Funding process and requirements
Why we ask for information
When applying for funding from the Government of South Australia, you will be asked to provide certain documents and information.
This page explains why these are required so that the grants process is fair, transparent and accountable.
Funding provided by government must be administered fairly, consistently, and follow approved policy and program requirements.
The information and documentation requested helps us:
- assess applications
- verify eligibility
- manage funding responsibly
- ensure funding is used for its intended purpose.
By providing complete and accurate information, you assist us in making funding decisions based on consistent and transparent processes while supporting the effective administration of government funding programs.
Our commitment
We are committed to delivering fair, transparent, and accountable grant programs.
The information and documentation we request throughout the application, assessment, funding, reporting, and acquittal process helps ensure
- funding decisions are evidence-based
- program requirements are met
- public funds are managed responsibly for the benefit of South Australians.
By providing complete, accurate, and timely information, applicants and funding recipients help support the efficient administration of grant programs and the achievement of intended program outcomes.
Privacy and confidentiality
Information provided as part of an application or acquittal is managed in accordance with relevant legislation, government policies and program requirements, including the:
- Freedom of Information Act 1991
- South Australian Government's Information Privacy Principles Instruction (PDF).
Information is collected and used for the purpose of assessing, administering, managing and reporting on grant programs.
Applicants should ensure that all information provided is accurate, complete, and up-to-date.
Preparing your application
Program guidelines
Program guidelines are designed to help you understand the funding opportunity and determine whether you are eligible to apply.
The guidelines outline:
- who can apply
- what activities can be funded
- assessment criteria
- funding conditions
- applicant obligations.
We encourage all applicants to read guidelines carefully before submitting an application.
Supporting documentation
Supporting documents provide evidence to support your application. Depending on the program, supporting documentation may be required to:
- confirm eligibility
- demonstrate project readiness
- verify financial information
- support assessment against the criteria.
Supporting documentation may include:
- evidence of property ownership or occupancy – such as council rate notices, lease agreements or farm share agreements
- trust or business documentation
- financial information
- project plans
- quotes
- invoices
- proof of purchase
- proof of payment
- permits
- licences
- insurance certificates
- other relevant documents.
Providing accurate and complete documentation helps us assess applications fairly and consistently and reduces the need to seek additional information when assessing applications.
Additional information may be requested during assessment, contracting, reporting, or acquittal stages to support the administration of the program and ensure funding is managed in accordance with program requirements.
Trusts
If you are applying on behalf of a trust, additional documentation may be required to confirm the legal structure of the organisation and identify the parties authorised to enter into a funding agreement.
This information helps ensure that funding is awarded to the correct legal entity and that any funding agreement can be executed appropriately.
Conflict of interest
You may be required to disclose any relationships, interests, or circumstances that could give rise to an actual, perceived or potential conflict of interest in relation to the grant process.
This may include relationships, interests or circumstances that could influence, or be perceived to influence, the administration or assessment of the grant.
A conflict of interest does not necessarily prevent an application from being considered. Disclosure identifies any risks so that they are managed appropriately to support fair and transparent decision-making.
Online application form
The online application form is the primary method for submitting a funding request.
The form is designed to collect the information needed to:
- assess eligibility
- evaluate applications against the program criteria
- meet government reporting requirements
- support efficient administration of the funding program
You should answer all questions accurately and provide all requested documentation.
For more information, see How to apply.
Funding and GST
Grant funding is calculated based on approved eligible project costs, excluding any GST.
GST may be added to the approved grant amount where applicable, depending on the nature of the grant, your GST registration status, and relevant Australian taxation laws.
Assessment and due diligence
As part of the assessment process, we may undertake additional checks to verify the information you provide to confirm eligibility, project suitability, and compliance with program requirements.
These checks may include:
- reviewing information and documentation provided
- contacting applicants to seek clarification or more information
- reviewing publicly available information
- confirming financial, legal or organisational details
- verifying information provided against program requirements
- contacting third parties, such as banks, landlords, suppliers or other relevant organisations.
Assessment and due diligence activities help ensure funding decisions are informed, consistent, and based on accurate information. They also support the fair distribution of funding and maintain the integrity of government grant programs.
Successful applications
Funding agreements
If your application is successful, you will be required to enter into a funding agreement with the Government of South Australia before funding can be paid.
The funding agreement outlines the rights and responsibilities of both parties and includes information such as:
- the approved project and funded activities
- funding amounts and payment arrangements
- reporting and acquittal requirements
- project timeframes and milestones
- record-keeping obligations
- circumstances where funding may need to be repaid.
Funding agreements help ensure there is a clear understanding of how funding will be used and what outcomes are expected.
They provide transparency and accountability both for you and the South Australian Government, and support the effective management of grant-funded projects.
Applicants should carefully review the terms and conditions of the grant and the funding agreement and ensure they can meet all obligations before accepting a funding offer.
Record keeping
You should maintain accurate records relating to your funding agreements, project activities and project expenditure.
These records support reporting and acquittal requirements and demonstrate that grant funds have been used in accordance with the funding agreement.
Records may include:
- invoices and receipts
- financial records
- contracts and quotations
- project reports
- correspondence relating to the funded project.
Proof of expenditure
Where funding has been approved for eligible expenditure, you may need to provide documents that show proof of expenditure, such as:
- tax invoices
- receipts
- paid invoices.
Proof of expenditure helps demonstrate that:
- approved purchases have occurred
- expenditure relates to the funded project
- funding has been used for its intended purpose.
To support verification and accountability requirements, invoices and proof of payment must generally be issued in the name of the funding recipient and relate directly to the approved project activities and expenditure.
This helps ensure funding is provided for eligible costs incurred by you.
Reporting
Reporting requirements help:
- monitor project progress
- demonstrate that funding is being used as intended
- provide visibility of project outcomes throughout the funding period.
Depending on the program, recipients may be required to submit progress or milestone reports and provide other information and documentation.
Reporting requirements may include:
- Progress or milestone reports detailing activities completed, project progress and outcomes achieved to date
- Supporting documentation such as invoices, receipts, bank statements or photographs
- Notification of significant changes that may affect the project or agreed outcomes
- Financial statements
Recipients must also advise PIRSA of any significant changes that may affect the funded project or its agreed outcomes.
Acquittals
An acquittal confirms that any funding you have received has been spent as specified in the funding agreement.
You must submit an acquittal within the timeframe specified in the funding agreement.
The acquittal must be signed by authorised persons.
Acquittal requirements include:
- a completed and signed acquittal form
- evidence of expenditure, invoices, receipts, bank statements.
Reporting and acquittal requirements provide assurance that funding has been used appropriately and that the intended outcomes of the program have been achieved. They support accountability, good governance and the effective management of government-funded programs.
Compliance and audit activities
To support accountability and the responsible management of public funds, PIRSA may undertake compliance reviews, verification activities, or audits of funded projects.
This may include reviewing information and documentation you have provided to confirm that:
- information you have provided is is accurate, complete, and consistent with program requirements
- grant funding has been used for approved purposes
- funding agreement obligations have been met
- reported project activities, expenditure, and outcomes are supported by appropriate records and documentation.
Compliance and audit activities help protect the integrity of government-funded programs and provide assurance that public funding has been used appropriately and for its intended purpose.
Contact
PIRSA Grants Enquiries
Phone: 1800 931 314
Email: PIRSA.GrantsEnquiries@sa.gov.au