School board elections funding
We provide funding to schools for running board member triennial, mid-term and by-elections. A formula determines how much funding each school is entitled to. Funding for triennial and mid-term elections is paid in the operational grant instalment. For by-election funding, schools need to claim from us directly.
- Funding formula
- Returning officers fees
- Triennial election payments
- Mid-term election payments
- By-election payments
- Other election payments
- Support for boards and returning officers during elections
Our funding is based on a formula which calculates:
- a base grant, plus
- a per-student amount multiplied by the current or latest funding roll
|Rates||2021 (GST excl)||2021 (GST incl)|
|Per-pupil funding (All schools except Intermediate)||$7.34||$8.44|
|Per-pupil funding (Intermediate)||$10.99||$12.64|
This fee is paid by the board to the returning officer from the funding available.
Before the election begins the school board and returning officer must agree on the fee that the returning officer will receive. The board and any clerical staff involved in the election process must also agree fees in advance.
Returning officer’s fee formula
There is a generally accepted formula to calculate the returning officer’s fee, but school boards don’t have to use it. The formula is:
50% of the election grant base amount, plus 25% of the per pupil amount.
We pay schools directly through their Operations Grant instalments as follows:
|1 April 2019||70% of the funding available|
|1 October 2019||30% of the funding available*|
*Note the 30% payment is only made if the school holds a voting election. The returning officer must submit the Candidate and Election Results Appendix to the Ministry as evidence of an election and to confirm whether a voting election has been held.
We pay schools that have opted into the mid-term (staggered) election cycle through their Operations Grant instalments as follows:
|1 October 2020||70% of the funding available|
|1 April 2021||30% of the funding available*|
*Note the 30% payment is only made if the school holds a voting election. The returning officer must submit the Candidate and Election Results Appendix(external link) to confirm that a voting election has been held.
Schools can claim a limited refund of actual and reasonable expenses for holding by-elections. Where a staff representative is elected, the board can claim up to $96. Where a parent by-election is held, the reimbursement is limited by the above funding formula.
Contact our Resourcing team if you have a question about reasonable expenditure:
Phone: +64 4 463 8383
We pay reimbursements for a by-election at the end of the election process, not in advance.
Claiming for by-election reimbursement
Download and complete the school boards by-elections reimbursement of expenses claim form. Have the form signed by both the board chairperson or secretary and the returning officer.
Scan and attach all receipts and evidence of expenditure, including returning officer fees, with the claim form. The Ministry can only refund expenses where evidence is provided. These attachments are necessary whether or not a vote was held. Invoices are not acceptable as evidence of expenditure.
Scan and email the application and attachments: firstname.lastname@example.org
Funding may be available to schools that have elections at other times, but that are not considered by-elections. For example:
- first elections of boards that combine or split
- first elections following a commissioner or
- first elections following an Establishment Board may attract election funding.
For further enquiries, please contact email@example.com
The New Zealand School Trustees Association (NZSTA) provides free advice and support for school boards and returning officers during elections.
Visit the School Trustee Elections website for information about the election process.
The following website also provides support to kura affiliated to the Rūnanga.
Information for parents and boards is available as follows:
Last reviewed: Has this been useful? Give us your feedback