Managing a grant

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How to manage your grant

When successful in a grant round, there are key steps to complete before commencing your project, and this information will be outlined in the Grant Opportunity Guidelines:

  • Signing a Grant Agreement – This outlines the requirements of the grant.
  • Developing an Activity Work Plan (if required): This plan details the activities and reporting timelines for your project.

Every organisation who receives a grant will be provided with a Funding Arrangement Manager who will assist you in meeting your reporting requirements and to provide support throughout your grant. It is a good idea to quote your Activity ID on all correspondence with the Hub. The Activity ID can be found on either the front of your Grant Agreement or on pages 3-4.

To assist organisations in managing a grant, the video below covers the key requirements. 

Managing your grant video transcript (PDF 176 kB
Managing your grant video transcript (DOCX 161 kB)

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Signing the Grant Agreement

A Grant Agreement specifies what the Australian Government expects from you while delivering your project.  

It’s essential to understand the contents of the Grant Agreement. If you have questions, please contact the Community Grants Hub to discuss further.

Reporting on your progress

After signing the Grant Agreement, some government agencies may require further information on your project and may ask for an Activity Work Plan.

An Activity Work Plan shows how you will carry out your project. Your Funding Arrangement Manager will work with you to identify what you will deliver and when. 

If an Activity Work Plan is not required, you may need to submit reports on the progress and performance of your project according to the milestones in your Grant Agreement schedule.

Email notifications will be sent when reports are due. If assistance is required, contact your Funding Arrangement Manager, who is listed as the Commonwealth Representative in your Grant Agreement. 

Reporting on your finances

Financial reports are required to monitor grant expenditure. It assures that funding is spent efficiently, effectively and ethically as stated in the grant agreement.

There are three types of financial reports:

Your grant agreement outlines which financial report is required as well as when its due. Links and instructions for accessing the relevant financial report are emailed to Funding Recipients 30 days before the acquittal due date. 

Please ensure your organisations contact details remain up to date to avoid any delays.

Access to the Grant Recipient Portal

The Grant Recipient Portal is a Community Grants Hub online platform to help you to manage your grant. The Portal allows you to: 

  • update your organisation details
  • manage contact information
  • manage your grant agreements, variations and offers
  • submit your financial reports
  • submit Activity Work Plan Reports *
  • view Activities and Milestones in your Grant Agreement
  • submit Child Safety Statements.

*This functionality is currently only available for DSS programs.

Data Exchange reporting

Some government agencies will require reporting of clients and services provided into the Data Exchange (DEX).

Information on DEX is de-identified to everyone but the organisation who entered the information. Information recorded on DEX assists government agencies to better understand the needs of communities and assists in improving future grants.

Complaints process for grant recipients

There is a requirement in every Grant Agreement that grant recipients must have a documented complaints process and must publicise the process to its clients.

Below are some suggestions that may help you meet this requirement.

  1. Create and maintain a list of complaints you have received in a “Complaints Register”.
  2. You should include, at a minimum, the following materials and information in your Complaint Register:
    1. Details of all complaints you have received, and
    2. Details of all complaints referred to you by, or through the grant provider
    3. Each record in the Complaints Register should include:
      • details about who made the complaint, including the name of the complainant (if provided) and, if relevant, the name of the person being complained about
      • the name of your staff member(s) handling the complaint
      • the date that the complaint was made
      • the nature of the complaint
      • whether the complaint was received directly or referred to you by the grant provider
      • details of when you have had contact with the complainant and the action taken, including dates
      • the outcome of any action taken (including whether there was an investigation and the outcome)
      • date when the complaint was finalised, or resolved
      • any follow up action required
      • any changes to your service, procedures, or other action to be taken, resulting from the complaint.
    4. Hold your Complaints Register at your premises.

Resources

Further information on the purpose and desired outcomes of a grant can be found on the relevant Australian government department website. 

Attorney-General’s Department

Department of Agriculture, Fisheries and Forestry

Department of Climate Change, Energy, the Environment and Water

Department of Education

Department of Employment and Workplace Relations

Department of Health, Disability and Aged Care

Department of Home Affairs

Department of Prime Minister and Cabinet

Department of Social Services

Department of Veteran’s Affairs

National Indigenous Australians Agency

Department of Infrastructure, Transport, Regional Development, Communication, Sport and the Arts.