Grants:Administrative checklists

These checklists can be used by the Grants Administrator or Program Officer to make sure minimum requirements are met before approving a grant or accepting a report.

Checklist for new submissions

Before a new grant is approved from any of WMF grant program, you will need to have this basic information documented publicly on the grant submission or discussion page:

1. Eligibility: Ensure the grantee is eligible to receive grants from WMF, and through this grants program.
2. Start date: This is the date the grant term begins, when the grantee begins to spend money and work on the project.
3. Completion date: This is the date the grant term ends, when the grantee has finished the project and will not spend more grant funds.
4. Interim report due date(s): An interim reporting due date or due dates must be assigned if the project has a grant term longer than 12 months. If this is not a standard requirement for this grants program, the interim report due date would be communicated with the grantee via email and/or be written on the discussion page at the time of approval.
5. Final report due date: All grants will require a final report. If the due date is different from program policy, it should be documented along with clear rationale for the exception.
6. Expense documentation and receipts: Unless otherwise notified by the program officer and/or grants administrator, All grants will require scanned receipts and list of expenses.
7. Amount approved: The amount WMF will provide for this project. This should include both amounts to be sent to the grantee and amounts to be transferred through revenue forgiveness.
8. Currency approved: The currency in which the grant will actually be sent, which is also the amount and currency listed in the grant agreement. If different from the local currency of the grantee or not in USD, clear rationale should be documented.
9. Equivalent in US dollars: Based on the date of submission or the date of approval, provide an estimated value of the grant in US dollars.
10. Grantee type: Individual, Group, or Nonprofit organization (proof of non-profit status required)
11. Contact information: Reliable contact information for the grantee must be provided, but does not need to be public.

Checklist for approving changes

1. The grantee must currently be in compliance with program requirements.
2. The grantee must have provided a clear rationale for the extension on the discussion page of the grant submission.
3. If this is a change to a date, the new start date or completion date must include a day, month, and year and must be publicly requested on the discussion page of the grant submission. Program officer review, comments, and approval must also be posted as a reply to the grantee request on the discussion page of the grant submission.
4. If this is a change to a project budget, a clear revised budget must be submitted on the discussion page of the grant submission. Program officer review, comments, and approval must also be posted as a reply to the grantee request on the discussion page of the grant submission.

Checklist for complete reports

WMF needs at least the following to accept a grant report:

1. A grant report form completed on meta-wiki for the applicable grants program according to program instructions, with every field completed
2. A statement from the grantee that they have complied with the terms of the grant agreement
3. Complete and consistent expense report clearly showing how all grant funds were used
4. Complete documentation of grant expenses submitted by Email to the grants administrator or program officer
5. If applicable, explanations of any variances from the project budget beyond the threshold specified for this grants program
6. Complete responses to any questions from WMF