Introduction

If you were a successful DOC Community Fund applicant, you'll need these resources to deliver your project.

Community group authorisation

If your project is being undertaken on public conservation land then you will need to obtain written approval in the form of a Community Agreement from your local DOC office. The Community Agreement confirms the agreed scope of work and terms and conditions for your community group to deliver the project on public conservation land. It also ensures that an appropriate Health and Safety Plan is in place. 

Your Community Agreement must be approved before you sign a Deed of Grant. Your DOC Relationship Manager will discuss and finalise the Community Agreement with you – if you are unsure who your local DOC Relationship Manager is then contact the Funds Team.

Deed of Grant

Successful applicants are required to sign a Deed of Grant with DOC. The Funds Team will support you in the development of your Deed of Grant. You will be provided with a template which is pre-populated with information from your application (including your contact details, the project purpose, objectives and budget).

Sample Deed of Grant (PDF, 2,270)

Progress reports - guidance and claim forms

All DOC Community Fund recipients are required to report every six months on the progress of their project. Submitting a progress report to the Funds Team also triggers the next DOC Community Fund grant instalment.

In the final year of your project, at least 10% of the total grant for the year will be withheld until your final report has been submitted.

Use these documents to report the progress of your project

Document

When making a claim for payment

Link to template

Progress report

Complete the six-monthly progress report template. This template enables you to report on the progress made on your project, including activities completed and achievement of key milestones.

Progress report and payment claim form (Word, 347K)

Final report

Complete the final report if your project has been completed. This template includes a section for you to provide us with key statistics/data in relation to your project.

Final progress report and payment claim form (Word, 681K)

Summary of expenses

Use this to list the expenses you have incurred in the delivery of your project – remember to keep track of any invoices that you will be seeking reimbursement for.  You can use the same document for the full duration of your project.

Summary of expenses form (XLS, 46K)

Evidence of expenditure

Copies of invoices/receipts to verify all expenditure incurred in the delivery of the project during the reporting period (this should correlate with the information on the ‘summary of expenses’).

N/A

Invoice

Submit an invoice with your progress report (the deed of grant confirms the schedule of payments for your project).  Invoices should be made out to the ‘DOC Community Fund’ and include the DOCCF reference number of your project (e.g DOCCF4-056).

You may use your own invoice, or the sample template provided.

DOC sample invoice for applicants who are:

Note: these documents supersede all previous DOC Community Fund reporting documents.

How to submit your progress report and claim

Submit your progress report and claim by email to doccf@doc.govt.nz.

If you have any questions about how to complete your progress report, contact the Funds Team by email or call 0800 862 020

Contact us

Our role is to support you in the successful delivery of your project. You are welcome to contact us if you have any queries related to the DOC Community Fund.

If you have questions about:

  • Delivering your project, for example technical questions about predator free or weed control, contact your local DOC office.
  • The funding process, including the deed of grant, reporting requirements or making a claim for payment, contact the Funds Team at 0800 86 2020 or by email: doccf@doc.govt.nz.
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