Get Active Kids Voucher Program - Information for Group Leaders
Round 10 of the Get Active Kids Voucher Program is now open!
In this round, applications for a voucher or a reimbursement will close on April 2 at 10am unless funds are exhausted sooner.
Check out the 'What do I need to do as a Group Leader?' for a step-by-step guide on managing Get Active Kids vouchers at your Group.
What is the Get Active Kids program?
The Get Active Kids voucher program is a state government funding program that provides eligible families with up to $200 to cover the costs of membership and registration in sport and active recreation.
The best bit - Get Active Kids vouchers can be used to cover the costs of Scouting! Scouts Victoria is an eligible Get Active Kids Provider. All of our Groups are registered under the Scouts Victoria ABN so your Group does not need to register as a provider. Families who wish to use vouchers towards Scouting need to provide the Scouts Victoria provider code when applying - more information under 'How can families access funds through the program.'
Your Group is able to accept vouchers of up to $200 to support eligible families pay for membership and participation costs in Scouting.
Children need to meet certain eligibility criteria to access a voucher or reimbursement. More information on eligibly can be found here. The summary: children must be under 18 and 'named on a valid and issued Health Care Card or Pensioner Concession Card and Medicare card to be eligible'.
How can families access funds through the program?
Scouts Victoria is an eligible Get Active Kids Provider
This means families can apply for funds for membership and participation costs in Scouting. Families who wish to use funds towards Scouting must use our Get Active Kids Provider code 2996540 when submitting their application. Please share this information with your families.
Eligibility
The program is only available to families that meet the eligibility requirements. More information on eligibility can be found here. The summary: children must be under 18 and 'named on a valid and issued Health Care Card or Pensioner Concession Card and Medicare card to be eligible'.
There are two ways for families to get funding for Round 10.
1. Get Reimbursed
If your families have already paid registration fees they can apply to be reimbursed for up to $200. Applications for reimbursement can be made here.
Reimbursements are open for eligible expenses that have been incurred from January 1 until the time of submitting the application.
2. Apply for a voucher
Eligible families can apply for a voucher of up to $200 which will have a unique voucher code. Applications for vouchers can be made here. This will mean that they provide you the Group with a voucher code in lieu of paying up to $200 in fees. Vouchers must be towards fees or expenses incurred before April 29.
Parents will need to nominate Scouts Victoria as their Get Active Kids Provider when applying for the voucher. The Scouts Victoria provider code is 2996540. They should then provide the voucher code emailed to them after submitting their application beginning with G10-2996540 to their Group Leader. More information on this below.
What do I need to do as a Group Leader?
1. Promote the program to your families - Encourage any eligible families to apply ASAP
How you promote the program to families will be different in each Scout Group. Here's some suggestions to get you started:
- Ask your Section Leaders to promote the program at drop-off and pick-up
- Directly contact families that have used the program in the past and encourage them to re-apply
- Email all families in your Group about the program or include the program in a Group newsletter
- Share the opportunity on your Group's social media channels
- Mention the program when sending out annual fee invoices
Make sure you tell families to use our provider code - without this code families can't use the funds towards Scouting. Our Get Active Kids Provider code is 2996540.
The program runs on a first-in-best-dressed system. As soon as the pool of funding is exhausted the program will close applications. It is important that eligible families apply ASAP to ensure they don't miss out.
Don't forget about families who are in the process of joining Scouts!
2. Collect voucher codes from families
Families receiving reimbursements will organise funding directly through the Get Active Kids program. However, voucher codes have to be claimed through Scouts Victoria.
Ask families to provide their voucher code to you or an appropriate delegate ASAP. Voucher codes are sent to families via email. Voucher codes for round 10 look like this: G10-2996540-XXXX, with the XXXX representing a unique combination of letters or number for each child. Each child must have their own voucher code.
Keep a record of which families have applied for the program and their voucher codes.
If you are aware a family intended to apply for a voucher it is important to follow up and request the voucher code. Without the voucher code we can not access the money.
We have a set window to claim the funds from the government, so it is important families provide their voucher code ASAP.
3. Submit voucher claims to Scouts Victoria
Once you have the voucher code you need to submit the code to Scouts Victoria. We will claim the voucher funds from the government. We have a set window to claim the funds from the government, so it is important claims are processed ASAP.
Complete the form below to claim voucher funds. The form must be completed for each child with a voucher. You need to provide the voucher code, child's name, Group name, section, and membership number (if available).
This form is only to be filled out by Group Leaders or an appropriate delegate. Parents, please send your Get Active Kids Voucher to your Group Leader.
Get Active Kids Voucher Code Submission
Vouchers issued in Round 10 must be redeemed by the Group Leader through Scouts Victoria before May 20.
Deadlines for voucher claims will be posted in Be Informed in the Fundraising and Grants section. Make sure you read Be Informed each week to stay up to date on all important deadlines.
We will contact you if there are any issues claiming a child's voucher. Please keep a close eye on your emails.
4. Adjust the family's fees accordingly and wait to receive the funds
We will contact you if there are any issues claiming a child's voucher. Please keep a close eye on your emails.
Once you have submitted a voucher claim to Scouts Victoria you can adjust the family's fees and apply a discount of $200.
Claiming funds from the program can take over a month. Please be patient while we wait to receive funds from the government.
Many Groups will not receive voucher funds until after annual fees are due. It is important that you still reduce the family's fees by $200 and wait for your Group to receive the voucher funds.
If you want to check on the progress of a voucher claim please contact grants.manager@scoutsvictoria.com.au.
What do we do for children who are trialling/in the process of joining?
Families who are trialling Scouting and intend to join may organise Get Active Kids vouchers to assist with the costs of joining. This means children may have vouchers to claim before they have a membership number!
Claim the voucher
It is important that you submit the voucher claim to Scouts Victoria as soon as possible, and do not wait for the membership number. We have a strict window to claim the funds from the government, and if you wait for the membership number to come through that window might close and the families would miss out on their voucher funds.
Organising fees
The online membership system cannot account for Get Active Kids Vouchers. If a child joining Scouts wishes to use a Get Active Kids voucher toward their fees, the fees must be processed and managed by your Scout Group.
For children trialling you need to update the trial and select 'My Group will invoice parents.' For assistance editing a trial please contact Member Services on memberservices@scoutsvictoria.com.au or call 1800 SCOUTS. The family will receive the standard online membership form, just without payment. It is then up to your Group to invoice the family less the $200 voucher.
If you have any questions about the Get Active Kids program please contact grants.manager@scoutsvictoria.com.au.
More information about the program can be found on the Get Active Victoria website here.