Apply FAQs

About UK Aid Match

Where can we find information on the vision and mission of the fund?

Please refer to the About > Priorities section of this website.

Application process

Once the application is approved, how long will we have to start our appeal?

Appeals should start within 6 months of grant confirmation, and should last for a period of 3 months.

Once a UK Aid Match project proposal has been submitted, how long does it take for DFID to inform the charity that it has been successful?

The funding round is a 2-stage process.

Concept notes can be submitted between 30 April and 25 May 2018.

Successful applicants from the concept note stage will be invited to submit a full application between 2 July and 27 July 2018.

Applicants will be informed of the outcomes by mid-October, with successful applicants then undergoing due diligence.

They should expect an appeal starting date from the beginning of December 2018.

Can I discuss my application with you directly?

Unfortunately, we are not able to discuss applications directly but do email us if you have any queries about the application process or specific eligibility criteria.

Can you send us an offline application form?

No, all applications must be submitted via our online application form, which can be accessed here through our online portal (opens in a new window).

You can download a pdf of the application form to work on offline after you have registered to apply but we strongly recommend you view it online and we cannot accept applications which are not submitted through our online application portal.

Where can I find the online application portal?

The online application portal can be found here (opens in a new window).

How and when will we be notified of the outcome of our submission?

Applicants will be advised of the outcome by email addressed to the main contact provided on your submission.

 

Requirements and supporting documents

The application forms included in the Guidance (C1 and C2) are not the same as the forms included as part of the concept note application in the portal (A1 appeal information and A2 appeal figures). Can we confirm if forms C1 and C2 are a requirement of the concept note or if they are the full application forms?

At concept note stage, only forms A1 and A2 are required. C1 and C2 are only required at full application stage.

Is a Theory of Change (ToC) required at concept note stage?

Yes, a Theory of Change (ToC) is required at the concept note stage for UK Aid Match applications.

Are there any restrictions on the number of concept notes that an organisation can submit, or the number that can be taken through to full proposal stage?

There is no limit to the number of concept notes an organisation can submit, providing each application is for a separate project.

The organisation would also need to be able to provide strong evidence that they have the capacity to manage multiple projects.

What counts as an ‘active’ project?

A project is considered ‘active’ if it has 9 months or more left until its project completion date.

My organisation already has an ongoing Match funded project. Can we apply for another?

Yes, organisations can run up to 3 active Match funded projects at any one time.

Is completion of the ‘Risks and Mitigation’ section of the application form a requirement at concept note stage?

It is not required at this stage and any risks entered at this stage will not be reviewed.

You will be asked to give more detail at full application stage if successful.

Is a workplan required at concept note stage?

A workplan is not required at concept note stage (despite there being a ‘workplan and budget’ section).

Please upload only the budget requested in the main body of the concept note.

We are a new organisation and do not have 3 years of audited accounts, does this exclude us from being able to apply?

A newly formed organisation can apply provided that it is able to meet all the eligibility criteria. If you cannot provide audited or approved accounts for the past 3 years, we may ask you to provide other information to satisfy us that you are able to manage the grant.

What are the due diligence requirements?

All organisations are required to undertake a due diligence assessment prior to a DFID grant being confirmed. Assessments examine the capacity of organisations to manage DFID funds appropriately and transparently. Following the outcome of the assessment DFID’s offer of support will either be confirmed or withdrawn, and follow up actions may be required as a condition of the grant. Full details are available on the Gov.uk website (opens in a new window).

If your project involves working with downstream partners your organisation should expect to carry out robust due diligence on the proposed partners and provide your assessment and findings for verification during the UK Aid Match due diligence assessment.

Application portal

How can I change the implementation country I selected in the initial eligibility questionnaire, whist keeping the information already completed in the concept note?

If you need to do this, please contact us immediately so that we can help you rectify any mistakes.

It is not clear what should be uploaded to the ‘Supporting Files’ part of the application form. Please can you advise?

This is just a space to be able to see any files you have uploaded against your concept note and application, and nothing else is required here.

The completion of section 4 is stated as ‘optional’. Can it be left completely blank without any negative impact on my application?

Yes, that is fine.

Question 1.11 requests a CV of the lead person responsible for delivering the project. If a new Project Manager is to be recruited specifically for the project if funding is awarded, should we leave this blank or upload a CV of an existing, more senior person?

If you don’t yet have a CV for the lead person, please leave this blank. The lead person should be someone responsible for delivering the development project, however we would expect them to understand and reference the communications approach and strategy when necessary.

Question 1.6 only requests the name(s) of communications partner(s) and yet 3,000 characters are available; are the names all that is required here or are you looking for a description?

Please put the names and details of the communications partners, with a description if you feel it is necessary.

Do the character limits include spaces, like for UK Aid Direct?

Yes, these include spaces and punctuation.

Questions 4.16 and 4.2 don’t state how many characters are allowed. Can you please clarify this?

The information requested in these questions is entirely non-mandatory and will not play a part in the review process. As such, there is no character limit for any questions in section 4.

Can you explain more about the requirements for the graphs to be uploaded in Section 1?

More information can be found on the application form.

Can you send us an offline application form?

No, all applications must be submitted via our online application form, which can be accessed here through our online portal (opens in a new window).

You can download a pdf of the application form to work on offline after you have registered to apply but we strongly recommend you view it online and we cannot accept applications which are not submitted through our online application portal.

If you would like to re-submit the eligibility questionnaire, do you have to use a different email address?

The eligibility answers cannot be changed once submitted, as they determine whether or not an applicant can go through to the concept note stage.

Whether you submitted the eligibility answer incorrectly or whether your eligibility has changed, the only way to change responses to eligibility questions is to begin a new application. You can do this by logging in using the same email address, scrolling down to “Current Grant Windows”, and clicking “Apply” next to the grant you wish to apply for. You can then begin eligibility checks again and input accurate responses to re-check eligibility without using a different email address.

Do I need to register each time I want to submit an application?

Applicants do not need to register each time they wish to apply for support. However, applicants are required to submit a new application for each funding round. Previous applications will not automatically be considered in a new funding round.

Can I stay logged in and be inactive for long periods of time?

The system will log you out after a while if you stay inactive and it may not be obvious to you that you have been logged out (for example, if you are logged in for over an hour without using the system at all). If you have been away from your login screen for an hour or more the best thing to do is log out and then log back in again to avoid information being lost. The system should save your application information as you provide it, so there is no risk in logging out. But it is always good to check that the information you provide is being saved.

How do I reset my password?

If you forget your password, the Login section of the website contains a ‘Forgot your password?’ link through which applicants can reset their passwords.

Who can I contact if I experience technical issues while applying through the online system?

If you have any technical difficulties in using the portal then please submit a query through the Contact form on the website or by emailing ukaiddirect@manniondaniels.com, and a member of our team will get back to you as soon as possible.

Which internet browser should I use for online applications?

The system will function on the latest two versions of Internet Explorer, Firefox and Google Chrome. The fastest and smoothest experience will be on Google Chrome. However, the application form will function on all three.

Can I log in via more than one internet window?

No, please only log in via one internet window, otherwise you risk losing your content.

Application guidance

In a previous project we constructed buildings which were not eligible for DIFD-funding. Can we include the use of these assets in the current project even if they are ineligible DFID costs?

Yes you can. However, you will need to demonstrate that the use of them is integral to the delivery of your proposed DFID-funded activities for this project.

The application forms included in the Guidance (C1 and C2) are not the same as the forms included as part of the concept note application in the portal (A1 appeal information and A2 appeal figures). Can we confirm if forms C1 and C2 are a requirement of the concept note or if they are the full application forms?

At concept note stage, only forms A1 and A2 are required. C1 and C2 are only required at full application stage.

If no evidence of informal partnership is required, how should the relationship be depicted in the concept note?

Please provide details of this partnership as part of your approach.

Is there going to be more information about the themes and what they mean?

There are no plans currently to elaborate further on the themes.

It may be helpful however, to consider looking at the  Heads of Government meeting website (opens in a new window), for further information.

Additionally, you could take a look in more detail at DFID’s own websites to understand the overall priorities: Department for International Development (opens in a new window) and DFID priorities (opens in a new window).

Is there a concept note template available to share?

All documentation templates, as well as technical guidance for the application are available here. It is possible to download a version of your pdf through the ‘preview’ function but there is no concept note template to share.

All applications must be completed online.

I read that ‘cars’ are not an eligible cost, and yet there is also a paragraph in the budget classification guidance that mentions vehicles. What type of vehicles (e.g. motorbikes, bicycles, rickshaws, cars, 4x4s, trucks, buses etc.) can be paid for with DFID funds?

DFID will no longer support the purchase of vehicles including cars, 4x4s, buses, and trucks.

Vehicles can be funded by non-DFID funds or rented to the project and paid for by DFID funding.

Motorbikes are considered eligible for funding by DFID funds.

I read that ‘scholarships’ are not an eligible cost. Can you define what you mean by ‘scholarships’?

It is with regret that scholarships cannot be supported in any form.

What is meant by ‘income’?

Income (or turnover) can be defined as the total incoming resources or total funds received by an organisation during a given financial period.

Examples of ‘income’ includes funds / monies received as unrestricted and restricted funds from grants, donations, sales of goods or services etc.

What is the working definition of primary and secondary beneficiaries?

Primary beneficiaries are people who will directly benefit from the intervention, for example a mother attending an antenatal clinic is a direct beneficiary.

Secondary beneficiaries are those who are benefiting indirectly from an intervention for example, someone attends a training on improving nutrition then shares that information within her household. The members of her household are secondary beneficiaries.

Both direct and indirect beneficiaries should only be counted once, regardless of the number of interventions they may receive over the course of the project, and should not be included in both the primary and secondary beneficiary counts.

Donation eligibility

Can organisations sell specific items, for example tops in cloth shops / specialty coffee in cafe’s etc. with a donation going to the appeal?

This is acceptable, providing the messaging around the item being sold clearly links it to the UK Aid Match appeal, and customers are aware they are making a deliberate donation through their purchase.

Are there restrictions on where and how the donor pays?

Donors may pay in any way they choose, but all donations must be from within the UK.

Are Gift Aid donations eligible?

Organisations are able to include Gift Aid donations from their appeal in their project budget, but it will not be eligible to be matched.

Can donations be matched if the donor gets something in return? E.g. If we partner with a restaurant and 25p from every meal goes to the appeal, is this eligible for matching?

A partnership with a restaurant would count as a corporate donation and this would not be eligible for match funding. Donors must be explicitly aware that they are donating to the specific appeal.

Is it possible to create a double matched campaign with another funder? If so, can the matched funding pot for that funder also be matched by DFID?

DFID will not match funding which has already been matched by another organisation. Match funding is only eligible for donations from individuals.

If my organisation raises more in the appeal than was estimated in the application, is the extra able to be matched?

Appeals which raise more than the amount agreed to in the original application are able to have the excess value matched, providing they can prove that the project in question can be expanded suitably to incorporate the new funds. This will be treated on a case-by-case basis and will vary according to the excess raised and other factors.

The total limit on matched funds is £2m.

Will we be able to Gift Aid donations made to the appeal?

Organisations are allowed to use Gift Aid in their appeal. However, Gift Aid funding is not eligible to be matched.

Are donations from foundations and philanthropic organisations eligible for match funding?

The organisation must be not-for-profit., the money must be raised for the specific appeal in question, and all individual donors must be aware both of the appeal’s purpose, and of government match funding when they donate.

Donations from foundations where funds are administered on behalf of the owners of the funds, are not eligible for match funding.

Are donations from trust funds eligible for match funding?

DFID will match donations from trust funds where each individual who owns the funds agrees to the donation being made during the appeal period.

DFID requires proof of this in the form of a statement signed by the Financial Director or equivalent of the partner organisation, specifying each donation and confirming that the donations have been made by individuals who own the funds, that the individuals have agreed to the donation being made to a specified appeal, and that the individuals understand that their donation will be match funded.

Donations from trust Funds will not be matched if the decision to donate is made by trustees who administer the funds but do not own them.

Communications

What is DFID’s practice around ‘informal partners’ with regards to communicating awards and project results?

We inform the lead partner as to whether they have been successful. It is then their responsibility for updating any partners.

Once the application is approved, how long will we have to start our appeal?

Appeals should start within 6 months of grant confirmation, and should last for a period of 3 months.

Claims

Can costs incurred by a collaborative partner be included in the project budget?

Any kind of partner, whether collaborative or implementing, is considered an implementing partner on the application form with their own budget.

How do we claim the matched funding from DFID?

Organisations can apply for payment in advance on a quarterly basis. However, generally payment is made in arrears, on a quarterly basis.