What is a “Funding Agreement”?
In order to receive funding for your chaplaincy proposal under the National School Chaplaincy Program your nominated funding recipient will enter into a contract with the Commonwealth which will be signed by representatives of both parties. This is referred to as a Funding Agreement. A copy of the signed agreement will be returned to your nominated funding recipient for record keeping purposes.
The agreement specifies the details of, and amounts that are to be paid for, those projects that are covered by the terms of that agreement. Grant funds provided to your nominated organisation must be dealt with in accordance with the terms of the agreement.
When will I receive my funding agreement?
Before DEEWR can generate a funding agreement you must have:
- nominated a suitable funding recipient
- provided us with your chaplain details.
If you have nominated a chaplain and a suitable funding recipient, and all other details are correct, the funding agreement will be sent to your school principal.
If you are still to nominate a chaplain and/or appropriate funding recipient, the agreement will only be generated by DEEWR once these details have been submitted and vetted by DEEWR.
What is an appropriate funding recipient?
Your funding recipient must be a legally incorporated entity. The available options are outlined in Section 2.3 of the Program Guidelines. You should check the incorporation status of the funding recipient on the Australian Business Register at the following website: www.abr.business.gov.au 
. It is your responsibility to provide an appropriate funding recipient.
How do I nominate my chaplain?
Schools were able to apply for a chaplaincy grant without nominating a specified chaplain. If you fall into this category, you must provide DEEWR with the details of your chaplain before we can generate a funding agreement for you.
Please use this form to provide your chaplain details:
The chaplain details form should be mailed to:
Project Manager
National School Chaplaincy Program
GPO Box 9880
ADELAIDE SA 5001
When will I receive payment?
Funding will only be made available once all mandatory requirements have been met and a funding agreement signed by both parties. Funding will be provided on an annual basis subject to the provision of appropriate project performance reporting which will be outlined in the funding agreement.
Information packages will be sent to all successful applicants. Please note these have been sent to the school principal. If you have nominated a funding recipient other than your school, you will need to liaise with your funding recipient to complete this documentation.
Successful applicants who have already identified a chaplain will receive a package containing the following items:
Documents you must complete and return
- two copies of the funding agreement;
- the original Chaplaincy Code of Conduct signed by your chaplain; and
- a vendor details form (please note you must fill this in for the chaplaincy funding even if you previously received money from DEEWR through another Program).
Documents you should keep for reference
- responsibilities of the school and the funding recipient;
- guidance on how to prepare your tax invoice;
- the NSCP guidelines;
- a copy of your application; and
- information about Australian Government recognition and acknowledgement requirements.
It is in your best interest to return these documents as soon as you can to facilitate payment. The exact date for payment of funds will be dependent on a number of factors, including the return of correctly signed documentation to DEEWR.
Schools who have yet to nominate a chaplain will receive a “chaplaincy details” form. Schools have six months to nominate their chaplain from the date of the letter of offer. Once the form is returned to DEEWR, the chaplain will be vetted, and a funding agreement generated.
Why haven’t I been paid?
You may not have provided DEEWR with all the necessary details.
If you have signed a funding agreement, you must also provide DEEWR with:
- The original signed Chaplaincy Code of Conduct - PDF
(33.9 KB) RTF 
(29.4 KB)
- A correctly rendered tax invoice - PDF (32.1 KB) RTF (89.4 KB)
- The vendor details form - PDF (43.5 KB) RTF (69.3 KB)
Please note this form must be completed even if you previously received money from DEEWR through another program.
The documents must be received by DEEWR before payment can be made.
If you have not been sent your funding agreement, you may not have provided DEEWR with:
- Your chaplain details
- An appropriate funding recipient.
Can I change any of the details on the Funding Agreement?
You may only change the personal details on the funding agreement if they are incorrect or out of date. This includes if the name of your school organisation has changed, or if the Principal, Parent Body President or Business Manager listed on the agreement is no longer affiliated with the school. You must make these changes on both copies of the agreement and initial next to them. You must also let DEEWR know when you return the agreements that you have done this. You must also notify DEEWR that you have made amendments. You must contact DEEWR in writing and inform them of any changes so that they can officially update your details.
DO NOT change the chaplain details, funding recipient, or any other item in the agreement. Where these details are incorrect, you need to notify DEEWR and we will issue you with a new agreement incorporating these changes.
How long do I have to find a chaplain?
Successful schools from Round 2 have 6 months to nominate their chaplain. Once the chaplaincy details form is returned, and the chaplain is vetted, an agreement can be generated and sent. The 6 months will begin from the date of the letter of offer (i.e. until July 2008).
What if I can’t find a chaplain in time?
Previously DEEWR had requested that schools from Round 1 needing an extension of time to find a chaplain should send a written request to schoolchaplaincy@deewr.gov.au explaining their situation. Extensions were considered on an individual basis. To assist these schools further, we have extended the time allowable for Round 1 schools to find a chaplain. You will have the same amount of time as Round 2 schools – i.e. until July 2008.
Who makes out the invoice?
The funds for the chaplaincy project will be paid to the organisation you nominated as your funding recipient. The funding recipient needs to sign the funding agreement and generate the invoice for payment.
How much do I make the invoice for?
The amount specified in your letter is the total amount you will receive, including GST if applicable. In your application you specified an amount per year. These payments will be made on an annual basis, as specified in Item M of your funding agreement.
The first payment will occur after we sign the agreement. If the agreement is for 2 or 3 years, the next payments are subject to you providing a satisfactory progress report, as specified in the agreement. Your first invoice should be made out for the amount specified as your first payment.
My letter said $60,000. Do I get this all at once?
The amount specified in your letter is the total amount you will receive, including GST if applicable. In your application you specified an amount per year. These payments will be made on an annual basis, as specified in Item M of your funding agreement. The first payment will occur after we sign the agreement. If the agreement is for 2 or 3 years, the next payments are subject to you providing a satisfactory progress reports, as specified in the agreement.
Can we send the invoice in with the funding agreement?
Yes. If your agreement is ready to send, you can send the invoice for the first payment amount to DEEWR at the same time. Don’t forget to also send your vendor details form and the original Code of Conduct, signed by your chaplain
How long is the funding agreement for?
Your funding agreement will be for the period you have been successful in securing funding. This will be either 1, 2 or 3 years. This will be set out in items A1 and D of the funding agreement. (‘Terms of agreement’ and ‘Project period’).
What is the hourly pay rate for chaplains? How much tax do I withhold? How much superannuation do I pay?
The chaplains are not employed by DEEWR. They may be employed by the school, the religious organisation, or by a school chaplaincy provider, depending on the individual situation and on existing state/territory arrangements for the provision of chaplaincy services in schools. We are therefore unable to provide you with advice on the current pay rate for chaplains, superannuation, tax, or any other element of employment conditions. You may want to speak to the Department of Education in your state/territory, or to the Australian Taxation Office.
The funding agreement talks about a progress report. What goes in it?
For further information on Progress Reports and the Statement of Financial Acquittal please see below:
Newsletter for the National School Chaplaincy Program
For further information on the National School Chaplaincy Program newsletter please see below: