Frequently Asked Questions
Applications to the 2012-13 Your Community Heritage Program have now closed. No further applications will be accepted.
Please note: Applications are being assessed. All applicants will be advised regarding the outcome of applications following a funding approval decision by the Minister. Details of successful applications will also be published on this website. The Department asks for your patience during this period.
If you have read the Your Community Heritage Guide for Applicants 2012-13 but still have questions, please consult these frequently asked questions (FAQs). If your question is not answered here, please contact the department. (see 'Contacting the department' at the end of these FAQs)
New FAQs will be added based on feedback from applicants and as new issues are identified relating to the Your Community Heritage 2012-13 funding process.
Who can apply?
You are eligible to apply if you are:
- an Australian legal entity able to enter into a Funding Agreement with the department (for example, a company under the Corporations Act 2001 (Cth) or an incorporated association under State or Territory law); and / or
- a State or Territory government department, agency or authority; and/or
- a local council.
To confirm if your organisation is an Australian legal entity, refer to the glossary included on the Australian Government's Australian Business Register (ABR) website and refer to "Entity/entity type".
Who can not apply?
You are not eligible to apply if you:
- have an overdue final report and/or acquittal for a previous Commonwealth government grant. For example: Your Community Heritage 2011-2012, Jobs Fund (Heritage Projects), National Historic Sites, Commemorating Eminent Australians, National Heritage Investment Initiative, Indigenous Heritage, Community Action Grants and/or another ad hoc Australian Government heritage related grant;
- have previously received grant funding for the same activity/ies; or
- are an Australian Government department, agency or authority, unless you are a body subject to the Commonwealth Authorities and Companies Act 1997 (CAC Act).
I don't have an ABN, how do I get one?
To determine if you are eligible for an ABN, go to the Australian Business Register website or contact the ABR.
What is a Statement by a Supplier form?
If you do not have a current ABN, you will be required to complete a ‘Statement by a Supplier’ form (available from the Australian Taxation Office) before entering into any funding agreement with the Australian Government.
I have an ABN and have checked its details through www.abr.business.gov.au but there are errors. What should I do?
You can update your ABN details on the Australian Business Register website.
Can I get funding for projects already underway?
No. The department will not fund activities retrospectively. Applications to fund projects already completed or underway are ineligible as costs cannot be reimbursed retrospectively. If you apply for funding do not begin projects dependent on Your Community Heritagefunding until you have been notified that you have been successful and the Funding Agreement has been executed by the department.
Does the attainment of an Order of Australia award satisfy one of the eminency criteria under the Commemorating Eminent Australians sub-program?
Yes. The attainment of one of the following Order of Australia awards (General Division only) meets the particular eminency criteria of ‘the individual received a national or international award’ under the Commemorating Eminent Australians sub-program.
Order of Australia Awards (General Division) include:
- Companion of the Order (AC)
- Officer of the Order (AO)
- Member of the Order (AM)
- Medal of the Order (OAM)
Is the recognition of military or war-related graves or memorials eligible for funding under the Commemorating Eminent Australians sub-program?
No. Recognition of military or war-related graves or memorials are ineligible for funding under the Commemorating Eminent Australians sub-program.
Funding for military or war-related graves or memorials may be available through the Department of Veterans Affairs.
Does my Sharing Community Heritage Stories or Celebrating Community Heritage project need to be on a particular theme?
Whilst there are no specific ‘themes' that need to be addressed in either of these sub-programs, there are specific eligibility criteria that need to be met for these sub-programs. Parts 6 and 7 of the Your Community Heritage Guide for Applicants 2012-13 provide further details.
Is priority given to fund small societies or organisations with limited capacity for funding and resources, rather than Councils, State/Territory government agencies, etc?
No. Your Community Heritage is a competitive grants program where recommendations for funding are made to the Minister for Sustainability, Environment, Water, Population and Communities following a thorough assessment process that not only addresses eligibility and merit questions (capacity of the applicant to deliver, priority of the project, ongoing benefits of the project, and value for money), but also takes into consideration the project plan, budget and supporting documentation.
If I received funding through a previous round of Your Community Heritage am I eligible to apply for funding in this round?
Yes. Organisations who have previously received funding through the 2011-12 Your Community Heritage are eligible to apply for funding through the 2012-13 Your Community Heritage, providing the organisation meets all the Your Community Heritage eligibility criteria.
What is meant by 'nationally significant'?
For the purposes of the Your Community Heritage, a place is considered to be nationally significant if the place has outstanding heritage value to the nation because of one or more of the following:
- the place's importance in the course or pattern of Australia's history;
- its rarity;
- its potential to yield information that will contribute to an understanding of Australia's history;
- it demonstrates the principal characteristics of a class of place;
- its aesthetic characteristics valued by a community or cultural group;
- its importance in demonstrating a high degree of creative or technical achievement at a particular period;
- its strong or special association with a particular community or cultural group for social, cultural or spiritual reasons; or
- its special association with the life or works of a person, or group of persons, of importance in Australia's history.
If your place or structure is included on another national, state/territory register, but is not included on the National Heritage List, you will be asked to explain how you believe it is nationally-significant for its historic values within your application.
What is the Burra Charter?
The Burra Charter and its accompanying guidelines are considered the best practice standard for cultural heritage management in Australia.
Will funding for Your Community Heritage be available in 2013-14?
As part of the May 2011 Budget, supplementary funding of up to $4 million per year over two years was made available for 2011-12 and 2012-13 under the Your Community Heritage program. This funding was in addition to annual funding for Protecting National Historic Sites of up to $4.42 million each year (including up to $100,000 each year for Commemorating Eminent Australians).
The supplementary funding for Your Community Heritage is set to conclude at the end of 2012-13. From 2013-14 onwards, Protecting National Historic Sites will continue to operate.
What sort of activities can I undertake?
Please refer to each specific sub-program within the Your Community Heritage Guide for Applicants 2012-13 for further details on what project activities are eligible or ineligible.
Are administrative costs and overheads eligible for funding?
In certain circumstances, the Your Community Heritage will provide up to 15% of the total requested project funding for administrative costs and overheads. However, you will be required to clearly demonstrate that the expenses sought for administrative costs and overheads are additional to the normal day to day running costs of your organisation and relate directly to the specific project objectives.
Administrative costs and overheads might include, but are not limited to, such things as project coordination, office accommodation, office equipment hire, phone/internet costs, electricity costs, printing/photocopying, insurance costs, and costs associated with legally required documents such as cultural heritage site searches.
Refer to Part 10 of the Your Community Heritage Guide for Applicants 2012-13 for further details.
Are food and accommodation costs eligible for funding?
Food and accommodation expenses, are ineligible for funding unless clearly demonstrated in your project plan to be essential to achieving specific project outcomes.
Under no circumstances will the purchase of alcohol be funded.
Can I purchase or hire/lease assets using grant funding?
The purchase or hire of assets, including computers, land, buildings or vehicles, is ineligible for funding unless it is clearly demonstrated in your project plan to be essential to completing specific project elements.
Funding to lease equipment may be considered where it is essential to the completion of on-ground works or to achieve specific project activities.
Refer to Part 10 of the Your Community Heritage Guide for Applicants 2012-13 for further details.
Can I apply for funding to cover salaries and labour expenses?
Funding for salaries or labour expenses, unless proven to be directly attributable to the discrete project with measurable outputs in a project plan, is ineligible. Salaried positions related to the normal ongoing operations of an organisation will not be funded.
Further information relating to volunteers, consultants and contractors, can be found in Part 10 of the Your Community Heritage Guide for Applicants 2012-13.
Can I apply for funding to cover travel expenses?
Domestic travel is not eligible for funding, unless it is clearly demonstrated to be essential to the success of the project, and it is demonstrated that this travel would contribute to specific project outputs included in the project plan.
International travel is not eligible for funding.
Am I required to make a co-contribution (cash or in-kind) to my project?
Please refer to each specific sub-program within the Your Community Heritage Guide for Applicants 2012-13 for further details on whether a co-contribution is mandatory and the amount required.
Your co-contribution (i.e. the 'Applicant contribution') to the total project costs must come from you, your organisation and/or a third party and must not include any funding that has been provided to you ‘the Applicant’ from any Commonwealth, State/Territory, or local government agencies.
'Other contributions' to the total project costs will be taken into consideration as part of the assessment process and may include funding from sources other than you ‘the Applicant’.
If you have any ‘other contributions’ to the total project costs, you must provide evidence with your application supporting these contributions.
|Protecting National Historic Sites||You must include evidence of 50% or more in co-contributions (cash / in-kind) towards the total cost of the project.|
|Recovering from Natural Disasters||Co-contributions are not mandatory for this sub-program.|
|Commemorating Eminent Australians||Co-contributions are not mandatory for this sub-program.|
|Sharing Community Heritage Stories||You must include evidence of 25% or more in co-contributions (cash / in-kind) towards the total cost of the project.|
|Celebrating Community Heritage||You must include evidence of 25% or more in co-contributions (cash / in-kind) towards the total cost of the project.|
Can proposals include costs incurred from the application process?
No. The department will not fund costs incurred from the application process.
Can I apply for funding for a maritime based project (e.g. ship wrecks or general maritime heritage)?
Maritime based projects, whether they be land or water-based, upon meeting all relevant eligibility criteria, may be eligible for funding through the Your Community Heritage.
Can I apply for funding for a story or a celebration of a natural heritage place?
Funding for a story will only be considered if the application concerns a historic or Indigenous place or story of important historic, cultural or social relevance to a local community.
Funding for a celebration will only be considered if the application concerns a historic or Indigenous celebration of important historic, cultural or social relevance to a local community, a celebration that promotes a sense of pride and connection to a local heritage place, or an event that involves demonstrating or teaching related skills.
Under the Commemorating Eminent Australians sub-program, applicants can apply for funding for the installation of, for example, a plaque or interpretive materials, honouring an eminent Australian. Are there any restrictions with this?
Any installation of interpretive materials must link to an existing grave or memorial and must be at the same site/location of the existing grave or memorial.
Can I use grant funds to cover the cost of obtaining any relevant approvals/permits?
No. Commonwealth grant funds cannot be used to cover the cost of obtaining any relevant approvals/permits. This must be covered as part of your organisation’s co-contribution to the project.
If necessary, can I use grant funds to cover any defects and liability period?
No. Commonwealth grant funds cannot be used to cover any defects and liability period. This must be covered as part of your organisation’s co-contribution to the project.
If my proposed project does not fit the Your Community Heritage, where else can I find out about other possible funding opportunities?
A comprehensive database of all government (Commonwealth, State/Territory, Local) grants available can be found on the GrantsLINK website. This website is updated regularly as new funding opportunities become available.
Where else can I find out about other Australian Government disaster relief assistance?
Australian Government disaster relief assistance may be available through:
You may also wish to contact your State/Territory heritage agency for possible funding opportunities.
Can I apply for funding to preserve or provide access to documentary heritage collections?
If your project does not involve nationally significant collections, or is not considered eligible under the National Library of Australia's Community Heritage Grants, it may be eligible for funding through the Sharing Community Heritage Stories sub-program.
The National Library of Australia administers the Community Heritage Grants which provides grants of up to $15,000 to community organisations such as libraries, archives, museums, genealogical and historical societies, multicultural and Indigenous groups. The grants are provided to assist with the preservation of locally owned, but nationally significant collections of materials that are publicly accessible including artifacts, letters, diaries, maps, photographs, and audio visual material.
Further information about this program can be found at www.nla.gov.au/awards-and-grants/chg .
Where can I find the application form and how do I complete it?
The application form can be found on the how to apply page. Instructions on how to complete the application form can also be found on this page.
What happens if I cannot apply online?
By phoning the YCH information line on 1800 653 004, you can request an application pack which includes the following documents:
- Your Community Heritage application form (hard copy version)
- Your Community Heritage Guide for Applicants 2012-13.
Are Australian Government staff able to consider written and verbal requests on the potential eligibility of proposed projects?
In accordance with the standards of probity and ethics expected of an Australian Government agency, including as outlined in the Commonwealth Grant Guidelines issued by the Department of Finance and Deregulation, all applicants or potential applicants will be treated fairly and consistently, and no applicant or potential applicant will be given any unfair advantage or disadvantage by the program participants. As the application process is now open, and given these considerations, Australian Government staff cannot provide direct advice regarding the eligibility of proposed projects.
It is recommended that applicants look at the eligibility criteria of the Your Community Heritage program and, in particular, those of the sub-program(s) you are interested in applying for funding under. You should determine whether the scope of the proposed works meets those that are supported by the program in general and also those of the sub-program(s) you are considering applying for funding under.
Your completed application form provides the department with the information required to make a ruling as to whether your project is eligible for funding or not.
*A copy of the Commonwealth Grant Guidelines can be downloaded from the Australian Government’s Department of Finance and Deregulation website.
Can Australian Government staff complete the application form for me?
No. Australian Government staff can clarify any issues you have with the application form. However, it is not their role to complete your application form.
Who is the applicant?
The applicant is the legal entity. The applicant will enter into a funding deed with the Australian Government. If the project is successful, the applicant becomes the ‘grantee’ who receives and administers the grant. If the grantee provides the funding to a third party group, the grantee remains responsible for acquittal purposes. The third party may complete any reporting requirements, however the grantee remains the responsible party for the project.
How many applications can I submit per application form?
To streamline the process you can submit one application for several sub-programs using the same application form. However, you can only submit one project for each sub-program per application form. If you are submitting an application for more than one project for a particular sub-program you will need to complete a separate application form for each of the proposed projects.
When submitting projects for several sub-programs using the same application form, you will be required to rank the projects in order of priority/preference.
Each project must meet the specific eligibility requirements for the sub-program to which you are applying, and should be able to stand alone (that is, each project should be able to be completed in isolation of another project). The capacity of the applicant to deliver projects within the required time frame will be taken into consideration during the assessment process.
If you are applying for more than one sub-program on the same application form, you will be required to rank each project in order of priority/preference. The capacity of the applicant to deliver each project with the required timeframe will be taken into consideration during the assessment process.
Can I submit multiple applications relating to the same site?
Applicants can only apply once to the Protecting National Historic Sites, Commemorating Eminent Australians, Sharing Community Heritage Stories and Celebrating Community Heritage sub-programs of the Your Community Heritage program for every place, person, story or celebration.
You may submit more than one application per sub-program so long as you are applying for works on a different site, it is a different eminent person, a story on a different topic, or a celebration at a different site.
Each project must meet the specific eligibility requirements for the sub–program to which you are applying, and should be able to stand alone ie each project should be able to be completed in isolation of another project.
Under the Recovering from Natural Disasters sub-program only, you may submit more than one application for different projects relating to the same site. However, each application must:
- meet the specific eligibility requirements
- be able to be delivered independently (that is, each project should be able to be completed in isolation to another project).
Do I need to provide supporting documentation?
Yes. Where necessary or requested in the application form you should provide any appropriate supporting documentation with your application, such as quotes and letters of support.
If you have more than one document to support your response to a particular question you will need to scan the various documents and create a single .pdf or .jpeg document. Please note that documents that provide supporting evidence to a separate question within the application form should be provided in a separate .pdf or .jpeg document and not be combined together into one attachment.
If you are applying under the ‘Protecting National Historic Sites’ or ‘Recovering from National Disasters’ sub-programs and are requested to attach pages from a current management plan, please only attach the relevant pages of the management plan, and not the entire plan.
How much detail should I put in the budget and project plan?
You must carefully consider all aspects of your project and ensure all relevant costs are included in your project budget. Items or activities that are not included in your budget will not be funded. Additional funds are not available to meet costs which may have increased after the application was submitted.
The Your Community Heritage is a competitive grants program and as such the department reserves the right, at its complete discretion, to partially fund projects.
The project plan should clearly identify each individual activity including the timing and delivery of each component of the project.
If I miss something in my application can I put it in later?
No. Once your application has been submitted you can not make any changes, you must ensure your budget table is thorough and accurate.
Do I need to provide quotes?
When applicants seek funding to engage consultants or contractors with relevant knowledge and / or specialist expertise that is required to complete the project, and the estimated cost of such work is more than $10,000 (GST exclusive), three written quotes must be obtained, with copies attached to the application. A detailed description of the activities to be undertaken will be required. In all cases, contact details and qualifications of consultants / contractors must be provided. If it is not possible to obtain three written quotes, you will be required in the applicant form to explain why you were unable to do so.
Beneath the heading "Capacity of applicant to deliver" within each section of the application form, what sort of risks and risk mitigation planning should I identify?
In addressing this question, the department is looking for possible risks you have identified that may impact the delivery of the project and how you have demonstrated that your organisation has the capacity to manage these risks.
- Does your organisation have a current risk management policy/strategy?
- Have you considered other risk factors that may impact the delivery of the project and demonstrated how you have already, or might, address these issues, such as:
- adverse weather conditions,
- failure of contractors to deliver works,
- increase in costs of materials and/or labour,
- attainment of relevant approvals and/or licences,
- ability to secure additional funding and co-contributions,
- work health and safety regulations,
- project/timeline planning, and
- issues with I.T. systems.
When do I need to obtain any relevant approvals/permits?
If you have not already obtained the relevant approvals/permits prior to submitting your application for funding, you should allow sufficient time within your project plan to do so.
Please be aware that federal environment legislation, the Environment Protection and Biodiversity Conservation Act 1999 (the EPBC Act), requires you to refer an action to the Australian Government Environment Minister if it is likely to have a significant impact on a matter of national environmental significance, which includes certain heritage matters. Further information on the EPBC Act and matters of national environmental significance can be found at www.environment.gov.au/epbc.
Projects that might have a significant impact on matters of national environmental significance will not receive funding if approval under the EPBC Act is not granted. Please take approval times into consideration when planning your project.
How do I demonstrate the level to which the heritage activities are innovative to my organisation?
The department encourages applicants to demonstrate innovative ideas/concepts/methodologies or international approaches in the delivery of projects (e.g. by utilising new or emerging technologies or using best practices).
Can I make changes to my application after it has been submitted?
No. Once you submit your application no further information can be added or changes made.
Online application form (updated 21st March)
Note: The online application form is the department’s preferred method of applying.
If you submit an online application you will be issued with a receipt number. Please do not send a hard copy of your application to the department if you have submitted an online application for the same project.
I have experienced issues with the 'Declaration' component of "Part 8 – Declaration and Submission" of the application form. What should I do?
The Department is aware that some applicants may have experienced issues, or have some concerns, with Part 8 ("Declaration and Submission") of the 2012-13 Your Community Heritage Application Form.
If you have submitted your application form (without being able to complete the 'Declaration') and received a submission receipt containing your YCH number, your application has been submitted successfully.
If your application form does not contain a 'Declaration' we ask that you submit the form electronically with attachments as is.
If on your application form, the "Submit" button has been replaced with a "Button" button, if you click on the "Button" button this should submit your application as well.
Please note: Not being able to properly complete the 'Declaration' on submission will not impact the eligibility of your application.
Where necessary, the Department will follow up with relevant applicants to obtain a completed 'Declaration' at a later date.
I have tried to submit my completed application form, but received a "duplicate submission" error message. What should I do?
Each application form, when downloaded from the Your Community Heritage website, automatically generates a unique ID number in the background. This unique ID number allows each form to be submitted only once; any subsequent attempted submission of the same form would not be allowed and you would receive a “duplicate submission” error message. This is to prevent applicants from accidently submitting the same form more than once.
To rectify this you must download a new application form and copy the information from your earlier form into this new form, including any attachments, and when ready, submit the new form with attachments.
A new application form can be downloaded from the how to apply page.
I am using Mozilla Firefox as my web browser and am having difficulty in downloading the application form. What should I do?
- Ensure that you are using the latest version of Mozilla Firefox and Adobe Acrobat Reader
- Right click on the link to the application form.
- Select “Save Link As”.
- Select the appropriate location on your computer to save the file, and leave the file extension as “Adobe Acrobat Document”.
- If a “Downloads” dialogue box appears, select the appropriate file you have just saved, double-click on it and the PDF should then open.
Alternatively, you can also try the following procedures to download the application form if using Mozilla Firefox.
Step 1: Click on the Your Community Heritage Application form hyperlink:
Step 2: The following ‘error’ message may appear if you are using Mozilla Firefox and/or if you are using an older version of Adobe Reader. Click on ‘Open with Different viewer’ in top right hand corner. Ensure that you have downloaded the latest versions of both these programs before proceeding.
Step 3: A dialogue box will open advising that a new form can be opened or saved. Click ‘Open with Adobe Reader’.
Step 4: A download box appears advising that the Adobe smartform application is being downloaded. Please be patient as the form may take up to 2 minutes to appear on the screen. If the form does not appear after a few minutes, double click on ‘YCH2’ in the Downloads box.
Step 5: After 1 – 2 minutes, the Your Community Heritage application form will open to the front page for completion.
When entering my ABN in Part 2 of the application form, I get an error message. What should I do?
How do I check the documents I have attached to the application form?
Once you have attached supporting documentation, as required throughout the application form (using the ‘Add’ button), you will be able to view the attachments prior to submitting your application to ensure that they are the correct documents.
To view the attachments, select the ‘paperclip’ icon at the bottom left of the screen, highlight the file you want to view and select ‘Open’. Do not add or remove attachments through this ‘paperclip’ method. Only use Part 8 of the application form to add or remove attachments.
I have completed an entire part of the form and once selecting 'Validate Section' at the bottom of the page, got an error message. What should I do now?
If you have not answered a mandatory question, or have answered a question incorrectly within a part of the form, when you ‘validate’ that section of the form (i.e. click on ‘Validate Section’ at the bottom of the page), you will receive an error message with the particular errors listed beneath this message.
Follow the instructions given, and once all errors have been addressed, when you next ‘validate’ the section there should be no further errors and you should be able to select ‘Next>>’ at the bottom right of the page to continue completing your application.
How will applications be assessed?
Applications under Your Community Heritage will be assessed on eligibility and merit.
The assessment process takes into account an application's contribution to achieving the Your Community Heritage outcomes, demonstrated capacity of the community group to deliver the project and value for money.
More information on the assessment process is available in Part 8 of the Your Community Heritage Guide for Applicants 2012-13.
Assessment of applications will be undertaken by Australian Government staff (which may include staff from various Commonwealth agencies) and representatives from the community. Individual assessors will include people with the necessary expertise and technical specialisations as required for the projects being considered.
What are the assessment criteria?
Applications will be assessed for eligibility against the general eligibility criteria and then against the relevant sub-program specific eligibility criteria, and will then undergo a selection process.
All general eligibility criteria must be met in order for the application to be considered eligible and progressed to the next assessment phase for the specific eligibility criteria of the relevant sub-program.
How will multiple applications be assessed?
Multiple applications from one organisation will be assessed just like single applications as detailed above. Where an applicant has submitted multiple applications under the Your Community Heritage program, the priority or preference of submitted projects, as well as the capacity of the applicant to deliver projects within the required time frame, may be taken into consideration during the selection process.
Can I appeal the Minister's decision?
No. The Minister’s decision is final. There is no right of appeal, however the department may, at its discretion, revisit the assessment process in exceptional circumstances.
All unsuccessful applicants will be given the opportunity to request feedback on their application at the end of the assessment and approvals process.
What are the reporting requirements for my project?
The department places a high priority on reporting on Your Community Heritage projects. Depending on the sub-program for which you have received funding for, you may be required to submit milestone progress reports throughout the delivery of your project. Please refer to your Funding Agreement for specific reporting requirements.
For all funded projects, you will be required to provide an audited financial statement as described within the relevant sections of your executed Funding Agreement.
What happens if I can't meet my contractual obligations?
Penalties, including reduction in project scope, delayed or reduced progress payments, or termination and consequential return of funds, may be applied for failure to meet your obligations as described within the Funding Agreement.
Please contact the department as soon as possible if you have any concerns regarding the progress of your project.
I may need an extension of time to complete my project or reporting requirements. What should I do?
If you require an extension of time to complete your project or reporting requirements, please contact the department as soon as possible to discuss. If the department agrees to the request for an extension of time, a formal variation to the Funding Agreement may need to be put in place.
Am I required to submit an Audited Financial Statement?
Yes. Every project is required to submit an Audited Financial Statement with their Final Report. Unless your organisation is audited by a State or Territory Auditor General, all projects are required to be audited by an external independent auditor (qualified accountant).
If your organisation is audited by a State or Territory Auditor General, you will be required to provide a financial statement of income of expenditure certified by your organisation’s Chief Financial Officer.
How do I acquit our and any third party co-contributions (cash and in-kind) for the project?
Along with the funding received from the Commonwealth, all cash contributions made to the project from your organisation and any third party ,will be required to be acquitted. All cash contributions (including the Commonwealth funding, Applicant funding and any Third Party funding) will be required to be audited by an external independent auditor (qualified accountant) unless your organisation is audited by a State or Territory Auditor General.
If your organisation is audited by a State or Territory Auditor General, you will be required to provide a financial statement of income of expenditure certified by your organisation's Chief Financial Officer.
Please refer to your Funding Agreement for specific reporting requirements.
For all in-kind contributions made by your organisation and/or a third party, a Statutory Declaration will be required to be signed and provided to the department along with the financial statement.
Timing (updated 29th April)
When might I expect to be advised of an outcome of the 2012-13 Your Community Heritage call for applications?
Applications are currently being assessed. The Australian Government will announce the outcome of applications in a timely manner and anticipates that funding will be released during June and July 2013. All applicants will be advised in writing regarding the outcome of applications following a funding approval decision by the Minister. Details of successful applications will also be published on the Department’s website. The Department asks for your patience during this period.
When do applications for funding open?
Applications to the 2012-2013 Your Community Heritage will open on 27 February 2013.
Please note: Applications for all sub-prorams will be accepted under this 2012-13 call. Applications to the Protecting National Historic Sites sub-program for 2013-14 should also be submitted under this call, with funding also being available in 2013-14. Please ensure that your project plan and budget take this timeframe into consideration.
Projects must not commence prior to the establishment of a Funding Agreement with the department and must be completed by the date identify in your Funding Agreement.
Can I have an extension of time to complete and submit my application?
The Department may, at its sole discretion, extend the application period. Any such extension will be communicated to all registered applications by email and published on the department’s website.
Applications may not be accepted if they are:
- received after the closing date;
- received only as a photocopy or email;
- not submitted on the 2012-13 Your Community Heritage Application Form; or
The Department may consider the submission of late applications under extenuating circumstances provided an alternative timeframe has been agreed to prior to the closing date. Any requests for an extension of time to lodge an application MUST be made in writing by sending an email to firstname.lastname@example.org prior to the application closing date.
What is the closing date for applications?
Applications to the 2012-2013 Your Community Heritage will close at 5pm (AEDT) on 21 March 2013.
Late applications will not be assessed.
Will any public information sessions be held about the Your Community Heritage?
No. All information relating to the Your Community Heritage is contained within the Your Community Heritage Guide for Applicants 2012-13 as well as these FAQs.
When can I start my project?
The project commencement date is the date that the Funding Agreement, signed by the grant recipient, is countersigned by the departmental delegate (that is, the Funding Agreement is ‘executed'). A copy of the executed Funding Agreement will be returned to you for your records. You must not start your project before this date.
How long will it take for my application to be assessed and how will I be notified that my application has been received?
The Australian Government will assess applications in a timely manner to enable successful projects to start early in the 2013-14 financial year. If you apply through the preferred online method, you will receive automatic notification confirming receipt of your application.
If you submit your application by hardcopy or email, you will be notified in writing or by email as soon as possible that your application has been received.
I have submitted an application - now what happens?
Your project will be considered in an assessment process undertaken by the department with the advice and assistance of independent experts, such as members of the Australian Heritage Council (where appropriate). Once applications have been assessed, the Minister for Sustainability, Environment, Water, Population and Communities will make the final decision on all projects to be funded, and this decision is final. The Minister may publicly announce the successful projects. The details of successful applications will also be published on the department's website.
If our project is successful, what are the next stages?
Successful applicants will receive a letter advising the outcome of their application.
Successful applicants will also be sent a Funding Agreement for the applicant to sign and return to the department for execution. Following the execution of the Funding Agreement, payment will be made to the organisation.
How long do I have to complete my project?
You are required to complete your project in the timeline agreed to in the executed Funding Agreement.
Before signing the Funding Agreement, ensure that the project completion date, shown in Schedule 2 of the Agreement beneath the heading ‘Project Period’, is achievable and meets your expectations.
|ProtectingNational Historic Sites||All projects must be completed by no later than
20 December 2014.
|Recovering from Natural Disasters||All projects must be completed by no later than
30 June 2014
|Commemorating Eminent Australians||All projects must be completed by no later than
30 June 2014
|Sharing Community Heritage Stories||All projects must be completed by no later than
30 June 2014
|Celebrating Community Heritage||All projects must be completed by no later than
30 June 2014
Payments will be made electronically to your nominated bank account. The department will generate a Recipient Created Tax Invoice (RCTI) on your behalf, in accordance with the details provided by you in your Personal Particulars Form. A copy of the RCTI will be provided to you for your records once the payment has been processed.
When will I receive the grant funding?
If you are successful in your application for funding under the Recovering from Natural Disasters, Commemorating Eminent Australians, Sharing Community Heritage Stories, or Celebrating Community Heritage sub-programs, you will receive a one-off payment for your project following execution of the Funding Agreement.
Projects funded under the Protecting National Historic Sites, payments will be made upon meeting agreed project milestones, as detailed within the executed Funding Agreement.
I have changed my bank account details during the project period, do I need to notify the department?
Yes. If your bank account details have changed during the project period, you must notify the department as soon as possible and provide us with the new account details. If you do not notify the department of changes to your account details, your payment may be paid into the wrong account.
Will I get paid GST on top of the total costs of the project?
Grants are subject to normal taxation treatment and no special arrangements will apply. Applicants should seek independent advice on the taxation implications of receiving a grant.
Within the project budget of your application, all budget items must be GST exclusive.
Depending on you or your organisation’s GST registration status, the total project costs will be the minimum amount you or your organisation will be paid.
For clarification on any tax related issues, please contact the Australian Taxation Office directly.
Where can I go for further information?
All information relating to the Your Community Heritage Program is contained within the Program guidelines as well as these FAQs.
If you have any further questions, please contact the Department.
Emails will be checked daily and your question will either be responded to directly, or your question and a response added to the FAQs as soon as possible.
Please note: Your Community Heritage staff cannot provide advice on individual eligibility of applicants or projects, or assist in making a decision on the submission of an application.
Phone: (freecall) 1800 653 004
Your Community Heritage Program
Grants Services Section
Department of Sustainability, Environment, Water, Population and Communities
GPO Box 787
CANBERRA ACT 2601
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