• All sections of the online form must be filled out correctly. Failure to complete any one or more sections may result in the application being returned without consideration.
  
  
• The ‘Consent to Audit & Declaration’ must be signed and dated by two authorised persons, e.g the Secretary, Treasurer or Chairperson of the applicant group and in the case of schools the Principal and one other then emailed to grants@ttcfltd.org.nz
  
  
• Applications are to be uploaded online by midnight on the advertised closing date for each funding round.
  
  
• Applications must be received at least 6 weeks prior to any event or purchase for which funding is sought.

• Quotes and emailed quotes must be less than 3 months old, be addressed to the applicant group & contain full supplier details (name, address, telephone, GST status, etc).  Photocopied pages from catalogues are not acceptable.

• If only one quotation can be provided due to the specialist nature of purchases, etc, please detail this on the application form.

• If funding is required towards general running costs (power, landline telephone, rates or building insurance) copies of invoices for the previous three months need to be supplied.

• Applications for existing salary positions must provide a signed employment contract clearly stating the term of the contract, employee’s name and rate of pay, together with a position description.

• Capital projects: All building & council consents must be obtained prior to applying for funding.  A successful tender document needs to be provided. Note: only tangible ‘bricks & mortar’ and labour costs are considered; not any preliminary work such as plans, engineering reports or building/resource consents. You must also have a definitive start date for your project.

• A resolution to apply for funding from THE TRUSTS COMMUNITY FOUNDATION LTD for the purpose and amount for which your organisation are applying for funding. The resolution must include the names of all members who approved the resolution and the date on which the resolution was passed, be signed by the Secretary/Chairperson or other Executive member, and be printed on the organisation’s letterhead.  Resolutions must be less than 3 months old.

Incorporated Societies must provide:

• Certificate of Incorporation number.

Charitable Trusts or Registered Charities must provide:

• Certificate of Incorporation number and Charities Registration Number

Sport & Recreation Groups that do not have a Certificate of Incorporation must provide:

• Proof of current affiliation to a national or regional body and, if applicable
• Proof/itinerary and date/s of events for which funding is sought
• Names and roles of individuals in the team/organisation if travel funding is being requested

Schools must provide:

• A letter of endorsement from the Principal on school letterhead

Other organisations must provide:

• Proof of non-profit status or IRD ‘charitable’ certificate.

Bank Account Details for the applicant organisation must be in the form of:

• A bank statement, or
• A bank encoded deposit slip, or
• Hand written or printed bank details which have been stamped as verified by the bank.

Financial Statements;

• Latest financial statements, preferably audited.

Please keep a full copy of the application and supporting documentation (all applications are retained by TTCF).

• Any funds received must only be used for the purpose(s) for which they were approved, or they will need to be returned to the Foundation.
  
  
• Items or services funded must be purchased from the supplier who provided a quote with the application. Should a supplier no longer be able to provide the items or services, a written request for approval for a change of supplier, together with a new quote, must be sought and approval obtained in writing from TTCF before the funds can be used.
  
  
• Salaries funded must be for the employee named in the signed employment contract and for the position description included with the application. Should an employee resign, a written request for a approval for a change of employee, together with a signed employment contract and position description must be sought and approval obtained in writing from TTCF before the funds can be used.
  
  
• Funds cannot be promised for a future event. On-going funding can only be catered for by a separate application every time funding is required.

The above are only some of the conditions and regulations that apply to the issuing of grants from gaming machine proceeds.

The Foundation is entirely responsible for the commitment of funds and is not required to approve any grant whether it is compliant with the requirements or not.

All grants are subject to audit by either the Foundation or the Department of Internal Affairs.