Audit & Accountability

Grassroots Trust Central Limited will review 100% of all approved grants for accountability compliance.

Your Organisation must obtain invoices for all goods or services, and complete full accountability as soon as reasonably possible, but no later than three months following grant money being received.

Failure to provide your accountability report within the required timeframe will result in Grassroots Trust Central Limited seeking a full refund of the grant.

If additional time is required, please call a member of our Grants Team on 0800 957 960 to discuss your options.

If your Organisation does not proceed with the Approved Specific Purpose for which the funds were granted, or there is a surplus of funds once the purchase has been made, these funds must be returned to Grassroots Trust Central Limited by direct credit within 5 working days of becoming aware of the surplus.

What documents do I need to provide for project, activity, or operational expenses?

For project, activity, or operational expenses, we require tax invoices and actual bank statements; alongside your hand signed accountability form (emailed to you alongside your approval letter).

If payments are made by cheque, a receipt from the supplier must also be provided. If payments are made in batches, the batch payment summary showing the invoice you wish to claim must be provided.

  1. Invoices must be provided in full (not just the front page) and be:
    • Addressed to the Grant Recipient (your Organisation)
    • State the full contact details of the supplier
    • Provide a full description of the goods and services
    • Clearly show whether the total is GST inclusive or exclusive
  1. Bank statements must be actual bank generated statements or internet banking transaction lists that include:
    • The bank’s name i.e. BNZ
    • The Grant Recipient’s name (your Organisation)
    • The bank account number (that matches the account your grant was paid into)
    • Highlighting of all relevant payments

For examples of an invoice or bank statement and to see what information we will be looking for when we assess your accountability report, please click below.

What documents do I need to provide for salary/wage costs paid via payroll?

For salary / wage costs, we require evidence of both the net payment made to the staff member and all staff deductions paid to IRD on the staff members behalf alongside your hand signed accountability form (emailed to you alongside your approval letter). You need only provide the net payment evidence if the total is equal to, or greater than the amount funded.

  1. Payroll evidence
    • Pay summary reports
    • IR Employment Information / or Summary of Employment Monthly Schedules
    • Management Report (MYOB/Ace Payroll) / or other documents that show the breakdown of staff included in your PAYE return
  1. Bank statements must be actual bank generated statements or internet banking transaction lists that include:
    • The bank’s name i.e. BNZ
    • The Grant Recipient’s name (your Organisation)
    • The bank account number (that matches the account your grant was paid into)
    • Highlighting of all relevant payments

Will our Organisation be audited?

Grassroots Trust Central Limited will audit 5% of approved project, activity, and operational cost grants annually.

If your Organisation is selected to be audited, a member of our Grants Team will contact you.

Grassroots Trust Central Limited grant records will also be inspected and audited by the Department of Internal Affairs (DIA). Grassroots Trust Central Limited is required to provide details of all grants to the DIA. All applications must be made on the understanding that, if a DIA officer requests, the grant recipient must agree to and participate in an inspection/audit.