Australia - Malaysia Institute
Information for Funding Applicants
- Guidelines for AMI Funding
- Eligibility Criteria
- How to apply for AMI funding
- Funding support from other sources
- Activities not funded
- Notification
- Responsibilities of successful applicants
- Taxation
- Report on Completion of Project
- Access and equity
- Where to send your application
Guidelines for AMI Funding
All applications are assessed against the AMI's guidelines for funding.
Applicants for funding must comply with these guidelines when submitting proposals for consideration.
- Individuals or organisations applying for funding should have a substantial record of achievement in the proposed field of activity.
- The activity should be a worthwhile initiative that will contribute to the AMI's objectives of promoting a broader and deeper relationship between Australia and Malaysia.
- Preference will be given to activities that build people-to-people and institutional links rather than activities that would normally be considered for research grants by relevant Australian and international institutions.
- The activity should have clearly defined objectives consistent with the AMI's goals.
- Where possible, support requested from the AMI should constitute seed funding to encourage financial assistance from other sources, including corporate sponsors. The AMI may decide to award funding conditional on supplementary funds being raised from other sources.
- Preference will be given to activities that offer prospects of future independent activity as a result of initial AMI funding.
- Where an activity for which AMI support is sought is dependent upon the support of other organisations either in Australia or in Malaysia, evidence of the willingness of each such organisation to provide support, either financially or in kind, should be provided. In-kind support may include accommodation and other services provided without charge in either country.
- Where an activity contains an international airfare component, this should be costed as the applicable economy class excursion fare. The AMI will not reimburse applicants for additional expenses incurred because of late bookings or other problems requiring tickets to be paid for at a higher rate.
- AMI funding is normally awarded for a specific financial year. This is usually the current year or immediately following the financial year. If funding cannot be taken up within the specified period it may be withdrawn. Any delay should be reported in good time with, if required, a request for extension to allow the AMI to consider the circumstances and to take any appropriate action.
- The maximum duration of an AMI funded activity is 12 months from the date the recipient received funding. If the funds have not been expended after this time, unused funds must be refunded to the Institute.
- Provision should be made in the application for publicity for and promotion of the proposed activity.
- Full acknowledgement of the Institute's support is required in all promotional materials and publications associated with funded projects.
The Australia - Malaysia Institute reserves the right to amend the Funding Application Form and the associated Notes for Funding Applicants without notice. It is the responsibility of applicants to check with the Institute's Secretariat that the respective forms are current.
Eligibility Criteria (top)
Both individuals and organisations may apply for grants. No person can hold more than one Australia-Malaysia Institute grant at any given time. Grants are not restricted to individuals and organisations from Australia.
Competition for grant money is considerable, and the Institute may decide not to award a new grant to an individual or organisation that has received a grant in the past. The Australia-Malaysia Institute is committed to the principles of equal opportunity and encourages individuals and organisations from target groups to apply for project funding.
Most grants awarded are in the range of AUD$3,000 - $10,000. Larger grants will only be provided for particularly worthwhile projects. The Institute does not award multiyear grants, although groups are able to apply in following years.
How to apply for AMI funding
Applications must be clear, legible, and consistent. Applications must be submitted on the current AMI Funding Application Form. Applicants should pay particular attention to the following matters as set out in the Funding Application Form:
- description of the activity, including a concise definition of its main objectives;
- how the activity would make a substantial and enduring contribution to AMI objectives;
- starting and finishing dates for project or for the activity component of the project that you are seeking AMI funding for;
- detailed budget, clearly setting out funds that the applicant is making available, funds sought from any other organisation, and the amount sought from the AMI;
- evidence of qualifications/experience enabling the applicant to carry out the activity, and
- advice of any previous AMI funding assistance.
Please indicate with an asterisk (*) in the project budget section
of the application form which specific expenditure items you would use the AMI
Grant to cover.
All essential information should be in the body of the application form and only the two referee letters of support should be attached. All other attachments are not forwarded to the board.
Individuals and organisations intending to apply for an AMI grant for an activity which involves travel to Malaysia should read the Australian Government travel advisory for Malaysia prior to lodging an application. Funding decisions will take account of travel advisories.
The budget should make adequate provision for all likely expenses. The AMI will not normally consider requests for supplementary funding. The AMI may also decline to fund specific items in project budgets, or to provide less funding than sought by the applicant.
When preparing an application, it should be borne in mind that the AMI may not be familiar with the applicant or with the applicant's organisation or field of activity. As the AMI's decision will be primarily based on the information provided in the application, this document should be clear, accurate, comprehensive and concise.
All grant applicants must also provide two supporting letters from referees with no financial interest in the project.
The Institute handles any personal information collected in relation to your grant application in accordance with the Privacy Act 1988 and the Information Privacy Principles. The personal information you provide is collected for the purpose of assessing your application and may be disclosed to other persons, bodies or agencies in the process of this assessment as appropriate. In particular, the information you provide in your application may be disclosed to the following: the Australian High Commission in Kuala Lumpur, including attached Australian Government agencies, DFAT Canberra and State/Territory Offices, and other relevant Australian Government departments.
Funding support from other sources (top)
The Australia-Malaysia Institute encourages grant applicants to seek funding from other sources, including corporate sponsors. Positive consideration will be given to proposals which have or may receive funding support from other sources. The budget submitted with the application should identify other proposed sources of funding. The AMI may decide to award funding conditional on supplementary funds being raised from other sources.
Activities not funded (top)
The AMI is interested in a broad range of activities consistent with the Institute's program goals and welcomes new projects being brought to its attention. However, the Institute will not normally make money available for the following purposes:
- activities where the cost of the project, or parts of project, have been completed prior to the AMI Advisory Board’s consideration of the application.
- activities which more appropriately fall within the area of responsibility of other funding bodies and government agencies, for example:
- community aid projects;
- activities under bilateral science and technology agreements; and
- trade promotion activities normally handled by Austrade.
- activities which are commercially viable in their own right and/or which give a commercial advantage to one organisation.
- funding support to grant-giving organisations for activities mainly involving the staff of those organisations.
- the day-to-day operational costs of the organisation seeking funding or the project's principals e.g. wages, salaries or fees for services.
- capital expenditure on real property, and purchase of equipment.
Notification (top)
Applicants for Institute funding will be advised in writing of the outcome of their application. Successful applicants will be required to complete a funding agreement.
Payment will be made once the successful applicant has completed and returned the funding agreement with a tax invoice to the Secretariat.
Responsibilities of successful applicants (top)
Funding recipients are normally responsible for all administrative costs and arrangements associated with their project, including visa and travel arrangements, visa charges, airport taxes, ground transport, travel and health insurance for project participants, medical and hospital insurance cover for visitors not covered by Medicare in Australia (including evacuation and death cover), any necessary insurance for equipment, and accommodation costs and arrangements.
Funding recipients should note that health insurance is essential. The AMI will not accept any liability for any medical, hospital or evacuation costs incurred by participants in projects funded by the Institute.
Funding recipients are also responsible for making their own arrangements regarding any taxation liabilities that may arise from the award of funding.
Taxation (top)
The AMI requires the following information from funding applicants:
- the Australian Business Number (ABN) of the individual or organisation applying for funds, or advice that the individual or organisation does not have an ABN;
- advice as to whether the individual or organisation is registered for the Goods and Services Tax (GST)
Individuals who do not have an ABN are also welcome to apply and successful applicants will be required to complete a 'statement by a supplier’ form for tax purposes.
Report on completion of project (top)
It is a condition of AMI funding that recipients provide a report within 30 days of completion of the activity for which the funding was provided. This will be used to enable an informed assessment of the appropriateness and effectiveness of the expenditure of AMI funds. The AMI project completion report should be completed submitted to the AMI secretariat.
Access and equity (top)
All funding applications are made using standard documents and are assessed by a standard appraisal procedure, helping to ensure consistency and equity in Institute funding decisions.
The Australia-Malaysia Institute is committed to the principles of equal opportunity and encourages individuals and organisations from target groups to apply for funding for projects consistent with the Institute's guidelines.
Where to send your application (top)
The AMI must have a signed copy of your application form on or before the
closing date specified when a grant round is open. The signed application
form can be submitted to the AMI one of three ways:
1. electronically by email to ausmalaysia.institute@dfat.gov.au
2. faxed to + 61 2 6261 1304 or
3.
posted
to: Australia-Malaysia
Institute Secretariat
South East Asia Division
RG Casey Building, John McEwen Crescent
Barton ACT 0221
All applications received will be acknowledged. It is the applicant’s responsibility to ensure that a signed copy of the application is received by the AMI on or before the closing date. Late applications are not accepted. Applications are not normally considered by the Board outside the advertised grant round.
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