Financial reporting

Grantees must submit a financial report with their progress or final report using the Environmental Trust templates below.

The Trust's approval is required for budget variations with a value of over 10% of the total grant amount.

Variations must be submitted formally using the forms below.

Financial variation requests

The Trust's approval is required for budget variations with a value of over 10% of the total grant amount. 

For grants awarded prior to 2014, budget variations should be requested by completing the Budget Variation Request Form and submitting it to your Grants Administrator.

For grants awarded 2014 onwards, budget variations should be requested using the Budget Reporting Template. Grantees should enter the proposed variation in the Actual Expenditure worksheet and then email it to their Grants Administrator. Grantees should only complete the sections where there is a proposed variation to your Current Approved Budget.

Progress financial reports

The Trust requires all grantees to report on expenditure against their approved project budget with each progress report. 

For grants awarded prior to 2014, expenditure for the reporting period must be presented on the Trust's progress report financial spreadsheet .

For most grants awarded 2014 onwards, expenditure for the reporting period must be presented on the project’s Budget Reporting Template (in the Actual Expenditure worksheet).  Relevant grantees will be provided with a unique Budget Reporting Template at the beginning of their projects.

Progress financial reports do not require certification. Progress financial reports can be submitted by the project manager or the financial officer preparing the report.

Small underspends can be carried over to the next stage of the project. If in doubt, please contact your grants administrator.

A tax invoice or written request for the next progress payment should also be submitted with your progress financial report. Government entities should not include GST.

Final financial reports

Final financial reports for government agencies and councils

For grants awarded prior to 2014, project expenditure, regardless of the grant amount, must be presented on the Trust's final report financial spreadsheet .  Download, save the form and complete with your detail.  The form can then be sent as an email attachment.

For grants awarded 2014 onwards, project expenditure must be presented on the project’s Budget Reporting Template (in the Actual Expenditure worksheet).

Final financial reports regardless of the grant amount must be certified by your Chief Financial Officer or equivalent and do not require independent certification.

Final financial reports for all other organisations

For grants awarded prior to 2014, project expenditure, regardless of the grant amount, must be presented on the Trust's final report financial spreadsheet. Download, save the form and complete with your detail.  The form can then be sent as an email attachment.

For grants awarded 2014 onwards, project expenditure must be presented on the project’s Budget Reporting Template (in the Actual Expenditure worksheet).

Final financial reports for grants over $20,000 must be certified by an independent certifier as follows:

  1. A member of the Institute of Chartered Accountants, the Australian Society of Practising Accountants or the National Institute of Accountants, must certify your financial report and submit a Report on Factual Findings as per Australian Auditing Standard AUS 904.
  2. The certifying accountant should also provide a Report on Factual Findings declaring that:
  • the financial report accurately reflects income and expenditure for the project
  • all payments were supported by adequate documentation to show that expenditure was for bona fide goods and services related to the project
  • competitive pricing was obtained for all individual items of expenditure of $5000 and over.

Final financial reports for grants under $20,000 do not require independent certification. You must however, sign and attach a statutory declaration certifying the accuracy of your financial report.  Please download the Environmental Trust statutory declaration.  Once the detail has been provided, print the declaration and hand-sign before submitting to the Environmental Trust..

Certification checklist

  Independent Certification Chief Financial Officer Statutory Declaration
Government/Council grants up to $20,000   Yes  
Government/Council grants over $20,000   Yes  
All other organisations - grants up to $20,000     Yes
All other organisations - grants over $20,000* Yes    
Eco School grants     Yes
Page last updated: 07 November 2016