Grant recipients can only be uploaded to grants published on the Grants and funding finder. This includes grants either published via
- SmartyGrants (OneGMS)
- directly in the nsw.gov.au grants template.
Note: if your team has been onboarded to OneGMS (SmartyGrants), you must manage and publish your grants and recipients (grantees) in SmartyGrants. They will appear on the finder within 30 minutes.
If you need help uploading recipients in SmartyGrants, get in touch with onegms@dpird.nsw.gov.au or refer to the OneGMS guides:
- Article: Creating live rounds (part two - round design)
- Learning module: Creating live rounds
If your team is not using SmartyGrants (OneGMS), follow the steps outlined in this article to upload recipients to your grants.
How to add your recipients
- Download the Grant recipients spreadsheet at the bottom of this article.
- Fill in the spreadsheet
- Submit it to our Government Technology Platforms team by using the Add or update a grant on nsw.gov.au form and choose 'Add recipients to your grant' as the request type.
The team will upload the recipients and let you know when they are live.
For more information about adding your grant to the finder, go to:
The Grant Administration Guide outlines that recipients (or grantees) must be published on the finder no later than 45 calendar days after the grant agreement takes effect (or if there is no grant agreement, no later than 45 calendar days after the first payment is paid to the recipient).
Compiling the spreadsheet
When compiling your Grant recipients spreadsheet it is important that you note the mandatory fields.
The region and program delivery locations (found in columns f and g of the spreadsheet) must correspond exactly with the locations listed on tab 2 of the spreadsheet. A match has been set up so that cells turn green when the location corresponds to those we use in our system.
Note: we now use LGAs or suburbs as locations to standardise processes with OneGMS grants.
If you are using suburbs, use this format: [Suburb Name] [Post code]
For example: Sydney 2000
If you have questions about how to fill out this spreadsheet, contact our Government Technology Platforms team.
How your recipients display on the grant webpage
We will upload your spreadsheet and the information will appear in a set format on the page below the Eligibility section.
The automated recipient block shows up to 5 of the most recent recipients on the page and contains a link to the full listing page below it.
On the grant page:
Inside a recipient accordion on the grant page:
On the 'All recipients' page:
Examples of recipients added to grants:
- Infrastructure Grants: community infrastructure | NSW Government
- Australian Satellite Manufacturing Hub | NSW Government
- Holiday Break Program | NSW Government
People can view recipient information in a clear and consistent format, so they can understand:
- what projects were successfully funded under the grant program
- the total number of recipients
- the value of the grant funding
- the locations of recipients and funded projects.
Benefits to agencies
The grant recipients feature allows agencies to meet the requirements of the Guide including:
- automating recipient data records via an import process within the 45 days
- de-identified recipient records when data privacy is required (see the Guide for details)
- location fields for recipients and program delivery locations
- decision maker and ministerial discretion fields now available in the template.
Updates to recipients
Changing data for recipients previously uploaded to a grant
If your recipients have been uploaded to a grant but an adjustment needs to be made, out Content Operations team can make that change.
The process for updating a recipient and uploading a new one are slightly different. To update a recipient
- send through the Help Hub grants request form and select 'Update an existing grant'
- outline the details of the recipient and grant and what exactly needs updating
- if you have more than 5 to update, send through the recipients in the grant recipient spreadsheet (download at the bottom of this article) and highlight the changes in a colour
Note: it is important to specify these are updates to existing recipients so that files are not accidentally duplicated.
The Content Operations team will either manually update the recipient details or update the recipient list via a bulk upload.
When a recipient withdraws from a grants program
Sometimes recipients will withdraw from a grants program.
Our Government Technology Platforms team can update a recipient record if it has already been uploaded to the grant.
We add (Withdrawn) next to the recipient name and project name. We are also able to add more information to the description field, if needed.
Send a Help Hub ticket to us and selected ‘Update an existing grant’:
Submit a request – nsw.gov.au Help Hub
Example of withdrawn recipient with no description:
Example of withdrawn recipient with description:
Head to the Grants page for more articles on editing your grants, or adding recipients so they appear on the funding finder.