Here is a comprehensive, step-by-step guide designed to help applicants complete each section of this WA Incorporated Association Grant Application Form.

Pre-Application Checklist: Before filling out the form, ensure you have:

Your association’s Certificate of Incorporation (for your IARN). Your ABN and GST status details. Approval from your Management Committee/Board to submit the application. A clear project budget and timeline.

Section-by-Section Completion Guide

1. Grant & Association Details

This section establishes your organisation's legal eligibility under Western Australian law.

• Advertised Grant Name / Program Reference:

  • What to enter: The exact name of the grant program you are applying for (e.g., "WA Community Capability Grant 2026" or "Lotterywest Community Building Grant - Round 2").

• Incorporated Association Legal Name:

  • What to enter: Your organisation's full legal name as it appears on your Certificate of Incorporation.

  • Important: Under Section 11 of the Associations Incorporation Act 2015 (WA), your legal name must end with the word "Incorporated" or the abbreviation "Inc.". Do not use a trading name or acronym here.

• WA IARN Number (Consumer Protection):

  • What to enter: Your Incorporated Association Registration Number issued by DMIRS / Consumer Protection WA (usually starts with 'A' followed by 7 digits, e.g., A1000000X).

• Australian Business Number (ABN):

  • What to enter: Your 11-digit ABN (e.g., 12 345 678 910). Ensure the ABN matches the legal name provided above.

• Registered for GST?

  • What to select: Select Yes or No.

  • Tip: If you are GST-registered, grant payments may include an additional 10% for GST. If not, your requested grant amount should reflect total out-of-pocket costs.

• Postal Address (WA):

  • What to enter: The official mailing address for formal correspondence (Street or PO Box, Suburb, WA, Postcode).

2. Primary Contact Person

Provide details for the person who can answer operational or administrative questions about this proposal.

• Contact Person Name: Full name of the main point of contact.

• Position / Role in Committee: Their executive or operational role within the organisation (e.g., President, Grant Officer, Secretary, Treasurer).

• Phone Number: A direct contact number (mobile preferred for urgent queries).

• Email Address: An actively monitored email address where grant updates and outcome notifications will be sent.

3. Project Proposal & Funding Request

This is the core of your application where you convince the funding body of your project's merit.

• Project Title:

  • Keep it concise, clear, and descriptive (e.g., "Solar Panel Installation for Community Hall" or "Youth Leadership Workshop Series 2026").

• Grant Funding Requested ($ AUD, ex GST):

  • Enter the exact amount of money you are requesting from this specific grant program (excluding GST if applicable).

• Total Estimated Project Cost ($ AUD):

  • Enter the overall cost to deliver the project.

  • Note: If your total cost is higher than the requested grant amount, the difference represents co-funding, donations, or your association’s cash/in-kind contributions.

• Proposed Start & Completion Dates:

  • Ensure your start date falls after the expected grant announcement date (most grant bodies will not back-fund projects that have already started).

• Brief Project Description & Community Benefit:

  • What to cover:

    1. What: Explain what activities or items will be funded.

    2. Where: State the location in WA where the project takes place.

    3. Who: Identify the target beneficiaries (e.g., local seniors, youth, community members).

    4. Why: Describe the community need or problem this project solves and the expected outcome.

• Itemised Budget Breakdown:

  • Break down your expenses clearly so the assessor sees exactly how the funds will be spent.

  • Example Format:

Plaintext

- Catering for 3 Workshops (50 people): $450

- Facilitator Fees (2 Sessions @ $300): $600

- Event Venue Hire (10 hours @ $25/hr): $250

- Promotional Flyers & Printing: $200

TOTAL REQUESTED: $1,500

4. Governance Declaration & Authorisation

This section forms a legally binding statement confirming your committee's approval and compliance with WA state legislation.

• Declaration Checkbox:

  • Action: Tick the checkbox to confirm that:

    • You have explicit permission from your Management Committee to submit this form.

    • Your association is solvent and up-to-date with its annual reporting duties under the Associations Incorporation Act 2015 (WA).

    • The information provided is truthful and accurate.

• Authorised Representative Name: Full legal name of the committee member authorising the submission.

• Signature / Sign-off: Type your full legal name as a digital signature (or print and sign physically).

• Committee Position: Must be held by an office bearer or authorised executive committee member (e.g., President, Vice President, Treasurer, or Secretary).

• Date: The date of signature/submission.

Document Summary & Workflow Phases

Phase 1: Pre-Acquittal Data Collection & Reconciliation

• Grant Agreement & Terms Review: Verifying contract terms, budget thresholds, re-allocation rules, and submission deadlines.

• Direct Ledger & Receipt Reconciliation: Matching general ledger entries against original tax invoices, proof-of-payment receipts, and bank statements.

• In-Kind & Volunteer Hours Audit: Gathering timesheets, volunteer registers, and pro-bono service rate agreements to value non-monetary provisions.

Phase 2: Document Drafting & Full Exposure Compilation

• Budget vs. Actual Statement: Creating line-item variance statements comparing approved grant allocations to actual spending.

• Itemized Direct Expenditure Log: Generating transaction-level registers (vendor, invoice date, reference ID, description, and dollar amount).

• Deliverables & KPI Assessment: Documenting project reach, completed workshop targets, and performance metrics.

Phase 3: Verification, Independent Audit & Final Submission

• Independent External Audit: Providing financial files and transaction proof to an external CPA/Auditor for independent verification.

• Executive Declaration & Sign-Off: Securing formal certifications and signatures from the Chief Financial Officer (CFO) and Lead Director.

• Submission & Statutory Archiving: Submitting the final acquittal report to the funding body, obtaining confirmation of receipt, and archiving records according to statutory retention rules.