Guide to completing the 2008-09 Building Excellence in Support and Training (BEST) Application Form
Introduction
This guide has been prepared to assist you to complete an application for Building Excellence in Support and Training (BEST) Grant funding. It makes additional comments and explanations on some of the more complex questions in the application form.
There are some important changes to be aware of regarding the 2008-09 application form.
PLEASE NOTE AN ELECTION COMMITMENT REGARDING ONE-OFF FUNDING (REFER TO QUESTION 20 IN THE APPLICATION FORM).
NOTE THAT THE PERIOD FOR ACCEPTING 2008-09 APPLICATIONS IS 1 FEBRUARY – 15 MARCH 2008.
YOU WILL NEED A COPY OF THE APPLICATION FORM TO REFER TO WHEN USING THIS GUIDE.
Please read the BEST Guidelines for additional information. You may also wish to contact your local Department of Veterans' Affairs (DVA) office to discuss your project proposal before completing an application.
Phone contact details and State location addresses are contained in the BEST application form.
The BEST Guidelines set out the background, aims, objectives, outcomes, eligibility, funding criteria (including funding exclusions) and the application process and timetable.
The application form refers to all veteran centres as ‘organisation/centre’. This term denotes any service that meets the BEST guidelines and for which you are seeking funding.
Applicants may apply for funding for an existing organisation/centre or to assist in the development of a new organisation/centre. Depending on the demand on funding and the prioritisation of all applications, part funding only may be offered.
The application form front page contains important information which should be read before completing the form. In particular it should be noted that any funding granted for the application you are about to complete will only apply for the next financial year (ie the next BEST funding round).
It will therefore be necessary for ALL organisations who received funding in the current financial year to re-apply for funding for next financial year.
Important Note for Applicant Organisation
The applicant or sponsor organisation will bear executive responsibility for the management of the project and will be accountable to DVA for the appropriate use of the grant funds.
It may be useful for smaller organisation/centres to seek the support of a larger Ex-Service Organisation sponsor as this may in some circumstances provide support for legal and financial liabilities. If you have any concerns about the risk management of your organisation/centre you should seek legal advice. You can also discuss the advantages of sponsorship with the BEST coordinator in your State.
Q 1
Supply the full legal name of the applicant as is defined in documents such as the applicant’s constitution, Australian Business Number (ABN), Incorporation papers etc.
Q 2
Write the operating name of the project/centre. This may be quite a unique name and different from the applicant’s legal name as listed in Question 1.
Q 3
Highlight if this is or is not a joint application. If this is a joint application, the application form notes that joint applicants will need to attach a copy of a formal document that shows the working relationship between involved organisations. A sample of a simple Memorandum of Understanding is at Attachment A and is one method of documentation. It may be modified for the purpose of your application.
Q 4
List the federal electorate where the applicant is located (individual or sponsor organisation).
Q 5
List the federal electorate where project/centre will take place (note that this may be different to the electorate details required in Q4).
Q 6
List the street address details of the applicant. Do not include any postal box address details.
Q 7
List postal address details of the applicant.
Q 8
Provide contact details of the main contact person. The contact person is the person who will be advised about the outcome of the application. In the event of a grant being approved, this person would also 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 be closely involved in the grant agreement documentation, the grant performance reporting agreement and its implementation and in any correspondence with the Department during the grant period. Grantees must advise the Department if their contact person has changed.
Q 9
This question is for those joint applications involving two or more Ex-Service Organisations. List the names of all participating organisations using the most specific naming you can i.e. Sub-branch, location etc. Please include the sponsoring organisation, preferably as the first listing.
The Department will notify the relevant Federal Member of Parliament (MPs) of the outcome of the application. Many MPs may communicate with either the Department 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.
Against all organisations you should list the federal electorate that each organisation is in. MPs may take an active interest in the provision of grants in their electorates. MPs also take an interest in the valuable service that an organisation/centre provide in their electorate.
Q 10
This question relates to the operating hours at the physical location where any grant equipment might be. If this is a joint application, refer to the operating hours of the sponsor organisation.
Q 11
The BEST Guidelines (5.1 - Eligibility) defines a 'bona-fide' Ex Service Organisation as an organisation:
- whose membership consists primarily of veterans, dependants and/or past and present members of the Australian Defence Forces (ADF);
- which is established primarily to provide pension and welfare assistance to veterans, dependants and/or past and present members of the ADF;
- which is either incorporated, or alternatively, when an application has a sponsor organisation, that the sponsor organisation is incorporated;
- which has a valid constitution;
- does not operate as a business or charge any fee for acting on behalf of the veterans, dependants or past and present members of the ADF in the claims and review system; and
- does not require a donation from any resultant pension and/or pension arrears.
or
An ESO support centre which is an organisation:
- that has a bona fide ESO sponsor;
- where the ESO sponsor is responsible for proper management, audit and reporting;
- that is volunteer managed with the volunteers TIP trained;
- where the volunteers must be authorised by the ESO sponsor;
- that is mainly serviced by volunteers, while any paid volunteers can not be part of the management or decision making process; and
- where the paid employees have the task of maintaining consistency within the centre but are not directed by volunteers.
Q 12
If it is appropriate, provide details of all instances when your sponsor organisation, or associated practitioners associated with the organisation, charge (or intends to charge) a fee, or requests a donation, in return for your pensions, advocacy or welfare services.
Q 13
Indicate if you are either an incorporated, in the process of becoming incorporated, or a sponsored organisation. If you are an incorporated organisation, you will need to attach a copy of the certificate of incorporation.
Note that if you are a sponsor of an organisation who is not incorporated, it is anticipated that you agree to take on those responsibilities of a sponsor as are detailed in Section 9 of the sample Memorandum of Understanding at Attachment A.
Centre Claims Activity
Q 14
Provide details of all work undertaken within the previous 12 months, detailing the names of TIP trained practitioners and indicate if the practitioners named are still active. The Department expects that practitioners should reasonably maintain refresher training in order to keep up with legislative and policy changes over time.
Q 15
Advise if the organisation or joint application if the case, has a formal constitution and/or democratic rules governing its operations.
Note:
Please don't send a copy of your constitution with the application.
Q 16
Provide details on the number (or estimate) of current financial members in your organisation. Alternatively, record the total number of members of all the participating organisations if this happens to be a joint organisation.
Q 17
If relevant, provide details on any existing rules which govern membership of your organisations(s).
Q 18
Advise if your organisation/centre provide a service only to members or instead does it service the wider veteran community.
Funding Request Details
Q 19
List all salaried position requested, number of positions, proposed number of hours to be worked and annual salary requested.
Q 20
PLEASE NOTE:
THE FEDERAL GOVERNMENT HAS ANNOUNCED A ONE-OFF CAPITAL EQUIPMENT PACKAGE OF $5 MILLION IN THE 2007-08 FINANCIAL YEAR.
TO MAKE AN APPLICATION FOR CAPITAL EQUIPMENT FUNDS, IN ADDITION TO YOUR 2008-09 REQUEST, PLEASE DETAIL ALL CAPITAL EQUIPMENT ITEMS IN THE TABLE.
** Note that in the event of any surplus funds after all capital equipment requests have been considered, then the Australian Government may consider consolidating the balance with other BEST funds for 2008-09 projects.
List all capital equipment items being sought.
IMPORTANT ISSUES TO NOTE
You will need to obtain two quotes for all requested items. In most instances you should use the less expensive of the two quotes, unless you can justify that the higher quote will provide a better service and is a more preferred option.
In relation to desktop computers, laptop computers and All-in-One Laser printer/scanner/copier/fax machines, it will be necessary to ensure that these items meet equipment acceptable computer specifications.The specifications are detailed below.
Note that the Department has set a maximum amount for some items. You must ensure that your quote does not exceed the maximum approved amount for the items below. The costs are as follows:
Item |
GST Inclusive |
Desktop Computer |
$2,000 |
Laptop Computer |
$2,500 |
All in One Laser Printer/copier/scanner/fax |
$800 |
Bubble Jet Printer |
$440 |
Important Points to Note
All grant funds for equipment must satisfy a number of pre-requisites. These pre-requisites are:
- all equipment purchased must be new;
- all equipment must be purchased from a recognised reputable computer dealer/distributor;
- all equipment purchased must have an acceptable warranty period. Computers (desktop/laptop) and printers should have a warranty for a three year period; and
- all desktop, laptop and printers that are purchased must be to an acceptable specification standard. Specifications are set out below.
Note that once equipment has been purchased, copies of all documentation regarding purchase of equipment and terms and conditions must be presented to the BEST State Coordinator.
Specifications
Desktop Computer |
Laptop Computer |
All in One Laser printer/scanner/copier/fax |
Hardware 2.4GHz Dual Core Stepping 80200Gig SATA HDD 1.44 Mb FDD(if Required) RAM 2 Gig DDR2@800 Mhz DCVD/CD Combo Burner 56 Modem (for dial up Internet – request only if needed) Internal Modem 10/100 Ethernet (for Broadband) 19” TFT Monitor External Speakers 6 USB 2.0 ports (standard) USB Flash Drive/Memory Stick 1 Gig Software Windows XP Home Professional Office 2003 Updateable Anti Virus Backup Software for DVD/CD (eg Nero 7 or 8) 3 years onsite warranty hardware |
Hardware 1.6 Ghz Dual Core Stepping 80 80 GHz HDD RAM 1 Gig DDR2@ 667MHz – SO DIMM DVD/CD Combo Burner 17” LCD Screen 1.44 Mb FDD (standard) Internal Speakers Graphic Card – built in Internal Interfaces onboard 2 USB 2.0 ports (standard) Onboard Modem 10/100 NIC Onboard 802.11g Wireless Lan Card (wireless Internet) Onboard 56K Modem PS/2 Keyboard/Mouse port USB Flash Drive/Memory Stick 1 Gig Laptop cooler stand Software Windows Vista Professional Office 2003 Updateable Virus Detection software Backup Software for DVD/CD (e.g. Nero 7 or 8) 3 year on-site warranty hardware |
Hardware 14ppm 32MB 1200dpi 6 & PS L2 emulation 250 sheet input Fax: 3 seconds/pp at 33.6 Kbps, Up to 300 sheets fax storage & 50 ADF Copier at 14 cpm & Flatbed C=Scaner; 600 ppi & TWAIN 1.7 USB & Parallel connectivity Parallel Printer Cable 3 year on-site warranty Software SOE Profile loading (imaged software) |
Q21
List all consumables/running costs sought.
Note that if you are intending to apply for travel costs, the approved ESO payment travel rate which can used for BEST calculations is 26.7 cents per kilometre. This is the current rate veterans receive as documented in the Information for Veterans Handbook.
Q22
List, in an order of priority, all requested items/salary positions as listed in Questions 19-21
Q 23
You must list the physical location where each computer item will be installed (or stored when not in use in the case of portable equipment such as laptop computers). This information will be kept by the Department for each BEST funding round that the equipment is granted and reported against for asset recording purposes. You must notify the Department if these locations change during the reporting period.
Please do not advise Post Office box numbers for this question.
Acquittals
Q 24
Indicate if your organisation has/hasn’t previously received BEST funding.
Q25
If relevant, indicate if you have acquitted all your BEST grants (other than the current grant in force till 30 June). As mentioned in the Application Form, please note that as detailed in the BEST Guidelines (Section 18.1c), a failure to acquit grants may jeopardise BEST funding.
Project Overview
Q 26
Describe in some detail your operational and management plan for the project. A list of essential headings is provided at the question.
Some of the areas you should address are:
- background and description of your organisation/centre;
- estimated hours staff and/or volunteers will spend on pensions, welfare and advocacy matters;
- estimated hours spent on other activities not related to the aims of BEST;
- how requested items will be used including what outcomes and benefits they will achieve;
- how your organisation will measure the performance of the project;
- any promotional planning including the involvement of other community or paralegal support groups for such things as technical support, financial advice, welfare and referral matters;
- delegations and operational arrangements for the day to day running of the service/activity;
- even though you will be asked to provide totals of staff and volunteers in the next question, you should take care to describe the personnel involved in your organisation/centre in your answer to this question. This should focus on the number of volunteers, estimated hours donated to the organisation/centre and their various roles. It will be useful to note any volunteer recruitment strategies your project may employ as well as any strategies you have in place to support and train volunteers;
- what are the ongoing monitoring and evaluation strategies to ensure that your organisation/centre meets its objectives. You should note that grant performance reports will need to be completed and sent to the BEST coordinator in the relevant State Office of the Department. Performance reports will be negotiated and agreed to by both parties in the grant agreement documentation. An indication of how you may measure and report on the outcomes of your organisation/centre should be included.
Q 27
This question is for existing organisations/centres and seeks a brief table of the personnel currently involved in the organisation/centre. It will give the Department a quick reference of the size and nature of your existing personnel when determining the merits of your application. Practitioner's activities over the last 12 months are listed in Q14. The Department is interested in collating the numbers of volunteers involved in BEST funded organisations/centres and will use that information in its future planning in relation to the support of ESO practitioners.
Other Funding
Q 28
Provide details on how much your organisation is providing financially towards the project/centre. If more than one organisation is involved in the project, provide a breakdown on how much each individual organisation is contributing towards the project/centre.
Q 29
Provide details of any funding which has either been sought or offered from any other source in relation to your organisation/centre over the past five years. Refer to the BEST Guidelines (9.2 Funding Exclusions).
Important Note:
Remember to attach a copy of your last year's financial report/or last audit report with this application.
Insurance Details
Q 30
Detail all insurance coverage your organisation has for participants carrying out BEST-related activities.
Payment Details
Q 31
Provide details of the organisation or sponsor organisation's banking details. Be sure to include the name of the Bank, the account name, Branch, BSB number and Account number. The Department generally pays grant monies by electronic transfer into your nominated bank account.
Goods and Services Taxation (GST) Related Information
Q 32
Record if your organisation (or sponsor organisation in the case of a joint application) 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 organisation provides a written statement or completes the proforma, provided with the application, stating the reasons for not supplying an ABN.
It is anticipated that in the majority of cases, grant payments made to organisations will be subject to GST. This will be the case only where the grantee is registered for GST purposes. Grant payments to organisations that are not registered for GST purposes will not be subject to GST.
Q 33
Record if your organisation (or the sponsor organisation in the case of a joint application) is registered for GST.
The following "Key Points" have been prepared to assist GST registered organisations:
Key Points
- All grants made to GST registered organisations will be subject to GST;
- The grantee will be liable to remit the GST component (one-eleventh of the grant amount) to the Australian Taxation Office;
- The grant amount will be "grossed up" to cover the grantee's liability for this tax;
- "Grossing up" will apply only to the GST-exclusive value of the grant, as GST registered organisations can claim an input tax credit for the GST on items purchased with grant money;
- Before a grant payment can be made the grantee must provide DVA with a valid tax invoice, or sign a Deed of Agreement for DVA to provide a Recipient Created Tax Invoice (RCTI), for the amount of the grant. By entering into an agreement DVA will be able to issue a tax invoice on your behalf, saving you time and paperwork. A Deed of Agreement form is included with the application form and should be completed and returned with those documents.
Q 34
Advise if you are willing to enter into a Recipient Created Tax Invoice (RCTI) Deed of Agreement if your application is successful.
If the applicant organisation wishes to enter into an RCTI Agreement, it must complete the RCTI. A copy of this RCTI Agreement is available on page 14 of the application form. The applicant is not obliged to enter into an RCTI Agreement, but it will generally make any payment of grant funding quicker.
ATTACHMENT A
SAMPLE MEMORANDUM OF UNDERSTANDING
MEMORANDUM OF UNDERSTANDINGS between the {organisation name 1}, {organisation name 2}, and {organisation name 3}, For a joint application for funding under the Department of Veterans' Affairs Building Excellence in Support and Training (BEST) Program 1. Preamble This Memorandum of Understandings is made between the {organisation name 1, 2 & 3} and all associated sub-branches in {state} unless otherwise mentioned. 2. Purpose The purpose of this document is to establish some agreed protocols to assist in the smooth operation of the program and thereby achieving the project outcomes. 3. Definitions 'Program' means an agreed joint proposal for a grant the Building Excellence in Support and Training (BEST) Program; 'Agreement' means a Deed of Agreement co-signed by a representative of the Sponsor and the Department of Veterans' Affairs; 'Understandings' means this Memorandum of Understandings with Appendices (if required); 'Department' means the Department of Veterans' Affairs; 'Sponsor' means the {sponsor organisation of joint application}; 'Participant/s' means the {associated organisations of joint application}; 'Practitioner/s' means a Welfare Officer, Pension Officer, Case Officer or Advocate trained to an appropriate level under the Training and Information Program (TIP) and authorised by the Board, in writing, to provide those services to veterans, ex-Service personnel, past and present members of the Australian Defence Force and/or their dependants on behalf of the (insert name of organisation/centre). 'Board' means the management board. 4. Aim The aim of this program is to provide support and resources to 'Practitioners' for Pension and Welfare work to assist veterans and widows/widowers. 5. Objectives The objectives of the 'Program' are to: (a) Improve the quality of claims submitted to the 'Department' at the primary level and assist 'Practitioners' in achieving this objective; (b) Reduce the rate of appeals to the Veterans' Review Board; and (c) Promote the provision of welfare services and assists access to veterans, dependants and past and present members of the Australian Defence Forces (ADF). BEST-funded organisations will provide information on a wide range of available welfare services and benefits. 6. Outcomes The following are the 'Program' outcomes: (a) Veterans, dependants and past and present members of the ADF will benefit by having better informed 'Practitioners' who can ensure claims lodged with the 'Department' are of a high standard; (b) Claims submitted to the 'Department' will contain all the information required to make timely and quality decisions; (c) 'Practitioners' will assist the 'Department' in improving its claims proficiency; (d) 'Practitioners' will be assisted in developing the appropriate infrastructure needed to better service veterans, dependants and past and present members of the ADF; and (e) Assist veterans and their dependants in a range of welfare related activities. 7. Management A Management 'Board' shall be appointed to oversee the operations of the project consisting of two representatives from each participating organisation, one of which (from each organisation) shall be a trained, authorised and a practicing 'Practitioner'. The 'Board' of Management shall ensure that:
8. Control Measures All 'Participants' conjointly agree to: (a) Meet all the requirements detailed in the 'Agreement' and signed by a representative of the 'Sponsor' organisation; (b) Attend progress meetings with a representative from each region on a quarterly basis to receive reports and feedback; and (c) All 'Practitioners' shall submit three monthly statistical reports to the 'Board' as detailed in the 'Agreement'. (d) Be bound by the decisions of the 'Board' in relation to the management of practitioners operating on behalf of the participants under the name of (insert name of organisation/centre).' 9. Responsibilities of the Sponsor The 'Sponsor' accepts responsibility to: (a) Administer the Grant monies in line with the signed 'Agreement'; and under the direction of the 'Board'; (b) Distribute grant monies as authorised and determined by the 'Board'; (c) To pay all accounts and/or reimburse 'Practitioners' as authorised by the 'Board' on the production of proof of purchase and/or service in the course of providing assistance to the veteran community; and (d) Provide an annual audited report to all 'Participant/s'. 10. Responsibilities of the Participant/s All 'Participants' agree to: (a) Adhere to the 'Agreement' signed by a representative of the 'Sponsor' and the 'Department'; and (b) Provide reports on expenditure and case statistics as detailed in the 'Agreement'. 11. Training and Information Program (TIP) The 'Sponsor' and all 'Participants' shall subscribe to the fundamental principles of TIP in that all: (a) 'Practitioners' are trained and given authorisation to act on their behalf; (b) Shall comply with the TIP Code of Ethics; and (c) Do not charge a fee for service. 12. Default Procedures In the case of conflict a separate sub-committee consisting of one representative from the sponsor and one each from the participants shall be appointed to resolve the issue/s. The representative shall not be a member of the board. 13. Insurance All insurance coverage other than Indemnity Insurance for 'Practitioners' provided to member organisations of VITA shall be the individual responsibility of the 'Sponsor' and the 'Participants'. 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 the Veterans' Indemnity and Training Association Inc (VITA) or a similar insurance provider. 14. Duration This 'Memorandum of Understandings' is in force for a period of twelve months from the date mentioned below. In placing their signatures the 'Sponsor' and 'Participants' have executed this Memorandum of Understandings on the day mentioned below. Signed this day the ................................................................................................................on behalf of {Organisation name 1} {Organisation name 2} {Organisation name 3} [Witness] |