UGV is pleased to offer your organisation a grant. The conditions below, alongside your grant confirmation email, ensure we have a common understanding of the requirements to be satisfied. We aim to be flexible and responsive. In turn we expect you to fulfil the conditions we’ve outlined.
Please note that if changes happen without our agreement, we reserve the right to withdraw your grant offer.
Communication is key. While we hope your project progresses, if you are unable to use your grant as outlined in your application and/or within your agreed grant period and/or if changes might be required, please contact UGV as soon as possible and in good advance of your advised last drawdown date. We will discuss your situation and agree a way forward. This also applies if your organisation does not meet any specific requirements that apply to your grant. These will be made clear in your grant confirmation email.
By accepting a grant, you agree to the following general terms and conditions.
Purpose
When we award a grant, it will be based on the project outlined in your application and as stated in your grant confirmation email.
Offer
When we make an offer, it may have specific conditions attached to it. Please check your grant confirmation email carefully and ensure you fully understand the terms. We advise you to keep a copy of this email. If you have queries, please log into your UGV Grantseeker Portal record and check to see if your query can be answered by the information noted there. If not, please direct any queries to grants@ulstergardenvillages.co.uk as soon as possible.
Conditions and General Requirements
You must confirm that you have the right and authority to receive and expend the grant for the stated purpose and require no third-party consent.
We reserve the right to cancel a grant or require repayment if we find that any material information provided on the application form or during the assessment process was misleading, inaccurate or fraudulent.
We like our grants to stimulate further fundraising. This has the aim of supporting diversification of funding and sustainability. If you are unable to raise the balance of funding and/or need to amend your total project cost, as outlined in your application, this may affect the amount pledged by UGV. For example, if we pledged £50,000 against a total project cost of £300,000, and you are only able to raise a further £100,000 and notify UGV that you feel you can deliver the project for £150,000, this may impact on the final grant then agreed.
Where the grant is conditional on you securing the remaining funding for your project and you have been unable to do so, UGV may either vary the grant or make the decision to withdraw the grant. If there is a material change to the nature or cost of the project or your organisation’s ability to deliver the project, or where we have supported you in a capital project, any material change to the use of the building, you must discuss this with UGV as soon as possible.
Major changes or difficulties should be reported immediately and note that you must tell us if your organisation is in financial difficulties, planning to merge, at risk of losing its charitable status or of insolvency, administration, receivership or liquidation or if any regulatory or statutory body is taking action against you.
Any changes to a grant must be agreed in writing with the CEO of UGV. If the grant, or any part of it, is not used for the purpose specified, or is unspent, UGV may ask for it to be returned.
If you do not drawdown within the advised period (within 2 years of your grant confirmation email), your grant may become ineligible.
The grant is provided on the basis that the costs it is meeting have not and will not be secured from other sources.
Vouching documentation must be kept for all expenditures paid with the grant as accounting records may be checked by UGV. We reserve the right to obtain evidence of approved expenditure at any time.
Communication
We are interested in hearing how our funds are working for you and your project. In reporting progress to us, we expect to receive reports within 14 months of the grant having been paid or for instalments, in advance of the next scheduled payment request and then within 14 months of the final grant payment.
Please refer to the UGV Grantholders section INSERT LINK for tips on good reporting.
UGV requires that you acknowledge our support in any relevant published or public communication. Please refer to the Grantholders section INSERT LINK for more information.
Data Protection
We hold the contact details of your named organisation and the contacts named on the application on our database for the purposes of the administration of the grant. We reserve the right to share this information with appropriate parties, such as The Charity Commission, for the purposes of managing the grant. Please notify UGV if there are changes to the contact information for the organisation or the person who is managing the grant. By contacting UGV, the contacts named in the organisation’s application may request that their details are expunged from our database. Where contact details are removed, we require your organisation to supply UGV with details of alternative contacts.
UGV shall ensure it shall at all times comply with all data protection laws applicable in the jurisdiction in connection with the processing of personal data (as defined in data protection laws).
Grant payments
Once your grant acceptance has been noted and a copy of your redacted bank statement uploaded on your record on the UGV Grantseekers portal, we will agree a payment schedule with you. If your bank account details change, please notify us by emailing grants@ulstergardenvillages.co.uk, amend your details on your portal record and upload a redacted bank statement showing the new bank details.
The sum awarded should be accounted for as a restricted fund within your accounts.
Payments will be agreed once any specified conditions, as outlined in your grant confirmation email, have been met and evidenced.
The majority of the projects which UGV supports will be required to evidence that the balance of funding has been raised and that the project is progressing.
Where required and relevant, for capital work, equipment, services or expenditure, we will specify if planning permission, quotes, signed contracts or invoices will be required.
If purchasing a building, UGV will require a copy of the signed purchase agreement, evidence of cost of acquisition and confirmation of ownership. If the building is sold or disposed of within a period of 15 years or used for any other purpose other than that disclosed within your application, the grant would become immediately repayable. UGV should be advised prior to any changes of use or disposal occurring.
For capital works on a rented building/space, UGV will require a copy of the lease/rental agreement. If your organisation moves out within 5 years, UGV must be informed. It may be the grant will need to be repaid.
For salaries, we will require the job description, confirmation of dates for recruitment, confirmation of the person employed and the signed contract.
Any part of the grant can be withheld at UGV’s discretion, and you should also note that if you are unable to spend all or part of your grant within your grant period, you should contact UGV as soon as possible.
Legal, accounting and financial controls should be maintained in order to receive and administer the grant. They should be retained with proper back up and recover contingency during the grant period and for 6 years thereafter.
Monitoring
UGV will be given access to inspect the books, records, receipts, vouchers and invoices in relation to the grant by prior arrangement if required.
We should also be notified of any delay or dispute in relation to any contract which concerns the purpose of your application and whether any contract had happened or may happen.
Safeguarding
We expect our grant holders to have appropriate safeguarding policies in place and to comply with such laws and practice for the duration of the grant period.
All applicants to UGV are required to operate an Equal Opportunities Policy.
Any organisation that we fund should make sure that staff and volunteers have the skills, training and experience to do the roles. They should have received appropriate child protection training where relevant and ensure that all laws and legal obligations in the use of the grant, including those necessary to carry out its purpose and that all legal requirements for the protection of children and vulnerable young adults are fully complied with.
UGV reserves the right to delay payment of the grant, or to withdraw it altogether, in the event of misrepresentation, serious criminal behaviour or other wrongdoing which, in their view would have influenced its decision to award the grant had it been known at the relevant time or which, by association or otherwise, risks harming our reputation. Please notify us immediately if any of the above occur and of any serious incident report made to the Charity Commission during your grant period.
Where we have provided a grant for a building or land, it’s use may be agreed for a minimum of 15 years, and during this period is not sold, exchanged or mortgaged without our prior written consent. It is also essential that any building and/or any equipment associated with the grant is properly maintained.
If you have any queries, please contact grants@ulstergardenvillages.co.uk
We very much look forward to working with you.