A sponsoring organisation is an incorporated organisation that agrees to accept legal and financial responsibility for the grant.

A sponsoring organisation will be incorporated under one of the following:

• incorporated under the Associations Incorporation Act 1981 
• incorporated with not-for-profit objectives under the Corporations Act 2001 (Cwth)
• incorporated under the Cooperatives Act 1997 
• incorporated under the Aboriginal Councils & Associations Act 1976 (Cwth)  
• incorporated under the Community Services (Torres Strait) Act 1984 
• an organisation with not-for-profit objectives incorporated by an Act of Parliament and which is approved by the Minister.

If you are unsure, refer to your Certificate of Incorporation.

Organisations that are not eligible to apply for a grant in their own right cannot apply for a grant through an eligible organisation. In the same way, an organisation cannot apply on behalf of another eligible organisation.

If a grant is approved the cheque will be sent to the sponsor. It is the sponsor's responsibility to ensure that the grant is expended on the approved project within the specified timeframe.

If the project requires insurance for workers or other types of insurance, the sponsoring body is responsible for ensuring these arrangements are made.

Depending on the obligations of the insurance contract, the sponsor is not responsible for insurance arrangements following completion of the project and all accountability requirements.

The unincorporated group is responsible for insuring any equipment against incidents such as theft or damage.

The relationship between a sponsor and unincorporated group should be worked out before applying for a grant.

It is good practice for an agreement to be negotiated between the two groups outlining the roles, responsibilities and expectations of each party.

The agreement between the unincorporated group and the sponsor should include how the grant is to be administered. Some sponsors choose to turn the funds over to the applicant group to complete the project. Others prefer to hold the funds and reimburse the applicant group upon provision of receipts/invoices.

Yes. At the conclusion of the project, the sponsor must complete accountability documents in accordance with the accountability certificate. For further information on accountability certificates see accountability.

Once the grant has been spent and all accountability requirements have been met, the sponsor has no further legal or financial responsibility for the grant or the items or activities for which the grant was approved.

The sponsoring body should immediately contact the GCBF Secretariat if the incorporated group ceases operation while the funded project is being completed. The GCBF Secretariat staff will discuss the most appropriate action regarding the completion and acquittal of the project.

Should the unincorporated body cease to exist after the grant has been spent and all accountability requirements met, it is the unincorporated group's responsibility to ensure equipment purchased from a GCBF grant is is made available to other community organisations.

Contact the Secretariat on 07 3247 4284, freecall 1800 633 619 (outside Brisbane only) or email gcbf@treasury.qld.gov.au.