Hampshire County Council Grants

Voluntary Car Scheme Grant - application notes

To apply electronically, you must have a valid email address.

Organisation details (Questions 1-6)

Question 1 Department

You should enter Economy, Transport & Environment Department (previously known as the Environment Department), Voluntary Car Schemes Grant.

Question 2 Contact details of your organisation

This is the main organisation that would be responsible for the grant.

Question 5 Part of a larger organisation or umbrella group

In question 5, please write in Good Neighbours Support Service if your voluntary car scheme is under their umbrella and therefore comply with the Good Practice Guidelines for Voluntary Car Schemes.

Your Project/activity (Questions 7-10)

Question 7 Title of your project/activity

Please try to be as brief as possible. For example: Name of your voluntary car scheme.

Question 8a Summary of your project

Please use this section to describe what it is you are applying for a grant for? For example 'we provide a transport service which helps members of the local community to...'

Question 8b Details of your project

Please give a detailed description of your transport service and its activity, this should cover:

  • What the service provides
  • Who can use the service

We also require further specific information regarding the trips you have provided, so please use this section to provide the following:

1. The total number of journeys that your group has provided. A single trip is one journey and a return trip is two journey’s. You should separate the journeys into two categories: ‘trips to hospital for appointments or treatment’  and ‘other’ journeys.

2. The mileage undertaken by your group to provide these journeys (you should separate the journeys into two categories: ‘trips to hospital for appointments or treatment’ and ‘other’).

3. The total income you have received split into the following categories

  • Income from trips to hospital for appointments or treatment

  • Income from other journeys

  • Other income not previously covered e.g. donations, grants etc.

Use this information to show:

  • The total income

  • The total income excluding any payments you have received from trips to hospital for appointments or treatment.

4. The time period which this grant is covering (1 April 2013 – 30 September 2013). Please note we do not fund applications in advance and will only fund retrospectively.

5. The mileage rate at which volunteer drivers are paid (e.g. 40p per mile)

An example :

Trips to hospital for appointments or treatment – 8,000 trips; mileage – 12,000

Other journeys – 12,000 trips; mileage – 15,000


Income from trips to hospital for appointments or treatment - £3,000

Income from other trips - £4,500

Charity Grant - £500

District Council Grant - £200

Total income - £8,200

Total income minus income from trips to hospital for appointments of treatment - £5,200

You may find it helpful to add this information as a supporting document if you run out of space on the form.

Note: Use the figures relating to expenditure and income (excluding trips made to hospital for appointments or treatment) to calculate your deficit to know how much funding you are applying to Hampshire County Council for (Question 14a)

Question 8c Project outcomes

Please tell us briefly what your transport service will do for your local community, why you want to provide this. Please give an indication of which types of groups/individuals use your transport. You should also use this section to tell us about any improvements that you hope to make – this could be offering additional transport services to the community, helping more elderly/disabled/young/disadvantaged people access social, retail services or improving individual quality of life.

Question 8d How you involved service users in the development of your project

Please tell us briefly how you have achieved this. You could also tell us about any local feedback you have received about the need for your service or surveys that you have carried out.

Question 9 Frequency of the activity

Please remember we do not fund in advance. Venue is not applicable.

Finance (Questions 11 – 15)

Schemes which do not expect passengers to make any contribution towards their journey costs will not be supported (see Hampshire County Council Voluntary and Community Sector guidelines). Please note that it is Hampshire County Council's policy not to fund any trips to hospital for appointments or treatment. This is why you are asked to provide separate figures. Applications to fund the deficit between the remaining income received and expenditure (including overheads) will be considered.

Question 12 Costs required to carry out the project/activity

Please show the following information in the table. The total expenditure split into the following different categories:

  • Payments made to drivers for trips to hospital for appointments or treatment
  • Payments made to drivers for other journeys

  • Postage, telephone costs, stationery

  • Other expenses not previously covered for example rent, wages etc.

Use this information to show:

  • The total expenditure

  • The total expenditure excluding any payments made to drivers who were undertaking trips to hospital for appointments or treatments (this figure will be the same as the top row figure in question 14a.

Question 13 Income

Use the table to identify where any other funds will come from (exclude the funding being requested from Hampshire County Council Voluntary Car Schemes Grant as part of this application). Make sure to include applications to other grant funders where you are still awaiting a response. If you have not applied to anyone else, please leave all boxes blank.

Question 14a Project finance summary

You need to show us how much funding you are applying for. This amount is the difference between your expenditure and your income. This should not include any expenditure or income for trips to hospital for appointments or treatment. Please refer back to your figures in question 8b and question 12. For example:

total expenditure (not including trips to hospital for appointments or treatment) = £500

- (minus)

total income (not including trips to hospital for appointments or treatment) = £300

The maximum you can apply for is therefore £200.

General Information (Questions 16-20)

Question 20 Equalities

Please answer all three parts as best you can. We are not looking for comprehensive policies – just some bullet points, for example: thorough training; information sessions, staff guidebook etc. In addition to information about your policies and procedures please outline how the aims of your project will contribute towards a, b, and c.

Examples of things which may be relevant to include are:

  • We have an equality and diversity policy. We ensure our staff receive equalities and diversity training. We actively encourage and support all sectors of the community including those having protected characteristics to take part in this project.

  • We have an open and transparent recruitment and promotion policy.

  • The organisation’s culture fully embraces diversity.

  • Our constitution/ this project focuses on fostering good community relations across all sectors of society by...

  • This project will advance equality of opportunity for everyone by…

Documentation to be submitted

You only need to send same document once over 12 month period. If you have sent us your documents in the last 12 months please tell us the grant reference number to which they were attached if possible.

We would appreciate electronic document attachments. If, however, you only have a paper copy please write this in the documentation section and send a paper copy in to the Grants Officer (details at the end of these notes).

  • Applications under £5,000 – no documents are required to be submitted with this application
  • Applications £5,000 and over – the latest annual accounts, adults safeguarding policy and child protection policy.

Monitoring Information

This information will help us to plan and fund areas of work where there are significant gaps and needs. If you need to collect this information from your staff or service users then it is important that you give them a choice as to whether they choose to give this personal information.


Grant application form

Grant application form

The application form will open in a new window. There is a two hour time limit to complete or save your form. Additionally you can print or save your application immediately prior to submitting it.


Community Transport Team
Economy, Transport and Environment Department
Elizabeth II Court West,
The Castle
Winchester, SO23 8UD

Telephone 01962 846785

Email at ete.grants@hants.gov.uk