The Grants Officer role at Scouts Queensland is to administer the legal, liable documentation and funding to support volunteers and groups with every grant project. Local volunteers are responsible for planning, managing and delivering project outcomes for the local community. This reduces personal, financial and reputational risk for groups and the organisation. Please always contact grants@scoutsqld.com.au if you are unsure about a funding opportunity and do not sign contract documentation on behalf of Scouts Queensland or the Group.

1. Advise the Scouts Queensland Grants Officer of your intention to apply for grant funding as soon as possible including: name of grant fund, project description, approximate project cost.
   
2. Plan your project and gain your Group Leader, Region Commissioner and District Commissioner’s project approval – email confirmation is sufficient. Email all three and c.c. grants@scoutsqld.com.au with the quote, tell them what you are applying for, advise which grant fund and ask for their support.
   
3. Formations must have submitted their latest Financial and Property Return and have no unmanage debt to be eligible to apply for grant funding. 
   
4. Please forward a copy of all grant applications, quotes, and approvals to the Grants Officer prior to submission with the confirmation of your District and Region Commissioners support at least 7 Days prior to the fund closing date. 
   
5. If your project application is for property works with the total value of $5000 or greater, you will need to complete an F14 and may need the approval of the lessor of your property (regardless of project cost). Please contact our facilities department to help you with this process facilities@scoutsqld.com.au 
   
6. If your project includes works on a leased den/facility you should consult your Landowner contact for their approval to conduct works on their property – e.g. this can be as small as the replacement (like for like) of a range hood, oven or ceiling fan.
   
7. Please note that as the legal entity, The Scout Association of Australia Queensland Branch Inc. is the sponsor/auspice for all grant applications submitted by Scout Formations. The Branch Support Office should be made aware of and receive approval by the Chief Commissioner for all grant applications being submitted on behalf of the organisation. 
   
8. You may be asked to provide letters of support, ABN, Certificate of Incorporation, Public Liability Insurance, Annual Report, Strategic Plan or Gift Status, most of which are available from the Grants Application Documents & Answers page or from the Grants Officer.  
   
9. Please ensure that when requested, the Scouts Queensland bank account details are included in all grant applications – not your group bank details.  Successful grant funds will be held for you in the Scouts Queensland accounts and the GST will be accounted on your behalf against tax invoices submitted for payment. Any grant reimbursements to groups will be paid excluding GST for the GST to be administered at a group level.
   
10. All correspondence regarding grants needs to include your Group Name, Grant Fund Name, and your Surname. This ensures that all parties involved are aware of who and what you are applying for and corresponding about.
    
11. Once your Group is awarded a grant, the Grants Officer will help you to account for the expenditure of funds and help you acquit the grant according to the fund requirements. This process is also outlined on the website and is advised in your grant approval letter/email.