Application process
What are the key dates for the program?
- applications open (by invitation only): 10am, Monday 1 June 2026
- applications close: 4pm, Monday 6 July 2026
- application assessments: July–September 2026
- notification of outcomes: October 2026
- contracting: From October 2026
- project commencement: From November 2026
- latest possible project completion: 30 June 2028*
*Unless negotiated with and at the discretion of the Department of Transport and Planning (DTP)
Who do I contact to discuss the application process and requirements for my application?
For program enquiries (e.g., eligibility, funding, project scope), please email cleanair@transport.vic.gov.au
For technical support (e.g., Expression of Interest or Application portal issues), please email vic.freight@grants.vic.gov.au
How can I submit an application?
Applications must be submitted via the DJSIR Grants Portal.
Applications close at 4pm, Monday 6 July 2026.
Late applications will not be accepted.
Can I apply using a different ABN or on behalf of another business?
No, only businesses invited to apply can submit an application.
Can I partner with another business on a project?
Yes. Partnerships or consortia are allowed, but one eligible Victorian freight operator must be the lead applicant and enter into the grant agreement.
The lead applicant should be the same as the one who submitted the Expression of Interest.
Can I apply if my business uses subcontractors?
Yes. A freight operator business that uses subcontractors is eligible to apply for the grant.
Brokers applying on behalf of subcontractors are not eligible.
Can I apply for a different project than the one I submitted in the Expression of Interest?
The project purchases and activities may have slightly evolved since the EOI submission, but the project outcome must remain the same. For example, changing the brand of truck to be purchased due to market availability would not impact your application’s assessment.
However, significant changes to the application, such as changing from the purchase of heavy vehicles to cargo vans may impact the success of your application.
It’s recommended that you discuss any major changes with DTP before submitting an application. Please email cleanair@transport.vic.gov.au
Can I request a different amount from the one we requested in our Expression of Interest?
Yes. Any funding information in the application will be treated as your final submission (over and above what was indicated in the EOI).
Can my application indicate a different level of co-contribution compared to what we indicated in our Expression of Interest?
Yes. You can change your level of co-contribution from what was indicated in your EOI, provided you still meet the minimum requirement of a 1:5 ratio. Higher levels of co-contribution will also be looked upon favourably during assessment
Any information in the application will be treated as your final submission (over and above what was indicated in the EOI).
Does receiving a successful Expression of Interest guarantee a successful outcome for the application?
No. Applicants with a successful Expression of Interest outcome will be invited to submit a formal application.
The application will be assessed against the assessment criteria as shown in section 4.2.1 of the program guidelines and awarded funding through a competitive merit-based process.
What project documents do I need to submit with my application?
The documents required depends on the type of project being delivered.
- evidence of cash co-contribution funding (mandatory)
- WorkCover Certificate of Currency (mandatory, if applicable)
- vehicle registration for existing vehicles to be replaced
- evidence of land ownership/tenure where the project activity will occur and/or the home garage site for heavy vehicles (mandatory)
- project plan (mandatory for equipment and infrastructure projects), and
- other project documentation such as project plans, schematics, permit applications (as required)
Further information can be found in section 4.1.1 of the Program Guidelines.
What financial documents do I need to include with my application?
Audited Financial Reports for the past three financial years (2022-23, 2023-24 and 2024-25 financial years), including
- profit and loss statement
- balance sheet(s)
- cash flow statement
- Directors’ Report and Declaration
- notes to the accounts (if applicable)
- where the audited or accountant-prepared financials for the most recent reporting period is more than 6 months, the following are required:
- profit and loss statement and a balance sheet
- in case of public listed corporations, half-yearly financial report
- [optional] Profit & Loss and Cashflow Projections, using the supplied template, to be prepared or verified by an Accountant for the following periods:
- 1 July 2025 – 30 June 2026
- 1 July 2026 – 30 June 2027
- 1 July 2027 – 30 June 2028
Or - 1 January 2026 – 31 December 2026
- 1 January 2027 – 31 December 2027
- 1 January 2028 – 31 December 2028
Note:
- If audited financial reports are not available, financial statements must be prepared by a registered accountant listed with the Tax Practitioners Board (TPB). Applicants will be contacted directly and advised of the specific requirements
- Comparative figures embedded within another final report are not accepted.
What is an audited financial statement?
An audit is a detailed process that provides a high level of assurance to the users of financial reports. An auditor must follow auditing standards to identify material misstatements and to reduce the risk of fraud.
The requirement to have financial statements to be audited depends on the size and type of business
My business’s financial statements are not audited. What do I submit instead?
If audited financial reports are not available, financial statements must be prepared by a registered accountant listed with the Tax Practitioners Board public register(opens in a new window).
Where can I find a financial statements template?
Business Victoria has a financial statements template available on the Business Victoria website.
Where can I find a cash flow forecasting template?
Business Victoria has a cash flow forecasting template available on the Business Victoria website.
Where can I find my Certificate of Currency for WorkSafe?
You can request a certificate as evidence that you or another business has current WorkCover insurance.
For more information, please visit the WorkSafe Victoria website.
How should I name the files to be attached to my application?
Please ensure all files are named using the following format:
Document Type - Year or date period - Business Name
For example:
Financial Report - 2022-23 - Business Name
WorkCover Certificate - 1.8.2025-1.8.2026 - Business Name
I have a document that exceeds the 5MB limit in the application form. How do I submit the attachment?
Please email any attachments larger than 5MB by emailing vic.freight@grants.vic.gov.au
What is the deadline for completing funded projects?
Projects must be completed within 18 months of executing the grant agreement.
Extensions may be negotiated (e.g., for infrastructure projects) at DTP's discretion.
Am I allowed to seek and utilise other grant funding from the Commonwealth or State governments (i.e. ARENA grants)?
Yes, you may seek more than one grant opportunity. However, your grant funding applications must be for different projects and/or expenses.
For example, if you are seeking support from the VFDC program for electric trucks, you should seek funding from other grant programs for other decarbonisation expenses, such as charging or charging infrastructure.
Do I need quotes from suppliers before I submit the application?
It’s recommended but not mandatory that you provide quotes from suppliers. Projects with supplier quotes demonstrating project readiness will be prioritised.
Do I need to obtain permits before submitting my application?
It’s recommended that the applicant obtain necessary permits before submitting a formal application. It’s the applicant’s responsibility to ensure they have obtained all necessary permits.
Project eligibility
Are second hand vehicles eligible?
Second hand low or zero emissions vehicles may be eligible if they meet Australian Design Rules, have a Victorian garage address, and meet the program’s commercial use requirements.
Are retrofits on existing vehicles eligible or does the vehicle need to be new?
Yes, retrofits that support decarbonisation are eligible.
Can infrastructure be installed at a rented site?
Yes. The applicant will be required to demonstrate the right to use the site for the duration of the project (e.g. lease agreement and owner consent).
Are light commercial vehicles eligible?
Light vehicles (with a Gross Vehicle Mass of less than 4.5 tonnes) may be eligible if they are used for commercial freight operations and meet the low or zero-emissions criteria.
Are solar generation or battery storage eligible?
Yes, if they form part of a broader decarbonisation project, projects that directly support the charging of low or zero-emission freight vehicles may be eligible.
If I lease a vehicle, who must hold the lease?
The applicant's business must hold the lease directly. Sub leases or vehicles leased by third parties are not ineligible.
Is ongoing maintenance covered?
No. Routine operating or maintenance costs are not eligible for funding.
Am I required to replace my existing vehicles?
No, you are not required to replace your existing fleet with the vehicles purchased through this program.
However, your program will be prioritised if you indicate that you are fully or partially replacing existing ICE vehicles.
If you indicate that you intend to replace vehicles in your current fleet during the application process, you will be expected to show evidence of this as part of your grant agreement milestones.
Assessment process and outcomes
How can I check the status of my application?
Your application status is located on the home page of the DJSIR Grants Portal. You will need to log in to access the Grants portal dashboard.
Application outcomes are expected to be provided in October 2026. Any changes to this timeframe will be communicated to applicants.
How will the application be assessed?
Applications will be reviewed against the assessment criteria and undergo due diligence checks, including financial risk assessments.
Eligible applications will be assessed by an assessment panel composed of department staff. Applications will be scored against the assessment criteria to rank projects.
Who can enter into a grant agreement on behalf of my business?
A person (or persons) who has the authority to enter into an agreement.
The number of signatories will depend on the type of business. Requirements will be communicated to successful grant recipients during contract negotiations.
Do I need to wait for the grant agreement to be signed before starting my project?
Yes. Projects must not begin until a grant agreement has been signed by both the successful applicant and the Victorian Government.
Any work started before the grant agreement is executed will not be funded.
What should I do if my project is delayed?
Extensions may be considered for infrastructure related delays, but only by negotiation with DTP. Extensions are not guaranteed.
Reporting requirements
What reporting will be required if my application is approved?
The following reports will be a mandatory requirement
- Share project data
- Track costs, such as for fuel, charging
- Participate in evaluation activities
Specific reporting requirements will be set out in the funding agreement.
Do I need to share my data with the Victorian Government?
Yes. Successful applicants must participate in monitoring and evaluation activities, including providing project data and completing surveys to help assess program outcomes.
How are payments made?
DTP will negotiate a grant agreement with each successful grantee, specific to their individual project.
As part of that negotiation, milestones will be agreed between both parties.
While the milestones will be unique to each project, it is anticipated that all agreements will split payments across several milestones tied to both the successful completion of project activities and the submission of required data to the department.
Who do I contact to discuss the application process and requirements for my application?
For program enquiries (e.g., eligibility, funding, project scope), please email cleanair@transport.vic.gov.au
For technical support (e.g., Expression of Interest or Application portal issues), please email vic.freight@grants.vic.gov.au
What is the maximum amount of funding I can request?
Applicants can request grant funding of up to $300,000 (excluding GST). Applications were sent to successful EOIs by invite-only.
What is the minimum required cash co-contribution?
The minimum funding ratio between the applicant's co-contribution and the government grant is 1:5.
For example, applicants can request a grant of $300,000 (excluding GST) only if they are prepared to co-contribute at least $60,000 (excluding GST) towards their project.
In-kind contributions cannot form part of the required co-contribution. An in-kind contribution is a contribution of a good or a service other than cash.
Funds from other local, state and Federal Government programs cannot be included in applicants’ co-contributions.
How is GST treated?
The grant funds provided, the expenses you claim for under those funds, and your co-contribution amount are all GST exclusive. When you propose your budget in section 8 of the application form, all of the amounts and evidence presented must exclude GST.
If you are successful in obtaining a grant, when you reach the point of claiming your milestone payments, the invoices and expenses you claim for should also exclude the GST paid.
Please refer to the table below for clarity.