I Have a Grant

I was approved for a Travel grant, what now?  

We will need receipts for all expenses, except food, and a written report once your trip is done. Please be sure to include a minimum of two high resolution photos of your trip with your report. Payments usually take up to three weeks to process once they are considered complete. If your trip is cancelled or any details have changed since approval, please contact travel@gwaiitrust.com to discuss the changes and determine next steps.  

I was approved for a Continuing Education grant, what now?  

Payment is made once you have successfully completed your course. To access funding, ensure that all conditions of your approval have been satisfied and submit confirmation that the course has been completed successfully. In most cases, this means arranging for the school/institution to send us your official transcript, certificate or diploma.  In addition, submit a letter describing the outcome of your studies and requesting payment for your courses. If you did not include receipts for payment of tuition, course materials and books with your application, you will need to provide those before receiving your grant.  Contact ceg@gwaiitrust.com if there are any changes to the courses for which you have received approval.  

I did not pass the course for which I received a Continuing Education grant. Can I still receive funding? 

Payment is made once you have successfully completed your course.  A student that has not passed a course may be eligible for funding if they are able to provide confirmation of attendance to 95% of classes.   

I was approved for a grant for my project, what now?  

Upon approval, your Project Officer will contact you to notify you of the amount of award, any funding conditions that are attached to the approval and the terms and conditions of the grant. This is done through a funding notification letter and supporting documents.  In order to access funding, all conditions outlined in the approval notification must be satisfied, the terms and conditions must be accepted by signing the standard form and the payment approach must be selected. Projects can request a 20% advance to start or they can submit receipts for costs as approved by Gwaii Trust. Projects usually have a 20% hold back until the final reporting has been completed. Full details of your grant can be obtained from your Project Officer.  

How should I recognize Gwaii Trust for its funding support? 

We encourage the acknowledgement of funding through the use of the Gwaii Trust logo on your website, in print materials or by mentioning us on social media. You can also acknowledge Gwaii Trust on social media by using mentions, profile links and hashtags in your posts. You can find us on: Facebook Twitter. For logos and usage guidelines please visit our webpage here.  

How do I get paid?  

In order to access funding, all conditions outlined in the approval notification must be satisfied, the terms and conditions must be accepted by signing the standard form and the payment approach must be selected. Projects can request a 20% advance to start or they can start to submit receipts for costs as approved by Gwaii Trust.  

To submit a claim, project managers will need to email their Project Officer copies of the project receipts or invoices and a completed claims form. The claims form is completed by itemizing the receipts or invoices into the excel document. For general guidelines on accessing your grant, you can refer to the Instructions for accessing funds form (found on this page). For full details on accessing your grant, please contact your Project Officer. Claims usually take up to three weeks to process once they are considered complete.  

My project has changed since it was approved. What do I do? 

If any details of your project changes, including the budget, timeline or activities identified in your application, contact your Project Officer as soon as possible to discuss the changes and determine next steps. 

What do I need to close my grant?  

To close out your project, submit the following to your Project Officer: 

What do I need to close my grant?  

  • Receipts for the total project cost.  
  • A completed claim forms.  
  • A completed Gwaii Trust final evaluation form. 
  • A minimum of four photos of your project. 
  • Any additional deliverables outlined in your application.  

How long do I have to submit my final evaluation?  

The standard project length for Gwaii Trust grant is one year, with the exception of the Major Contributions grant, which has a two-year completion window. Projects that have exceeded their maximum project length will lose their approval and the funds will be automatically decommissioned. This means the funding will no longer be available. If your project will not complete on time, contact your Project Officer before the deadline to avoid having your project be automatically decommissioned.  

Can I have an extension on my project? 

If your project will not complete on time, contact your Project Officer before the completion deadline. Requests for extensions may need to go to Board of Directors for approval. Projects that have exceeded their maximum project length will lose their approval and the funds will be automatically decommissioned. This means the funding will no longer be available.