Grants:TPS/Example agreement

Purpose and background

This type of grant agreement is used by WMF to make grants to individual grantees with approved Travel and Participation Support grant requests. This grant agreement example is provided for information only. It is not intended for use with any specific participation or grant, and may not be suitable for the needs of other projects or organizations. This example does not constitute a grant offer or legal advice. If you receive a grant offer from the Wikimedia Foundation, Wikimedia Foundation will contact you at that time to provide an appropriate grant agreement specific to your participation. While this example is updated regularly, minor changes sometimes occur. If you have concerns, you may need to contact the WMF Grants Administrator for the most current version of this example.

Highlights

These highlights are a user-friendly summary of some important parts of the Grant Agreement. They are not part of the Grant Agreement.

Congratulations! We are providing you Grant money for approved travel and participation support.

In return, you agree to:

• Submit all grant reports and documentation of expenses to us on time.
• Maintain accurate and detailed records about your use of the grant money.
• Notify us about any conflicts of interest and legal allegations against you.
• Comply with all applicable laws and regulations.

You should use the grant money for the specific purposes of the Grant (as outlined in your approved travel and participation support request) and the Wikimedia mission.

You may not use the grant funds for: lobbying, support of political candidates or campaigns, voter registration drives, or other propaganda.

If you are unable to comply, we will discuss with you, but we may:

• Reduce the Grant funding; or
• Terminate the Grant and ask for return of the Grant funds, if funds have been disbursed.

If you have any questions, please contact the WMF Grants Administrator <grantsadmin wikimedia.org>

Agreement text

This agreement will be addressed to the person who has requested the grant and will include a date of issue at the top of the agreement.

The first paragraph of the grant agreement will be specific to this grant and this grantee and will include details about the grant, including the grantee name, the event name, the grant amount, the grant term of the agreement. It informs that the Grantee will use this Grant only for the specific purposes as outlined in the Grantee’s approved Participation Support Request for activities related to the event and on the event dates of the Grantee’s approved request.

First paragraph

On behalf of the Participation Support Committee, we are pleased to notify you that your request for Participation Support has been approved by Wikimedia Foundation (WMF) on {{{DATE APPROVED}}}. WMF is happy to offer to reimburse {{{RECIPIENT NAME}}} up to {{{GRANT AMOUNT}}} for participation in {{{EVENT NAME}}}, subject to the terms in this letter. By accepting this letter, you agree to use these funds as outlined in your approved Participation Support Request for activities related to {{{EVENT NAME}}} on {{{EVENT DATES}}} (your "Request").

Funding Requirements

You may not transfer or share these funds, other than paying for the activities in your Request, without prior written permission from WMF. You agree that you will not be reimbursed by any third party.

Legal Compliance and Governance

You agree that you will not use funds to: 1) attempt to influence legislation, 2) intervene in any election campaign to support or oppose any candidate, or 3) support actual or potential terrorist activities or organizations. You must promptly notify WMF at grantsadminwikimedia.org of actual or potential conflicts of interests. This agreement does not create any employment, agency, or partnership relationship between you and WMF. You are responsible for taxes associated with these funds. Please consult with a tax adviser if you have any questions about your tax obligations under this agreement.

Reporting, Notifications and Reimbursement

Within fourteen (14) days of the event completion date listed in your approved Request, you must publish a report on Meta per the instructions at https://meta.wikimedia.org/wiki/Grants:TPS/Report. You must email participationwikimedia.org to notify us when your report is published and to send receipts or other adequate documentation (as determined at WMF’s sole discretion) of expenses.

You will be reimbursed after your report and receipts submission and after approval by WMF; you will not be reimbursed for any unpaid or inadequately documented expenses. If WMF agreed to disburse funds prior to the event, you agree to return funds to WMF that are inadequately documented or unused within fourteen (14) days of the completion date listed in your approved Request, or spend these funds as instructed by WMF. WMF reserves the right to require you to pay back any or all of the grant if the funds are not used for their intended purpose, or if any of the information you provide with the application is found to be untrue or inaccurate.

Unused Funds

If WMF agreed to disburse funds prior to the event, you agree to return funds to WMF that are inadequately documented or unused within fourteen (14) days of the completion date listed in your approved Request, or spend these funds as instructed by WMF.

Amendments

This agreement may only be amended in writing signed by you and WMF, and this agreement supersedes all previous understandings or agreements concerning the subject of this letter.

Signature page

Please indicate your acceptance of the terms above within 30 days by returning a signed digital copy of this letter to participation@wikimedia.org or by returning a signed paper copy of this letter to Participation Support Program, Wikimedia Foundation, 149 New Montgomery Street, Floor 6, San Francisco, California 94105 USA.