Instructions to access funds

*You must provide adequate receipts totaling the project cost as listed in the proposal. All receipts must match the cost quotes listed in your proposal along with confirmation of income from other funding sources. If your project has been partially approved, please provide supporting documents indicating that you are able to continue with your project as submitted.

First funding request:

  1. Submit a cover letter
  2. Request for 20% advance or you could request to wait until project is completed to access any funds.
  3. Submit signed conditions form.
  4. If your project was approved with conditions submit those documents as outlined in your approval letter.
  5. No funds will be released until all supporting documents, confirmation of all income sources relevant to this project and expense cost quotes from all suppliers and other verifiable expenses have been submitted to our office.

Second/third/fourth funding request:

  1. Submit cover letter.
  2. All advances will be funded upon the receipt of invoices, based on the percentage of the project funding approved.
  3. Less 20% of advance (must submit receipts to cover the advance) through invoice matching
  4. When submitting your invoices/receipts please attach the vendor statement or cheque stub to each invoice, and number your receipts use the GT Claim Form Sheet attached or create your own excel worksheet. All invoices/receipts/vendor statements must be stamped paid and initialed by organizations finance department. Make sure your photo copied cash receipts and visa payment receipts are readable with the dates visible. All receipts must show paid in full.
  5. If you are submitting payroll journal reports please attach copies of cheques or cheque stubs with timesheets (proof of payment).

Final funding request:

  1. Submit cover letter.
  2. After confirmation of project completion, request for final funds - 20% hold back.
  3. Submit any outstanding invoices/receipts.
  4. Total invoice/receipt submissionsmust match total project cost as outlined in your proposal.
  5. Final deliverables; Submit final project evaluation form, Submit a minimum of 4 photos of the project, and a final report - 1 page report
  6. Projects outstanding in excess of one year and not meeting Board approval criteria or projects where no contact has been made with GT regarding project extension will automatically be decommissioned, with any remaining project funds reverting back to the Gwaii Trust.

If you require assistance please contact your project officer for assistance.

Gwaii Trust Society
Debbie Crosby Senior Executive Administrator/Project officer, Skidegate office
PO Box 1257, Hwy 16, Skidegate, BC, V0T 1S1
Ph: 250-559-8883 Toll Free: 1-888-559-8883 Fax: 250-559-8876
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