Guided worksheet

Evidence Pack Planner

Identify the records, approvals, quotes and proof the club already has, and what still needs to be collected.

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Question 1 of 8

Legal identity evidence

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

What proves the applicant’s legal identity?Is each document current, consistent and easy to retrieve?

What still needs checking or deciding?

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

Question 2 of 8

Governance approvals

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

What committee or member approvals exist?What approval, conflict declaration or delegated authority is missing?

What still needs checking or deciding?

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

Question 3 of 8

Bank and tax records

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

What bank and tax evidence is available?Do the legal name, account name and GST treatment align?

What still needs checking or deciding?

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

Question 4 of 8

Project definition

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

What exactly is the project?What is inside and outside scope, and how will completion be tested?

What still needs checking or deciding?

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

Question 5 of 8

Budget and quotes

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

What financial proof is ready?Which quote, figure, co-funding source or GST issue remains unresolved?

What still needs checking or deciding?

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

Question 6 of 8

Need and outcome evidence

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

What proves the need exists now?What data will show whether the project worked?

What still needs checking or deciding?

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

Question 7 of 8

Delivery and risk controls

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

Who will deliver and control the project?What milestone, procurement, safety or contingency evidence is required?

What still needs checking or deciding?

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

Question 8 of 8

Reporting plan

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

What reporting evidence will be collected?Who owns the report and what deadline applies?

What still needs checking or deciding?

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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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