Requirements for successful applicants

Submitting your funding agreement

If your application is successful, you will need to complete a funding agreement. This agreement outlines the requirements of your organisation and any specific conditions that will apply to your project.

You will receive an electronic transfer of funds after the funding agreement has been submitted.

For assistance on how to submit your funding agreement through SmartyGrants see Using SmartyGrants.

Variations

We understand that projects, events, and activities are subject to change. You must notify the Community Grants team of any changes that affect your funding agreement.

These could include, but are not limited to changes to:

  • the start and finish dates
  • requested funding items
  • location of the project or event
  • the purpose.

To request a variation, please contact our Community Grants team on 07 3412 4033 or email grants@logan.qld.gov.au. You will need to receive approval in writing before you undertake any changes.

Acknowledging Council funding

As a condition of funding, successful applicants are required to acknowledge Council’s support. You will be required to demonstrate how you acknowledged Council in your grant acquittal.

For more information about your acknowledgement requirements, please see our Acknowledgement guidelines for Council grants and funding(PDF, 201KB).

Submitting your acquittal

What is an acquittal?

An acquittal is a report that details how the grant was spent and the outcomes of the funded project. The due date for your acquittal will be 8 weeks after your project, event or activity is completed.

This will be available in your SmartyGrants profile once the signed funding agreement has been received by Council.

Tips on how to complete your acquittal

To make the acquittal process easier we suggest you:

  • plan ahead (think about how you’ll measure and evaluate your project)
  • keep notes and take photos as you go (make sure you get permission before taking photos of people)
  • remember any funding on goods and services that are not part of your funding agreement will not be accepted (if you want to spend it on something else, you must ask for a variation first)
  • keep a record of how the funds were spent (hold on to all your receipts, we suggest taking photos)
  • make sure all attachments (including receipts) are clear and easy to read.

If you don’t complete the acquittal process, you’ll be required to repay the funding to Council. Any unspent funds will also need to be returned. Organisations and individuals with overdue acquittals won’t be eligible to receive Council funding.

More information about acquittal requirements can be found in Council’s Grants to Community Organisations Policy.

Proof of expenditure

You must provide proof of how you spent your grant money. We can only accept:

  • receipts that include:
    • business name
    • business ABN or ACN
    • description of goods or services
    • date of supply
    • total amount paid
  • invoices that show the balance has been paid (cannot have a balance or money owing).

If your invoice shows a balance owing, you must also include one of the following:

  • remittance advice
  • a bank statement
  • EFT (electronic funds transfer) confirmation showing payment made to the supplier.

If you cannot provide any of the above, we can accept a signed statutory declaration. This is a legal document which explains how you spent the money from Council.

Any unspent funds will need to be returned to Council.

For more information, see Examples of acceptable proof of expenditure(PDF, 443KB).

Acquittal Frequently asked questions

How do I access and complete my acquittal form?

  1. Login to your SmartyGrants account (hyperlink: Login or Register - Logan City Council)
  2. Click on ‘My Submissions’. You’ll find this link at the top of the page.
  3. Find your application. Look for the correct application number and click on it to open.
  4. Open the acquittal form. Click the title of the form to start editing (tip: clicking the red icon will only enable you to preview the questions).
  5. Fill out the form. Answer all questions and upload your documents.
  6. Save your progress. If you’re not ready to finish, click ‘save progress’ so you can come back later.
  7. Submit your form. Before submitting, double check your answers and make sure all documents are uploaded.

For further information on using SmartyGrants, visit Using SmartyGrants | Logan City Council.

What if I’ve lost my receipt?

If you’ve lost a receipt for something that was approved in your funding agreement, you may still be able to include the cost in your acquittal by submitting a statutory declaration. Statutory declarations are a legal document that must be cited by an authorised witness, such as a Justice of the Peace.

Your declaration must clearly state:

  • what item was purchased
  • how much it cost
  • that the item was bought for the approved grant purpose
  • the date it was purchased
  • any other relevant details that help explain the expense.

What if I need to use the grant money differently?

If you want to change how you use your grant money, you must ask Council first.

To request a change (called a variation):

  • contact us
  • explain the changes you want to make and why
  • wait for written approval before making any changes.

If you make changes without approval, you may have to return the grant money and you might not be eligible for future funding.

If you are unsure or need help, please contact us.

What happens after you submit your acquittal?

  • We will review your acquittal
  • If anything is missing or unclear (like receipts), we’ll contact you for more information
  • Once everything is approved, you’ll get an email to confirm your acquittal is complete and accepted
  • Your acquittal is not final until you receive this email.


More information

If you have any questions or need assistance, please contact the Community Grants team.

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