communitymatters.govt.nz

Helping New Zealand build strong communities

 

Reporting on grants

We call reports on grants Ōtinga Korero. This means ‘the story that tells it all or sums it all up’.

For most grants, you need to submit an Ōtinga Korero results report  by the end of a grant term.

*NOTES:

  • Reports are not needed for grants made by the Lottery Individuals With Disabilities Committee, the Norman Kirk Memorial Trust or the Viet Nam Veterans and their Families Trust.
  • For the Lottery Minister’s Discretionary Fund and for some grants made before 2015, grant reports may need to be made in Grants Online

Your report needs to tell us:

  • What happened
  • Who benefitted
  • What was the outcome?
  • how you know what was achieved
    • by the numbers (who took part or helped)
    • by the stories (what you tell us, feedback you received, media coverage, photos).

Reporting on costs

Using the budget from your grant request, you must report on all income or revenue and list all expenses and payments relating to the budget.

  • If not all of the grant was used, please refund what is not needed so it can be provided as grants to others.
  • If the grant is not used for the purpose for which it was given, we will recover all or part of the grant. We may also advise other funders and government agencies why the grant had to be recovered.

Always check the online grant agreement or Reports Due secion online. Extra reporting requirements may have been added when the grant was first approved.

Reporting online

Most grants are now managed online. If you made your request online, your reporting will also usually be done online.
Online reports are not needed for:

  • requests made using PDF or paper application forms downloaded from the website
  • grants made before 1 January 2015, using the Grants Online or GOL system. (Note: Due to browser incompatibilities, you may need to contact us if you still need to report using GOL.)

You can only see, open and edit the online report templates if:

  • you are the profile secretary for the organisation, or
  • you are the main contact for a grant to your organisation, or
  • you received an individual grant, or
  • you act for someone who received a grant.

You can login and review the requirements for any reports at any time after a grant is accepted.

View of the link sidebar in the Fluxx online grants management system.

1

  Click on the Fluxx logo to refresh the screen.

2

  If you represent more than one organisation, select the one you want from the list at the top of the menu.

3

 To see the original grant request and review its benefits, outcomes or budget, select Grants.

4

 Go to Reports and select Due to see any reports you need to complete. You can edit and save a report before submitting it.

View of Fluxx online grants management system's Edit, Print, Update and Submit buttons.

Other people, such as the Profile Secretary or the main contact person for a grant record, can also edit or add to the report.

To complete a report, you may need to provide a financial report for the budget presented with your grant request. You need to show that the grant was used only for the purpose it was given.

5

  You can print a report once it has been submitted, but you can’t edit or change it. You can see the report under Assessment.

6

 Sometimes we send a report back to you for more information. If this happens, we will email you or your organisation, and you will find the report under Pending Response.

7

 When we consider a report complete, it is moved to Completed.

8

  We then move the record of this grant to Closed Grants.