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Evidence Checklist

Score the club evidence pack before funding approaches.

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This worksheet produces

Legal identity evidence
Governance approvals
Bank and tax records
Project definition
Budget and quotes
Need and outcome evidence
Delivery and risk controls

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Legal identity evidence

Include incorporated name, registration record, constitution, charitable status if relevant and any governing body affiliation.

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Current constitution, Companies Office extract, incorporation certificate and governing body affiliation confirmation stored in the shared drive.

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Governance approvals

Funders may need proof that the committee approved the project, budget and authorised applicant.

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Committee minutes dated 4 August approving the project, $12,000 budget and treasurer as authorised submitter.

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Bank and tax records

Use records matching the legal applicant name. Note whether figures are GST inclusive or exclusive.

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Bank deposit slip, latest annual accounts, current budget, IRD number and written confirmation that the club is GST registered.

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Project definition

A funder should be able to tell exactly what begins and ends within the project.

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Purchase and deploy shared equipment by 30 September, train six volunteers and support 80 participants during the following season.

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Budget and quotes

Check that the project budget reconciles and that quotes remain valid for the expected decision date.

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Total $14,600 including GST; two supplier quotes attached; $4,600 club contribution confirmed; $10,000 requested.

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Need and outcome evidence

Separate evidence of current need from the measures that will demonstrate the project’s result.

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Registration growth, waiting list and equipment audit prove need. Attendance, retention, survey and coach records will measure outcomes.

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Delivery and risk controls

Show that delivery is practical, authorised and protected against predictable failure.

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Treasurer controls purchases, programme lead owns delivery, two quotes required above $2,000 and safety checks completed before issue.

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Reporting plan

Plan the acquittal before spending. Include invoices, bank evidence, photos, participant data and acknowledgement records.

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Treasurer retains invoices and payment evidence; programme lead records attendance and photos; secretary submits the final report within 30 days of completion.

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