NZCT has a legal obligation to check the grant funds we’ve distributed have been used for the purpose for which the funds were granted. We need all grant recipients to send us copies of appropriate documents that show us how and when their grant money was spent. We call this our ‘accountability’ documentation.
We would appreciate it if you would reconcile your accountability documentation before you send it to us. If there is a discrepancy between the amount charged and the amount paid, you’ll need to provide an explanation and documentation to support this.
All NZCT grants must be accounted for within 90 days of receiving the funds. If you need longer, call our accountability team on 0800 44 69 28 to discuss your options.
‘Authorised purpose’ is the purpose, such as sports uniforms or a coach’s salary, which we’ve agreed to fund and the grant money must be used for only that purpose. If the money is spent on other things, we will ask for a refund. Your grant approval letter will detail the specific items we have agreed to fund. Ensure your grant is used to buy only these items.
We’ll consider changing an agreed ‘authorised purpose’ only in exceptional circumstances. Send us a written request for such a change before you spend any of your grant money.
All grant money must be spent by cheque, credit card or electronic transfer through your organisation’s bank account. We can’t accept receipts for cash payments.
Any costs incurred or payments made before your grant was approved, including any payment made by a third party on behalf of your organisation, can’t be funded after the fact. We won’t accept any accountability documents that show retrospective dates. You’ll be asked to refund these grant funds.
If a member of your organisation pays for the goods or services for which NZCT funding has been approved, and then they seek reimbursement, this is classed as a ‘third party’ payment. We prefer you don’t use a third party to pay the invoices for your grant items. However, we understand that there are times when you have no option.
In this case, we require:
Tax invoices and bank statements are appropriate accountability documents, but quotes, receipts, pro forma invoices, ledger reports and Excel spreadsheets are not. When accounting for your grant, the following documentation is required.
If you are claiming only part of any given month, you must give written clarification of this, but still provide a list of all wages paid, so we can reconcile them against the gross amount in the IRD return.
For cumulative grants of $100,000 or more in NZCT’s financial year, we will need confirmation from the recipient’s external auditor (a chartered accountant with a certificate of public practice) that funds were used only on the authorised purposes approved and that any amount unspent has been returned to NZCT. The threshold for this requirement was raised from $50,000 to $100,000 in the February 2017 review of our grants criteria.
Generally, yes. However, you must let us know about this change so we can approve it. Just send us written confirmation of the change of employee and a copy of the new signed employment agreement and we’ll confirm the change is okay from our end. You’ll need to supply details, such when the original employee finished and when the new one started in the role.
We will need to see a copy of the contractors’ invoices to the grant recipient. If the contractor or supplier is GST registered, which they must be if their annual turnover exceeds $60,000, we expect these invoices will contain, at a minimum:
If the contractor or supplier isn’t GST registered, we need equivalent documentation as above, except including the word 'invoice' instead of 'tax invoice' and stating the non-GST price.
A supplier who is not registered for GST mustn’t charge GST.
When a school receives funding from NZCT and they use an outside provider to pay their accounts (e.g. Education Services), we need copies of their bank statements showing they have on-paid the funds to the supplier.
Generally yes, but you must contact us to advise of this change and the reason why it’s necessary before spending the grant funds. The items you want to buy must be the same as those specified in your grant application.
You must return the difference to us. Likewise, you must return any unspent funds. You can do this by depositing the excess funds into our bank account or by sending a cheque to NZCT, PO Box 10857, Wellington 6143. If you need our bank account details, call us on 0800 44 69 28, option 3.
Any unspent funds must be returned to NZCT. Your grant has been approved on the understanding that the funds will be spent only on the items detailed in your grant approval letter. If you want to buy other things, you’ll need to send us a new grant application for them.
We will ask you for a refund if your grant funds have been spent on:
A retrospective payment is where your grant funds have been used to pay for goods or services that were bought before your grant was approved. We don’t fund retrospectively. Any funds granted for items that have already been paid for will have to be refunded.
If your organisation is GST registered, you can claim the GST-exclusive amount of the invoice. If your organisation is not GST registered, you should claim the GST-inclusive amount of the invoice.