How do I submit my acquittal?

This article is for schools to understand how to submit an acquittal. 

All schools that receive a grant payment must complete an acquittal, even if there was no actual program activity and the grant funds were not used.

An overview of the acquittal process is here The acquittal process

Information in this article:

• Starting off
• Non-program delivery option
• Delivery program option
• Uploading invoice evidence
• Next steps

Starting off

Acquittals can only be made within the acquittal window period for the term. Acquittal dates are here https://www.sportaus.gov.au/schools/schools/funding#spending_and_acquitting_funds

• Start by signing into your Sporting Schools portal, here https://hub.sportingschools.gov.au/
• Select the menu option at the top of the screen called 'Grants'
• Select the yellow button 'View school's grants' for the school you are acquitting for. You should now be on the 'School Grants' page for your chosen school
• Navigate to the section 'Acquittals that require action'
• You should now see a button that says 'Begin primary school acquittal' or 'Begin Secondary school acquittal'. Select this button to start the acquittal process

If you do not see the button 'Begin primary school acquittal' or 'Begin Secondary school acquittal', this could be due to the acquittal window not being open or someone else in your school has already submitted the acquittal.

Steps to investigate - if you cannot access the acquittal:

If you believe you were paid a grant and still need to submit an acquittal BUT cannot see the button to begin the acquittal, please perform the following steps.

• Check to see if the acquittal window for the term is open, dates are here https://www.sportaus.gov.au/schools/schools/funding#spending_and_acquitting_funds
• If you have an option to view the acquittal, select this option. This should inform the last person to update the acquittal
• Log a ticket with our support team here https://support.sportingschools.gov.au/hc/en-us/requests/new?ticket_form_id=7821581447823

Non-program delivery option

This is for schools that were paid their grant but did not run a program and spend any of the grant funds.

• Follow the steps above to access the acquittal
• Change your contacts (if required) and respond to the child safety question
• On the page 'Use of Sporting Schools funding', select 'No'
• Enter the reason(s) and further comments why the funding was not used

This information helps the Australian Sports Commission adapt the program to help schools utilise their funding and address any program issues.

Program delivery option

This is for schools that were paid their grant and did spend some of all of the grant funds.

• Follow the steps above to access the acquittal
• Change your contacts (if required) and respond to the child safety question
• On the page 'Use of Sporting Schools funding', select 'Yes'
• Select the button 'Add sport and provider'. This should include the sport you delivered as part of the program and the main provider organisation you used. You can add multiple sports. eg. Sport = Cricket, Provider = 'Cricket Australia'
• For each of the sports your delivered, enter if the booking was delivered by a coach or by a teacher at your school
• Enter the count of students who attended the booking and how many sessions occurred
• Enter the coach names or teacher names that completed the booking for the sport(s). We use this information to check eg that the coach appointed to the booking (and has been safety checked) actually attended the booking
• Answer the remaining questions on the form. These statistics are key in our program reporting
• After selecting the 'Next' button you should be on the 'Cost to run program' screen.
• Select the button 'Add expense' and add all the information about the expenses incurred. IMPORTANT: make sure you accurately enter in the GST amount, this may impact if you need to return funds to the Australian Sports Commission

• IMPORTANT: For equipment that was delivered to your school and incurred a delivery (freight) charge, please create an expense for the equipment only AND a new expense for the freight. This will help if you have equipment expenditure over $1,650 (inc GST). Equipment is subject to a cap, more information is here Equipment expenses cap explained
• You can enter all the expenses for the program, even if your school used their own funds to support program delivery
• When all the expenses lines have been entered you will see an 'Estimated residual funding' table. Note: The Total Residual Funding amount is estimated only at this point. More information on the residual funding amount can be found here How is my residual amount calculated
• Select the 'Next' button to continue the acquittal process

Uploading invoice evidence

If you have been selected to upload invoice evidence, you will need to upload an invoice for each expense incurred on the grant delivery.

• In the Proof of Costs screen, select the small down arrow in the expense row. Select the option to upload
• You can upload one more more documents against the expense row
• When you have uploaded all evidence of your expenditure select the 'Next' button to continue the acquittal process

Next steps

Now your acquittal has been submitted, you will receive a confirmation email of submission. The Sporting Schools team will review your acquittal. When the review outcome has been made, you will receive an email informing you if there are any grant funds that need to be returned to Sporting Schools.