Veterans Capital Works Grant Program

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

withdrawing or cancelling the offer or award of a grant funding agreement.

Merit assessment

The department assesses applications on merit. We use the following assessment criteria:

• The department will prioritise funding for projects:
  • based on how effective they are in improving or increasing the use of facilities
  • that make cash contribution and in-kind contributions towards the project
  • that can be completed within 12 months of the signed agreement date
• Proposals may include project management fees up to 10% of the total project costs exclusive of GST (funding must not exceed the $50,000).
• Funding is contingent on the premises being used by the applicant for a minimum of 2 years after completion of the project.

We ask ‘what, why, how and who’ to determine the benefits the project provides to veterans and the wider Victorian community:

• What is the project?
  • Describe the project and how it improves or increases the effective use of facilities.
• Why is there a need for the activity?
  • Tell us who benefits from your project.
  • Provide details of who and how many people are reached as an audience of the project.
  • Explain why your project is necessary.
• How is the project planned and what steps are you taking?
  • When do you expect the project to start?
  • How is the project delivered?
  • What is the budget for your project?
• Who manages the project?
  • Do staff or volunteers manage the project?
  • Where relevant, list any other organisations or agencies that will work with you on the project and attach support letters.
  • Do you have the capacity to complete the project in 12 months?
  • Do you need to consult with others for this project?

Property ownership

Evidence of ownership of the property must be provided. Where the applicant organisation does not own the premises where the 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 be constructed according to relevant legislation, regulations and Australian Standards, and only licenced and qualified contractors and trades can be used, for example:

• builders
• plumbers
• electricians

In your application we encourage you to show where:

• Universal design and environmentally sustainable design principles have been incorporated (where applicable)
• the project meets relevant legislation and Australian Standards.

Universal design

Universal design projects result in more accessible and functional venues through:

• improving access, for example:
  • ramps
  • lifts
  • wider doors
• functionality and usability, for example:
  • design that accommodates the diverse range of user needs.

Environmental sustainability

Environmentally sustainable projects result in:

• energy efficiencies
• reduced consumption and costs, for example:
  • insulation
  • solar panels
  • upgrading electrical systems
  • water efficiencies
  • improved lighting, heating, cooling, ventilation systems.

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 the Program guidelines for more information).
• You may be offered a smaller funding amount than you applied for. We may ask for a revised project plan and budget.

The department will prioritise funding for projects:

• based on how effective they are in improving or increasing the use of facilities
• that make cash contribution and in-kind contributions towards the project
• that can be completed within 12 months of the signed agreement date.
• being carried out in regional and rural local government areas.

The department will not fund projects:

• already started
• that started before the announcement date of April 2025
• with incomplete or incorrect applications.

Proposals may include project management fees up to 10% of the total project costs exclusive of GST (funding must not exceed the $50,000).

The applicant must use the premises for at least 2 years after the project finishes (your application may require proof).

Organisations in receipt of revenue from electronic gaming may receive a lesser priority.

Success of previous funding is not indicative of future funding through this program.

Funding agreements

If successful, your organisation must sign a Victorian Common Funding Agreement (VCFA) with the department within a specified time frame. If a funding offer is not accepted during this period, the department may withdraw the grant.

The funding agreement outlines:

• the grant terms and conditions including use of funds
• key deliverables and due dates
• reporting requirements.

To request a variation to the VCFA or ask for a reporting extension, email the Office for Veterans veteransgrants@dffh.vic.gov.au.

Payment of grant funds and reporting requirements

If you are successful, we pay your organisation when you complete the project milestones and deliverables you agreed to in the VCFA.

The department makes milestone payments via electronic funds transfer (EFT) once deliverables are met, as set out in the VCFA.

You must:

• use all funds during the activity period, as outlined in the VCFA
• return any unspent funds to the Office for Veterans.

Goods and Services Tax (GST)

• GST is paid if the grant is funding a good or service, and if the recipient organisation is registered for GST.
• GST is not paid if the recipient organisation is not registered for GST.
• GST is not paid if the recipient organisation is a government entity (for example, school, local council).
• GST is not paid if the grant is not funding a good and service.

The Australian Taxation Office (ATO) considers grants and sponsorships as taxable income. The ATO can help with information on tax, including GST. Call 13 28 66 or visit the ATO website[1].

Reports

Successful applicants must submit a final report and financial acquittal. You may also need to provide progress reports for complex or high-value projects.

For any enquiries or to submit a report, email the Office for Veterans veteransgrants@dffh.vic.gov.au.

Funding acknowledgement

Successful applicants must acknowledge funding from the Victorian Government.

The VCFA sets out guidelines around promotion. These include a requirement that all activities must acknowledge support from the Victorian Government and Victorian Veterans Council (VVC).

You must include the appropriate logos on any activity-related:

• publications
• websites
• media releases
• promotional materials
• project hardware
• formal event invitations.

You must formally invite the Victorian Government and the VVC to attend any official events related to the project (for example, a project launch or exhibition). We send you the acknowledgement requirements if we fund your project.

Legal responsibilities

If you apply for a grant, you must ensure the project activity follows relevant:

• legislation
• regulations
• by-laws and
• codes.

It must also meet the requirements of any Commonwealth, state, territory or local authority. It is your responsibility to know the laws and protocols that regulate your work.

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:

Before applying

• Read the program guidelines:

• Make sure your organisation meets the eligibility criteria.
• Seek an auspice arrangement if required.
• Access our online grant resources.
• Contact us if you have any questions.
• Phone the grants information hotline on 1300 366 356 or email the Office for Veterans veteransgrants@dffh.vic.gov.au.
• Start early to allow time to get necessary information, agreements and documents.

Completing an application

• To complete an application, register or log in to the Grants Gateway.
• You can save your application as a draft and resume it later.
• Submit all mandatory and supporting documents with the application.
• Submit the application by the due date and time.
• You receive acknowledgement of submission via email.
• Note the application number for reference when contacting us about your application.

Applications close 5pm 3 February 2025. Late or incomplete applications are not considered. Applications are assessed within 2 months of the closing date.