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Commonwealth Simple Grant Agreement Template User Guide VERSION 2.0 | DECEMBER 2018 Table of Contents 1. Introduction ........................................................................................................................................... 3 2. How the template works ...................................................................................................................... 3 2.1. Structure of the template ...................................................................................................... 3 2.2. Adding schedules ................................................................................................................... 4 2.3. Multiple Grants within an Agreement .................................................................................. 4 3. The Grant Agreement ........................................................................................................................... 5 3.1. Parties to the Agreement ...................................................................................................... 5 3.2. Background ............................................................................................................................ 5 3.3. Scope of this Agreement ....................................................................................................... 5 4. Grant Details .......................................................................................................................................... 6 4.1. A. Purpose of the Grant ......................................................................................................... 6 4.2. B. Activity ............................................................................................................................... 6 4.3. C. Duration of the Grant ........................................................................................................ 7 4.4. D. Payment of the Grant ....................................................................................................... 7 4.5. E. Reporting ........................................................................................................................... 7 4.6. Party representatives and address for notices ..................................................................... 8 5. Commonwealth General Grant Conditions ......................................................................................... 8 5.1. How is the Activity to be undertaken? .................................................................................. 9 5.2. How is the relationship governed? ....................................................................................... 9 5.3. What conditions apply to payments? ................................................................................. 10 5.4. How is information to be handled? ..................................................................................... 11 5.5. How are risks managed? ..................................................................................................... 12 5.6. How are disputes resolved? ................................................................................................ 13 5.7. How is the Agreement ended early? ................................................................................... 13 5.8. What are the definitions? ................................................................................................... 14 6. Supplementary Terms ......................................................................................................................... 14 6.1. G1. Other Contributions ...................................................................................................... 14 6.2. G2. Activity budget .............................................................................................................. 15 6.3. G3. Record keeping ............................................................................................................. 15 and acquittal ........................................................................................................ 15 6.4. G4. Audit 6.5. G5. Activity Material ............................................................................................................ 16 6.6. G6. Access ............................................................................................................................ 16 6.7. G7. Equipment and assets ................................................................................................... 17 6.8. G8. Relevant qualifications, skills or checks ........................................................................ 17 6.9. G9. Activity specific legislation, policies and industry standards ........................................ 18 6.10. G10. Commonwealth material, facilities and assistance .................................................... 19 Commonwealth Simple Grant Agreement Template – User Guide Department of Finance 6.11. G11. Jurisdiction .................................................................................................................. 19 6.12. G12. Grantee trustee of a Trust .......................................................................................... 19 7. Signatures ............................................................................................................................ 19 8. Frequently asked questions ................................................................................................ 20 Glossary ............................................................................................................................................ 22 Commonwealth Grant Agreement ...................................................................................................... i December 2018 Department of Finance 2 Commonwealth Simple Grant Agreement Template – User Guide Department of Finance 1. Introduction 1. This user guide is designed to assist you to use the Commonwealth Simple Grant Agreement Template (the template). It should be read in conjunction with the template (and the accompanying risk tool), which are available on the finance website at http://www.finance.gov.au/financial‐framework/financial‐management‐ policy‐guidance/grants/grant‐agreement‐template‐project.html. 2. The user guide discusses the structure of the template and provides step‐by‐step guidance on its various components. It also contains frequently asked questions and an example completed template. 3. Questions relating to the user guide, the template, and/or the risk tool, can be sent via email to grants@finance.gov.au. 2. How the template works 4. This part explains the template section‐by‐section and provides guidance on how to use the template. 5. The template is designed to be used for low‐risk grants across the Australian Government. Therefore, it has been drafted so that only certain sections can be amended. 6. To ensure consistency, you should only add content where the drafting instructions in the template indicate you can. 7. You should not reorder or remove any sections of the template, except where indicated. If you consider that other amendments need to be made to the template to use it for a particular grant, you should consider whether the template is appropriate. 8. See Attachment A for an example of a completed template. 2.1. Structure of the template 9. Where an Agreement is created using the template it will have two parts: the template and the schedules, with each part made up of a number of components. The template ‐ contains the introductory information, the Grant Details and any Supplementary Terms. The schedules – contains the Commonwealth General Grant Conditions (CGGCs), which are a standard set of terms and conditions which will apply to all Agreements using the template. 10. Once the template has been completed and signed by both Parties it, together with the schedules, forms the Agreement between the Commonwealth and the Grantee. 11. The introductory information component includes the details of who is entering into the Agreement (the Parties involved) and explains the nature and structure of the Agreement. 12. The Grant Details component (Items A to G12) describes the purpose of the Grant, the details of the Activity to be undertaken and the payments to be made, as well as any Supplementary Terms that apply to the Activity, such as specific legislative requirements or industry standards. You enter the specific details of the particular Grant into the Grant Details. The Grant Details component finishes with the signatures page where the Commonwealth and the Grantee execute the Agreement. December 2018 Department of Finance 3
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