the painter is to be paid from grant money.

Grant Conditions

  • Funds received must be used for the Approved Specific Purpose. Only line items listed in your Approval Letter may be purchased.
  • Overseas suppliers cannot be used to purchase any items in your Approved Specific Purpose.
  • Grant recipients can use a supplier of their choosing, however the items purchased must be the same specific items listed in their Approval Letter. If the funding is spent on anything other than the approved specific items, a refund will be required.
  • If funds have been approved to purchase a vehicle, the vehicle must not be sold or traded in without prior written consent from Grassroots Trust. If prior written consent is not sought, a refund may be required.
  • If there is a change in staff member for a role that has been funded, prior written approval to use these funds for the new staff member must be sought. A signed employment contract and position description for the new staff member must be provided for this request to be considered. All change requests should be emailed to If funds are spent without prior written approval, a refund will be required.
  • Payments must not be made on any line item before the approval date. If this occurs, the payment will be deemed retrospective and a refund will be required.
  • Funds must be spent from the account in which they were deposited.
  • Funds cannot be used to reimburse any employee or member of the Organisation for money spent on the Approved Specific Purpose. This includes payments made by personal credit cards. If this occurs, a refund will be required.
  • If you have underspent on one approved line item, you cannot transfer the surplus funds to another approved line item. If a surplus occurs, a refund will be required.
  • If your Organisation does not proceed with the Approved Specific Purpose or should there be a surplus of funds once the payments have been made, the funds must be returned by direct credit within 5 working days of the Grant Recipient becoming aware of the surplus.
  • If your Organisation receives funds from another funder for the same authorised purpose for which Grassroots Trust has provided funding, you must refund within 5 workings days to Grassroots Trust the equivalent amount received from the other funder (where there is a cross over in funds).
  • Any items purchased in relation to this grant must remain the property of the Grant Recipient.
  • Grassroots Trust Limited will review 100% of all approved grants for accountability compliance.
  • Grassroots Trust Limited will physically audit 5% of approved project, activity, and operational cost grants annually.
  • Grassroots Trust Limited will further physically 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 for any reason funds granted are required to be refunded to Grassroots Trust Limited, the Grant Recipient will be liable for any debt collection costs incurred.
  • Grassroots Trust Limited records will be inspected and audited by the Department of Internal Affairs and Grassroots Trust Limited is required to render details of all donations to the Department.