Introduction

1. These are the standard terms and conditions, for Greggs Foundation Community Grants. If we ask you to agree other conditions, they will be in your grant offer email. Please read the terms and conditions carefully to understand your responsibilities. You must keep the grant offer email and these terms and conditions for reference. You should also share them with the people responsible for managing your organisation’s finances and funded activities. If you do not wish to agree the terms and conditions, please tell us immediately and we will withdraw the grant offer.

2. In this document:

• ‘you’ and ‘your’ means the organisation we have offered a grant;

• ‘we’ and ‘our’ means the Greggs Foundation; and

• ‘written agreement’ or ‘in writing’ includes email or other electronic communications.

Purpose of our grant

3. You must only use our grant for the purpose in our grant offer letter. You must tell us if:

• you want to do something different with the grant;

• you cannot use all or part of the grant (normally within 12 months of the date of our

offer email, or another period we agree with you); or

• you receive funding from somewhere else which duplicates our grant.

4. In any of these cases, you may have to repay some or all our grant, unless we approve a change in writing.

Monitoring and record-keeping

5. You must complete a monitoring report where required at the end of the period of work we are funding. If we pay the grant in instalments, you must also complete a monitoring report to advise us on your progress. Monitoring reports are due in accordance with the dates in our grant offer email. We will not consider another grant application from your organisation if you do not provide satisfactory monitoring information as agreed.

6. You must be able to show us evidence of how you have spent any grant we have awarded you. You must also send us a copy of your most recent annual financial statements if we ask for them. We may arrange to visit your organisation to see and discuss work we have funded, and the difference made.

7. We may share information you give us with relevant organisations (e.g. the police or Charity Commission) if appropriate during any investigation.

Paying the grant

9. We normally pay one-year grants in a single instalment once you have accepted our grant offer and met any conditions. We normally make payment by BACS transfer to your account. You must tell us if your bank details change.

10. If we pay your grant in instalments, we will need a satisfactory progress report to trigger further payments. You should plan to spend each instalment in the period which it covers. If there is any underspend you want to carry forward with our agreement, you should make it clear in your report.

11. We will release the next payment once you have submitted a satisfactory monitoring report on your progress. If progress is not satisfactory, we may ask you to meet further conditions before we release payment.

12. Because of the risk of fraud, we will not notify you by email (or accept notice from you by email) of changes to important business information, such as bank account details. If you receive an email that appears to be from the Greggs Foundation about a change of bank details or other key business information, please call us on 0191 2127626. Do not follow any instructions or links you may have received by email.

Acknowledgements and publicity

13. If you refer to our grant in your financial statements, you must list us as ‘Greggs Foundation’.

14. You must acknowledge us in any press release, publication or promotional material about work we fund as ‘Greggs Foundation’. We may also ask you to acknowledge the fund that provided the grant. You must contact us in advance if you plan to issue a press release specifically about the activity we fund.

15. If you want to use our logo for reporting and publicity about work we fund please contact our Communication Manager, Kate Deakin at kate.deakin@greggsfoundation.org.uk If you want to use our logo for another purpose, you must contact us in advance to get permission.

16. We will include the grant in data we publish. We will contact you in advance if we want to publicise your grant. We will get your permission before commissioning photographs of the activity we fund or using photographs you have given us.

Your responsibilities

17. You must do the following.

• Fulfil your purpose and responsibilities as set out in your governing document.

• Meet all your legal and regulatory obligations, including making sure you continue to have adequate safeguarding arrangements in place.

• Have any necessary permissions and adequate insurance, and ensure you store any equipment funded by our grant safely and securely.

• Keep accurate records of your spending, including receipts, invoices, staff and payroll records.

18. You must tell us immediately in writing of any significant development affecting your whole organisation, or the work we have funded. This includes the following situations.

• If you change the main contact for our grant.

• If you dismiss or remove your Chair or Chief Executive, or the key staff responsible for work we have funded.

• If you have financial or cash flow problems, or any incident of fraud.

• Any other matter concerning your organisation that is reported to the police, Charity Commission or another regulatory or safeguarding authority.

Withdrawal or reclaim of grant

19. We may withdraw the grant offer, or we may reclaim all or part of a grant paid, in any of the following situations.

• If you do not comply with these terms and conditions.

• If you knowingly withhold information in paragraph 18.

• If you give false information to us in your application or about your grant.

• If an investigation by the Charity Commission, police or another regulatory or safeguarding body identifies serious concerns about your organisation.

• If, in our opinion, your actions conflict with our policies or damage our reputation.

20. If your organisation becomes insolvent, goes into administration, receivership or liquidation, you must contact us immediately. If our grant or any part of it has not already been spent on the agreed purpose, you must return it to us.

21. If your organisation decides to merge with another group during the period of our grant, you must contact us immediately. We may consider transferring the grant to the merged organisation subject to it being eligible for our funding.