Introduction

Use these resources to deliver your project and claim grant payments.

A DOC staff member will contact you once you've received your offer of funding. They'll help you get your project underway.  

A local DOC office staff member will be appointed to help you with the technical, on the ground aspects of your project, including a community agreement if required.

A member of our Funds Team will help you with the administrative side of your project. They'll help set up your Deed of Grant and assist you with your grant payments.

Guide for grantees

Read our guide for grantees (PDF, 751K) before you begin your project.

The guide will assist you with the process of moving from receiving your offer of funding through to signing your deed. It's useful to refer to throughout your whole project as it explains how to receive the next payment and what to do if your project changes for any reason.

Getting underway

There are three key steps to getting your project underway:

  1. Health and safety: Every project funded requires a health and safety plan in place to support safe practices. Local staff can assist you with this and will sign off on it to ensure you have a plan that's fit for the work you're carrying out.
  2. Work authorisation if operating on public conservation land: You'll need to enter into a community agreement with local DOC staff before you can begin work on public conservation land.
  3. Confirming your project details: The Funds team will work with you to ensure that you have an appropriate project budget and objectives. They'll help finalise your Deed of Grant with you. Once your deed is signed you can commence your project. Please be aware that costs incurred prior to a grant being signed will not be reimbursed.

Reporting on your progress

You'll be required to submit a progress report every six months at a minimum. Submitting your report triggers the next grant instalment.

Documents you'll be required to complete

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'll 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 ‘DOC Community Fund’ and include the DOCCF reference number of your project (eg, DOCCF4-056).

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

DOC sample invoice for applicants who are:

How to submit your progress report

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

Questions?

If you have any questions about how to complete your progress report, contact the Funds Team:

Email: doccf@doc.govt.nz
Phone: 0800 86 20 20

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