Application

Access application forms

Locate a grant using Find a Grant or view a snapshot of all grant programs use the Grants Index.

Once you have selected a grant the program information page will be displayed; this contains information about the eligibility, funding range, open dates, application methods and links to program guidelines.

Under the 'Apply' heading on the program page, click:

This will launch My Grants, you need to Log In, and this will then take you into the correct application form for the grant you selected.

Navigate, and Save as draft

At the bottom of every page there is a:

• Previous button - this will take you back to the previous page
• Save as draft button - save the details that have been entered and return you to the current page. It is recommended that you click the ‘Save as Draft’ button prior moving to the next page and/or exiting an application
• Next button - this will take you to the next page of the application form, but does NOT save your draft

Automatic error check

As you complete the application form, My Grants will check your responses by providing further information for a field or displaying an error message. These are indicated by the following icons:

Some fields have additional information that you can view by holding the mouse over the question mark next to the field to assist you with entering correct data.

Where you have entered information that is inappropriate for a particular field, or you have not entered mandatory data My Grants will display a red exclamation mark. Hold your mouse pointer over this exclamation mark to read the error message.

Where it is mandatory to complete a field in the form, a red star will appear next to it.

When you are creating your application, do not use the following characters as they may cause problems when you attempt to save your application:

• Ampersand (‘&’)
• Dollar signs, commas and decimal points in the budget fields
• Bullet points
• Characters that are not alphabetical, numerical, or standard punctuation
• Text that exceeds the maximum number of characters for the field
• Dates entered in the wrong format (you need to use DD/MM/YYYY)
  

Budget

• The budget needs to include all income and expenditure related to the activity that you have included in your application
• The total income and expenditure for your project must be of equal value, (i.e income must equal expenditure)
• The amount you are requesting must be included in the project income calculations
• If you are registered for GST, when applying for a grant, do not include GST in your estimates. This is because any grant payment you receive will add and include GST.
• For information about GST and ABN's contact the Australian Taxation Office Web site.

Attachments

The second last page of the form will provide you with a section to add your attachments. Click on the ‘Browse’ button to search and select the item you wish to attach, click on ‘Open’, click on ‘Save Attachments’ and the item will be attached to the application form.

Files will not be attached to your application if:

• The file is found to contain a virus
• You have attached a file of a type that the computer you are using does not have the software to open (e.g. a word document and the computer does not have Microsoft Word installed)
• The file is larger than 2MB.

My Grants will only accept files of the following types:

Documents:

• doc
• docx
  
• htm
• html
• mdb
• mpp
• pdf
• pps
• ppt
• rtf
• txt
• vsd
• xls
• xlsx
  
• pub

Image Formats:

• bmp
• gif
• jfif
• jpe
• jpeg
• jpg
• pdf
• png
• tif
• tiff
• wmf

To successfully attach a file, its name must be in the format "yourfilename.ext" where "ext" is one of the file types listed above. Files not conforming to this naming convention will be automatically deleted from your application.

Large file attachments

If you need to provide multiple files or files larger than 2MB, "Zip" the files and attach "yourfilename.zip"

Access draft applications

To access draft application forms you have saved previously, log in to My Grants and select the 'Applications' link from the left hand side navigation panel. Your full list of applications will be displayed, with any draft applications listed first.
You cannot edit or delete an online application that has already been submitted. You can view the details of your application by selecting the application and clicking on ‘View’ in the Actions column. The following information will be displayed:

• Program Name
• Project Name
• Amount Requested
• Closing Date for applications (where applicable)
• Last Updated/ Modified
• Status
• Submitted Date of your application (where applicable)
• Received Date (where applicable)
• Actions (e.g. View)

Print application

Prior to submitting your application we recommend that you print a copy for your own records. To print your application click the ‘Print Preview’ button on the bottom right hand side of the last page of the application form. You can then use your internet browser functionality (e.g. File>Print in Microsoft Internet Explorer) to print the application form.

Submit an application and receive a confirmation

An application form can be submitted by clicking the ‘Submit’ button on the final page of the form. My Grants will display your Application Number (which you should keep for future correspondence) and a list of attachments that were submitted with your application. Check this to ensure all of your attachments have been uploaded. Should you notice any missing attachments, you should:

• email the attachments to: grantapplications@dpcd.vic.gov.au and quote your Application Number in the header or,
• post attachments on a CD to: Department of Planning and Community Development, Community Investment Services, GPO Box, 2392 Melbourne VIC 3001, and quote your Application Number.

You will receive a confirmation email and the submitted application will appear in your Applications list.

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