Capability Building - A Step by Step Guide

• Step 1 - Check your eligibility
• Step 2 - Download an application
• Step 3 - Filling out the forms
• Step 4 - Submit application
• Step 5 - Assessing your application
• Step 6 - Finalising the funding
• Step 7 - How to submit a claim

Step 1 - Check your eligibility:

Before you start filling out your application you should check to make sure your business is eligible for funding.  You should also check to see if the projects you are looking to fund are eligible.

• See Who can apply for funding?
• See What can the funding be used for?
• If you are not certain your business or projects are eligible, check with your NZTE Client Manager.  If you do not have one, call our Enterprise Hotline on 0800 555 888 or email us.

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Step 2 - Download an application: 

There are three forms depending on the type of funding you are applying for.

Funding up to $5000 

• Application: co-funding up to $5000 (DOC, 531KB)
• Application: co-funding up to $5000 (PDF, 107KB)

Funding over $5000

• Application: co-funding - $5001 to $20,000  (DOC, 529KB)
• Application: co-funding - $5001 to $20,000 (PDF, 82KB)

Funding for training, mentoring or advisory boards

• Application: training or mentoring (DOC, 514KB)
• Application: training or mentoring (PDF, 77KB)

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Step 3 - Filling out the forms:  

NZTE uses your application form to decide whether your business and your project are eligible for funding. It is essential that you provide all the information requested. Suppliers should not fill out application forms or claims on behalf of their clients.

You should already have most of this information, either from your normal business records or from your business and project plans. Gathering it together can be a useful way to review the strength of your project and your business’ ability to successfully complete it.

Missing or incomplete information is the most common reason why applications are delayed.

Before you send your application double check:

Have you have answered all the questions?

You have included current quotes (within the 7 to 10 days) from suppliers to verify all costs you are claiming. These quotes should be on the supplier’s letterhead, and should include the supplier’s:

• Name 
• Address and contact details
• GST number 
• Company/personal profile 
• Terms of reference for the work to be done on the project including:
  - Scope of the work
  - Cost of work
  - Hourly rate and time frame for activities
  - Disbursements.
• You have signed the application. If your business is a company, the application must be signed by a director of the company, not a manager or shareholder
• You have included a pre-printed deposit slip so we can deposit the funding. The name on the account must be the same as the name of the company or business.
• A signed hard copy of the application form and supporting material needs to be sent to the NZTE address noted above.
• When submitting claims we expect supporting invoices to show the work done, time taken and charge out rate.  This is because NZTE will only reimburse actual work done, and not upfront fees.

For more information about what happens to your financial information see Is my financial information kept confidential?

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Step 4 - Submitting your application:

• Post a hard copy of the application form, and the other required information to:
  ENTERPRISE DEVELOPMENT GRANTS
  CAPABILITY BUILDING
  NEW ZEALAND TRADE AND ENTERPRISE
  PO BOX 2878
  WELLINGTON
• NZTE will then check that your application is complete. If significant information is missing, or you are not eligible, we will return your application.

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Step 5 - Assessing your application:

• Once your application is judged by us to be complete, we will begin processing it.
• We will email to acknowledge receipt, and give you a ‘retrospective date’ - the date from which eligible costs can be incurred.
• This will be at your own risk until your application has been assessed and you receive notice about whether it has been successful.
• We will attempt to assess your completed application within 30 days.
• We will notify you by mail about the outcome. If you are successful, we will send you a letter offering you funding. If you are not successful, the letter will tell you why. 

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Step 6 - Finalising the funding:

• You will receive a formal contract Letter of Offer. If you agree to the term and conditions of this contract please sign and post back the Letter of Acceptance form to us within 20 working days.

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Step 7 – How to submit a claim:

You can make a claim once we have received your Letter of Acceptance form, and you have incurred eligible costs and paid your service provider.

The following list of required documents and information is to assist you in making a claim. It will help us to process your claim faster, so you can receive funds more quickly. Please be aware that we will return any claim submitted without the necessary supporting documents listed below.

What documents are needed to submit a claim? 

1. Claim form
   Final page of the Letter of Offer.
   
   Please complete and sign the claim form. If you are a registered company, the signature should be from a company Director or senior management.
   
2. Original invoices
   Please ensure that the invoices describe the activities and give a time frame of the work you are claiming for. You will not be able to claim for any costs incurred before the date we received your application.
   
3. Proof of payment
   Printouts of internet bank statements or original bank statements are acceptable as proof of payment.
   
   Photocopied and tampered bank statements are not acceptable as proof of payment.
   
   Invoices with a ‘Paid’ stamp on them are not acceptable as proof of payments.
   
   If your grant was awarded before August 2008, we can also accept original receipts as proof of payment.
   
4. Accounts Payable Form
   Page eight of the Letter of Offer.
   
   If this is your first claim, please return the Accounts Payable Form.
   
   Check your details are correct and attach a pre-printed bank deposit slip or letter from the bank confirming your account details.
   
5. Final Report
   When making your final claim, please complete the Final Report form in your Letter of Offer. This will close your grant, and release the 20 percent retained amount.
   
   Please enclose a copy of the work produced by the approved service provider through the assistance of the Enterprise Development Grant e.g. business plan, marketing plan, etc.
   
6. Claim Checklist
   A checklist will be sent with your Letter of Offer. Complete and send it in with your claim to ensure that you’ve got everything you need.

Where can I find the necessary forms to submit a claim?
You can find all forms in your Letter of Offer.

What if I receive electronic invoices or receipts?
Electronic invoices may be accepted as part of your claim documentation.  Please forward the email from your service provider together with the invoice if possible to a Capability Building Administrator. We may ask for additional information after receiving your claim.

Can I send in photocopied documents?
No. We cannot accept any photocopied documents.  Original documents will be returned to you once your claim has been processed.

Can I enclose produced plans by email?
Yes. We will accept plans attached to emails sent by you. However, please be aware that our systems may block documents that are too large.

We may request further information from you or your supplier to show that the capability building activity has been carried out and paid for in order to process your claim.

Remember, our team is here to help and ensure that your claim is processed promptly. Please see the Frequently asked Questions page and if you have any further questions, please contact us on 04 816 8100 or 0800 555 888 and request to be transferred to a EDG Capability Building Grant administrator.