Small Grants

Under the Small Grants program, detailed applications are sought from eligible charitable organisations for grants, including immediate need grants, of up to $25,000 for projects/programs across the nominated range of Community Sectors.

All applications we receive are given careful consideration. We are always happy to discuss your proposal prior to submission.

Please read through the guide below and make sure you include all requested information with your proposal to enable us to consider it fully.

Step 1 – Does your project fit within our grant programs and priorities?

Please read through the list of exclusions. You may like to review previously approved grants on the Publications page of the Trust’s website.

Step 2 – Check your eligibility

Before preparing your submission make sure your organisation is eligible to apply to the Trust for a grant. The Trust can only give grants to Victorian charitable institutions:

1. Applicable Tax Status

Your organisation must be endorsed by the Australian Tax Office (ATO) as a:

• Charitable Institution; or

• Public Benevolent Institution; or

• Health Promotion Charity

and with “Income Tax Exemption” tax concession status.

Please note this is not the same as Deductible Gift Recipient (DGR) status.

We cannot make grants to other ‘funds’ or ‘foundations’ so organisations endorsed by the ATO as a ‘Charitable Fund’ are ineligible for our consideration.

To find out your organisation’s endorsement, please visit the Government’s ABN Lookup website and do a search on your organisation. If you have the required endorsement and are proceeding with your grant proposal, please print out a copy to include with your application.

2. Location

Your organisation must be legally in situ in Victoria, separately constituted with a Victorian Board of Management, producing separate financial statements and its activities predominantly confined for the benefit of Victorians.

If your organisation is part of a national organisation and/or has operations outside of Victoria (eg offices/branches/services), it must have a separately constituted Victorian Board of Management and produce separate financial statements. An example of this is the Australian Red Cross. We also require a copy of the organisation’s constitution and written assurance that the organisation does not intend to operate or apply any of the grant funds outside Victoria.

3. To review the Acceptance of Standard Grant Conditions and note on the Application Coversheet.

If your application is approved, your organisation will be required to supply a duly executed Acceptance of Standard Grant Conditions form.

Step 3 – Prepare Your Grant Proposal

Your proposal should include the following:

1. Grant Application Coversheet

This is available from our website. Only applications that are signed off by the CEO (or equivalent position) and for Universities the Vice-Chancellor, Deputy Vice-Chancellor Research or Head of Research will be considered.

2. Detailed Project Description

This should include the following:

• a description of the project and its objectives

• evidence showing a need for the request, its value and the context in which your request has been formulated, including any other similar programs or research, to support your application

• details of all projected income including sources, cash and/or in-kind and whether such income is confirmed or unconfirmed

• a detailed ‘bottom-up’ expenditure budget of the proposed project which includes sources of funding, both public and private. This is required to ensure that it is realistic to the goals of the project and that it has been compiled in sufficient detail, and not a ‘broadbrush’ ambit claim (Do not include GST as grants made by the Trust are regarded as gifts for the purposes of GST legislation and therefore not subject to GST (refer ATO GST Ruling 2000/11)

• timeline of the project: dissemination/communication of the project outcomes

• project evaluation methods.

3. Attachments

• a copy of the most recent Annual Report (for a year-end not more than 15 months ago), including full audited accounts is required to ascertain the financial viability, sustainability and financial efficiency of the applicant organisation.
• a copy of your Constitution including Objects and/or Statements of Purpose (if required).
• a copy of your Tax Status as a charitable organisation as outlined in Step 2 printed in the last 30 days.
• any letters of endorsement supporting the project and/or your organisation.

Step 4 – Other considerations:

Due to the high incidence of grants being declined through insufficient funds, the Trust will only consider:

• up to TWO applications per Victorian University each funding round, however the Trust will only approve a maximum of TWO grants per university each financial year; and

• only ONE application per other charitable organisation each funding round, however the Trust will only approve a maximum of ONE grant per organisation each financial year.

Organisations that are a party (other than the lead applicant) to a collaborative partnership application may also apply for a grant in their own right.

Previous successful applicants, other than universities, are not eligible to apply within 12 months of a previous grant being approved and/or before an existing multi-year grant is completed

Previous successful applicants are not eligible to apply if a satisfactory Acquittal Report has not been received.

Step 5 – Submit your proposal

Before mailing your request to us, please check back over the list above and ensure you have provided all the items and information we require. Applications should:

• Include all required material
• Be clear and concise
• Set the context
• Foster partnerships (where possible)
• Demonstrate that projects are sustainable beyond the application/pilot

If you have any queries, please do not hesitate to contact us. The Trust welcomes the opportunity to discuss your application prior to submission.

For Arts, Culture & Heritage enquiries please call Sarah Bartak on (03) 9631 2553 (Mon-Wed) or email artsgrants@hmstrust.org.au

For all other grant queries, please call Chris Wootton on (03) 9631 2599 or email grants@hmstrust.org.au

Please mail one unbound copy of your application to:

Mr Darvell M Hutchinson, AM
Chairman
Helen Macpherson Smith Trust
Level 43, 80 Collins Street
Melbourne Vic 3000