• All invoices to WRA for this project must be submitted through our online portal SmartyGrants (the same portal used when making your application) by filling in the ‘Project Report Form’.  You can login at https://wra.smartygrants.com.au/applicant/login or via the link on this page.
• Invoices can be submitted at any time.  You must provide evidence of expenses (e.g. supplier invoices, photos, receipts, etc) for each task (as in your Deed of Funding) and will be prompted to include/upload this information in the ‘Project Report’ form in SmartyGrants.

NOTE: If your project is complex and/or you have dozens of supporting invoices and/or photos to upload please compile this information into a word document and upload the word document.

• You are required to also provide information about the in-kind and cash co-funding spent on the project.
• If the WRA funding for your project is less than $50,000 you can invoice us for 80% upfront and the remaining 20% on completion of the project.  Please contact us if you would like to do this and we will step you through the process.
• If the WRA funding for your project is more than $50,000 you will need to submit invoices following the completion of project tasks. Invoices can be submitted at any time and must be submitted online in our ‘Project Report Form’.  You must provide evidence of expenses (e.g. supplier invoices, photos, receipts, etc) and will be prompted to include/upload this information in the project report form.
• Your project may be selected for independent audit at some stage so thorough record keeping is critical.

• At the conclusion of your project, you will be requested to provide some overall output data about your project and it is recommended you start recording this information when you start your project.  This information will include:
  • number of plants planted (native and non-native)
  • length of fencing completed
  • area of land retired from grazing
  • value of cash co-funding
  • value of in-kind funding
  • number of community events held
  • number of people attending these events
  • number of paid employees and/or contractors that worked on the project
  • number of work days this equates to

Invoices must contain particular information. Click on this link WRA Invoice Template to view an example invoice.

WRA has two staff dedicated to helping funding recipients – Sue McConnochie (Restoration Projects Advisor) and Michelle Hodges (Fund Manager).  When your project was granted funding you would have been assigned either Michelle or Sue as your contact person.

Sue McConnochie – sue@waikatoriver.org.nz

Michelle Hodges – michelle@waikatoriver.org.nz

Ph: 07 837 7966

If you would like to make changes to your project please first discuss these with the Waikato River Authority Fund Manager.

Phone 07 839 7966.  You may be asked to complete a Project Variation Form.

Large projects may use an accounting program such as Xero to track expenditure,

Smaller projects will use an excel spreadsheet of word document.

You can download a Project Expenditure Template here.