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Guide to Completing the BEST Application Form

This section contains information to assist applicants complete the Building Excellence in Support and Training (BEST) 2017-2018 Application Form.  The guide includes comments and explanations on some of the more complex questions in the application form.  The references, for example, “refer Clause 1” are to the relevant Clause in the Guidelines. 

There are also a number of other references to additional supporting documents which can be found on Building Excellence in Support and Training page on the DVA website.

For further assistance, feel free to contact the DVA Adelaide office to discuss your application.

Part A – Applicant Details

Q1. What is your organisation’s full legal name?

Please supply the full legal name of your organisation as defined in documents such as the organisation’s Certificate of Incorporation or Australian Business Number (ABN). 

Q2. Are you an incorporated organisation?

Indicate if your organisation is incorporated.  You will need to attach a copy of your organisation’s Certificate of Incorporation and most recent Financial or Audit Report.

To apply for BEST funding an organisation must be incorporated.  If your organisation is not incorporated you may ask another eligible organisation to apply for funding on your behalf as a sponsor.  Please refer to Clause 4.

Q3. What is your organisation’s Australian Business Number (ABN)?

Record if your organisation has an Australian Business Number (ABN).  Note, that if an ABN is not provided, DVA may be obliged to withhold tax from grant payments at the highest marginal tax rate unless the applicant provides a completed ‘Statement by a Supplier’ form stating the reasons for not supplying an ABN.  The form is available at the Australian Tax Office website at http://www.ato.gov.au/.

Q4. Is your organisation a “bona fide” ex-service organisation?

To be eligible for BEST funding your organisation must be a bona fide ex-service organisation. Please check Clause 3, part (b) for detailed information about a bona fide ex-service organisation. 

Q5. Is your organisation a charity registered with the Australian Charities and     Not-for-profits Commission (ACNC)?

Charities registered with the ACNC hold a Charity Passport which simplifies the information that needs to be provided to Government agencies. More information about what this involves can be found on the ACNC website.

If your organisation is registered with the ACNC then DVA will be able to access this information and you do not need to complete the details at Question 6.

Q6. Your organisation’s details.

Supply your organisation’s street and postal address and daytime telephone number.  Please also supply an email address and the organisation’s website address and facsimile number if applicable.

Q7. Your nominated contact person details.

Please supply the details of a nominated contact person.  This is the person who will be advised about the outcome of the application.  In the event of a grant being approved, this person will be the contact person for all correspondence and any grant presentation arrangements.
The contact person should have a good understanding of the BEST Guidelines and will be closely involved in the grant Deed of Agreement documentation, the grant performance reporting agreement and its implementation and in any correspondence with DVA during the grant period.  Grantees must advise DVA if their contact person changes.

Q8. In which Federal Electorate is your organisation located?

Please indicate the federal electorate in which the street address of this organisation is located.  DVA will notify the relevant Federal Member of Parliament (MP) of the outcome of the application.  Many MPs may communicate with either DVA or the organisation/centre, particularly when grants are approved.  They may also contact successful grantees and offer to facilitate a grant presentation and media coverage

Q9. Is your organisation registered for Goods and Service Tax (GST)?

Please indicate whether your organisation is registered for GST.  If registration is pending you will need to notify DVA when registration has been finalised.  For more information about GST requirements please refer to Clause 13. 

Q10. Provide your organisation’s banking details (this is to enable direct payment into your bank account if your application is successful).

Be sure to include the name of the financial institution, address of the branch where the account is held, the full account name, account number and BSB number.  If you do not know the BSB number, contact your financial institution and they will be able to tell you.  DVA pays grant monies by electronic transfer into your nominated bank account.

Q11. Has your organisation changed its banking details during the last 12 months?

Indicate yes or no.

Q12. Are you a Single Applicant, a Sponsoring Applicant or a Centre or Group Applicant? (Tick applicable boxes.)

Indicate which type of applicant you are.  Details of each category are explained in Clause 4.

Note, that if you are the sponsor of an organisation (or organisations) that is/are not incorporated you agree to take on those responsibilities of a sponsor as detailed in Clause 4, Responsibilities of an Applicant who is a Sponsor or a Centre, Group or Joint Venture Representative .

Q13. Do you have a working relationship covered by a Memorandum of Understanding or similar agreement with other organisations?

DVA needs to know if your organisation is working collaboratively with other organisations to provide advocacy and welfare services.  This question applies particularly to sponsoring organisations that may be sponsoring several smaller ESOs or applying in a joint venture arrangement. 

However, single applicants may also be working collaboratively with other ESOs and should also provide documentation outlining the relationship for this question. If you are working collaboratively, you must attach a copy of a document that shows the working relationship between the organisations involved. 

This may be a formal Memorandum of Understanding or a less formal agreement signed by all parties involved.  An example of a simple Memorandum of Understanding is also provided on the DVA website. This is one method of documentation but it may be modified for the purpose of your application.

Q14. Has your organisation, or any organisations you are sponsoring, previously received a BEST grant?

Indicate if your organisation, or an organisation you are sponsoring, has or has not previously received BEST funding.  Please refer to Clause 17 for information about your obligations in acquitting your grant.  You will not be granted any BEST funding until all previous grants have been acquitted.

Q15. Has any organisations from Question 14 that previously applied for a BEST grant changed their legal name since that application?

If you applied for BEST funding in previous years, we need to match your application to our records of your organisation.  Please supply the legal name you gave in your most recent previous BEST application.

Q16. Have you discussed this BEST application with a DVA Officer?

Providing this information will be helpful to DVA, particularly for those applicants living outside South Australia.  It may be useful for the DVA Adelaide grants staff to speak with the DVA contact officer for information when assessing your application.

Part B – Single Applicant and Sponsored Organisation Details

Questions 17 to 24: If you are a single applicant you do not need to complete these questions and can skip to Question 25. If your organisation is sponsoring other organisations you will need to complete all the questions in Part B for each sponsored organisation.  If you are a sponsoring organisation seeking a grant for your own use you will need to complete an additional Part B for that purpose.

Q17. Sponsored organisation’s full legal name?

Please supply the full legal name of the sponsored organisation (this includes organisations that are part of a joint venture arrangement) as defined in documents such as the organisation’s Certificate of Incorporation or ABN. 

Q18. Is this organisation a “bona fide” ex-service organisation?

To be eligible for BEST funding your organisation must be a bona fide ex-service organisation.  Please check Clause 3 for detailed information about what constitutes a bona fide ex-service organisation.

Q19. Is the sponsored organisation a charity registered with the Australian Charities and Not-for-profits Commission (ACNC)?

Charities registered with the ACNC hold a Charity Passport which simplifies the information that needs to be provided to Government agencies. More information about what this involves can be found on the ACNC website at www.acnc.gov.au.

If the sponsored organisation is registered with the ACNC then DVA will be able to access this information and you do not need to complete the details at Question 20.

Q20. Sponsored organisation’s details?

Please supply the organisation’s street and postal address, daytime telephone number and fax.  Please also supply an email address and the organisation’s website address if it has one.

Q21. Sponsored organisation’s nominated contact person’s details.

Please supply the details of a nominated contact person.  This person will be advised about the outcome of the application. Please supply the contact person’s name and details of the position they held with the organisation.  Please also supply their daytime telephone number, fax, email address and the organisation’s website address if it has one.

Q22. What is the sponsored organisation’s Australian Business Number (ABN)?

Record if the sponsored organisation has an Australian Business Number (ABN).  If the sponsored organisation does not have an ABN leave this question blank.

Q23. Is the sponsored organisation registered for Goods and Service Tax (GST)?

Please indicate whether the sponsored organisation is registered for GST.  If registration is pending you will need to notify DVA when registration has been finalised.  For more information about GST requirements please refer to Clause 13. 

Q24. In which Federal Electorate is this sponsored organisation located?

Please indicate the federal electorate in which the street address of this organisation is located.  DVA will notify the relevant Federal Member of Parliament (MP) of the outcome of the application.  Many MPs may communicate with either DVA or the organisation/centre, particularly when grants are approved. They may also contact successful grantees and offer to facilitate a grant presentation and media coverage.

Q25. Does this organisation, or practitioners associated with the organisation, charge (or intend to charge) a fee or request a donation in return for its pensions, advocacy or welfare services?

If it is appropriate, provide details of all instances when this organisation, or practitioners associated with the organisation, charges (or intends to charge) a fee, or requests a donation, in return for pensions, advocacy or welfare services. 

Q26. Have you sought or received any other funds in relation to this organisation’s activities.

Provide details of any funding which has either been sought or offered from any other source in relation to your organisation undertaking the ESO support role.  This includes funding from other Government departments as well as from other sources.

Q27. Detail all insurance coverage this organisation has for participants carrying out BEST related activities.

Organisations must ensure that they have professional indemnity insurance available through the Veterans’ Indemnity and Training Association Inc. (VITA), or a similar insurance provider, which will provide cover for all pension and welfare work undertaken by practitioners when working with veterans and the defence community and their dependants.
When there are a number of participant organisations operating as a Veteran Support Centre, it is the responsibility of the Veteran Support Centre to obtain professional indemnity insurance for their Centre through VITA or a similar insurance provider.

Part C – Workload and Grant Request Details

Part C must also be completed for each sponsored organisation as well as for the sponsoring organisation if funding is being support for the sponsoring organisation’s own use.

Q28. Provide details of all pensions and advocate work lodged (or successfully completed for VEA S31 Appeals) during the previous calendar year.

Please give the name of each practitioner in the organisation who undertakes pensions or advocate work, both paid and volunteer. Indicate the type of practitioner (pension’s officer or advocate), their highest level of TIP training and the date of the last TIP course attended.  You must also provide details of each individual practitioner’s workload for the previous calendar year. 

Multi-Act claims must include MRCA work.  For VEA and MRCA work one claim or review means one claim lodged regardless of the number of claimed conditions.  For SRCA work one claim equates to one condition. A claim cannot be counted both in a Multi-Act claim and as a MRCA, VEA or SRCA claim.

Where you are applying for a grant towards a practitioner’s salary please provide the amount of salary assistance sought

NB

  • This section MUST be completed in the space provided. Whilst applicants may provide supporting material by way of other reports funding will be calculated based upon the figures entered in this question.
  • Practitioners who do pensions/advocacy work AND welfare work should be shown at both Question 28 and 29 with their TIP and qualification training and workload information.
  • The workload information provided in this question is essential to the accurate calculation of grant amounts.  The provision of misleading workload information may result in action to recover monies and may impact future BEST Grant eligibility.

Q29. Provide details of all welfare practitioners, including volunteers.

Please give the name of each practitioner in the organisation who undertakes welfare work. Indicate their highest level of TIP training status, the date of the last TIP course attended and any other welfare related qualifications they possess.  You must also provide details of each individual practitioner’s welfare workload for the previous calendar year.  A summary of the welfare work undertaken by that practitioner must be provided. A separate document providing the definition of BEST relevant welfare work is available on the DVA website.

The number of hours a welfare practitioner undertakes on these duties in a week must also be provided.  DVA will derive an annual number of hours from this based on a 48 week working year.

NB

  • This section MUST be completed in the space provided. Whilst applicants may provide supporting material by way of other reports funding will be calculated based upon the figures entered for this question.
  • Practitioners who do pensions/advocacy work AND welfare work should be shown at both Question 28 and 29 with their TIP and qualification training and workload information.
  • The workload information provided in this question is essential to the accurate calculation of grant amounts.  The provision of misleading workload information may result in action to recover monies and may impact future BEST Grant eligibility.

Q30. Where you are requesting a grant towards salary support for Administrative Assistants please provide details.

This question seeks a brief table of the paid and volunteer administrative personnel currently involved in the organisation/centre. 

NB. If you are asking for a grant towards administrative officer salaries please ensure the total salary grant requested for all Admin. Assistants is included in the bolded box. 

Q31. Provide details of capital equipment for which a grant contribution is sought by this organisation. (DO NOT include internet access here).

List all capital equipment items (computer equipment, office furniture etc.) for which you are requesting funding. For information on eligible capital items please see the DVA’s website.

Please provide one written quote for each item of capital equipment.  Quotes must include GST and be sufficiently formal to clearly identify the proposed supplier and items requested.  Quotes must be based on the reasonable cost of items suitable to carry out pension and welfare activities.

All equipment must satisfy a number of pre-requisites:

  • all equipment purchased must be new;
  • all equipment must be purchased from a recognised, reputable dealer/distributor; and
  • all equipment purchased must have an acceptable warranty period. Computers (desktop/laptop) and printers should have a warranty for a three year period.

Note: Once capital equipment has been purchased, copies of all details regarding purchase of equipment and terms and conditions must be recorded on the ESO/Centre’s Equipment Register.  Documentation must also be available if requested DVA.

If you are not requesting a grant for capital equipment, please leave this question blank and go to the next one.

Q32. Provide an estimate of all non-capital equipment (e.g. travel, office expenses, internet access, telephone expenses and software costs) for which a grant contribution is sought. 

For information on eligible non-capital items and reason for travel please see the DVA website. If you are intending to apply for travel costs, the approved ESO payment travel rate used for BEST calculations is 34.1 cents per kilometre.  Note, a travel log must be kept.

Q33. List the total amounts for which a grant contribution is requested.  These amounts should equal the amounts provided in Questions 28, 30, 31 and 32.

Please list all requested items including salary positions as listed in Question 28 and Questions 30, 31 and 32.

Part D – Checklist and Declaration

Please ensure you have completed all items on the checklist and attached all necessary documentation before signing the declaration.  The declaration must be signed by two members of the Executive of the organisation named at Question 1 of the application form.

Once you have completed the form, you will need to print, sign and post it with all required documentation to:

Manager Grant Administration
Department of Veterans’ Affairs
GPO Box 9998
Adelaide SA 5001

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