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Are supporting documents required for Lottery Outdoor Safety requests?

You need to include a budget for the type of grant you are requesting. If your request is for minor capital works, you will need two quotes for the equipment, assets, building or renovation costs.

What type of budget do I need?

When you request a grant, you need to provide a budget for what you plan to do. The type of budget will depend on what you need the money for.

Grants can be for your business as usual running costs (operational costs) or for project costs and may be for just one year or, if you are making a Lottery Community request, for multiple years - up to three years. It is important to remember that grants are usually a contribution to part of your organisations running costs or the cost of delivering a project.

It is also important to note that only Lottery Community offers multi-year operational costs funding and Community Organisations Grants Scheme (COGS) only ever provides funding for one year.  Therefore, in this case, these requests require a budget outlining a plan for a single year. 

What the money will be put towards  The type of budget you will need to provide when submitting your request

One year’s operating costs

Your organisation’s operating budget showing the amount your organisation expects to earn (revenue) and spend for a financial year. Your budget can be for your current financial year or the next financial year.

One year’s project costs

A project budget showing all the costs to your organisation of delivering the project and any other funding your organisation may have gained to put towards the project’s delivery.

 Multi-year – operating costs

Your organisation’s operating budget showing the amount your organisation expects to earn (revenue) and spend for a financial year. Your budget can be for your current financial year or the next financial year.

If your request is successful, your organisation will be asked for an updated operating budget for the year ahead before receiving the next year’s payment.

Multi-year – project costs

A multi-year project budget showing all the costs to your organisation of delivering the total project (over multiple years), and any other funding your organisation may have gained to put towards the project’s delivery.

If your request is successful, your organisation will be asked for an updated project budget each year before receiving the next year’s payment.



 Note - Budgets are not required for the Community Internship Programme or the Lottery Individuals with Disabilities Fund

It is useful to remember in preparing your budget, that if your request is approved, you will be able to use the grant for any costs you have listed in your budget, except for:

  • any item that is not eligible
  • any cost that is excluded when the grant is approved.

What must a budget contain?

  • An operating budget shows your organisation's expected revenue and expenses for a financial year. If the grant you are requesting is for operating or running costs for your organisation and its services, you can submit your existing annual budget. This budget may be for the current financial year or the next financial year.
  • A project budget is for a project only and should not include your organisation’s operating costs. 
  • If you are requesting funding for a project and operating costs, check the grant scheme first to see if this is allowed. If you can request a grant for both, your budget should show the expected project income and costs, as well as the organisation’s budgeted expenses and revenue.
  • All budgets must clearly state the start and end dates for the period covered by the budget.

General tips about budgets

  • include all anticipated and confirmed income. List these items separately.
  • include all of your expected expenses. (If you spend the grant on costs that aren’t listed in your budget, you may have to repay the grant or part of it.)
  • for a project, list all of the project-related income and expenses, not just the amount you’re asking for.
  • it’s okay for a budget to show a loss if there are enough funds in reserve to cover it. You should add a note to the budget to make it clear that you intend to use reserve funds.
  • it’s a good idea to use last year’s accounts as a template for the operating costs. Update these costs for the year ahead.
  • if a grant is made, you can use it for any costs in your budget unless the online terms and conditions or grant agreement excludes a cost in your budget.

Is the grant request all we need to do?

You need to confirm that your organisation profile has been checked and the information is up-to-date when you submit your grant request. This is because your request and organisation profile are both required for your request to be complete.

Only your organisation's profile secretary can update your organisation's profile, so you need to check this has been done before you submit a grant request. For example, the bank account details for your organisation are saved to your organisation profile, not your grant request. This means this information only needs to be provided once and is kept up-to-date by your profile secretary or secretaries.

What do organisations need to have to get a grant?

Organisations requesting grants should have governance and management structures and processes in place to support the size and complexity of the services or projects for which they are seeking funding. An organisation must have:

  • two people with the right to sign all of the organisation’s bank accounts
  • a current cashbook or electronic version that is regularly updated
  • a record for tracking grants from different funding sources
  • a person responsible for keeping the organisation’s financial records
  • up-to-date tax records (if applicable)
  • regular financial reporting to every full meeting of the governing body
  • submitted any reports due for previously approved grants
  • an up-to-date organisation profile in our online system
  • an official bank document showing your organisation’s bank account details (this could be a bank statement, printed deposit slip or bank letter confirming the account name and number)