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Grants:Processing/Grantee Portal/Post award

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This page documents a process common to all or most of WMF's grants programs. Please don't edit this page, but please do create a discussion page instead.




Did you submit your grant request without the use of the Fluxx Grantee Portal (e.g. proposal submission through Meta-Wiki)? If yes, refer to your Program Officer's award notification email for next steps. For your reference, here is some information on the requirements to process a newly approved grant request.


The Wikimedia Foundation (WMF) needs information from each grantee to process each grant. The information needed will be different for the type of grantee receiving a grant and whether the recipient is a new or returning Grantee. WMF awards grant funding to individuals, groups, or organizations. The information needed may also be different depending on the activities being funded or the Grantee's grant history with WMF.

If your grant request is approved for funding, your Program Officer will have sent you an award notification email that includes instructions for next steps. Next steps can be categorized under agreement signing and grant payment. Both categories require information and documents from the Grantee.

Once approved, a grant must have an agreement[1] signed[2] electronically[3] by all parties within 30 days of the grant approval date.

Funding from Conference Grant Program

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We take your privacy seriously and only request information/documents as they are needed to process a grant and comply with US regulations around grantmaking.

Funding from other WMF Grant Programs

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Please refer to your award notification email from your Program Officer for instructions on the next steps.

There may be additional information or instructions specific to your grant request. If you cannot find it, please email grantsadmin wikimedia.org for help connecting you with your Program Officer.

In general, this is the information needed to process and pay an approved grant. We take your privacy seriously and only request information/documents as they are needed to process a grant and comply with US regulations around grantmaking.

Requirements: New grantees

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Information and documents needed to process an approved grant request are submitted in the Grantee Portal. For grant applications not submitted through the Grantee Portal, the information/documents can be emailed to the Grants Administrator grantsadmin wikimedia.org instead. Make sure to include your grant's project title in the subject line.

Choose the type of grantee for your approved grant and click 'Expand' to view the required information and documents to issue the agreement and pay the grant.

Individual

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An Individual Grantee is a person[4], who is at least 18 years old[5], and will receive the grant funds in their personal type bank account[6] (i.e. non-commercial).

An agreement[1] must be signed by all parties within 30 days of the grant approval date.

Needed to issue an Individual grant agreement

  1. a completed Grant information form
  2. unexpired government-issued proof of identification[7] with the birth date listed for all grant agreement signatories and bank account holders.

Needed to pay your grant

Grant funds are usually transferred to the Grantee within 30 days from executing a grant agreement. Some grant programs pay grants in more than one installment. Delays in payment are usually triggered by not having accurate bank details.

  1. an executed agreement
  2. a completed bank account information form for your personal (non-commercial) bank account. Please include any country or bank specific wire transfer instructions[8]
  3. a document[9] from your bank with a list of the accountholders for the account where the grant funds will be received and stored
  4. unexpired government-issued proof of identification[7]for all bank account holders with signing authority (i.e. can move funds in and out of bank account)

Group

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A Group type Grantee is a group of individuals with at least one person over 18 years old receiving a grant together as a group, and grant funds will be received in the group's joint or multi-user bank account. Grant funds should not commingle with non-grant funds.

An agreement[1] must be signed by all parties within 30 days of the grant approval date.

Needed to issue a Group grant agreement

  1. a completed Grant information form - there must be at least two agreement signers who are also bank account holders
  2. unexpired government-issued proof of identification[7] with the birth date listed for all grant agreement signatories


Needed to pay your grant

Grant funds are usually transferred to the Grantee within 30 days of executing a grant agreement. Some grant programs pay grants in more than one installment. Delays in payment are usually triggered by not having accurate bank details.

  1. an executed agreement[2]
  2. a completed bank information form for your group's joint or multi-user bank account. Please include any country or bank-specific wire transfer instructions[8]
  3. a document[9] from the bank with a list of the accountholders for the account where the grant funds will be received and stored
  4. unexpired government-issued proof of identification[7]for all bank account holders with signing authority (i.e. can move funds in and out of bank account)

Registered non-profit organization

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An Organizational type Grantee is a legally registered organization recognized as non-profit in their country that is equivalent to the 501(c)(3) status, and grant funds will be received in their organization's commercial bank account.

An agreement[1] must be signed by all parties within 30 days of the grant approval date.

Needed to issue an organizational grant agreement

  1. proof of non-profit status in your local contexts that is equivalent to the 501(c)(3) status. If your documents are not originally written in English, a set of documents translated in English would be appreciated (Google translation is fine) in addition to the documents in your local written language. This document is kept as part of your Grantee/Grant record and is provided to our external auditors upon request.
    For organizations outside the United States, kindly include a statement describing your nonprofit organization's status under local law. For example,
    -- "a registered charity listed in my country's directory" (provide directory name and url, if searchable online),
    -- or "a nonprofit status by law or decree or statute" (please include information and text of the law/decree/statute)
    -- and your organizations bylaws would also be useful
  2. a completed Grant information form
  3. unexpired government issued proof of identification[7] with the birth date listed for all grant agreement signatories
  4. email addresses for all grant agreement signatories


Needed to pay your grant

Grant funds are usually transferred to the Grantee within 30 days from executing a grant agreement. Some grant programs pay grants in more than one installment. Delays in payment are usually triggered by not having accurate bank details.

  1. an executed agreement[2]
  2. a completed bank information form for your organization's commercial bank account. Please include any country or bank-specific wire transfer instructions[8]
  3. a document[9] from the bank with a list of the accountholders for the account where the grant funds will be received and stored
  4. unexpired government-issued proof of identification[7]for all bank account holders with signing authority (i.e. can move funds in and out of bank account)

Fiscal sponsorship

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A Fiscal sponsorship type of grant is where a non-profit organization manages the fiscal responsibility of a grant on behalf of the Grantee. The grant agreement[1] will be between the Fiscal Sponsor and WMF, and the project agreement will be between the Fiscal Sponsor and the Grantee. The Fiscal Sponsor will work with the Grantee to ensure the Grantee is complying with the terms of the project agreement, which includes satisfying the grant's reporting requirements. More information can be found at m:Grants:Fiscal sponsorships.

Requirements for the Fiscal Sponsor

An agreement[1] must be signed by all parties within 30 days of the grant approval date.

Needed to issue a fiscal sponsorship grant agreement

  1. proof of non-profit status in your local contexts that is equivalent to the 501(c)(3) status. If your documents are not originally written in English, a set of documents translated in English would be appreciated (Google translation is fine) in addition to the documents in your local written language. This document is kept as part of your Grantee/Grant record and is provided to our external auditors upon request.
    For organizations outside the United States, kindly include a statement describing your nonprofit organization's status under local law. For example,
    -- "a registered charity listed in my country's directory" (provide directory name and url, if searchable online),
    -- or "a nonprofit status by law or decree or statute" (please include information and text of the law/decree/statute)
    -- and your organizations bylaws would also be useful
  2. a completed Grant information form
  3. unexpired government-issued proof of identification[7] with the birth date listed for all grant agreement signatories and bank account holders
  4. email addresses for all grant agreement signatories


Needed to pay the grant Grant funds are usually transferred to the Grantee within 30 days from executing a grant agreement. Some grant programs pay grants in more than one installment. Delays in payment are usually triggered by not having accurate bank details.

  1. an executed agreement[2]
  2. a completed bank information form for your organization's commercial bank account. Please include any country or bank-specific wire transfer instructions[8]
  3. a document[9] from the bank with a list of the accountholders for the account where the grant funds will be received and stored
  4. unexpired government-issued proof of identification[7]for all bank account holders with signing authority (i.e. can move funds in and out of bank account)

Requirements for the Grantee

  1. if the Grantee is also a registered organization, their proof of nonprofit status is also required
  2. full legal name/s of all persons signing Appendix 3 (Project Grant Agreement) portion of the fiscal sponsorship grant agreement[1]
  3. unexpired government-issued proof of identification[7] for all persons signing Appendix 3
  4. complete address including country to be listed in the agreement (optional)

Requirements: Returning grantees

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Information and documents needed to process an approved grant request are submitted in the Grantee Portal.
For grant applications not submitted through the Grantee Portal, the information/documents can be emailed to the Grants Administrator grantsadmin wikimedia.org instead. Make sure to include your grant's project title in the subject line.

Choose the type of grantee for your approved grant and click 'Expand' to view the required information and documents to issue the agreement and pay the grant.

Individual

edit

An Individual Grantee is a person[4], who is at least 18 years old[5], and will receive the grant funds in their personal type bank account[6] (i.e. non-commercial).

An agreement[1] must be signed by all parties within 30 days of the grant approval date.

Needed to issue an Individual grant agreement

  1. a completed Grant information form
  2. unexpired government-issued proof of identification[7] with the birth date listed for all grant agreement signatories and bank accountholders that have not been provided to WMF previously or to update one that has expired

Needed to pay your grant

Grant funds are usually transferred to the Grantee within 30 days of executing a grant agreement. Some grant programs pay grants in more than one installment. Delays in payment are usually triggered by not having accurate bank details.

  1. an executed agreement[2]
  2. confirm that the grant funds will be received in the bank account previously provided to WMF[10]
      if the account has changed or the grant funds will be received in a different bank account, complete a new bank account information form, including any country or bank-specific wire transfer instructions[8].
      provide unexpired government-issued proof of identification[7] if there are other individual/s with access to the new bank account where the grant funds will be received and stored.

  3. confirm that the accountholder/s has/have not changed since you last received a grant from WMF[10]
      if the list of people with authorized access to your bank account has changed, provide a document[9] from your bank with a list of the current accountholders for the account where the grant funds will be received and stored
      provide unexpired government-issued proof of identification[7] for the new individual/s with access to the bank account where the grant funds will be received and stored.

Group

edit

A Group type Grantee is a set of individuals with at least one person over 18 years old receiving a grant together as a group, and grant funds will be received in the group's joint or multi-user bank account. Grant funds should not commingle with non-grant funds.

An agreement[1] must be signed by all parties within 30 days of the grant approval date.

Needed to issue a Group grant agreement

  1. a completed Grant information form - there must be at least two agreement signers who are also bank account holders
  2. unexpired government-issued proof of identification[7] with the birth date listed for all grant agreement signatories and bank accountholders that have not been provided to WMF previously or to update one/s that have expired

Needed to pay your grant

Grant funds are usually transferred to the Grantee within 30 days from executing a grant agreement. Some grant programs pay grants in more than one installment. Delays in payment are usually triggered by not having accurate bank details.

  1. an executed agreement[2]
  2. confirm that the grant funds will be received in the bank account previously provided to WMF[10]
      if the account has changed or the grant funds will be received in a different bank account, complete a new bank account information form, including any country or bank specific wire transfer instructions[8].
      provide unexpired government-issued proof of identification[7] for the new individual/s with access to the new bank account where the grant funds will be received and stored

  3. confirm that the accountholders have not changed since you last received a grant from WMF[10]
      if the list of people with authorized access to your bank account has changed, provide a document[9] from your bank with a list of the current accountholders for the account where the grant funds will be received and stored
      provide unexpired government-issued proof of identification[7] for the new individual/s with access to the new bank account where the grant funds will be received and stored

Registered non-profit organization

edit

An Organizational type Grantee is a legally registered organization recognized as non-profit in their country that is equivalent to the 501(c)(3) status, and grant funds will be received in their organization's commercial bank account.

Needed to issue an organizational grant agreement

An agreement[1] must be signed by all parties within 30 days of the grant approval date.

  1. confirm that your organization's non-profit or legal status have not changed. If there are updated documents that have not been shared with WMF, please submit them at this time.
  2. a completed Grant information form
  3. unexpired government-issued proof of identification[7] with the birth date listed for all grant agreement signatories and bank accountholders that have not been provided to WMF previously or to update one/s that have expired

Needed to pay your grant

Grant funds are usually transferred to the Grantee within 30 days from executing a grant agreement. Some grant programs pay grants in more than one installment. Delays in payment are usually triggered by not having accurate bank details.

  1. an executed agreement[2]
  2. confirm that the grant funds will be received in the bank account previously provided to WMF[10]
      if the account has changed or the grant funds will be received in a different bank account, complete a new bank information form, including any country or bank-specific wire transfer instructions[8].
      provide unexpired government-issued proof of identification[7] for the new individual/s with access to the new bank account where the grant funds will be received and stored

  3. confirm that the accountholders have not changed since you last received a grant from WMF[10]
      if the list of people with authorized access to your bank account has changed, provide a document[9] from your bank with a list of the current accountholders for the account where the grant funds will be received and stored
      provide unexpired government-issued proof of identification[7] for the new individual/s with access to the new bank account where the grant funds will be received and stored

Fiscal sponsorship

edit

A Fiscal sponsorship type of grant is where a non-profit organization manages the fiscal responsibility of a grant on behalf of the Grantee. The grant agreement[1] will be between the Fiscal Sponsor and WMF, and the project agreement will be between the Fiscal Sponsor and the Grantee. The Fiscal Sponsor will work with the Grantee to ensure the Grantee is complying with the terms of the project agreement, which includes satisfying the grant's reporting requirements. More information can be found at m:Grants:Fiscal sponsorships.

Requirements for the Fiscal Sponsor

A fiscal sponsorship grant agreement[1] must be signed by all parties within 30 days of the grant approval date.

Needed to issue a fiscal sponsorship grant agreement

  1. confirm that your organization's non-profit or legal status have not changed. If there are updated documents that have not been shared with WMF, please submit them at this time.
  2. a completed Grant information form
  3. unexpired government-issued proof of identification[7] with the birth date listed for all grant agreement signatories and bank accountholders that have not been provided to WMF previously or to update one/s that have expired

Needed to pay the grant Grant funds are usually transferred to the Grantee within 30 days from executing a grant agreement. Some grant programs pay grants in more than one installment. Delays in payment are usually triggered by not having accurate bank details.

  1. an executed agreement[2]
  2. confirm that the grant funds will be received in the bank account previously provided to WMF[10]
      if the account has changed or the grant funds will be received in a different bank account, complete a new bank information form, including any country or bank-specific wire transfer instructions[8].
      provide unexpired government-issued proof of identification[7] for the new individual/s with access to the new bank account where the grant funds will be received and stored

  3. confirm that the accountholders have not changed since you last received a grant from WMF[10]
      if the list of people with authorized access to your bank account has changed, provide a document[9] from your bank with a list of the current accountholders for the account where the grant funds will be received and stored
      provide unexpired government-issued proof of identification[7] for the new individual/s with access to the new bank account where the grant funds will be received and stored

Requirements for the Grantee

  1. full legal name/s of all persons signing Appendix 3 (Project Grant Agreement) portion of the fiscal sponsorship grant agreement[1]
  2. unexpired government-issued proof of identification[7] for all persons signing Appendix 3, if they have not been previously provided to WMF
  3. complete address including country to be listed in the agreement (optional)

References

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  1. ↑ a b c d e f g h i j k l m Grant agreement templates are available on meta-wiki for some grant programs at Grants:Agreements.
  2. ↑ a b c d e f g h WMF uses DocuSign electronic signature service to execute our grant agreements. If you are unsure whether DocuSign is enforceable in your country, you may sign the agreement electronically in any method that is convenient for you (e.g. print, sign, scan, email to WMF; sign using another e-signature service and email your signed document to WMF for the countersignature, etc.) and email the pdf of your signed agreement to WMF for the countersignature.
  3. ↑ If you require signing paper originals of the agreement, you will receive instructions for signing and returning signed paper originals of the agreement to WMF.
  4. ↑ a b For grants to Individuals, please note that one grant can be shared by a team of up to 4 people, and would have a choice to process their funded grant by:
    a) having all persons sign one Individual grant agreement, and all grant funds to be received by one person
    or
    b) having all persons sign one Individual grant agreement, and grant funds to be received in a joint bank account shared with the other grant recipients working on the same project
    or
    c) each person could sign their own Individual grant agreement, and each to receive their own portion of the approved grant amount
  5. ↑ a b For individuals requesting grant funding who are not yet 18 years old, a parent or guardian must co-sign with Grantee, even if the Grantee has their own personal bank account.
  6. ↑ a b WMF may request that your personal funds not commingle with the grant funds. In this case, you may need to open a personal bank account where grant funds will be sent and stored.
  7. ↑ a b c d e f g h i j k l m n o p q r s t u v Required information and documents can be directly uploaded into the Fluxx Grantee Portal in the 'My User Info' or 'My Organization Info' areas of the Portal. If you do not currently have access, please click the Register button to start your account creation If you have forgotten your password, please click this password reset link. More information related to privacy and grants is at Grants:Administration/Privacy FAQ.
  8. ↑ a b c d e f g h Some banks also require specific wire instructions depending on the type of account that you might have or the currency that the funds will be wired in. It is important for us to know this information to minimize delays to your receiving your grant funds. Some countries require additional information for WMF (the sender) to provide at the time the wire is requested. Examples include:
    • Australia - BSB number
    • Brazil - CPF
    • Canada - complete Address, Bank Code (usually 3 digits), Transit Number (usually 5 digits)
    • Colombia - phone number with country code
    • Mexico - CLABE
    • India - IFSC
    • Italy - personal tax ID number (for some banks)
    • Rwanda - requires Beneficiary's complete address
    • Uganda – Beneficiary’s full physical address with Postal Code is required (no P.O. or other mailing box accepted)
    • UK - Sort Code + Account number + IBAN
    • Ukraine – IBAN Number
  9. ↑ a b c d e f g h The document from the Grantee's banking institution must include the account number (last few digits are okay), all account signatories, and something that verifies the document is from their banking institution. This bank document is part of the process to ensure WMF is complying with US regulations around grant making, and so it is required for all grantees. There are a number of ways to satisfy this request, but the most common documents we receive are a scanned bank letter signed by a bank representative, an email to grantsadmin wikimedia.org directly from a bank representative, a recent bank statement (okay to block out transaction amounts/balances, if that is preferred), the signed bank account contract for newly opened accounts, or a screenshot from their current online banking account.
  10. ↑ a b c d e f g h One way to confirm your bank account and account signatories is to use the following statement:
    I confirm that I will receive the grant funds at [BANK NAME] account ending [LIST LAST 3-4 DIGITS OF BANK ACCOUNT AND/OR IBAN] that WMF has on record and that there have been no changes to who has the bank account access - [LIST NAME/S HERE]
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