Capital Grant Management
For a list of forms, applications and information sheets CLICK HERE
Project Approval
Congratulations your project has been approved by the Australian Government! Below are the steps and documents required to meet the full accountability required for reporting to the Australian Government on completion. What to do next? – download the Information Sheet for your reference.
Information Sheet – Successful Capital Grant Application
Grant Acceptance
Once a grant has been approved by the Australian Government the BGA will forward to the Approved Authority/School the Schedule 2 to the Participation Agreement. The Approved Authority/School is required to sign and return the Schedule 2 to the BGA which will in turn sign and send a fully executed copy to the Approved Authority/School for its project file. The school’s Participation Agreement details the responsibilities for accepting a Grant.
Tender or Project Management
NO WORK CAN BE UNDERTAKEN until the BGA approves the tender process or agrees to the school Project Managing a project. Tender results are to be submitted to the BGA for approval. Download the form below to submit to the BGA for approval.
If the school wants to Project Manage its Project, or employ a Project Manager, it should read the following checklist and write to the BGA seeking approval. The school should provide details of its Project Management process showing how it will maintain cost control and approve payments to contractors. It will be required to provide a current Quantity Survey for cost comparison purposes.
Contract Signing
Once the tender process or Project Management has been approved, schools can sign a contract with the builder. The proforma letter below must be returned on school letterhead and advise the builder’s name, the date the contract was signed, expected start date and expected completion date.
Notification of Contract Signing or Project Management
Construction and Expenditure Phase
Once site preparation and building work commences, claims should be submitted each month using the Progressive Expenditure Statement (PES). These statements must be sent to the BGA even if no expenditure has occurred during the period.
IMPORTANT – Each PES must be accompanied by scans of invoices. For builders’ Progress Claims, please include the Architects’ authorisation.
The BGA retains 15% of the total grant from the first grant instalment payment until the final PES, a Architect Statement of Completion and a Certificate of Occupancy is provided.
Payment installments are calculated based on the size of the grant and the school expenditure. PES must be provided to the BGA even when a school is at the retention amount to continue to provide the BGA with updated progress of the project.
Progressive Expenditure Statement (PES)
Final Payment and Accountability Requirements
Once the BGA has received the Final PES, Architect Statement of Completion and Occupancy Certificate, the final grant payment will be made to the school. On receipt of the final payment the school must organise for an Auditor to complete the Accountant’s Certificate. The Accountant Certificate must match the final figures on the final PES and be done within 3 months of receiving the final payment. Once this has been received by the BGA the project can be acquitted with the Australian Government.
Capital Grants Accountants Certificate
Recognition of Project Funding
When an Opening Ceremony is required to be held a copy of the Invitation to the Opening Ceremony that is sent to the Federal Minister should be forwarded to the BGA for its file. An Invitation to the Opening Ceremony should be extended to the BGA Chairman and Executive Officer and if the School wishes to invite any other member of the BGA Committee the invitation should be sent to bga@ais.sa.edu.au and it will be forwarded to those members. When, in some cases, only a Plaque is required to be placed at the school, a photograph of the plaque should be sent to the BGA.
Australian Government Recognition Requirements and Opening Ceremonies