If you've received funding from us, we’re interested in understanding and learning about the impact of your work and our funding, and sharing this information.
Accountability Reporting
So, we like to receive updates and news about your project and we do this through ‘Accountability Reporting’. This reporting is a standard requirement for all our funding and depending on the type and length of our support we may require progress reports as well as a final report.
We also can’t consider any future applications unless you have completed your accountability reporting.
Your accountability form is available online and we suggest you read the form before you start your project so you are aware of the types of information you will need to keep to make reporting at the end of your project a lot easier.
Also, it’s a great idea to keep records as you go.
What If Your Project Is Delayed or You Have Unexpected Challenges?
We know that sometimes unexpected things can impact on your project or that things don’t always go to plan despite your best intentions – firstly don’t panic just give us a call on 0800 500 185 and we can try to help you get things back on track.
Photographs & Stories
We also really appreciate receiving photographs or videos about your project or activity, you can upload these in your accountability - but please remember to get appropriate permission from all people (or their guardians) featured as the photo or video may be used in our promotional material.
Read our Acknowledging Your Grant for more information.
General Grants - Projects
You should complete your accountability within 12 months of your grant being approved.
Your accountability reporting is completed online. Just log in using the same details (email address and password) that was used to submit your application, click on ‘My Submissions’ and you will find the report attached under your application.
You’ll be asked to provide information on:
- Your budget update i.e. actual income and expenses compared to the budget you provided as part of your application
- Invoices – that you will need to upload
- Community benefits
- Project success and progress made toward your expected outcomes
- A story or example that illustrates the difference the project has made
- Publicity of the project and our grant
General Grants - Operating or Multi-Year
Your accountability reporting is completed online. Just log in using the same details (email address and password) that was used to submit your application, click on ‘My Submissions’ and you will find the report attached under your application.
Operating grants
You need to complete your accountability within 12 months of your grant being approved and you will be asked to provide information on:
- Any changes and or challenges
- Highlights and achievements
- What the grant was used for
- Who has benefitted
- Your actual achievements in terms of the expected outcomes
Multi-year grants
You need to complete your Year 1, 2 and 3 accountability before the anniversary of your three year funding commitment approval – these dates will be advised in your approval letter and you’ll receive a reminder before your accountability is due. Your accountability must be received before any future year funding can be considered by our Board.
In your accountability you will be asked to provide details of:
- Financial statements
- Budget for forthcoming year
- Any changes and or challenges
- Highlights and achievements
- What the grant was used for
- Who has benefitted
- Your actual achievements in terms of the expected outcomes
Please note: As well as completing your Year 3 accountability if you wish to be considered for further funding you will need to submit a new application.
Major Grants
You need to complete your accountability at times agreed to and as detailed in your funding agreement.
Your accountability report is completed online . Just log in using the same details (email address and password) that was used to submit your application, click on ‘My Submissions’ and you will find the report attached under your application.
You’ll be asked to provide information on:
- Your budget update i.e. actual income and expenses compared to the budget you provided as part of your application
- Invoices – that you will need to upload
- Community benefits and populations served
- Project success and progress made toward your expected outcomes
- A story or example that illustrates the difference the project has made
- Publicity of the project and our grant
Guarantee Against Loss
Your accountability report is completed online. Just log in using the same details (email address and password) that was used to submit your application, click on ‘My Submissions’ and you will find the report attached under your application.
You need to complete your accountability within 4 months of your grant being approved and will need to report on the following:
- Anticipated and actual ticket sales income
- Comparison of budgeted and actual income and expenses
- Breakdown of ticket sale income
- How was the performance/event received by the audience or participants?
- How did ticket sales go?
- Did you attract a new audience or participants?
- What you would do differently next time?
- Your actual achievements in terms of the expected outcomes
Regional Sports Organisation Funding
In November your RSO will be emailed a direct link and instructions on how to access your annual application and accountability which is due mid February each year.
You’ll be asked to provide your:
- Annual financial statements and evidence of financial need
- Operating budget for coming year
- Business plan for the coming year
- Top priorities for your sport over the next 12 months and how you will measure these
- Report on your past year activities (as in your annual report)
- Highlights and achievements
- Challenges and issues for your RSO and sport
- Current membership database detailing individual participants
Compete Fund
Your accountability needs to be completed within 4 months of your activity being completed.
Your accountability reporting is completed via our online system. Just log in using the same details (email address and password) that was used to submit your application, click on ‘My Submissions’ and you will find the report attached under your application.
You’ll be asked to provide information on:
- Your budget update i.e. actual income and expenses compared to the budget you provided as part of your application
- Invoices – that you will need to upload
- Numbers of people involved
- Project success and progress made toward your expected outcomes
- Publicity of the project and our grant
Principals Discretionary Fund
Your accountability needs to be completed by 31 December each year and it must be completed before we can pay your next year’s funding.
Your accountability reporting is completed online. Just log in using the same details (email address and password) that was used to submit your application, click on ‘My Submissions’ and you will find the report attached under your application.
You’ll be asked to provide information on:
- An overview of how you spent your Part A, B & C i.e. the activity, number of students assisted, and amount spent
- Outcomes achieved
Playground & Kapa Haka Uniform Funding
Your accountability needs to be completed within 12 months of your grant being approved.
Your accountability reporting is completed online . Just log in using the same details (email address and password) that was used to submit your application, click on ‘My Submissions’ and you will find the report attached under your application.
You’ll be asked to provide information on:
- Your budget update i.e. actual income and expenses compared to the budget you provided as part of your application
- Community benefit
- Invoices – that you will need to upload
- Project success and progress made toward your expected outcomes
- Publicity of the project and our grant
Funding for individuals
Your accountability needs to be submitted within 2 months of the completion of your activity.
Your accountability reporting is completed online. Just log in using the same details (email address and password) that was used to submit your application, click on ‘My Submissions’ and you will find the report attached under your application.
You’ll be asked to provide information on:
- Scholarship use
- Results, personal achievements or benefits that have occurred from receiving the scholarship
- How you acknowledged the scholarship such as through Facebook, in a speech or word of mouth
Community Loans
Details of financial and other accountability reporting requirements will be detailed in the loan agreement and depending on the duration and amount of the loan we may require progress or milestone reports at intervals throughout the loan period.
Our Investment Committee oversee the ongoing monitoring and evaluation of community loans and report to the Board on the performance of loans.
The type information that will form part of your reporting may include:
- Annual financial statements
- Ongoing cash flows
- Confirmation that loan funds have been used for the purpose the loan was intended
- Details of the social impact of the loan
- Information required to comply with Anti Money Laundering/Countering Financing of Terrorism and other relevant legislation