The Department of Premier and Cabinet (DPC) has issued a memorandum on the new Grants Administration Guide, setting out mandatory requirements to be complied with when administering financial grants.
In M2022-07 Grants Administration Guide, the Department says the Guide provides principles-based guidance and includes mandatory requirements for officials, Ministers, and Ministerial staff.
“The Guide reflects the Government sector core values of integrity, trust, service, and accountability,” the DPC said.
“Agencies and Ministerial offices must implement processes and practices consistent with the principles and mandatory requirements in the Guide,” it said.
“The Guide will apply prospectively to all grants activities undertaken on and from the date of gazettal of the Guide on 19 September 2022, including grants activities undertaken in connection with grant programs that were already underway before that date.”
The DPC said Agencies were required to publish certain information about grants on the State’s Grants and Funding Finder website, and should ensure that all published information meets the requirements of the Guide, including information about upcoming and open grant opportunities.
It said the Guide made clear the roles and responsibilities of those involved in the administration of grants, information required in grant guidelines, and the documentation of selection processes and input from Ministers, Members of Parliament, and any other stakeholder.
“Where a competitive, merit-based selection process is not to be undertaken, officials must document why an alternative method will be used and outline the risk mitigation strategies, and this must be approved by the responsible Minister (or head of Agency or delegate),” the Department said.
“Where the Minister is the decision maker, officials must provide written advice to the Minister,” it said.
“Decision makers must record the decision in writing, including the reasons for decision and any departure from the recommendation of officials.”
DPC said Agencies should identify and task their risk management officers with providing advice and support to those who were planning, designing, and implementing grants.
It said Chief Audit Executives must ensure their Agency’s internal audit program includes regular audits of grant programs to monitor and assess compliance with the Guide.
“The frequency of audits should be proportionate to the value and risk of grants activity undertaken by the Agency.”
The Department said M2022-07 replaced the C2010-16 Good Practice Grants Administration.
DPC’s memorandum can be accessed at this PS News link and the 40-page Grants Administration Guide at this link.
