Step 1: Find out if you’re eligible for funding
Our funding criteria
Availability of donations funding in your area
Pub Charity Limited returns our funding back in the regions where the funds were raised. Click here to find out whether we have funds available in your area. We also set some funds aside to support national organisations.
Step 2: Complete the application process
Check you have everything you need
To complete the application process you need the following (see the application form for more details):
- a bank deposit slip or a bank statement in your organisation’s name
- a resolution from your organisation to apply to Pub Charity Limited
- at least two quotes (where applicable) addressed to your organisation for each item applied for
- proof of non-profit status
- a copy of your organisation’s financial accounts
- evidence of your organisation’s affiliation to a regional or national body where applicable.
Complete the application form
Your application must be on an official Pub Charity Limited form.
Make sure you complete all relevant sections of the form and provide all additional documentation required. We are unable to process your application without all the required information.
If you need more information on how to fill out the form, or would like to know why we need the information we are asking for, check the fact sheet about our application form.
Make a copy of your form – we are required to keep all original forms for Department of Internal Affairs purposes, and we are unable to make a copy for you after receiving your form.
Send us your form
Send your completed form to:
Pub Charity Limited
PO Box 27-009
Or deliver it to:
Pub Charity Limited
Level 1, 190 Taranaki St
Please note: we do not accept applications by email or fax.
Applications must be received at our offices (not our PO Box) by 5 pm on the deadline date to be processed for the next Net Proceeds Committee meeting – click here to find out our deadline dates for the coming year.
Step 3: We assess your application
First, we check that your application has been completed properly and that you have provided all the required documentation. If information is missing, you will be asked to provide it. This may mean your application misses the monthly deadline and it will be held until the next cycle.
Please note that we only hold donations over for one month – after that, if the required information still hasn’t been received, your application will be declined.
Pub Charity Limited’s Net Proceeds Committee will consider all applications that have been completed properly and contain all the required information and documentation. They will decide whether your donation has been approved or declined.
If your application is accepted:
Within a week of your application being approved, Pub Charity Limited will make a donations payment into the nominated bank account you provided by direct credit and will mail a remittance advice to the address provided in your application.
If your application is declined:
You should receive a letter approximately seven working days after the Net Proceeds Committee has met. You can re-apply for Pub Charity Limited funding, but you need to complete a new application.
Your letter will outline the reasons for declining an application – this is generally for one or more of the following reasons:
Applications submitted before September 19th 2018 will use the following codes:
Following a policy review, applications from the 19th of September 2018 will now use the updated codes below:
If you wish to make a complaint about a declined application, please send us your complaint in writing requesting that you would like the decision to be reviewed and outlining why you think our decision was incorrect. See our Complaints process here.
Step 4: What you need to do next
Spend your donation
Donations must be used within three months of deposit into your bank account and for the purpose stated on your application form.
If you don’t use the entire Pub Charity Limited donation, or you received funds from any other sources for the same purpose(s) as you applied to Pub Charity Limited, you must return the unspent amount along with receipts and invoices for the amount that you have spent.
Current regulations require that funds are used for the specific purpose for which you applied, so unspent donation funds cannot be used for anything else.
Complete the Donation Accountability Report
A Donation Accountability Report must be completed and returned to Pub Charity Limited within three months of receiving funds, along with copies of receipts and invoices, and a copy of a bank statement verifying payment of invoices.
Your donation may be audited
Pub Charity Limited is required to demonstrate how we dealt with each application for a donation. When you apply for funds, your organisation must agree to an audit/inspection to check that your donation is received and used correctly. If you are audited, this could involve inspecting your organisation's books, accounts, or data systems to check that:
- you sent all relevant receipts and invoices to Pub Charity Limited within three months
- you declared any applications made to other funding sources for the same purpose, the amounts requested and any known outcomes
- you returned the unspent balance of the Pub Charity Limited donation if you received funds from other sources for the same purpose(s)
- you returned the unspent balance if you did not use the entire Pub Charity Limited donation.
Note: If your organisation has not met all the reporting and/or audit requirements from previous donations, any new application is likely to be declined.
Acknowledge our support
While acknowledging our support is not a requirement, it is an important part of communicating the vital role that organisations like Pub Charity Limited play in your community. Here are some ways you might acknowledge our support of your organisation:
- Mention us in your newsletter, website or magazine
- Tell your supporters about your donation on social media
- Acknowledge us at your event
- Approach local newspaper/radio stations about our support
- Place our logo on uniforms and/or equipment
- Name an event, building, team, competition, piece of equipment or training programme after us
- Put up plaques or signs with our logo around your premises/facilities.
Download a copy of the Pub Charity Limited logo here.
Step 5: We publish the details of your donation
Your organisation's name and the amount donated will be published, in accordance with a Department of Internal Affairs requirement, on our website. To see lists of recent donations, click here.