Wiki In Africa/Fiscal Sponsorship

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Wiki in Africa guidance on tax agreements

If you are interested in asking Wiki in Africa to be your fiscal sponsor, please read our guidelines below.

What is a fiscal sponsor?

A fiscal sponsor is a non-profit organisation that provides fiduciary oversight, financial management and other administrative services to help build the capacity of charitable projects. In the Wikimedia context, this is primarily an organisation that will act as an intermediary between you and the Wikimedia Foundation, when WMF cannot fund you directly (for technical or legal reasons). It is quite common and perfectly acceptable for the fiscal sponsor to charge an administrative fee for its services, which is usually a percentage of the budget of the sponsored organisation or programme. Fiscal sponsorship is often used by newly established non-profit organisations or by individuals.

What to expect : Fiscal sponsors

You submit your application to WMF - your application is approved. Congratulations to you!
For whatever reason, you discover that you need a tax sponsor.
If you are based in Africa, you can approach WIA for tax sponsorship.
We arrange a time to meet and discuss with you (and your team)
An agreement reached (see below for more details on expectations)
A series of contracts are agreed, shared and signed
An invoice from the beneficiary is sent to the tax sponsor.
WMF sends the money to the tax sponsor
The fiscal sponsor sends the agreed grant money to the beneficiary
The beneficiary sends an image/scan of the receipt when the money is received
The financial sponsor will provide the documentation needed to track the funds for WMF and the beneficiary.
The beneficiary organises amazing Wikimedia events and fun activities - if for any reason the project is delayed or suspended, the beneficiary must inform WMF and the financial sponsor.
Once the project has been completed, as requested by WMF, the beneficiary completes and submits its report.
The tax sponsor will follow up the report provided by the beneficiary with a final report on the process from the tax sponsor.

Please note the following

The funding will not be sent by WIA until the money from WMF has arrived in its bank account.
Tax exemption costs: 5% to 10% of the total grant application for applications up to USD 5000. ^[1] If you request fiscal sponsorship and all parties agree, it will be automatically added to your application by WMF.^[2]

Tax sponsorship expectations in detail

Agreement When you apply for fiscal sponsorship, the contract you sign with WMF will be a contract between three parties: the Wikimedia Foundation, Wiki in Africa and yourself. The contract will be proposed by WMF and you will need to sign it using DocuSign. The requirements below describe how the relationship between you (beneficiary) and Wiki in Africa (fiscal sponsor) will be implemented. Requirements for signing the agreement

The organization or individual (beneficiary) who makes the request must contact WIA directly at hello wikiinafrica.org, copy fdevouard anthere.org and isla wikiinafrica.org to formally request that WIA be its tax sponsor.
- Don't forget to include the link to the application and the reason why fiscal sponsorship is required:
Before the final signatures of the WMF agreement, WIA will need the contact name of the beneficiary(ies) (first name, surname, e-mail) for internal checks.
Before the final signatures of the WMF agreement, the beneficiary will be invited to an online meeting with a member of the WIA team.
Before the final signatures of the WMF agreement, WIA will give the beneficiary a list of what will be expected of them and the various possible processes for giving them access to the money (by e-mail).
- The beneficiary must provide WIA with full contact details (first name, surname, e-mail address, telephone number, copy of identity card).
- After signature, the beneficiary must provide WIA with the following information: bank details (after agreement)
- They must inform us of the start of the project
- hey will have to inform us when the project is finished and let us know when it is delayed or running late.
- They will have to inform us when the final report is submitted to WMF on Meta
- WIA will ask them to provide proof of 1 to 3 statements of expenditure (receipts) after the end of the grant.

Requirements after signing the agreement

WIA will create a WhatsApp/Telegram group which the beneficiary will join to facilitate discussions and updates with the beneficiary(ies)
Shortly after signing the WMF agreement, the beneficiary must provide WIA with the following information:
- He will have to agree with WIA on a transfer process (when, how, etc.) (by e-mail, telephone, telegram, etc.).
- It must confirm the beneficiary's contact details (user name, first name, surname, e-mail, telephone number, copy of identity card) (compulsory by e-mail).
- They must confirm the selected transfer process (required by e-mail)
- They must provide bank and/or personal account details (e.g. IBAN, mobile phone, etc.) (compulsory by e-mail)
- Where applicable (different from the beneficiary contact), they must provide the bank account holder's details (first name, surname, e-mail, telephone number, copy of identity card) (compulsory by e-mail).
The beneficiary must provide an invoice for the amounts to be transferred
They must inform WIA of the precise start of the project (by e-mail)
After receiving the funds,
- The beneficiary must provide scanned/photographic receipts for all sums received.
- In the event of a delay in the project, the beneficiary must inform WMF and WIA as soon as it becomes aware of the delay.
- They must inform WIA of the end of the project. And, if it exceeds the deadline, they must include WIA in the e-mail when they approach WMF to request an extension.
- They must inform WIA when the final report is submitted to WMF on Meta.
- WIA and the beneficiary must agree on how to repay the excess money, if any.
- The beneficiary must provide proof of 1 to 3 statements of expenditure (receipts) once the grant has been completed.

Notes

↑ This is generally the maximum amount requested for a quick grant application. For other cases, contact WIA.
↑ This amount will be added to the final amount of the grant you are applying for and which has been approved by the WMF. This does not reduce your share. However, we would like to warn you about exchange rate fluctuations. If there has been a sharp fluctuation in exchange rates between the time the money leaves the WMF bank and the amount arriving in your country, it will have been subject to at least 3 tax systems, and the amount you receive may not be exactly the amount WMF sent... The sooner your bank details are sent to us, the better the result.

• • • •

[1] This is generally the maximum amount requested for a quick grant application. For other cases, contact WIA.

[2] This amount will be added to the final amount of the grant you are applying for and which has been approved by the WMF. This does not reduce your share. However, we would like to warn you about exchange rate fluctuations. If there has been a sharp fluctuation in exchange rates between the time the money leaves the WMF bank and the amount arriving in your country, it will have been subject to at least 3 tax systems, and the amount you receive may not be exactly the amount WMF sent... The sooner your bank details are sent to us, the better the result.

[1]

[2]