Disability grant frequently asked questions

Below are answers to some of the questions we're commonly asked. We have divided these into sections and will add more from time-to-time. If you can’t find an answer to your question here contact us at grants@tepou.co.nz

  1. What grants can I apply for?
  2. Specifications of available funding
  3. Types of expenses that can be applied for
  4. Account registration and logging in
  5. Managing an account
  6. Making an application
  7. Once an application is submitted
  8. My application was unsuccessful
  9. Awarded grants

1. What grants can I apply for?

Refer to the specific grant links below. If the grant information on the webpage doesn't answer your question please email us at grants@tepou.co.nz

The Te Pou team cannot identify which grant is applicable to applicants, rather our role is to provide information about the grant including the criteria.

Criteria for each grant is set by the Ministry of Health and not Te Pou. Te Pou is responsible for making sure applicants adhere to the specific criteria of a grant.

2. Specifications of available funding

The training programme we are wanting to put in a grant application for doesn’t start for a few months. Would the grant still fund this? 

Yes, the training grants can be used up to three months after the grant has been awarded. 

I see in the grant eligibility requirements that all funded applicants must be a New Zealand citizen or a permanent resident. Is Te Pou responsible for checking proof of residency? 

No, it is up to the applying organisation to make the required citizen or residency checks for any staff or individual applied for. 

3. Types of expenses that can be applied for

Can we apply for travel and accommodation costs for our staff to attend a training or workshop programme? 

Travel and accommodation costs can be included in the application only for staff or participants with a disability. 

Can we apply for travel and accommodation costs for facilitators coming from overseas? 

This will be considered on a case by case basis. We suggest you provide rationale for bringing in facilitators from overseas in the learning activity section of your application. You can also provide supporting information about costs in the budget section of your application.

Can we apply for grants for our staff or consumer and their whānau to attend a training or conference that will be run overseas?

Our grants can only support costs of trainings being delivered in New Zealand. Please refer to the eligibility criteria.

4. Account registration and logging in

I am trying to register on the grants portal but it won’t accept my email address.

The grants portal is only able to accept self-registration from organisations with email addresses that have organisational domains, such as tepou.co.nz. It will not accept self-registration from organisations that use emails from the following domains: gmail, hotmail, ihug, xtra, Vodafone and email domains outside of New Zealand. If your organisation uses one of these domains, you will need to contact grants@tepou.co.nz and we will arrange your registration for you.

I have registered on the grants portal but I didn’t get a confirmation email.

Once you have signed up on the portal an automated email will be sent to the email address that you used to sign up. If you have not received an email, check your spam or junk mail. 

I checked my junk and spam mail but still haven’t received a registration email.

Email us at grants@tepou.co.nz and we will let you know what to do.

I have forgotten my username or my password.

Your username is your email address that you used to register or set-up your account on the portal. You can reset your password by going into the portal login page and clicking on the 'Forgot your password' link.

I am having trouble logging into my portal account – I am getting an error message that says my username or password is not valid?

Please check that the username you are entering is your email address that you used to register on the portal. You can reset your password by following the prompt on the login page.

My organisation is registered on the portal but we can’t submit applications. An error message says we can’t be verified on the grants portal. Why is that?

If your organisation registration is not verified on the portal this may be because you do not meet the eligibility criteria. Your organisation must hold a current Disability Support Service contract with the Ministry of Health or you must be part of the Disabled Peoples Organisation (DPO) coalition. Find out more about who can apply.

5. Managing an account

My organisation already has an account. Can we create another one using a different work email address? 

Unfortunately, only one registered account per organisation is permitted. You will need to use the login details associated with your organisation’s account. If you do not have access to this, email us at grants@tepou.co.nz and we will let you know what to do. 

The person who is responsible for managing our organisations account is away on leave or has left permanently. Can I create a new organisation account?  

You can only have one registered account per organisation. First, check with other staff in your organisation in case someone already has access to your organisation grants portal account. If you cannot find anyone who has access, please contact us at grants@tepou.co.nz

Can we add or remove account users ourselves?  

Yes, an existing account administrator can add or remove users themselves.  

To remove a user: 

Login to the portal > settings > users > click on the user whose access needs to be closed > close account > confirm account to be closed. 

To add a user: 

Login to the portal > settings > users > add > enter person’s name and email address.  

Our organisation or provider name has changed, can we update this name change in our account/profile ourselves? 

Yes, any account administrator can update their account/profile name. Login to the portal > account information > update name. 

Can I reopen an organisation account on the grants portal after I have closed it? 

Yes, organisation administrators can reopen accounts. Go to settings and then users. Click on the closed user account in the list of users. Click on the restore account button on the bottom right. You will receive an email with an account verification link. The account will need to be verified before you can log into the portal.  

6. Making an application

Is there a paper version of the application and can we email an application? 

Unfortunately, there is no paper version of the application. It can only be completed and submitted via the online grants portal.  

As part of the DPO coalition we are eligible to access the grants, however the application form asks that we provide a Ministry of Health provider number and a current contract number. We don’t have any of these. 

That’s OK - if you are an approved DPO coalition organisation we don’t require these numbers from you. Just put ‘DPO’ in place of these numbers when asked. Can we clarify this in the portal, eg MoH provider # or write DPO if you don't have this? 

Where can I access the grant application question template?  

We aren't able to provide the application form prior to the round opening. However, we have provided an outline of the type of information that you will need to provide in your application form. Check what information you may need. 

I am not able to upload the participant information Excel spreadsheet for our application. I downloaded the template and have created the list, but when I try to upload it I get an error message. 

The Excel spreadsheet is an easy way to add participants to your application, particularly when there are many of them. The spreadsheet won’t upload if new columns have been inserted or if the drop downs haven’t been used. Just add the names and use the drops downs to select demographic information <add a link to Excel help describing what a ‘drop down’ is.> 

Why is it mandatory to provide demographic information of participants? 

The demographic information about participants is collected for the Ministry of Health in order to identify and report on trends. Individuals are not identified, and information is anonymised. For more information about this see the grant terms and conditions

My organisation is registered on the portal but we can’t submit applications. An error message says we can’t be verified on the grants portal. Why is that? 

If your organisation registration is not verified on the portal this may be because you do not meet the eligibility criteria. Your organisation must hold a current Disability Support Service contract with the Ministry of Health, or you must be part of the Disabled Peoples Organisation (DPO) coalition. Find out more about our eligibility criteria. 

7. Once an application is submitted

My application is pending on the grants portal. When will I find out the outcome of my application? 

For the consumer leadership development grant and workforce development grant, we aim to complete the moderation process and notify you with an outcome a few weeks after the round closes. 

For training grants you will know within a few working days from the application submission date.

8. My application was unsuccessful

Our application was unsuccessful for this grant round, will we get feedback on how we can improve our chances of success in the next round? 

All unsuccessful applicants receive an email notifying them of this. However, as stated in the grants terms and conditions we are not obliged to provide individual feedback to unsuccessful applicants. 

9. Awarded grants

When things change

I have a staff member who was funded to complete a training and due to various reasons can no longer complete this. Would we be able to replace them and use the funding for another employee to attend the training? 

Yes, you are welcome use the funds for another person to do the same training. If a suitable replacement cannot be found please let us know at grants@tepou.co.nz 

Can we change the start or finish date of our learning activity? 

We understand that due to unforeseen circumstances changes to start or completion dates of the learning activity may occur. You will need to email us at grants@tepou.co.nz to let us know the new dates. We will advise you if the new dates are acceptable. 

We have had to cancel the learning activity. How should we proceed? 

Send us an email at grants@tepou.co.nz and tell us. We will then let you know the next steps. 

We have been awarded a grant but some of the participants are not able to make the training activity anymore. How do we withdraw these participants, and can we replace them with new participants? 

Keep a track of who completed the training. After the training is completed you will be sent an email from the grants portal asking you to complete a final report. At that stage you can let us know who completed, who withdrew and, if you need to, you can add additional people.

We had someone who did not complete the training they were funded for and no one took their place. What happens with the unspent funds?

When you go into the report you will need to first enter a training completed date. You can put in the current date. Then you will be able to complete the rest of the report and indicate the particular person as withdrawn. This will trigger a clawback process and you will receive instructions for returning the funds within a couple of days after that.

Reporting

Why do we need to do a report? 

The terms and condition of your grant state that we require you to report to us at the end of the learning activity. We use this information to understand how effective the training was and several other measures. We also need to know if all the grant funding was spent. 

When is my report due?

You need to submit your final report a month after the last participant has completed the learning activity, unless an extension was requested and approved.  

Our report is due but not all participants have completed the learning activity yet. What do we do?

Send us an email at grants@tepou.co.nz and tell us the grant number, the reason for delay, and what the expected completion date will be. We will let you know if that is acceptable and of the new reporting date. 

Where can I see the final reporting template questions?

Once your grant is active you will be able to see the questions, but you won’t be able to submit your report until after the learning activity is completed. You will have a month after the learning activity is finished to complete the report. 

Can I get a copy of my submitted grant report?

Yes, you can download a copy of the report from the portal. Once logged in > completed tab > select the grant the report was completed for > download.

Invoice processing

I have tried to upload an invoice using the browse system in the portal as instructed but when I submit it comes up with an error message. I have emailed it to the grants inbox. Will you be able to accept it? 

Sorry but only invoices uploaded to the grants portal can be accepted. Uploading an invoice to the grants portal is very similar to attaching an invoice to an email. When uploading, browse to that location on your computer where the invoice is saved, select the document, then click upload. If you upload the wrong document don’t worry, you can try again.

Can we invoice for just some of the grant? We are still confirming some of the costs involved.

We require you to invoice us for the full amount used - but no more than the granted amount. If you don’t end up spending all of your grant you can tell us later - you may be required to return unused funds.

Our grant application was approved, but we only need some of the funds now. How much should we invoice?

You can invoice for less than the amount granted, but not more. However, once you have invoiced for less you can’t claim the rest later.