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    Grantees Tab (Grants)
    • 26 Dec 2024
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    Grantees Tab (Grants)

    • Updated on 26 Dec 2024
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    Grantees Tab (Grants)

    The Grantees tab contains biographical information about the Grantee, including the type of agency, the usual area of interest for their applications, the population area they serve, their tax ID number, and whether the agency is non-profit.

    Note: The Grantee must have an existing Profile record in order to create the Grantee record.

    Grantees Tab

    Grantees Tab: General Entry Fields

    Field

    Description

    ID Code

    		Required

    Profile ID code for the Profile record that the Grantee record is related to.

    You can either enter the ID code directly or click the Lookup button (looks like a magnifying glass) next to this field and select the desired Profile record from the data grid.

    Note: Once you save the Grantee record, this field becomes read-only.

    Type

    User-defined code that is used to categorize the agency or its philanthropic activities (for example, Hospital, Shelter, or Theater).

    Program

    User-defined code that indicates the usual area of interest of the Applications and Grants to the agency (for example, Arts and Culture).

    The code you enter here is automatically added to the Program Code field on any Grant Applications for this Grantee.

    Note: You should use the same codes for in the Interest code table in Fund Management. This code table indicates the programmatic interest of Funds and Fund distributions.

    Your master list of valid codes should reflect the particular philanthropic activity of your organization.

    Population

    User-defined code that indicates the usual population served by the Grantee agency.

    The code you enter here is automatically added to the Population code field on any Grant Applications for this Grantee.

    Your master list of valid codes should reflect the particular population categories for philanthropic activity at your organization.

    Region

    User-defined code that indicates the region usually served by the Grantee agency.

    The code you enter here is automatically added to the Region code field on any Grant Applications for this Grantee.

    Date Inc.

    The date when the Grantee agency was incorporated.

    Budget Size

    The Grantee agency’s estimated annual budget (for informational purposes only).

    Executive

    The Profile ID code of the Grantee agency’s executive.

    The default value is the same as the ID code of the Grantee Profile record, but you can enter a different ID code to identify someone with a significant relationship with the agency (for example, Board Chair).

    Tax ID

    Text-entry field that you can use to enter the tax ID number of the agency (for U.S. agencies).

    Note: If you enter a valid Tax ID number in this field, you can click the GuideStar button next to the field to view the agency’s financial and other public information on the GuideStar web site.

    Charity Number

    Text-entry field that you can use to enter the charity number of the agency (for Canadian agencies).

    U.S. agencies can optionally use this field as an extra text field to hold additional information about the Grantee.

    Note: The information in this field is automatically added to all Grant Applications for this Grantee.

    Status

    The Grantee Status code applied to the Grantee. You can use this code to determine whether applications from a selected Grantee is eligible to receive Grants from your organization.

    Non-Profit

    Checkbox that indicates whether the Grantee is a non-profit organization.

    Select this checkbox if the Grantee is a non-profit organization and clear the checkbox if it is not a non-profit.

    This checkbox is selected by default.

    Individual Checks

    Checkbox that indicates whether each payment to the Grantee will be made with an individual check.

    Select this checkbox to generate individual checks and clear the checkbox if you want to combine payments into a single check when checks are printed in Accounts Payable.

    This checkbox is cleared by default.

    Grantees Tab: Comments Field

    Click the Comments radio button at the bottom half of the Grantees tab to access this field.

    The Comments field is a free-form text field that is intended for a comment or phrase to describe the Grantee. The field can hold approximately eight typed pages of text.

    Comments Field
    Grantees Tab: Required Items Fields

    Click the Required Items radio button on the bottom half of the Grantees tab to access these fields.

    These fields and their associated due dates and received dates, are designed to track whether the organization has the agency documents on file that are pre-requisites for a complete Grant Application.

    The individual item labels are user-definable and should reflect your organization’s usual requirements for Grant Applications. Refer to System Initial Setup – Grantee and Grant Management for more information on defining the field labels.

    These same fields and their associated dates are also found on the Prerequisites tab when entering Applications and the information you enter here will automatically flow into the fields on the Prerequisites tab when you create a new Application for the Grantee.

    Note: If you change the information in these fields on the Prerequisites tab of a Grant Application, your changes will not flow back into the Grantee record. Make sure you return to the Grantees tab if you want to change the information on the Grantee record. Likewise, if you change this information on the Grantees tab and an unposted Application already exists, the information will not flow into the unposted Application. You must change it in both places if both records exist.

    Example: Required Items Fields
    Grantees Tab: Payee

    Click the Payee Items radio button on the bottom half of the Grantees tab to access these fields.

    Example: Payee Fields

     Field

    Description

    Fiscal Sponsor

    The Profile ID code of the default payee for any Grants awarded to the Grantee.

    The Fiscal Agent’s name and address will automatically appear in the Payee section on the Contact tab for the Application and will therefore become the Payee on the AP Voucher in Item Entry.

    Note: Although the payee will receive the check, the Grant will be attributed to the Grantee Profile in history.

    Note: The Fiscal Sponsor overrides the Primary Payee Contact. Whenever the Fiscal Sponsor field is populated, it will be used as the default payee.

    Primary Payee Contact



    The Payee Contact Person that you want to use by default for all Vouchers related to the selected Vendor.

    Use ACH Account

    If you plan to make payments to the grantee using Automatic Clearing House (ACH) transfers, this option once selected allows you to select an account from the ACH Account drop down.

    Once you have, you can select the account you want to transfer grant payments to. You can also click the ACH Accounts button to open the list of accounts for the grantee.

    Click here for information on adding and editing ACH accounts on grantee records.

    Grantees Tab: IRS Data
    Click the IRS Data radio button on the bottom half of the Grantees tab to access these fields. Here you can enter information about the grantee's tax status as a nonprofit organization. 

    Example: IRS Data Fields


     

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