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Recipient Information
For grants awarded after October 1, 2002
This guide is intended to assist Foundation recipients manage
their awards. Please read it carefully, as the Foundation's policies
have changed significantly. Also, please note, it describes a general
award from the Foundation but may not include the specifics of your
program. Please contact your Project Administrator with any
questions.
Activation
- When you receive your grant agreement, review it and the attachments
carefully. Are the project specifics accurate and can you fulfill the
requirements?
- If the terms are agreeable, sign both copies of the agreement and
return them to your Project Administrator within 60 days of receipt. You
need to return only the agreement, not the attachments.
- Your Project Administrator will return one countersigned copy of the
agreement for your records.
Invoicing
The Foundation disburses funds based on the phases you and your
Project Administrator developed during the review of your proposal, as
outlined in your grant agreement.
- When you are ready to begin the project, mail, fax, or email a
Request for Funds (template provided) for the first phase to your
Project Administrator.
- When you have completed the first phase and are ready to begin the
second phase, mail, fax, or email a report on the first phase (see
Reporting below) and a Request for Funds for the second phase.
- Follow the previous instructions for each subsequent phase until the
final phase.
- Payment for the final phase is paid in arrears. Mail, fax, or email
a report on the second to last phase upon completion of that phase. Upon
completion of the final phase, mail, fax, or email a report and a
Request for Funds for the final phase.
Reporting
- Upon completion of each phase, mail, fax, or email a Phase Reporting
Form (template provided) to your Project Administrator that shows what
was accomplished and how funds were spent, as compared to the proposed
scope of work and budget.
- By October 31st of each year, mail, fax, or email an Annual
Reporting Form (template provided) to your Project Administrator that
shows what was accomplished and how funds were spent from your last
phase report to September 30th.
- Throughout the duration of your project, keep your Project
Administrator informed of any changes in contact information, scope of
work, or budget, as well as any difficulties in completing activities or
submitting reports in a timely manner.
Closure
Within 90 days of your project's end date, submit to your Project
Administrator via:
- Mail, fax, or email a report on your final phase.
- Mail or fax and email a final programmatic report on the
accomplishments of the project as a whole that includes digital photos
and other products, as appropriate.
- Mail or fax and email a Project Evaluation Report (template
provided).
- Mail or fax and email a Certification of Matching Contributions
(template provided).
- Final Financial Report
Attachments
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