Read our How to apply guide for help with your online application.
Once you have loaded your organisation details, you’ll be able to access your Applicant Dashboard each time you apply – read How to Access Your Applicant Dashboard to find out how to access and use it.
Why apply online?
It’s quicker and simpler:
- you only need to provide your organisation details the first time you apply
- you don’t need to rely on the postal system to get your application in on time
- we can process your application more quickly, which means if you’re missing any info we can get back to you sooner and hopefully get your application sorted in plenty of time.
Can I still send in a hard copy application?
Yes – you can still download an application form, fill it out and send it in to us however all accountability reports for applications made from the beginning of 2018 are now required to be submitted into the online system even if your application was paper based. Applications made before 2018 however require paper based accountability reports.
I did not receive the declaration form from the getting started email.
If you did not receive the getting started email you can download the required form here
Before you apply for a Pub Charity Limited donation, make sure you read the information below carefully – it will tell you whether you are eligible for funding, what you need to complete the application process, and what happens once we receive your application.
Step 1: Find out if you’re eligible for funding
Our funding criteria
All applications must meet Pub Charity Limited’s funding criteria. Before applying, check that you meet our Donations Criteria and that your application is for an Authorised Purpose. It is also a good idea to check our FAQs page as this will clear up a number of common issues.
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:
- 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
Your can apply either by completing an online application or by filling out and sending in the 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.
Applying online
Read our How to apply guide for help with your online application.
Once you have loaded your organisation details, you’ll be able to access your Applicant Dashboard each time you apply – read How to Access Your Applicant Dashboard to find out how to access and use it.
Applying using a printed form
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 your completed form to:
Pub Charity Limited
PO Box 27-009
WELLINGTON 6141
Or deliver it to:
Pub Charity Limited
Level 1, 190 Taranaki St
WELLINGTON 6011
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. If your application was made before 2018 you will need to supply a paper based accountability form which can be downloaded here. If your application was made in 2018 or later you will need to complete your accountability in the online system. you can login to the online donations system here.
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. If you'd like a high resolution logo you can download it 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.