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How to Write a Grant Application | Responsibilities as a Grant Recipient

Writing grants is an essential skill for those working in the arts, and many organisations depend on successful grants to deliver certain projects and activities. To celebrate the opening of the Regional Arts NSW Country Arts Support Program (CASP), Regional Arts NSW has put together a weekly step-by-step guide on how to prepare a successful grant application. This week we take a look at your responsibilities as a grant recipient. You can read the previous articles on Planning & Research, Budgets and Writing the Application.
There are some responsibilities as a grant recipient that you should take into consideration when submitting your application. These include:

  1. Insurance cover
    Funding bodies sometimes ask for proof that your organisation has current and adequate insurance cover: public liability, personal accident where volunteers are involved, workers compensation when employing staff. Where an artist or professional person is engaged on a contract or fee basis, it is your duty of care to ensure that they have their own insurance that covers the specific activities of the project.
  2. Artists’ contracts
    if you are contracting artists for a project you will need to get their ABN. If they do not have an ABN, you can either withold 48.5% tax or request them to fill in a Statement by Supplier (this document must be kept for a period of 7 years). When engaging artists, arts workers or project personnel for a fee, it is advisable to have a contract. The Arts Law Centre of Australia has some standard contracts available for a fee that can be adapted to suit your needs. You will also need to consider superannuation. Generally, if you pay an employee $450 or more (before tax) in a calendar month, you have to pay the super guarantee on top of their wages/fee. Contractors paid mainly for their labour are also considered employees for superannuation purposes. You can read more about your superannuation obligations on the Australian Taxation Office website.
  3. Auspicing arrangements
    If your group has no legal status (i.e. an unincorporated group), you can still apply for a grant but will need to nominate an incorporated body to manage the grant monies on your behalf, if you are successful. This could be the local council, local arts council or progress association and they will need to show they are willing to undertake the role of auspicer by signing the application form plus the Conditions for Payment of Grant form, should a grant be awarded. The auspicing body accepts the grant monies on behalf of the grant recipient, pays the grant monies to the grant recipient and ensures, to the best of their ability, that the money is used for the purpose for which the grant is intended. It is up to the grant recipient and the auspicing body to work out an agreement on how the conditions of the grant are to be met.
  4. Conditions of grant
    Grants generally come with a range of conditions attached. These will vary so, if your application is successful, you should read them carefully and make sure you have a copy for your records. In accepting the grant, your organisation will be obligated to fulfilling these conditions.

    • The grant must be used for the specific purpose for which it was approved and as per your application

    • If your project changes in any way (e.g. it is postponed, cancelled or there is a change of artist or personnel) you are required to seek approval in writing from RANSW prior to making any changes. This is important as your grant was approved for the specific purpose described in your application as well as any change in start date or end date can affect when you are paid and when your acquittal (final) report is due.
    • RANSW requires that acknowledgements of the grant program be included in all publicity and promotional material and to include relevant logos of the program and funding bodies. Acknowledgement requirements are outlined in all correspondence to the grant recipient as well as in the Conditions for Payment of Grant form. General information is also available in the ‘Logos’ section of the RANSW website.
    • An Acquittal Report (also called a Final Report) is required within a certain time-frame from completion of the project, as specified on the Conditions for Payment of Grant form. This involves the completion of an artistic, statistical and financial report, and failure to adhere to this condition may result in future applications being deemed ineligible. We’ll take a closer look at the reporting stage next week.


  5. Payment
    A grant is paid once RANSW receives from the grant recipient a signed Conditions for Payment of Grant form and an invoice for the amount of the grant. If you are registered for GST you must supply a Tax Invoice (with 10% GST added), or if you are not registered for GST you must supply an Invoice (without GST added). Invoices should contain all relevant details such as the date, name of grant recipient and postal address, the ABN of the grant recipient or auspicing body (if applicable), the name of the project and grant program, as well as the amount of the grant offer (plus GST, if registered). If the grant recipient does not have an ABN, RANSW is obliged to withold 48.5% of the grant, unless a Statement by a Supplier (see ‘Artist’s contracts’ above) is provided.
    Next week we take a look at the final stage of your grant – reporting and acquittals!
    If you have questions about Regional Arts NSW grants contact our Manager, Grants & Projects on (02) 9270 2500 or For more information on Regional Arts NSW grants visit the Grants page here.