Which browser should I use to make my grant application?

Below are the different browsers that can be used to complete your application:

• Google Chrome
• Mozilla Firefox
• Safari
• Internet Explorer 9 (or higher)
   

Are there conditions attached to grants?

Yes. Please see the Terms and Conditions within the application, or please click on the Terms and Conditions here.

 

Is our full Name and Type of Organisation required?

We need to know the correct, full name of your organisation, to ensure that your entity is correctly identified. Further in the online application you will be asked if your organisation is a Registered Charity or an Incorporated Society, if your organisation is either of these, please enter your registered numbers where requested. If a warning comes up, this means that the Organisation name you have entered, does not match the name on your registration with the Charities Commission or your Incorporate Societies name. You will need to enter the correct name to be able to progress. To assist you do not enter Inc, if your name has Incorporated in it, as your name will be rejected. If you require assistance from a member of our grants team, you can find the grant team contact details the Mazda Foundation website by clicking here.

 

Is our National or Regional Affiliation information needed?

Yes, this information is important to us and there is a specific question that we ask you to address this. If you are nationally or regionally affiliated please confirm and upload proof of that affiliation in step 5 of the application.

 

Is there Proof or Confirmation of Identity Required?

Yes, a (Driver's License or Passport) is required for persons authorised to make an application. Please upload with photo and signatures clearly visible. There is more about uploading required material in “Do I need to Upload Files” below.
 

How is the application assessed?

Generally, Mazda Foundation has a meeting three times a year. You can check the meeting dates on the website http://mazdafoundation.org.nz/ The website is constantly updated. You need to make sure that you submit your application at least a couple of weeks before a meeting if you want to make sure that it will be considered.
 

Do I need to fill out every field?

No. Only mandatory fields are required, however the more information you enter, the more consideration the Board of Trustees will be able to give your application.
 

Do I need to include a copy of full minutes with my application?

Yes, the full minutes of the committee/executive meeting must be included with your application.  The minutes must include the following and be uploaded to the application: (See the Uploads section at the end of FAQ's)

• Minutes including resolution must be certified as true and correct and signed by the Secretary/Chairperson or other executive member.
• A Resolution to apply for funding from the Mazda Foundation for the purpose and amount for which your organisation is applying for funding.

Minutes should be on the letterhead of the applicant organisation and contain the full names of all committee members

 

Can I save my application, leave the application and continue it later?

Yes, you can leave the application, just hit the "Save and Next Page" button first at the base of the page. To continue your incomplete application form, simply refer to the email sent to you labelled 'User Application link' and use your allocated application password to log back in and complete your application form.

 

Do I need to upload a file?

Yes, in steps 5 and 7 you will be requested to Upload documents: In steps 5 and step 7 you will be asked to upload information. To assist you in completing your application, have the following file available to upload as requested for the following steps:

In Step 5 of the application

• Minutes of the Committee or Executive Meeting, name the file "Minutes"
• Resolution, including the name of the Trust, authorised purpose and amount to be applied for, name the file "Resolution"
• List of Committee Members full names, name this file "Committee Members"
• Set of Accounts, being the most recent, (latest) for the last full year, name this file "Accounts"
• Organisation’s Bank Deposit Slip, matching the name of the party applying, name on the file "Deposit Slip"
• Proof of Affiliation, this is only required if you are a sports club or belong to a national body, name this file "Affiliation Letter"
• Organisations Constitution, you must include a copy of your organisations constitution and if you are a sports club, please provide a set of your rules and code of conduct, name the file "RCOC"
• Endorsement Letter from the Principal, this is only required if you are applying for a school or school team, name this file "Principal’s letter"
• Proof of Events, is required for the names of people traveling if your application involves costs for team travel and event costs, proof would be a copy of a flyer/invite or entry form, name this file "Event Details"
• Names and Roles of Players, this is a full list of the people travelling including names and positions, name this file "Names and Roles"
• IRD Tax Exemption Certificate, if your organisation is a Registered Society please provide a copy of your IRD Tax Exemption Certificate, name this file "Tax Certificate"
   

Funding Request

You will also be asked to upload the following documents In Step 7 of the application

• A Quote, which is the quote that should be your lowest cost supplier for any items that you are requesting funding for. This quote should not be more than 3 months old and must be addressed to the organisation and that the quote matches the amount of the funding being applied for. You may apply for less than your supporting quotes but not more than
• Employment Contracts, which are the contracts of the individuals or contractors that your organisation is seeking funding for, they must be signed by both parties, you may upload as many of these are you need, name this file "Employment Contracts"
• Job Descriptions, these are the written job descriptions that have been supplied to the individual define their role and responsibilities, you may need as many of these as you need, name this file  "Job Description"
• Proof of Identity, a (Driver's License or Passport) is required for persons authorised to make an application. Please upload with photo and signatures clearly visible, name this file "ID Full name of person"
   

How will the grant be paid?

Payment will be direct credited to the recipient organisation's bank account. You will need to include a deposit slip with your application.
 

How will I know if our application is successful?

Mazda Foundation Board of Trustees meet in April, July and October to review grant applications. All approved applications will receive notification by email within 7 – 10 business days following the meeting. Declined applications will receive notification by email  7 – 10 business days following the meeting.  The results will also be published on the Mazda Foundation website.
 

What will we have to do if we are successful?

Mazda Foundation requires an acknowledgement of grant form to be returned to Mazda Foundation along with verification of expenditure (receipts etc.). This acknowledgement is by way of the completion of the Accountability Report, an online document. A link to this Report is found in your Applicant Dashboard, A link will be sent to you to access your Dashboard. The completed Report must have uploaded to it all receipts and required support documents. These receipts must be from the same companies as the quotes supplied in the application and must be returned within three months of the grant being made. Failure to comply with the conditions will result in the Trust seeking a full refund of the grant.

 

Can I change the supplier that I originally provided?

You can change the suppliers as long as the stated purpose remains the same. It is recommended that you attach a cover letter when supplying the accountability and explain the change (cheaper, cancelled, etc).

 

What can’t I apply for?

As a guide, funding for wages/travel/administrative costs and mileage is outside the funding scope of the Mazda Foundation.  The Foundation also does not support:

• Political organizations
• Religious organizations
• Fundraising dinners or events
• Capital building projects
• Debt reduction requests
• Requests from foreign countries
• Property rental or lease payments
• Office or administration expenses

 

What if I haven’t spent all the money that I was granted?

If you manage to find a cheaper supplier or you get a discount, etc. you should always return the difference between the grant donated and money spent!

 

Do I need to upload additional information?

No, but if you have some relevant information as part of your pitch, which you think would well support your application then it would be advisable to attach it. There is the ability to attach a Word, PowerPoint or image file; please be aware that the maximum file size is 50MBs.
 

How do I appeal or query a decision?

You can contact us by email which can be found on our website. http://mazdafoundation.org.nz/
 

Will my information be shared with other parties?

No, your information will only be shared internally and is protected in line with the Privacy Policy contained within this application, please read it carefully. If your application is successful, then Mazda Foundation would have the right to promote the grant in their communications, including social media pages and website or support material for Grant making.
 

A system or program issue

If you are having a system or program issue with the application, then please click on the help desk link below and lets us know by completing the email support request form. We will endeavour to respond the same day if your request is filed before 12 noon or the following day if your request is filed after 12 noon. The help desk response will only be available Mondays to Fridays and not on public holidays.