FAQs

About UK Aid Match

What is the total budget available for disbursement in this UK Aid Match funding round?

The total budget for the UK Aid Match II Round 3 is £20 million.

Eligible organisations can receive UK Aid Match funding from a minimum of £100,000 to a maximum of £2 million.

How many funding rounds will there be each year?

The number of funding rounds available each year is at this time undecided.

Potential applicants will be informed with good notice of any further funding rounds.

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

Please refer to the About  section of this website.

Eligibility

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

There is no limit on the number of concept notes an organisation can submit, providing that 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.

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

Yes. Organisations can run up to three active Match funded projects at any one time.

Does a country have to be in the lowest 50 on the UN HDI and on the DFID high or moderate fragility list?

No, projects are eligible if they are in countries on either list.

Application process

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 two stage process.

Concept notes can be submitted between 22 October and 13 December 2018.

Successful applicants from the concept note stage will be invited to submit a full application between 11 February and 21 March 2019.

Applicants will be informed of the outcomes by mid-July 2019, with successful applicants then undergoing due diligence.

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 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?

You can find the online application portal 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.

 

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

Appeals should start within six months of grant confirmation, and should last for a period of up to three months.

Application guidance

How do we write about the scale of our project without a confirmed budget?

Keep in mind that in the application, you should lay great emphasis on what you intend to do. Although we encourage scalability to be mentioned, there should be less emphasis on the planning of increased and reduced budgets.

How would your team account for financial assets?

For projects that use part of project funds as capital for microloans, it is expected that during the lifetime of the project, the capital will be paid back to DFID as it forms part of its financial asset register. Therefore, grant holders need to plan at least six months in advance before project end date to have these paid off, to avoid having to recoup funds with grant holders, or for DFID to write off large sums.

How do we forecast for exchange rate fluctuations in drafting our budget?

This is difficult as exchange rate fluctuations may be hard to predict. We advise that you use forecasting for the next three years, and account for inflation. Please make this as realistic as possible with the information you have. We have guidance on exchange rates.

The application asks what data we would you be able to provide on the UK Aid Match appeals short-term and long-term impact for fundraising and our organisation as a whole. What sort of data are you looking for and why?

UK Aid Match has two primary objectives: Reduce global poverty and increase public engagement with International Development. To that end, we would like to see any data that can be gathered at the end of the appeal, which could contribute to our ability to measure UK Aid Match’s effect on increasing public engagement.

We are asked to provide an outline of our appeal in the application as well as in the A2 form. Do we need to do this for both? Can we copy and paste our response?

You should provide an outline in both. You may copy and paste if you wish, although be aware of differing space and word-count restrictions.

We are focusing on more than two global goals. How can we demonstrate this?

You should still choose one primary, and one secondary within the application. You can highlight any other global goals you seek to address within the narrative elements and the log-frame.

Our project addresses more than one global goal in equal measure. Can we list both as primary, or is there somewhere we can identify this?

You should choose one primary and one secondary, even if you intend to focus equally on both. This will not affect the outcome of your application. You may identify your equal focus on both global goals throughout the narrative elements of the application, as well as in your log-frame.

Is the risk log specific to the project that will be delivered using DFID funding or do we also need to include risks related to the UK public appeal?

There is a section on the communications application form regarding reputational risk, but we would expect the risk log to cover all risks, on both the project and the appeal aspects.

Are we able to make any changes to the budget between concept note and full application stage, and if so, how much flexibility would be permitted?

You may make some changes to your budget between concept note and full application, providing it does not diverge drastically from the original budget provided.

Do you provide any guidance on safeguarding?

Yes there is information on safeguarding on the website.

What constitutes a consortium?

DFID defines consortium applications as those submitted by formal consortia only, i.e. where two or more organisations come together to create a new, formally constituted organisation, with its own organisational accounts.

Informal consortia, i.e. where two or more organisations work together on a specific project or initiative only, will be considered as partnerships.
All formal consortium members must meet the UK Aid Match eligibility criteria.

If the formal consortium does not have its own management structure, one member of the consortium will need to be elected as the ‘lead’ organisation, i.e. the organisation through which all funding would be channelled and who would operate as the main point of contact with DFID for the duration of the project.

Organisations may apply both as an individual organisation and as a member of a consortium at the same time. If successful, the consortium grant would be counted as a grant held by each of the consortium members and would count towards the maximum combined grant model allowance.

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.

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 Illegal Wildlife Trade Conference information (opens in a new window), for further information.

Additionally, you could take a look in more detail at the Department for International Development’s (DFID’s) own websites to understand the overall priorities: DFID (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 on the How to apply page. 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.

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’ include 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.

Requirements and supporting documents

In the logframe, our impact indicator is high level, and whilst we have a baseline we will not be able to provide milestones or a target that we will be able to report back on within the project timeframe.

Do not worry too much about the impact indicator as this is supposed to be high level, and we do not expect you to be able to provide accurate milestones. You will be measured against your output and outcome indicators.

Should our project workplan be based around the financial quarters beginning in April, or should it work around our project start date?

Your work plan should work around the financial quarters starting in April.

The application asks for a letter of good standing from our bank. Please could you clarify if this is a letter from our bank directly addressed to DFID with details of our good standing, or would it be suitable to submit a broader letter from the bank confirming bank details?

We don’t mind who the letter is addressed to, as long as we see a copy. In terms of the content, please see the list of things we would ideally like to see below (we do accept that it is somewhat the bank’s decision as to what to include):

  • on the bank’s headed paper
  • must mention the bank account number
  • must mention the organisation’s name
  • must confirm that the account is held with the bank and ideally that there are no issues or actions outstanding against the account
  • signed or stamped.
We are asked to submit copies of identity documents for various personnel. One of our team’s passports is expired, is this still acceptable?

A valid passport would be preferable, however if this is not obtainable, then an outdated passport would be acceptable.

The application asks for ‘physical proof of your organisation’s registered address’ – would a screenshot of the Companies House page suffice?

Ideally, we would like some sort of bank statement, utility bill, or tenancy document with the address. However, if none of these are available, then you should submit the best evidence you can provide for your residency at the address given in your application.

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?

No, a theory of change (ToC) is not required at the concept note stage of Round 3 of UK Aid Match applications.

What counts as an ‘active’ project?

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

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

For this Round 3, completing the ‘Risks and Mitigation’ section of the application form is required.

You will be asked to give more detail at full application stage if you progress beyond concept note stage.

 

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 three 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 three 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.

Donation eligibility

A company wants to donate items for us to sell. We know the amount raised from the sale of the items cannot be matched, but can the value of the items be matched?

In kind contributions from corporate donations of goods and items cannot be matched.

Are donations from a group of staff from a corporate organisation eligible and can they be counted as part of the opportunities to view (OTVs) total?

Yes, donations are eligible if they submit a letter supporting their intent to donate collectively as staff, and not from the company. OTVs are eligible if the group is open and in the public domain.

Can donations from auctions be matched for UK Aid Match appeals?

Donations can be matched from auctions, only if it is part of an existing event; for example a gala dinner. Donations will not be matched from online auctions or auction-only events for specific items.

Can organisations sell specific items, for example tops in clothes shops / speciality coffee in cafes etc, with a donation going to the appeal?

Any item that is sold as part of the UK Aid Match appeal, should not only be clearly linked to the appeal but also have an ‘optional’ donation on top of the sale price to be eligible.

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

On form C1, please can you clarify the extent of the copy and visuals you require at full proposal stage? If we are to attach examples of letters, web pages, copy, images, flyers etc., how/where do we attach these on the portal?

We do not need to see too many examples of your visuals – just enough to give us a good sense of how you plan to approach it. You should include the visuals within the C1 form.

What does the question ‘value in kind of any pro-bono communications which contain UK Aid Match messaging’ refer to – advertising spend?

It could be advertising spend. It will depend on your partners. We want to know what you are able to evaluate from your appeal in this section. If there is a way to calculate value in kind please include it here.

What is required in our answer to this question: ‘How does your appeal address the primary objective of making the public aware of the opportunities to have their donation matched by the government’? Is it about UK Aid Match messaging?

You should explain how you are going to meet this objective – it will depend on your appeal strategy (routes to the public, messaging, content, creative), but yes, messaging is vital.

How do we estimate the ‘value of support’ from communications partners? Is it simply what it would cost if it was paid for?

We would like you to estimate the value of support in terms of opportunities to view (OTV), not financial value.

We have been told to use up to 1,500 words in each section on the C1 form. But also, to submit no more than 10 pages. I have only submitted 300 words for each section and am already on 13 pages. Can the word count be dropped, or the number of pages increased?

Unfortunately, we cannot change the word count or the required page limit. You must work within the given boundaries.

Are we able to alert fundraisers about the appeal, prior to the appeal starting?

Yes. You cannot start any appeal activities prior to your appeal start-date.

However, if you want fundraisers to prepare in advance of the start-date, then you are welcome to inform them of planned events and ‘challenges’.

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.

Claims

Can we include advocacy, learning and dissemination costs and is there a threshold? Could these, if seen as a benefit to the long-term benefits of the project be included under budget line five, ‘monitoring, evaluation, and lesson learning’.

Yes, they can be included, but need to be supported by a justification and the purpose of the learning. Costs need to be considered to be reasonable. Guidance on this is available on our website

Can we include travel costs and is there a threshold? For example, flights for consultants for M&E.

Yes, this can be included.  There is no set threshold. There is a list of disallowed cost in the guidance online.

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.

Application portal

What is meant by ‘relevant achievements’ when we are asked to provide a CV for the project lead?

‘Relevant achievements’ refers to specific indicators of success (such as beneficiary numbers) in previous projects within a similar context. The CV or biography should tell us about previous work on similar projects, but more importantly, what the outcome of those projects were.

I’m having trouble uploading the CVs that you requested

Are you using Chrome? If not, we would suggest that you try again from a Chrome browser. You should also double check that the CV you are uploading has a different file name to the CV you have uploaded at concept note stage. Even if it is the same file, it just needs to be slightly different i.e. with ‘full application’ suffixed. Finally, please ensure that the file is either a doc, pdf or excel file.

We are not able to use paragraphs in our answer boxes on the online portal. Should we be able to?

No. The online application does not allow for paragraphs. This is something we may address for future applications, but for now, please complete without paragraphs.

In counting beneficiaries, one person may fit into several groups. For example they could have a disability and be a member of an indigenous group. Should we report the same person in each category that is relevant to them?

Whilst we appreciate that there will inevitably be some overlaps, we do ask that you do not count individuals multiple times if they fit into these overlaps. This is because it would cause issues in measuring beneficiary numbers down the line.

Instead, could you please enter the number of beneficiaries in the group that has the highest weighting of focus in the project.

Please define what is meant by ‘approach’ in section three of the proposal template. Is it an elaboration of the work plan?

We would like to see an outline of your project. This is where you should highlight the details of your project. What are you trying to achieve, and how are you going to achieve it? What is the problem you have identified, and how is your proposed project going to fix it (training, healthcare provision etc).

On the other hand, the workplan should be a broken-down timeline of the activities you will be undertaking as part of your approach.

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.

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

Yes, these include spaces and punctuation.

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

More information can be found on the application form.

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 ukaidmatch@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.