Progress report guidelines
Information for successful applicants (grantees) of the DOC Community Fund on how to complete a progress report.

Purpose of the report

Your progress report provides the Department of Conservation (DOC) with information about how the delivery phase of your DOC Community Fund project is going. It must be completed on the correct template and submitted as part of your claim for payment as set out in your Deed of Grant.

As well as enabling payments, the report is a key source of information for monitoring the performance of the DOC Community Fund as a whole and better understanding the positive difference it is making to conservation.

The ‘Project Progress’ section presents a snapshot of what has been happening within the reporting period, and is particularly useful for preparing factsheets for the Minister on the progress of key projects. You should report against the objectives (or Key Performance Indicators) set out in your Deed of Grant.

The ‘Grantee Statement’ section provides assurance to DOC that you recognise you are accountable for the information provided. 

When your report is complete

Progress reports should be submitted by the dates/timeframes as agreed in your Deed of Grant, unless otherwise discussed and agreed with the Funds Team.

Email the following documents to the Funds Team:

  • completed progress report and payment claim form on correct DOC template. The report should cover the correct project period, ie pick up where your last report left off
  • completed summary of expenses on correct DOC template. This should be a running total of all expenses claimed against your grant for the entire project period
  • proof of expenditure for this claim (invoices and/or receipts/bank statements to match summary of expenses)
  • invoice for next payment claim. 

Alternatively you can post the documents to: DOC Community Fund, PO Box 10-420, Wellington, 6143.

Contact the Funds Team by emailing doccf@doc.govt.nz or calling 0800 862 020 if you have any questions before completing and submitting this report.

What happens next

The Funds Team will assess the report to ensure that you have met the requirements for funding as specified in your Deed of Grant. We will be in touch if further supporting information is required. 

Once you have met the requirements set out in the Deed of Grant, your invoice will be paid.