Grant Reporting Requirements
Please read the Grant Reporting Requirements below and contact the CBF with any queries. Any specific grant reporting requirements are outlined in your Grant Agreement.
1. Why are there Grant Reporting Requirements?
The Grant Reporting process is about responsibly accounting for the public funding your organisation has received as a CBF grant. All organisations who receive any CBF funding have to complete this process. Because the CBF is legally accountable to the Australian Government and other funding providers, we need accurate information about how the grant funds have been used.
In the Grant Report we ask you to formally demonstrate that you have spent the funds as originally set out in the Grant Agreement and describe what you achieved as a result of the grant. This information helps the CBF to:
- demonstrate the value of the grants to the funding provider
- encourage other organisations to consider similar projects and funding opportunities
- accumulate case studies to support arguments for more funding for the community broadcasting sector
- monitor and evaluate current grant structures and programs.
The CBF has simplified the financial reporting process for organisations receiving a total of less than $45,000 (excluding GST) per financial year in CBF funding. (There are further details of this in Section 3 below.)
2. When do you have to complete the Grant Reporting process?
The Grant Report form should be completed by the date specified on your Grant Agreement or on the correspondence you received with the grant payment remittance advice. Please notify the CBF in writing before the due date if you need an extension of the reporting timeframe.
If you are also providing an Auditor's Financial Certificate (see Section 4) it must be completed within five months of the end of your financial year.
3. How do you complete a Grant Report form?
To complete a Grant Report you'll need to refer to your original Grant Application, the specific Grant Guidelines and the Grant Agreement. These documents describe the originally agreed purpose, intended expenditure of the grant and any required reporting requirements.
Grants applied for online via SmartyGrants will be reported online. You will need to log in to complete an online Grant Report form. Grant Report forms use the following basic structure:
A. Grant Outcomes Report
The Grant Outcomes Report should describe what you achieved with the CBF grant. If possible please include any support material that demonstrates the nature of the project and its results (e.g. press clippings, photographs, advertisements, programs, written responses to your project, etc).
- Describe your project and the activities undertaken as a result of funding.
- Explain how you acknowledged CBF funding support for the project.
- Give details of the impact or outcomes of the project for the station and its community, and assess the extent to which you achieved what you set out to do. This could include: how the project increased support for your station; how the project contributed to diverse, innovative or high quality programming at the station; or how the project assisted the station to develop its technical or operational resources.
B. Grant Financial Report
This identifies how the grant was spent in comparison to the intended expenditure. To complete the Grant Financial Report you will need to have financial management processes that accurately record the receipt and expenditure of each CBF grant. It is essential that your financial management systems meet the requirements for Management of Funding set out in your grant agreement.
This is a statement by a person from your organisation who is authorised to sign legally binding documents (usually the Public Officer, President or a member of Management Committee) certifying that the grant was spent according to the terms of the Grant Agreement.
At the end of your financial year the CBF will send you either an Auditor's Financial Certificate to be completed or an Annual Statement of CBF grants. The Annual Statement goes to organisations that have received less than $45,000 in CBF grants during the year and is for information only, to remind you of the grants you have received in the year with any upcoming reporting dates. The Auditor's Financial Certificate goes to organisations that received $45,000 or more in CBF grants and lists the grants paid and requires your auditor to complete.
4. What's involved in providing an Auditor's Financial Certificate?
You need an Auditor's Financial Certificate if your organisation has received a total of $45,000 or more (excluding GST) in CBF grants in the your financial year. In this case your organisation's auditor has to certify that all CBF grant funds received in the financial year have been, or are being, spent according to the terms of the relevant Grant Agreement/s. To reduce costs the CBF recommends that you arrange for the auditor to sign the Auditor's Financial Certificate as part of the annual audit.
If all the grant funds have not been spent before the Auditor's Financial Certificate is completed then you will need to send further Auditor's Financial Certificates for each financial year until the grant funds are fully spent.
5. Who can sign an Auditor's Financial Certificate?
The Auditor's Financial Certificate must be signed by an approved auditor.
An approved auditor means a person who is:
- registered as a company auditor under the Corporations Act 2001 (Cth) or
- a practicing Auditor that is an appropriately qualified member of the Institute of Chartered Accountants in Australia or of CPA Australia or the Institute of Public Accountants.
An approved auditor must not be:
- a principal, member, shareholder, officer, agent, subcontractor or employee of your organisation or of a related body corporate as defined in section 9 of the Corporations Act 2001 (Cth) or
- any auditor whose registration as an auditor under the Corporations Act had been cancelled by the ASIC under an Enforceable Undertaking or
- the Accountant or Bookkeeper that prepared the accounts of the grantee organisation.
6. Do you need to provide audited annual financial statements?
If you are required to provide an Auditor's Financial Certificate (where you received $45,000 or more in grants in the year) you must at the same time provide audited annual financial statements. This ensures that you are meeting the highest accountability standards. If you are not required to complete an Auditor's Financial Certificate and your state or national regulatory authority does not require you to submit audited statements to them, we will accept as part of the grant application process and the grant reporting process the unaudited annual financial statements approved at your annual general meeting.
7. Will the CBF require further information about the spending of the grant?
Under the terms of the Grant Agreement the CBF (and the Australian Government, through the Auditor General) can request further information about the spending of the CBF grant or a further audit by a Registered Auditor if the financial information supplied is considered inadequate.
8. What happens if your Grant Report is overdue?
You will not be eligible to receive any further CBF grants if you have overdue Grant Reports from previous CBF grants.
If you think that you will have difficulty meeting the CBF Grant Reporting Requirements or you need further advice please contact CBF Grants Administrators as soon as possible.
For further information contact:
Telephone: (03) 8341 5944
Telephone: (03) 8341 5988
Telephone: (03) 8341 5966
9. CBF Fraud Control Plan
The purpose of the CBF Fraud Control Plan is to identify risks and develop appropriate prevention and detection strategies and procedures in relation to fraud. The plan addresses both internal and external risk of fraud.
> Download the CBF Fraud Control Plan (PDF file, 446KB)