The nation's peak body representing volunteers has described as "convoluted" and "confusing" the new requirement that groups must be invited by their local MP before applying for a federal grant.

Key points: Grants are now made on a first-come, first-serve basis to eligible groups invited by their local MP to apply

Grants are now made on a first-come, first-serve basis to eligible groups invited by their local MP to apply The Department of Social Services says the change was made to address significant over-subscription in previous years

The Department of Social Services says the change was made to address significant over-subscription in previous years But volunteer groups say the new process is "convoluted" and "unnecessarily onerous"

The Volunteer Grants Program run by the Department of Social Services (DSS) allows organisations to apply for between $1,000 and $5,000 to support volunteer activities, to pay for small pieces of equipment, training, or to help with transport costs.

In 2018, organisations could submit applications directly to the department, which were assessed by an expert panel of departmental staff and were awarded on a competitive, merit-based process.

'An extra layer of bureaucracy'

However for the 2019–20 round, organisations must first be invited by their local federal MP to submit an application in what the department describes as a "two-phased, closed, non-competitive grant process", similar to the controversial Stronger Communities Grant scheme.

Under the changes, $66,000 will be handed out in each federal electorate — a total funding pool of just under $10 million.

"It certainly is a convoluted process and something I have never heard of before," said Adrienne Picone, chief executive of Volunteering Australia.

"We were not consulted about this process and we probably wouldn't have received it positively if we had been."

Christian Porter and Anne Aly have each advertised the grants on Facebook. ( Supplied )

In a statement, a DSS spokesperson said the change "addresses the principle of proportionality under the Commonwealth Grant Rules and Guidelines and recognises that MPs are well placed to identify local needs and priorities in consultation with local communities".

But Ms Picone said the reality had been that it was up to volunteer organisations to become aware of the new process and approach their MP to ask for an invitation.

"We certainly hope that these organisations are not waiting for their local member [to invite them] and that they are being proactive and going straight to their local member," she said.

"People, particularly volunteer groups, are already time poor and under-resourced and this is adding an extra layer of bureaucracy, and I think that is actually a significant concern."

'Why should the local MP have that power?'

The coordinator of a WA-based parents' group, who asked not to be identified as their request for an invitation to apply for funding is still being considered by their MP, told the ABC she had concerns with the process.

"Last time I applied for a volunteer grant directly to the department and we were fortunate and we were given a grant, which was very helpful to our organisation," she said.

"We are really small so this really helps — our annual budget is about $10,000 and we got $2,000."

This year, she became aware through a national organisation that she would now have to approach her local MP first.

Some volunteer fire brigades were among the recipients of grants in 2018. ( Supplied: Wallcliffe Volunteer Fire Brigade )

"Grant applications take time, they are done by volunteers, and I thought it made the process unnecessarily onerous," she said.

"I wondered why the local MP has the power to decide whether an association can apply?

"If you meet the criteria, shouldn't you just be able to apply?"

After receiving an invitation to apply, organisations still have to complete a grant application that will be assessed for eligibility by DSS.

But grants will be made on a first-come, first-serve basis to eligible organisations, rather than the department waiting until all applications had been received before making a decision.

The Volunteer Grants 2019-20 website stated that:

"Applications will be assessed in the order that they are received. "Funding is capped at $66,000 per electorate, noting that once the funding cap is reached, no further organisations will be funded. "The sooner you submit your application, the more likely it is that your organisation will receive a grant."

Toy libraries and school groups were among the thousands of grant recipients in 2018. ( ABC: Aimee Volkofsky )

Change in process but no funding increase

In 2018, more than 5,000 grants were awarded to an array of community organisations including parents and citizens' groups, toy libraries, surf life saving clubs, sports clubs, and volunteer firefighter groups.

Ms Picone said, although the grants were small, they made an "absolutely enormous difference".

"I can't begin to tell you how much these grants are appreciated, particularly for those small organisations. They are used for safety equipment, laptops, iPads," she said.

"It seems like a small amount, but it really does go a long way."

The department's website said the change in process had been made to address the significant over-subscription in previous years:

"Previous Volunteer Grants rounds have been heavily over-subscribed with around 70 per cent of applicants unsuccessful, despite the vast majority of applicants being eligible and worthy of receiving a grant. "The change will ensure grant funding addresses local priorities and reduce the cost of grants administration proportionate to grant outcomes."

Groups for which volunteers make up at least 40 per cent of the staff are eligible to apply. ( ABC South East SA: Kate Hill )

Shifting deadlines

It also appears to be up to individual MPs as to how they communicate the grant opportunity to their constituents.

Some MPs have advertised on their social media pages and websites, while others appear not to have advertised the grants online at all.

The DSS website advises that "from December 16, 2019 to February 21, 2020 members of Parliament will be able to nominate organisations from within their electorate to apply for funding".

However the ABC has seen a variety of deadlines given by MPs for community groups to ask for an invitation.

The department did not address ABC questions about whether MPs had been given directions on how to communicate the grants to their electorates.

LGBTIQ groups are concerned what it will mean if their MP is not supportive of their issues. ( Unsplash CC: Allie Smith )

On January 17, the department added a paragraph to its questions-and-answers document in response to an anonymous phone enquiry about LGBTIQ community groups:

"Q55. Our community group is interested in applying for a volunteer grants, however our local MP is not supportive of the LGBTIQ community. What are we able to do?"

The answer suggests groups should discuss the matter with their MP's office, and if they have further concerns to contact the DSS complaints line or the Australian Human Rights Commission.

In response to the ABC's questions about this advice, a departmental spokesperson said "MPs must keep a record of all requests for nomination and, if requested, provide a reason as to why the organisation was not nominated to receive an invitation to apply".

"To date, the department is not aware of any organisations that have approached their MP for an invitation and been unsuccessful."