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Managing your SFF Project

These guidelines will help you administer your SFF funding and project. They include information about SFF reporting requirements and Inland Revenue Department (IRD) requirements.

These guidelines are based on the experience gained by others. They will reduce the time it takes you to establish a project, and help you ensure your project runs smoothly.

You can read the guidelines on screen (use the links below) or download the guidelines as a PDF (633KB – download Acrobat Reader)

Contents

• Introduction
• Project Set Up
• Operating Your Project
• Financial Management
• Reporting to SFF
• Contact the Sustainable Farming Fund
• SFF Website

Appendices

• 1   Project Management Committee – Sample Terms of Reference
• 2   Letter to IRD Requesting Change in Balance Date
• 3   Letter Requesting Income Tax Exemption
• 4   Inland Revenue Department Requirements
• 5   Non-Profit Groups and Incorporated Societies
• 6   Group Rules or Constitution for Non Profit Groups
• 7   Letter to IRD Notifying Liquidation of Project Group
• 8   Rules or Objects of an Incorporated Society: Guidelines and Comments
• 9   LogFrame
• 10 Terms of Reference/Request for Tenders
• 11 Project Management Committee – Sample Agenda and Minutes
• 12 Sample GANTT Chart
• 13 Tender Document
• 14 Contract for Subcontractor and Consultant
• 15 Consultancy Contract
• 16 Contractors Progress Report (Word file 31KB)
• 17 Publishing Requirements
• 18 Cashbook Spreadsheets
  • Manual Spreadsheet (Excel file 306KB)
  • Electronic Spreadsheet (Excel file 136KB)
• 19 Template for Recording In-kind Meeting Expenses (Word file 154KB)
• 20 Recording In-kind Contributions (Word file 171KB)
  • Calculating In-kind Contributions (Excel file 28KB)
• 21 Progress Report Template
• 22 Request for Grant Payment Form and Guidelines
  • Request for Grant Payment Form - sample only (PDF file 32KB)
• 23 Template for Project Brief and Example (Word file 152KB)
• 24 Final Reporting Template (Word file 134KB)
• 25 Final Financial Template (Excel file 20KB)

Contact for Enquiries

Fund Administrator
Sustainable Farming Fund
Ministry of Agriculture and Forestry
PO Box 2526
Wellington

Tel: 0800 100 087
Fax: 04 894 0741
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