Community Post Terms and Conditions

NZ Post aims to make a difference by supporting community based projects run by not-for-profit organisations.

Community Post is a NZ Post sponsorship programme designed to support communities throughout the country by donating postage included envelopes and other NZ Post services to local not-for-profit organisations that align with our community investment themes.

Some important things to consider before completing this application

Organisations can only submit one application per region or nationally.

If you are a National Organisation (those with multiple branches or have national reach) you can apply for DLE postage included envelopes plus an NZ Post address database health check on one addressing database with a minimum of 300 records.

You can also apply on behalf of your branches. Please use the National organisation application form. If you choose to apply as a national organisation you must advise your local/regional branches that they cannot apply this year.

Local/regional organisations can apply for up to 500 DLE postage included envelopes plus an NZ Post address database health check on one addressing database with a minimum of 300 records. If you have a head office you must confirm they are not submitting an application that includes your region. Please use the local/regional organisation application form.

Your application needs to be for a specific project. Priority will be given to projects that align with our community investment themes, for the benefit of the communities in your region or nationally.

This may include, but is not limited to, projects that contribute to:

  • Building resilient communities
  • Reducing waste and carbon emissions
  • Business partnerships

There are 16 Community Post regions throughout the country. National and local/regional applications will be assessed by a central board.

Applications close at 5pm on 31 August 2017 and envelopes will be allocated by 31 October 2017. The sponsorship only applies to free Community Post envelopes and other NZ Post services as listed – no cash sponsorships are available through Community Post.

Who can apply

Applications will be considered from not-for-profit organisations using NZ Post postage and services to carry out projects in their region. Priority will be given to those applications that align with our community investment themes, for the benefit of the communities in that area.

Organisations need to demonstrate how the services offered will help them to carry out their project(s) and achieve their goals.

We encourage the larger organisations to combine regional applications into one centrally run application. Organisations with regional offices need to decide whether they are applying as a national organisation or regionally. They cannot do both.

Community Post

Organisations that apply must be:

  • an incorporated society, or
  • a registered charitable trust, or
  • a body or club that is controlled by an association of people under an adopted constitution and rules, with annual accounts and reports.

Activities supported by Community Post

New Zealand Post is focusing its charitable efforts and allocations of Community Post envelopes to ‘projects’ that align to its community investment themes.

To allow the free postage to make a difference to as many people as possible, Community Post makes donations under three categories:

Building community resilience

The sustainability of our communities is vital. Any not-for-profit organisation with projects that assist with building resilience in NZ communities will be considered.

Reducing waste and carbon emissions 

Behaving responsibly and ethically is fundamental to the future of our communities.  Any not-for-profit organisations with projects that are focussed on minimising the impact of waste on the environment and/or reducing carbon emission will be considered.

Business partnerships

It’s crucial for businesses to work together in clusters or groups to create productive and prosperous communities. Any not-for-profit organisation with projects that display a commitment to business partnerships will be considered.

Projects that are not eligible include:

  • commercial ventures
  • completed or retrospective projects
  • projects that promote or benefit an individual
  • general administration activities including newsletters

Activities that fall into the area of local or central government are also not generally considered as eligible by the Community Post Board.

Where demand is high, priority will be given to those organisations who demonstrate how their project will deliver specific benefits to the community to meet a current need in the region.

Community Post conditions

Applications will only be accepted online.

National Organisations

Postage will be donated to successful applications in the form of postage included DLE envelopes.

Address Database health check (data cleanse)

How it works:

  • Supply one addressing database with a minimum of 300 records as an excel spreadsheet, csv, or delimited file to communitypost@nzpost.co.nz between 1 November 2017 and 31 March 2018.
  • Allow up to 10 working days to get your report and file back

Outcome:

  • A report showing the accuracy of the address information contained on the database supplied and what NZ Post can electronically cleanse it to.
  • The cleansed addressing database output with updated address information (where possible) (including appending missing information such as postcode or suburb) and highlighted inaccurate addresses that can’t be fixed allowing not-for-profit organisations to update the records.

Regional/Local organisations

Postage will be donated to successful applicants in the form of postage paid DLE envelopes.

Address Database health check (data cleanse)

How it works:

  • Supply one addressing database with a minimum of 300 records as a spreadsheet, csv, or delimited file to communitypost@nzpost.co.nz between 1 November 2017 and 31 March 2018.
  • Allow up to 10 working days to get your report and file back

Outcome:

  • A report showing the accuracy of the address information contained on the database supplied and what NZ Post can electronically cleanse it to
  • The cleansed addressing database output with updated address information (where possible) (including appending missing information such as postcode or suburb) and highlighted inaccurate addresses that can’t be fixed allowing not-for-profit organisations to update the records.

Donated Community Post envelopes must be used within 12 months of being received and must be used for the specific project for which it was applied. The addressing database for the address database health check must be sent to communitypost@nzpost.co.nz between 1 November 2017 – 31 March 2018.

Decisions on all valid Community Post applications will be made by the Community Post Central Board. All decisions are at the sole discretion of the Community Post Central Board and are final and no comparisons to another organisation’s application will be made. As Community Post is a contestable programme, application approval in one year does not guarantee approval in future years.

Eligibility Checklist

Each year we receive a large number of applications. In order to meet expectations we have set criteria which our boards use as a basis for their allocations.

Applications must:

Fulfil all of the following

  • be for a specific project (Community Post is not designed for general administration of an organisation)
  • operate in and benefit the region being applied to
  • be either a national organisation applying on behalf of your regions or with nationwide reach or a local/regional organisation
  • require postage or addressing database health check services
  • be for an organisation project which fits within the categories (Building Resilient Communities, Reducing Waste and Carbon Emissions, Heritage and Business Partnerships).

And fulfil at least one of the following

  • an incorporated society
  • a registered charitable trust
  • a body or club that is controlled by an association of people under an adopted constitution and rules, with annual accounts and reports.
  • GST liability for recipient organisations

The following information on GST liability is of a general nature and organisations are advised to seek more specific advice from their tax advisor or the Inland Revenue Department.

The receipt of postage paid envelopes by a non-profit organisation which is not registered for GST under the Goods and Services Act 1985 will have no GST consequences for the organisation. The organisation should, however, take the value of the free postage into account in determining whether it needs to be registered for GST purposes or not.

If an organisation is registered for GST then it may need to account for the GST output tax on receipt of any free postage envelopes. If there is any doubt about whether the organisation needs to account for the GST output tax because it is making both taxable supplies and exempt supplies, then expert advice on GST obligations should be sought.

Publicity

If your organisation is successful, your organisation may have their details published. Your details may be listed in your regional newspaper or on the NZ Post website. We may also wish to talk about your story in local media.