2010-2011 Sustainable Farming Fund Application Guidelines

Project management and contracting information

The Project Management Guidelines on the SFF website contain useful information about managing an SFF project and the project teams see: http://www.maf.govt.nz/sff/project-management-guidelines/

Successful project teams will meet with an SFF project adviser to negotiate a formal contract.

A copy of the standard contract is available by contacting 0800 00 83 33. However, potential applicants should note the following before applying to SFF:

Intellectual Property

MAF will own3 all intellectual property (IP) developed, discovered or created during the course of undertaking SFF funded projects, including (but not limited to) any copyright in final reports and documents.

In recognition of the public good objectives of the fund, the SFF's default IP policy is to grant a non-exclusive, royalty-free license to any person or body within New Zealand to use, copy and distribute any IP developed, discovered or created during the course the project.

The Applicant Group must make any such IP available on request, and at no charge (except for such reasonable costs as may be approved in writing by MAF).

Note: If there is a compelling reason to restrict IP ownership or access (i.e., to provide exclusivity to the applicant Group or a third party), the applicant should discuss this situation with the SFF Manager at contracting, or as soon as the situation is recognised.

Reporting Requirements

The following reporting requirements are obligatory:

  • The grantee will provide written Progress Reports and Requests for Payments (usually up to three times per year for over $20k projects) according to SFF's reporting schedule http://www.maf.govt.nz/sff/forms/quarterly-reporting-dates.htm
  • Claims for payments will be lodged as Requests for Payments (supplied by SFF) and certified correct by both the project manager and the project's financial manager. Note: Proof of expenditure (invoices, etc.) must be available for Performance Validation and Audit but need not be submitted with a claim.
  • Claims for payments must be supported by Progress Reports (in a format approved or supplied by SFF) lodged by the project manager.
  • The Grantee must keep proper accounts for performance validation and audit purposes. A group of projects are randomly selected for performance validation, by an external auditor every year. The auditor will request the project's associated reporting and financial records to assess the project's financial management and milestone progress. The SFF may also ask for a copy of the accounts to be supplied with any payment request.
  • Final payment of up to 15% of the total grant may be withheld until the SFF receives a satisfactory final report of achievements and accounts.
  • Failure to comply with the contractual agreement may result in the withdrawal of funding support.

Note: The SFF's financial year runs from 1 July to 30 June

3 This provides greater flexibility to MAF to ensure the IP is used to maximise benefits for New Zealand land-users. It does not alter the SFF's fundamental/default policy of making SFF information available as widely as possible within New Zealand's primary industries.

Contact for Enquiries

Fund Administrator
Sustainable Farming Fund
Ministry of Agriculture and Forestry
PO Box 2526
Wellington

Tel: 0800 008 333
Fax: 04 894 0746
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