2026 Fund frequently asked questions

The Fund is available to incorporated, not-for-profit entities with a charitable or community purpose. Eligible types include:

• Incorporated societies
• Registered charitable trusts
• Māori trust boards or marae-based organisations operating through an incorporated entity
• Charitable companies or companies wholly owned by one of the above

Entities that are unincorporated, member-benefit, commercial, or established for financial services (such as partnerships, unincorporated trusts, friendly societies, credit unions, limited partnerships, and similar bodies) are not eligible to receive funding directly. However, you may consider partnering with a suitable fundholding or umbrella organisation, such as another local community group that is a registered charity, to apply on your behalf.

Exclusive or membership-based groups can apply. While they are not automatically ineligible, services that are more broadly or publicly accessible are generally preferred. If your model meets a clearly demonstrated community need, this will be considered during assessment.

Apply for the amount you actually need to operate your transport service sustainably. In addition to expenses you will need to estimate your income for the year (including anticipated koha, applications for other grants, etc.), as this will be considered in your funding request.

The expected upper limit is $20,000 per applicant, but this is not a strict cap. Grant amounts depend on the total number of applications, the overall budget, and the level of need demonstrated.

Previous grants have varied widely, with some applicants requesting $1,000 and others over $30,000. Typically, these grants have supported no more than 20–30% of an organisation’s operational cost, but there is no fixed percentage limit. Grants are allocated based on the need and value demonstrated in your application.

You should still request the amount that reflects your real operational need, even if it exceeds $20,000. While the full amount may not be funded, it is important for the Council to understand the true level of need. If total demand is low, any remaining funds may be distributed to eligible applicants with unfulfilled need.

Not necessarily. Many organisations hold reserves for stability or future capital projects (such as vehicle replacement). Please state how much you hold in reserves and what is earmarked for specific purposes. This helps assess your genuine operational need in the context of other applicants.

The fund covers costs that relate directly to operating your transport service. The Grant can fund a wide range of operational costs for community transport services. Eligible expenses could include:

• Vehicle maintenance, WOFs, registration, insurance, fuel, and garaging
• Support for drivers and staff (koha, stipends, or wages)
• Office space, rent, utilities, administration, or coordination (when directly related to the transport service)
• Compliance and licensing costs (such as SPSL fees, P-endorsement fees, trainings, incorporation costs, or other legal obligations)

Capital purchases, such as buying a new vehicle, are not eligible. However, you may use the Grant for operational costs while using other income or savings for required capital projects. We would still like to see this reported in your budget, but the explanation will be considered in our assessment.

The key question is whether you are operating a community transport service that meets the definition and intent of the funding as outlined in our policy. Describe your model in the application and we will assess whether it fits the Fund’s purpose.

The time needed depends on your preparation and whether your service is new or established.

• New services: Around 20–30 minutes if you have basic information ready.
• Existing services: Around 40–60 minutes, or up to 90 minutes if you need to look up details such as budgets, volunteers, or vehicle arrangements.

It helps to have the following ready:

• Your organisation’s legal name, NZBN, and (if applicable) Charities number
• Basic details about your transport service (who you serve, where you operate, how long you’ve been running)
• A list of vehicles used for transport (including borrowed or volunteer-owned)
• Numbers of volunteers and staff supporting the transport service
• Your most recent financial statements / performance report
• A simple budget for transport income and expenses for the coming year
• The amount of funding you are requesting and a brief explanation of what it will be used for

You can however start your application, save it, and return later if you need more time to gather information.

Please upload the most recent completed financial year. If your reporting for the last financial year is not yet finalised, you may upload the previous year and explain why that is the most recent year available.

Yes. Multiple people can contribute to the application by using the same login (email and password), but only one person should edit at a time.

Please remember to save your progress regularly.

Yes  once you have logged into our online application system, you can save a draft and return later through the “My Submissions” tab found in the header bar.

Licensing, insurance, and driver endorsement requirements can be complex and they depend on how your service operates. We have moved this content to its own dedicated FAQ page for easier reference.

You are encouraged to still apply for the Grant and should provide details about your plans to work towards compliance. A clear and practical pathway to meeting your obligations will be viewed positively. Funding decisions will consider your plan and timeline for becoming compliant, as well as how you are managing safety and risk in the meantime.

If acquiring these is a requirement for your organisation, applicants are encouraged to consider and include those compliance costs in their application.

You will be asked to complete an Accountability Report (via SmartyGrants) after 12 months.

This report asks for information such as:

• Number of passengers
• Number and type of trips
• Volunteer hours
• Financial information to demonstrate how the Grant was used
• Reflections on outcomes and any challenges

An example of the accountability form is available on request.

If you are unsure whether your current system enables you to track the required data, we encourage you to try the Goodman system.

Waikato Regional Council provides access to a browser-based booking and reporting database called the Goodman system, at no charge for participating community transport providers.

This system can support your organisation to:

• Track trips and passenger data
• Maintain vehicle records
• Roster drivers and vehicles
• Record koha or contributions
• Generate basic reports for funders

Each organisation’s data is kept separate, and you can use as much or as little of its functionality as suits your service. To learn more, contact the Community Transport Team.

If your organisation does not produce a formal annual report, please upload the financial reporting you prepare for your legal obligations (such as Charities or Incorporated Societies filings). You may also include a clear receipts/payments summary. The preference is for financial statements or a performance report.