Veterans Capital Works Grant Program

The program guidelines include further information about the objectives of the Veterans Capital Works Grant Program, eligibility and assessment criteria and activities that can and cannot be funded.

Download the program guidelines before you apply:

Who can apply?

Victorian based organisations providing services for veterans, their families and communities are eligible, including:

• ex-service organisations
• local government authorities
• not-for-profit organisations.

Our grants programs support veteran communities to:

• improve veteran community infrastructure
• improve the use of facilities for veterans, their families and communities
• expand the use by other organisations
• improve facility efficiencies or effectiveness.

Applications from other organisations may be considered on a case-by-case basis.

To be eligible for funding, applicants must:

• be an incorporated body - or you can arrange for an incorporated organisation to act as an auspice on your behalf
  • if you require an auspice, refer to Auspice arrangements
  • failure to be incorporated or provide details of an Auspice arrangement could result in your application being withdrawn
• have an Australian Business Number (ABN) or provide written advice from the Australian Taxation Office that no withholding tax is required from the grant payment
• be financially solvent
• be based in Australia, provided the project is located in Victoria
• have submitted a final report or progress report for any previously provided or current Victorian Government Grant.

Unincorporated organisations are eligible if they are a:

• government entity – for example, a local council
• registered educational institution
• social enterprise with a clearly stated purpose or mission that specifically relates to supporting the welfare and wellbeing of veterans. Note: Social enterprises must attach their constitution with their application.

Social enterprises:

• are led by an economic, social, cultural or environmental mission consistent with a public or community benefit
• derive a substantial portion of their income from trade
• reinvest the majority of their profit/surplus in the fulfilment of their mission (at least 50%).

Also, to be eligible, your organisation must:

• show that your main activity is providing welfare or wellbeing services or supports to the ex-service community in Victoria
• be financially solvent
• be based in Australia. Funded projects must be delivered in Victoria.

Who cannot apply for a grant?

Organisations that cannot apply include:

• state and federal government departments
• individuals and sole traders
• public companies limited by shares (unless the foundational document can prove not-for-profit status)
• commercial (for profit) enterprises, unless designated by the Australian Taxation Office as an income tax exempt charity or income tax exempt entity or similar
• organisations that have failed to comply with the terms and conditions of previously awarded grants from any of the department’s grant programs
• groups whose projects are the responsibility of another Victorian government department
• hospitals and health service organisations.

If your organisation is not incorporated or does not have an ABN, you may still apply. An eligible auspice organisation that has agreed to manage the grant for you will need to auspice you. See Auspice arrangements for more information.

Will my organisation need to enter into an auspice arrangement when applying for a grant?

An auspice arrangement is when an incorporated organisation assists an unincorporated organisation to fund a grant activity or event. Your community group or organisation is the grant recipient. The organisation is the auspice organisation.

The incorporated organisation is known as the auspice organisation. Unincorporated community groups or organisations are known as the grant recipient.

The auspice organisation will be responsible for signing the funding agreement and managing the funds on your behalf. By executing the funding agreement, the auspice organisation:

• remains bound by and must act in accordance with its terms and conditions
• is ultimately responsible for and accountable to the Department of Families, Fairness and Housing for the proper use and acquittal of funding.

A letter from the auspice organisation outlining this commitment must be attached to your application.

You can find out more by downloading the Auspice arrangement template:

The auspice organisation must formally agree to support your application prior to submission. Applications that do not provide evidence at the time of submission may have their application declined.

We look at how your project benefits the ex-service and wider Victorian community.

We assess your application against the following criteria:

Outcomes and benefits delivered: 

The extent to which the project:

• improves the use of facilities for veterans, their families and communities
• expands the use by other organisations or improves facility efficiencies or effectiveness.

Why the project is needed and how it responds to the needs: Evidence that the project:

• overcomes deficiencies; responds to an identified need, gap, risk or issue or increases use of the facility
• supports the long-term plans of the organisation or for the building.

How the project is delivered: Including

• project details
• planning and delivery
• realistic time frames
• financial viability
• value for money
• contributions towards the project.

Who is involved in the project and what support exists: Including

• details of the key stakeholders and their level of support for the project
• evidence of usage and other relevant agreements and project consultation.

How urgent the works are: The assessment considers:

•  primary concerns the project meets
•  current condition of the facility, such as dangerous, unusable or inaccessible conditions.

We assess your application competitively against other applications.

Note:

• Applications are assessed during the 2 to 3 months after the closing date.
• We may contact you if we need more information.
• We notify successful and unsuccessful grant applicants in writing.
• Successful grant applicants are required to enter into a Victorian Common Funding Agreement (VCFA) with the department.
• Project deliverables, milestone dates and payments are included in the VCFA.

You should not have any expectation of receiving ongoing annual funding.

All decisions are final. This includes decisions about:

• any aspect of the funding application
• eligibility and assessment process
• any decision to offer or award a grant under Veterans Capital Works, or
• withdrawing or cancelling the offer or award of a grant funding agreement.

Property ownership

Evidence must be provided of ownership of the property. Where the applicant organisation does not own the premises on which work is proposed the following are mandatory:

Written consent from the relevant property owner (for example, RSL Trustees, local government, Department Environment, Land, Water and Planning) approving the project

Evidence from the property owner or landlord that the organisation has approval to use the property for at least 2 years into the future from the completion date of the project.

Building regulations, universal design and environmentally sustainable design

Applications must construct in accordance with relevant legislation, regulations and Australian Standards, and only licenced and qualified contractors and trades can be used (e.g. builders, plumbers, electricians).

Applications are encouraged to demonstrate where principles of Universal Design and Environmentally Sustainable Design have been incorporated (where applicable) and that the project meets relevant legislation and Australian Standards.

Universal design

Projects that result in more accessible and functional venues through improving access (e.g. ramps, lifts, wider doors etc), functionality and usability (e.g. design that accommodates the diverse range of user needs).

Environmental sustainability

Projects that result in energy efficiencies, reduced consumption and costs. Examples: insulation, solar panels, upgrading electrical systems, water efficiencies, improved lighting, heating/cooling, ventilation systems.

Applications must address the Assessment Criteria above.

Priority may be given to applications that:

• address occupational health and safety, or regulatory compliance issues
• enhance access and usability of the facility
• increase usage
• support organisations that have limited revenue streams
• if from an organisation with multiple revenue streams, offer to match the value of the grant, or offer in-kind support.

Lower priority may be given to applications that:

• support organisations with multiple revenue streams
• have previously received a grant through this program
• can be funded or subsidised through other programs.

What can the grant money be used for?

Examples of Veterans Capital Works projects we might fund include:

• upgrade or development of:
  • meeting rooms
  • service delivery
  • activity areas
• improvements to:
  • kitchens
  • bathrooms
  • toilets
  • outdoor undercover areas
• improving access through:
  • ramps
  • floors
  • widening doors or corridors
  • accessible toilets and meeting areas
• improving sustainability, such as:
  • water tanks
  • solar panels
• improving the venue:
  • layout
  • flooring
  • roofing
  • windows or other aspects
• libraries, storage or museum spaces for war heritage collections.

Lower priority may be given to applications that:

• support organisations with multiple revenue streams like electronic gaming
• have previously received a grant through this program
• can be funded or subsidised through other programs.

What cannot be funded:

Projects that the program cannot fund include:

• repair and restoration of existing war memorials:
  • for these projects see Restoring Community Memorials and Avenues of Honour Program
• projects located outside Victoria or on Defence land
• buying or restoring weapons, or decommissioning military assets and armoured vehicles
• ongoing staffing, administrative, advertising, office or equipment costs – for example:
  • IT equipment
  • musical instruments
  • sporting equipment
  • white goods
  • coffee machines
• landscape beautification and cosmetic improvements
• university research projects
• buying vehicles. For example:
  • cars
  • buses
• veterans’ reunions and conferences
• personal memoirs, unit and ship histories
• functions and event catering
• interstate and overseas travel
• printing costs
• publishing books.

Also, the program does not support activities that:

• are funded primarily under another state, Australian government or local government program
• are within the responsibility of:
  • another state, Australian government or local government program
  • have already started or have been completed – including any activities undertaken before the notification of the application outcome
  • are private sector projects undertaken because of a Victorian government contract.

Note:

• If you’re not sure if a cost is supported under the Veterans Capital Works program, contact the Office for Veterans before submitting your application (refer to ‘More information and assistance’).
• You may be offered a smaller funding amount than you applied for. We may ask for a revised project plan and budget.

Step 1: Prepare supporting documents

Your application is more likely to be successful if you provide a high level of detail to support your request.

Prepare the following documents and submit them with your application (where required):

• detailed budget and written quotes for project costs
• letters of support from other organisations, agencies or partners involved in the project
• High resolution photos showing the location of the proposed project, damage, deterioration and work needed, including close-up and long-distance images and any draft designs
• letter from Local Government Authority or Crown Land manager (for projects on public land), including approvals, their role and who is responsible for maintenance and ownership after completion
• details of any community consultation to support your application
• project plans with start and end dates, timelines for key activities, responsibilities and implementation stages.

If the necessary documents aren’t supplied, your application may not be considered.

Step 2: Apply online

Grants Gateway login

Applicants will be notified by email around Anzac Day 2024.

To find other Victorian Government funding opportunities, you can log in to the grants gateway and search for grants under the Available Grants tile or visit the Grants and program webpage. 

For users returning to view a submitted Office for Veterans application, log in via the grants gateway and you will find applications under the My Submitted Applications tile.

If you are successful, you will be required to enter into a Common Funding Agreement with the Department that sets out the terms and conditions along with reporting requirements of the grant.

It may not be possible to fund all projects for which applications are submitted. You may however be offered a smaller funding amount than applied for in your application. In this instance, a revised project plan and budget may be requested.

The project must be completed within the timeframe specified in the funding agreement. Any variation or extension to an approved activity must be requested in writing and submitted to the Department for approval prior to implementation.

Funds must be spent on the project as described in the application and Common Funding Agreement and any unspent funds must be returned to the Department.

A final report is required to acquit the grant (see Reporting section below).

• Successful applicants are required to fill out reports in line with their funding agreement.
• A final report is required to acquit the grant and issue final payment (if applicable).
• If you have any outstanding final (acquittal) or progress reports for any Fairer Victoria funded program, you will need to submit your report in order to receive new funding.
• For any enquiries or to submit a report, email veteransgrants@dffh.vic.gov.au

Reporting templates

A condition of funding requires that the Victorian Government is acknowledged in:

• speeches and presentations about the project at openings or launches
• press releases
• documents, publications, websites, reports, brochures, posters, fliers and signage for example
• the government should also be given the opportunity to contribute a message for any relevant publication
• Failure to meet these requirements may result in future grant applications not being considered.

Download a copy of the Acknowledgement and Publicity Guidelines:

You can also refer to the funding agreement for details of these requirements.

Government representative opportunities

Where possible you should give the Government’s representative an opportunity to open or launch the funded project, and invite them to events.

If you launch or open the funded project at a public event or similar, you must give the relevant Minister the opportunity to officially open or launch the project. You must also invite key Department representatives and the Minister to all significant events associated with the project.

You will need to give adequate notice (DFFH recommends at least two months’ lead time) and work with DFFH to coordinate the Minister's, or their representative’s, role in the opening or launch, or their attendance at events.

For general enquiries, call the Grants Information Line on 1300 366 356.

If your question is urgent, or relates directly to this program, contact us directly by emailing veteransgrants@dffh.vic.gov.au.

When you contact us, please provide us with the following information:

• your organisation
• your name and position
• your phone number
• your email address (if different to the address you're emailing from)
• application or opportunity (OPP) reference number (if applicable)
• the grant program you are enquiring about
• your enquiry.

We will endeavour to address your question either by return email or phone call as soon as possible.