Frequently Asked Questions

  • Who is eligible for funding?
  • We only accept applications from not-for-profit organisations. These include: 

    • An incorporated society, association or organisation, which is not carried on for the purpose of providing profits or gains to any member or shareholder, and whose governing rules or constitution restrict any distribution of funds to any member or shareholder. 
    • A not-for-profit educational institution or body, church or church administration organisation. 
    • If you are a small unincorporated organisation which benefits the community and has been operating under a constitution or set of rules, for at least 12 months, please contact us to discuss options for applying under an umbrella organisation. Your organisation would need to have its own bank account, and financial statements. 

    If you have any questions relating to the above contact us on 0800 424 274 and ask to speak to one of our Grants Team.

  • What types of costs will TST fund?
  • We support operating costs and/or project costs. 

    Operating costs may be considered to support the operating and administration costs of community organisations. This may include salaries, plus general overheads such as rent, power, phone and administration costs. 

    Project cost grants may be available to assist funding to community projects, events, assets or programmes. 

    TST does not make grants to: 

    • Individuals. 
    • Fund overseas travel for groups or individuals. 
    • Entry fees. 
    • Catering or bar related expenses. 
    • Other trust funds, capital funds or endowments. 
    • Underwrite fund-raising projects. 
    • Political parties or groups aligned with political parties. 
    • Support the spiritual activity of religious organisations. 
    • Fund debt retirement. 
    • Retrospective applications (projects which have been completed or costs committed before you have been informed of your funding decision). 
    • Commercial organisations or for the commercial activities of not-for-profit organisations. 
    • Local government or central government departments for activities that could be deemed their responsibility. 
    • Fund expenditure related to core curriculum delivery in schools, teachers' salaries and operational expenses. 
    • Projects where the beneficiaries are outside TST’s funding areas. 
    • If you require any further information on any of these points or would like to discuss your application, please contact one of our Grants Team or phone us on freephone 0800 424 274.
  • What is the funding process?
    1. Initial Registration online 
      • Organisation name, registered legal name, address and contact details 
      • Organisation registration numbers for Charities, Companies office, IRD number 
      • Primary Contact name and contact information 
      • Secondary Contact name and contact information 
      • NB: Email addresses must be supplied for both contacts and the organisation. These cannot be the same email addresses. 
    2. TST staff process the online registration. 
      1. Email generated to applicant with Username and Password 
    3. Applicant logs into TST Grants Online Portal. 
    4. Applicant completes online application. Mandatory documents are  
      • Electronic copies of all supporting documentation as identified here 
      • These include an electronic copy of your organisation's bank deposit slip, latest annual accounts and minuted resolution to apply for funding from your organisations committee. 
    5. TST staff process the application 
      • TST grants staff may communicate directly to organisations for extra information 
      • This may require logins to the portal to submit extra information  
      • Updates to the application are reflected in the portal 
    6. TST decision making committees review applications.  
    7. Applicants advised electronically of the outcome. 
    8. Successful applications have funds paid electronically to the organisation's bank account. 
    9. Unsuccessful applications are advised electronically of the reason for the decline.
  • What supporting information must be provided?
    • Registering online with TST 
      • Legal information for the Organisation including 
      • Postal address, email and telephone information for the Organisation 
      • Organisation's email address and business and after-hours telephone numbers 
      • Primary Contact information 
        Name, work phone number, after hours phone number and email address. 
      • Secondary Contact information 
        Name, work phone number, after hours phone number and email address. 
    • Applying for funding online with TST 
      •  Upload a copy of the resolution of the Committee / Executive REQUIRED  
        1. To apply for funding and  
        2. Authorising the two contact people to apply on behalf of the organisation.  
        3. Acknowledge any related party transactions that involve this grant application.  You should declare if any transaction is not on normal terms and conditions.  
        
      • An electronic copy of an original pre-printed bank deposit or bank account verification must uploaded to your Organisation Details in our online Grants website. REQUIRED  
         
      • An electronic copy of your latest set of financial accounts, completed in accordance with the constitution or Trust Deed of your organisation. REQUIRED 
          
      • If your latest set of financial account are over 6 months old you will need to provide an electronic copy of a current financial update from your treasurer/accountant. REQUIRED 
         
      • An electronic copy of your projects budget including itemised costs of the project and other funding that the organisation is applying to the project. REQUIRED 
         
      • 2 competitive quotes (addressed to the applicant organisation) for each item requested.  The preferred quote is to be identified.  You will need to provide an explanation in your application if you can only supply one quote. REQUIRED  
       
      • If applicable, upload an electronic copy of your verification that your sports team or club is affiliated to a recognised national organisation, and that your national sports organisation is recognised by Sport New Zealand. REQUIRED 
          
      • If applying for salary / wages, electronic copies of the job description and the current Employment Contract. REQUIRED 
         
      • If applying for building cost or rent subsidy; 
        • If the building is leased by the organisation and they are applying for rent subsidy, the current rental agreement or lease. REQUIRED 
        • If the building is leased and the organisation is applying for building costs, the current lease agreement plus consent from the owner. REQUIRED 
        • If the building is owned by the organisation and they are applying for building costs, a copy of the resource consent and building consent, if either are needed.  Quotes or quantity surveyor estimates are needed to verify costs. REQUIRED 
           
      • If applying for travel and accommodation costs, the Trust needs a written undertaking that all funds will be used correctly.  REQUIRED 
         
        The undertaking should be as follows; 
        “If the funds are approved, our group  agrees that all payments for the travel & accommodation costs will be made directly to the supplier from the account into which the grant is deposited.  Our group also agrees to repay the Southern Trust any grant money that has not been used on the approved purpose”. REQUIRED 
    • This is certified as a true and correct record of the resolution."  
    • The resolution must be certified as a true and correct record.  A sample resolution is outlined below;   
      1. "At a meeting of  (name of your Society/ group) on XXth January 2019, the Society resolved to apply to the Southern Trust for a grant of $1,000 towards the cost of purchasing training equipment.   
      2. The Society authorises Person 1 (name and position)  and the Person 2 (name and position) to apply on behalf of the Society. 
      3. Please acknowledge any related party transactions that involve this grant application.  You should declare if any transaction is not on normal terms and conditions.* 

     

     

     *Definition of a Related Party Transaction  

     

    Related parties can be people or organisations.  

    For example: 

     
    People who have significant influence over the strategic and financial decisions of the charity (such as officeholders, committee members, or managers), and close members of their families;  

    and  

    Organisations that have significant influence over the organisation 

     
    Related Party Transaction is a transfer of money, goods or services between an applicant and those who are closely associated and have the ability to influence the applicant. 

    Note:  People are not considered to have significant influence if they are involved only in the day-to-day running of the organisation and have no involvement in its strategic or financial decisions. 

  • What is needed in my organisational details?
  • Organisation Details that MUST BE completed before completing an online application to TST.

    • Organisation's Postal address, email address and telephone information including business and after-hours telephone numbers
    • Primary Contact information: 

    Name, work phone number, after hours phone number and email address. 

    • Secondary Contact information: 

    Name, work phone number, after hours phone number and email address. 

    • Membership Data

    Number of Members

    Age group information

    Ethnicity information

    • Bank Deposit Slip

    Must be uploaded to the Organisation record.

    • Legal information must be provided including 
    • If a Registered under the Charities Act 

    Charities number: CC plus 5 numbers. e.g. CC12345 at http://www.charities.govt.nz 

    • If an Incorporated Society or Charitable Trust 

    Companies Office number: (6 or 7 digits) at http://www.societies.govt.nz 

    • If a Charitable company OR Limited liability company registered with the companies office 

    Companies Office ID at http://www.companies.govt.nz 

  • What is the required wording for a resolution?
    • This is certified as a true and correct record of the resolution."  
    • The resolution must be certified as a true and correct record.  A sample resolution is outlined below;   
      1. "At a meeting of  (name of your Society/ group) on XXth January 2019, the Society resolved to apply to the Southern Trust for a grant of $1,000 towards the cost of purchasing training equipment.   
      2. The Society authorises Person 1 (name and position)  and the Person 2 (name and position) to apply on behalf of the Society. 
  • What if we don't have all the supporting information?
  • Please wait until you have all relevant documentation before submitting your application. 

    If you do not provide all the information we require at the time your application is submitted, we will put your application on hold until this information is provided.  If you application is on hold, we may withdraw your application if you do not provide the information within a reasonable time-frame. 

    You will be notified if we decide withdrawal is the appropriate action.

  • Can we apply for more than one project or range of operational costs per application?
  • Yes. We ask you to include your total request in one application.

    In your application we ask you to tell us which cost areas you are applying for. You do this by selecting options from a list. You are able to tick more than one cost area or project.

    It would be helpful for you to identify which of these cost areas are your priority for funding. Given our limited budget it's important we know what your priority is rather than us making assumptions.

    If you need to inform us about the different priorities for each project, you can include it in the "Anything More to Add" section.

  • What will we need to report on if we receive a grant?
  • The Southern Trust is keen to learn about the difference organisations are making in our communities with the help of our funding.

    All recipients will have their grant audited and will be required to provide an audit report as part of this process.

    We will send you a short post grant survey about 6 months after the grant was made which asks for some basic information about how you found the application process and if the Trust could improve its processes.

    In addition, we will ask some of our large grant recipients to give us more information. This may take the form of surveys or interviews.

    There may be some instances, where a more complete evaluation of your programme would provide useful learnings. This would be agreed upon in discussion with your organisation.

    The purpose of our audit process is for learning and development, both for us and our communities.

    For audit purposes, you will need to provide;

    * Bank statements to confirm receipt of the grant and showing the payments being made. Note that bank statements need to have organisations name and account number included. Organisations need to show a clear paper-trail relating to the receipt and expenditure of the grant.

    * Invoices and payments must match the amount and supplier outlined on the quote provided with the application.

    * For salary grants, provide a copy of the relevant payslips and bank statements confirming payments. If salaries are part of a batch payment, the batch summary as well as the pay slips are required.

    * If the full amount of the grant is not spent for some reason, complete the audit report and submit. The TST Auditor will assess your report and request the refund / repayment of unspent monies.

    To talk to our Funding Auditor Rebecca, call 0800-424-274 ext 720

  • When should I apply and when will I have a result?
  • We consider applications all year round and do not have any set closing and meeting dates. We suggest that you contact the Grants Team on 0800-424-274 to discuss your application and we can guide you through the application process.

    We cannot fund retrospectively, so it is important you allow sufficient time for your application to be considered. Applications will not be considered if your group/organisation has an outstanding audit.

    You need to allow at least six weeks to hear the outcome of your application. If you don't think you have left enough time to hear an outcome before your project begins, please contact our Grants Team before applying.

  • What is retrospective?
  • The Southern Trust cannot fund retrospectively. This means if you have already committed to the costs or the activity will take place before you hear the outcome of your application, we will not be able to fund your request.

    If this may be the case, we suggest that you contact the Grants Team on 0800-424-274 to discuss your application.

  • Can I talk to someone about my application?
  • Our Grants Team is available by calling 0800-424-274. One of our team will be able to answer queries you may have about the application process.

    If your organisation is based in the North Island, call Nicola on 0800-424-274 ext 715

    If your organisation is based in the South Island, call Anthea on 0800-424-274 ext 714

    Or the Grants Manager, Steve on 0800-424-274 ext 713

    Or the Chief Executive, Karen on 0800-424-274 ext 701

  • What makes a good application?
    • We won’t assess your application on how well you present the information, so don’t worry about formatting your answers. 
    • Tell us your story, help us to understand what it is you do and what you are trying to achieve.
       
    • Try to use clear language that is easy to understand. 
       
    • Be concise so your information can be easily summarized by our funding team into a report for decision making. 
       
    • Try to tell us about the difference your project will make (the outcomes) not just what your organisation is doing (the outputs).
  • Where does TST fund?
  • The Southern Trust can only fund in the Territorial Local Authority area where we have venues. 

    To see where the TST currently provides funding, go to https://www.tst.org.nz/funding/funds-distributed/ 

    Organisations operating outside our geographic funding areas are not eligible to apply. However, we may consider an application from a national / regional organisation if your programme aims to benefit a community within locations that have venues operating our gaming machines.

  • Why are some applications declined?
  • Unfortunately TST receives applications for funding which are far higher than the budget we have available. So we have to make difficult decisions about which projects we’re able to support. Some reasons an application might be declined include:

    * The application did not meet our eligibility criteria or are requesting excluded items.

    * The request did not align strongly with our funding priorities.

    * Your organisation is considered to be financially well resourced.  TST prefers to assist organisations with less access to other funds or holding significant investments.

  • Our application has been declined. When can we apply again?
  • If your application has been declined, you are able to re-apply at any time. You may wish to have another look at our website to see how your project or organisation fits our focus areas. We also encourage you to call our Grants Team before submitting another application on 0800-424-274.

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