Capital Grant Management

For a list of forms, applications and information sheets CLICK HERE

Project Approval

Congratulations your project has been approved by the Australian Government!  Below are the steps and documents required to meet the full accountability required for reporting to the Australian Government on completion.  What to do next – download the Information Sheet for your reference.

Information Sheet – Successful Capital Grant Application

Grant Acceptance

Once a grant has been approved the Australian Government the BGA will forward to the Approved Authority/School the Schedule 2 to the Participation Agreement.   The Approved Authority/School is required to sign and return the Schedule 2 to the BGA which will in turn sign and send a copy to the Approved Authority/School for its project file.  The school’s Participation Agreement details the responsibilities for accepting a Grant.  A copy will be forwarded with the Schedule 2 for your reference.

Tender or Project Management

NO WORK CAN BE UNDERTAKEN until the BGA approves the tender process or agrees to the school Project Managing a project.  Tender results are to be submitted to the BGA for approval.  Download the form below to submit to the BGA for approval.

Results of Tender Process

If the school wants to Project Manage its Project, or employ a Project Manager, it should read the following checklist and write to the BGA seeking approval. The school should provide details of its Project Management process showing how it will maintain cost control and approve payments to contractors. It will be required to provide a current Quantity Survey for cost comparison purposes.

Project Management Checklist

Contract Signing

Once the tender process or Project Management has been approved, schools can sign a contract with the builder.  The proforma letter below must be returned on school letterhead and advise the builder’s name, the date the contract was signed, expected start date and expected completion date.

Notification of Contract Signing or Project Management

Construction and Expenditure Phase

Once site preparation and building work commences, claims should be submitted each month using the Progressive Expenditure Statement (PES).  These statements must be sent to the BGA even if no expenditure has occurred during the period.

IMPORTANT – Each PES must be accompanied by scans of invoices.  For builders’ Progress Claims, please include the Architects’ authorisation.

The BGA retains 15% of the total grant from the first grant instalment payment until the final PES, a Statement of Completion and a Certificate of Occupancy is provided.

Progressive Expenditure Statement (PES)

Statement of Completion

Final Payment and Accountability Requirements

Once all of the criteria under the Construction and Expenditure phase have been met, the final grant payment will be made to the school. On receipt of the final payment the school must organise for an Auditor to complete the Accountant’s Certificate. This must be done within 3 months of receiving the final payment. Once this has been received by the BGA the project can be acquitted with the Australian Government.

Capital Grants Accountants Certificate

Recognition of Project Funding

When an Opening Ceremony is required to be held a copy of the Invitation to the Opening Ceremony that is sent to the Federal Minister should be forwarded to the BGA for its file.  An Invitation to the Opening Ceremony should be extended to the BGA Chairman and Executive Officer and if the School wishes to invite any other member of the BGA Committee the invitation should be sent to the address below and it will be forwarded to those members.  When, in some cases, only a Plaque is required to be placed at the school, a photograph of the plaque should be sent to the BGA.

Australian Government Recognition Requirements and Opening Ceremonies