Payment, reporting and evaluation

Payment process

Lotterywest provide written advice on the outcome of all applications. If your grant is approved, we will advise you of payment arrangements and our requirements for reporting on the grant and acquitting the funds.

Grants are paid through an electronic funds transfer. Please ensure that the bank account details provided are your organisation’s main operating account and that these are always kept up to date in the Lotterywest Portal.

Managing your grant

When the time comes to request a payment or acquit your grant please use our Grant Management Tool. This tool can also be used if you need to request an extension of time or are seeking a change to your grant expense items.

The Grant Approval Schedule that was sent to you after your grant was approved will assist with filling out the Grant Management Tool.

To help prepare for using the Grant Management Tool, you can preview the questions here. Please note this is a sample form only and you will not be able to submit your answers.

A summary is also provided below.

Requesting a payment

Through the Grant Management Tool you will be required to:

  • Provide detail of previous payments received (if any) and how they were spent, including copies of invoices (if requested on your Grant Approval Schedule).
  • Demonstrate how pre-payment conditions (if any) have been met
  • Detail the amount being requested.
  • Provide a progress update on your grant including what activities have been delivered to date, where these activities have occurred, and whether the grant progress is ahead, on track, or behind schedule.
  • Provide detail on any outcomes achieved to date, challenges being experienced and how they will be overcome and future plans for the grant.
  • Detail of whether Lotterywest has been acknowledged for the grant, and if so, how.

Requesting an extension of time or change to grant items

 Through the Grant Management Tool you will be required to:

  • Provide an explanation for your request for an extension of time or change to the grant.
  • Provide a new anticipated drawndown or acquittal date (if relevant).

Completing a final grant acquittal

Through the Grant Management Tool you will be required to:

  • Provide a breakdown of all income and in kind support received for the grant initiative.
  • Provide a final summary of how the Lotterywest grant funds were spent.
  • Provide an Income and Expenditure Statement – to view an example template click here.
  • Attach any invoices or evidence of payment not previously provided.
  • Detail the activities delivered through the grant, where these activities took place and estimates of the number of volunteers and beneficiaries associated with the activities.
  • Detail of the difference the grant has made in the community, learnings and considerations for the future.
  • Detail of whether Lotterywest has been acknowledged for the grant, and if so, how.

There is also the opportunity to share any other materials that help to demonstrate your grant's achievements, for example: project or evaluation reports; stories or feedback; photos; interviews; media coverage; etc. 

What sort of information should I collect along the way?

As a part of your acquittal, you will be asked to provide information and evidence to demonstrate the outcomes your organisation achieved through your grant.  

Each grant will be different, but you should have an idea about the outcomes you are aiming to achieve when you apply (these should align to the outcomes of the specific grant program), and how you can measure and report on them. 

The outcome reporting can be qualitative or quantitative. When you come to acquit your grant, the Grant Management Tool will provide you with the opportunity to make your final report.

Payment and evaluation graphic June 2020

A more in depth understanding of impact

Some organisations may be required to undertake an evaluation of their grant. The evaluation process will help you to deep dive into what outcomes the grant has enabled, what worked well and what did not work well, lessons learnt and insights which may be relevant for other organisations or sectors. This is particularly relevant for projects which are trying new things, which are complex or large scale, or which have opportunities for sector learning associated.

If your organisation is required to complete an evaluation, Lotterywest will work with you to determine an appropriate approach to meet your needs.

We encourage all organisations to consider how they are tracking and measuring change as a result of their grant.

Some helpful tools are included here:

What conditions will apply to the grant?

All organisations are required to agree to the Lotterywest Conditions of Grant which needs to be signed upfront for every application.

Further conditions may also apply to your grant. These are communicated in the grant approval letter if a grant is approved - please refer to the Grant Approval Schedule. An example is available here.

Should GST be included in the request?

If your organisation is registered for GST, please don't include the GST component in your request.

If your organisation is not registered for GST and would find it difficult to pay the tax, please call us to discuss.

How will the decision about the application be advised?

Lotterywest provide written advice on the outcome of all applications. If your grant is approved, we will advise you of payment arrangements and our requirements for reporting on the grant and acquitting the funds. This information is detailed in the Grant Approval Schedule. An example is available here. You can track the status of your application in the Lotterywest Portal.

How are payments made?

Once a grant is approved, we'll send you a letter advising what has been approved and any outstanding requirements for payment to be made. This information is detailed in the Grant Approval Schedule. An example is available here.

Claims for payment of your grant should be made using the Grant Management Tool. You can preview the questions in the Grant Management Tool via the example link here. Or, you can being making a claim via the live Grant Management Tool here.

Retrospective costs (for items or expenses incurred prior to grant approval) will not be met by the grant except in exceptional circumstances.

All grants made by Lotterywest are made exclusive of the cost of GST on the items that the grant has been approved for, unless otherwise advised.

However, if your organisation is registered for GST, when Lotterywest makes a payment of grant monies to your organisation, you will receive a Recipient Created Tax Invoice (RCTI) which identifies a GST component that has been included within the payment to your organisation. This GST component is required by the Australian Taxation Office as GST due on the grant payment itself and should be forwarded by your organisation to the Australian Tax Office. It is not to be treated as a reimbursement for any GST you may have paid on goods or services related to your claim for payment. An example of a RCTI is available here.

Grants are paid through an electronic funds transfer. Please ensure that the bank account details provided are your organisation’s main operating account and that these are always kept up to date in the Lotterywest Portal.

How are grants acquitted?

All organisations who receive our support are accountable for the expenditure and reporting on the grant within a given timeframe. Our grant conditions, payment, accountability and acquittal processes will be explained to you during the grant assessment process and detailed in the approval letter and attached Grant Approval Schedule. An example is available here.

It’s important to read your grant approval letter and the Grant Approval Schedule.

Generally the grant acquittal will require you to:

  • Use the grant for the approved purpose.
  • Meet any grant conditions, including overall conditions that must be met prior to payment and grant accountability (including for evaluation and reporting).
  • Prepare an Income and Expenditure statement (for an example template please click here).
  • Complete the Grant Management Tool which includes questions related to your grant expenditure, the amount of volunteers and beneficiaries involved in the grant, the activities and outcomes delivered and learnings/insights from your grant initiative.

You can preview the questions in the Grant Management Tool via the example link here. Or, you can begin acquitting your grant via the live Grant Management Tool here.

What happens if my organisations details change?

We need to know of changes to your organisation's details such as bank details, name, legal signatory or GST status. You can make these changes in the Portal.

Can a request be made for a grant decision to be reviewed?

Yes. The request should be made in writing within 60 working days of receiving formal advice of the decision to the attention of Susan Hunt PSM, Lotterywest CEO, and signed by your organisation's Chairperson or authorised delegate. Please include the reason for the review and what you propose as a resolution. We will advise you of the outcome as soon as possible. A request for review will not impact the consideration of any future applications.

Who can sign Lotterywest grants related documents?
What happens if my project changes?

Let us know if there are changes to your project or the key members involved so we can work with you in to ensure these changes do not affect the intended outcomes of your grant. Please use the Grant Management Tool to advise us of these changes.