Information for applicants
This overview will be a useful tool for all grant applicants. This two stage list of criterion should be considered when submitting a grant application.
First stage: mandatory requirements of grant applications
- Is the grant consistent with the AKF's objectives?
- Complete and correctly filled in?
- Proposal is not commercially viable in its own right and will not be of a commercial benefit to the recipient (e.g. promotion of recipient's business)
- That there are no outstanding acquittals from a previous DFAT grant.
Second stage: grant application criterion
- Outcomes which meet AKF's objectives:
- Does it increase public awareness of Australia in Korea, and of Korea in Australia, and the importance of the bilateral relationship?
- Does it develop partnerships in areas of shared interest in the bilateral, regional and global context?
- Does it increase Australians' capacity to effectively engage with Korea?
- Quality of the application, taking into account:
- Has the project been clearly and well thought out?
- Are there clear and achievable timeframes?
- Are there clear and realistic objectives?
- Are details of the project confirmed?
- Quality of grant applicant, taking into account:
- How highly regarded is the applicant organisation in its field?
- Track record of delivering on such projects?
Demonstrates links to Korea
- Quality of Korean partner, taking into account:
- How highly regarded is the Korean partner in Korea?
- Track record of successful partnerships
- Funding from other sources (i.e. minimised risk)
- Quality of references
Does the proposal meet the AKF's mission, goals and themes?
The AKF welcomes all applications for projects that further its mission and goals. Applications that do not clearly demonstrate this will not be approved. The AKF specifically considers whether:
- The activity would involve a sharing or transfer of expertise from which individuals or institutions in both countries will benefit and in ways that directly advance AKF objectives.
- The activity includes a wider program that will directly advance the AKF's objectives.
- The activity will result in an expansion of links in new areas in ways consistent with the AKF's objectives.
Activities that are commercially viable in their own right or will be of a commercial benefit to the recipient (eg promotion of the recipient's business) will not be approved regardless of how well they meet the criteria.
Does the proposal fall under the definition of a grant?
If an applicant requests funding principally to fund an activity they will carry out with no direct financial or in-kind (such as goods and services) benefit to DFAT (for example, to host an independent conference) to further a shared aim of developing people-to-people links between Australia and Korea, then the proposal falls under the definition of a grant.
However, if the funding proposal gives rise to an expectation of a direct reciprocal benefit to DFAT, that is, some financial or 'in kind' benefit, all or part of the funding would be treated as a procurement and subject to the Commonwealth Procurement Guidelines. In the above example, if a potential grant recipient is delivering a conference on behalf of DFAT and the funding request includes a specified amount for management services, this component would be excluded from the grant process and treated as a procurement. This is because DFAT benefits from the management services provided.
Does the applicant have a Korean/Australian partner?
Grant applications that include a confirmed Korean/Australian partner or collaboration will be viewed favourably by the AKF when assessing proposals.
Where projects are to be undertaken in conjunction with, or part funded by, a Korean or Australian organisation, applicants must be able to demonstrate on request that the counterpart has confirmed their participation and/or involvement to ensure the success of the project.
Has the applicant sought supplementary assistance from other sources?
Grant applicants that have supplementary financial assistance from other sources, including the applicant's own resources or corporate sponsors, will be viewed favourably by the AKF when assessing proposals. In-kind support (such as accommodation and services provided without charge in either country) is also viewed favourably.
How large is the grant amount requested?
Applicants should be aware that most grants awarded are in the range of AUD3,000-20,000. The AKF has limited grant funds available each financial year and the best allocation of these funds across the range of possible AKF activities must be considered.
Larger grants may be considered for approval but only in the case of particularly worthwhile projects.
The AKF reserves the right to provide less funding than that sought by the applicant.
Does the proposal include items that cannot be funded as a grant?
Commonwealth Government guidelines restrict the types of expenditure that may be covered under a grant funding arrangement. Applications that include requests for any of the following types of expenditure will not be approved. Partial approval of such applications to exclude these costs may be considered as an alternative.
- Grants may not be used to fund administrative support or management costs such as wages or salaries of permanent employees.
- Grants may not be used to subsidise normal operating expenses or overheads.
- Grants may not be used to cover capital expenditure, eg real estate or purchase of equipment.
Is the proposal properly the responsibility of other funding bodies or other government agencies?
Generally, grants are not awarded to proposals where funding would be more appropriately sought from other funding bodies or other government agencies such as universities, institutions such as the Commonwealth Scientific and Industrial Research Organisation, the Australian Centre for International Agricultural Research, AusAID, Austrade, the Australian Research Council, etc.
Students at Macquarie University are currently available to carry out appropriate Korean-English and English-Korean translation tasks. The students are post-graduates working as student interns. The do not expect remuneration, but expect to benefit from the mentoring and supervising process they experience in the course of such work.
The students are available only for the translation work which is consistant with the aims and objectives of the Australia-Korea Foundation, and which otherwise might not be undertaken, or which would not complete with normal commercial translation arrangements. Examples might include the translation of project reports, other publicity materials or the expansion of website contents.
For further information please contact
- Helen Slatyer
Translation Practicum Coordinator
Department of Linguistics
NORTH RYDE 2109
- Ph: 02 9850 8651
Grant Application Assessment Process
All grant applications received during the relevant funding round will be acknowledged in writing by the Secretariat via email.
Applications are initially considered and assessed by the AKF Secretariat on the basis of appraisal criteria which is set out below. All applications, including those not recommended for consideration by the Secretariat, are forwarded to the AKF Board accompanied by the reasons for recommendation or rejection.
The AKF Board reviews the initial assessments of the Secretariat and makes the final decision on each application. This process is usually conducted at the next formal meeting of the Board following the closure of the grants round. The AKF Board may review rejected applications and change their status to "recommend for consideration". The AKF Board may also choose to reject applications initially recommended for consideration. All decisions are fully documented.
All applications will be notified in writing of the outcome of their funding application.
A funding agreement with the recipient is finalised by AKF Secretariat.
Grant details advertised on the DFAT website following signature of Funding Agreement.
The AKF reserves the right not to fund projects even if all criteria are met. The AKF will consider a range of issues when selecting successful projects including, but not limited to, the availability of funding, the spread of projects across Korea and Australia and the spread of projects across the AKF's identified themes.
Obligations of AKF Grant Recipients
Following official notification that a grant proposal has been approved, the applicant must enter into a funding agreement with the AKF/DFAT. Samples of the two commonly used standard AKF/DFAT funding agreements may be viewed under Standard Forms.
The AKF Secretariat will prepare the funding agreement for each recipient after the application has been approved and will also forward an E-commerce Form to obtain the Australian Business Number (ABN), applicable GST information and bank details to facilitate grant payments.
Funding Agreements are binding legal documents and all funding recipients must abide by the clauses contained in agreements. Failure to do so will result in a breach of contract and may see the withdrawal of funds or the commencement of legal action.
Goods and Services Tax (GST) Requirements
GST is payable on grants where:
- The funding recipient is registered for GST.
- A binding agreement is entered into where the grant recipient is required to supply goods or services to the Department or another party in return for the grant. (Note: a report by the recipient on how they spent the grant does not constitute a supply).
- The supply of goods and services is made through an enterprise that the supplier operates in Australia. (Note: services such as artistic performances may be exempt from GST where the service is used or enjoyed wholly overseas).
It is the responsibility of the grant recipient to determine their taxation obligations. If the recipient is unsure, he/she should seek professional advice. Additional detailed guidance on the application of GST to grants is available from the Australian Taxation Office (ATO) publication GST and Grants.
If the grant recipient does not have an ABN and is not registered for GST, the recipient should provide a completed Statement by Supplier form. Where this form is provided, the grant is paid exclusive of GST. Where this form is not provided, the Department must withhold 45.6% of the grant and remit the amount to the ATO.
The amount applied for should be exclusive of GST. If you are registered for GST, the AKF will add that amount to your grant.
Timeframes for funding
AKF grant funding is only valid for payment in the financial year for which it has been awarded (actual project activities may extend beyond the boundaries of a financial year, particularly if funding is received late in the financial year). If the funding cannot be taken up within the specified period, it may be withdrawn. Successful grant applicants must advise the AKF Secretariat of any delay in the proposed activity as soon as they become aware of such a situation. The AKF may consider requests for extension.
Variations to existing grants must be properly documented through a formal variation to the original Funding Agreement. The AKF Secretariat will facilitate this if necessary.
All AKF grant recipients must acknowledge the support of the AKF on any promotional materials or publications they produce and during the course of the activity they undertake.
The AKF logo should be used where possible and may be requested by contacting the AKF Secretariat or downloaded from the AKF logo section of this website.
Invitations to AKF Board members for key events associated with the project are highly desirable.
If the project involves guests travelling to Australia or Korea, the AKF Secretariat should be advised as early as possible, preferably no later than three weeks before the guests arrive, to provide an opportunity for appropriate AKF involvement, including where appropriate, assistance with promotion.
Funding recipients are responsible for making all arrangements associated with travel for their project including:
- visa arrangements and associated charges
- travel bookings
- airport taxes
- ground transport
- travel and health insurance
- medical and hospital insurance cover for visitors not covered by Medicare in Australia (including evacuation and death cover)
- any necessary insurance for equipment
- accommodation arrangements and associated charges
- passport arrangements and associated charges (note: all participants are expected to travel on personal passports – official or diplomatic passports will not be issued).
Where an activity contains an airfare component, this should be costed as the applicable economy class fare. The AKF will not reimburse applicants for additional expenses incurred because of late bookings or other problems requiring tickets to be paid for at a higher rate.
Funding recipients are also expected to read all relevant travel advice, on www.smartraveller.gov.au particularly in relation to travel to Korea, before undertaking any AKF funded trips.
The AKF will not accept any liability for medical, hospital, property loss, theft or evacuation costs incurred by participants in projects funded by the AKF.
Access and equity
All funding applications are made using standard documents and are assessed by a standard appraisal procedure, helping to ensure consistency and equity in funding decisions. The AKF is committed to the principles of equal opportunity and encourages individuals and organisations from target groups to apply for funding for projects consistent with the AKF’s guidelines.