Wikimedia CH/Grant report

Grants of Wikimedia CH

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• Guidelines
• How to plan
• How to apply
• Monitor and Report

How to report

1. Midterm report: Let us know how the project evolves and if there are major changes/delays.
2. Final report: All grants submit a final report within 30 days after the end of the project. Share dashboards or other tools used to monitor.
3. The frequency of the reports is that indicated in the previous two points, but in some cases and for some specific projects this frequency can change and can include more frequency.
4. Click the button below to fill your reports. Please include metrics in your report (dashboards for Wikipedia, Commons, and Wikidata, online and offline attendance, articles modified, photographs on Commons, or anything relevant to your project as well as press coverage).
5. Email grantwikimedia.ch to notify WMCH staff that your report is ready for review along with your documentation of expenses (scanned receipts).
6. If details are missing, WMCH staff will ask for clarifications on the discussion page of your report (so be sure to add it to your watchlist and to check back for updates regularly) or will write to the email you have indicated
7. If you have unspent funds to return to WMCH, please email to the related programme leaders.

Submit your report

Please provide a title to your report and click the button "Create" to create your report. Please note that you can submit your report in one of the following 5 languages: German, French, Italian, Romansh or English.

Guidelines for reporting the expenses

Guidelines for keeping records of your expenses

• Please submit digital copies of the receipts to WMCH at the time your final grant report is submitted; grant reports cannot be accepted until you have sent in digital copies of your receipts by email as a group of image files or a compressed file to the WMCH employee supervising your project.
• The digital copies of the expense reports and relevant invoices or tickets need to be handed in 30 days after the expense at the latest.
• In case of reimbursement as well as advance, all expense reports and invoices/tickets need to be handed by Dec. 1st of the grant year. Expenses for workshops taking place in December need to be handed in by Dec. 18th.
• Receipts should document (1) the date of your expense, (2) the amount you paid for the expense in the paid currency, (3) what you paid for, the exchange rate, and (4) whom you paid (for example, the name of the vendor). Please use for the expense report the form provided by WMCH. If the person or vendor does not usually provide a receipt, you may create a receipt with the above information and ask the person or vendor you are paying to provide a signature (more details below).
• Please send the hard copies of receipts by postal mail to
  • Wikimedia CH / CP 183 / 1110 MORGES / SWITZERLAND
  • with a comment which project is concerned and who of WMCH is your contact person.
• If receipts are not submitted according to these guidelines, WMCH may not be able to reimburse you for grant expenses or may need to ask you to return undocumented funds.

What to do when receipts are not available

We understand that receipts are not always available for every expense. For example,

• In some areas receipts are not generally available for certain expenses, especially for very small expenses (under 20CHF). In some situations, it may not be practical or possible to create a receipt yourself.
• Occasionally an original copy of a receipt is lost or destroyed for an expenses that was paid in cash. (If you paid by credit card, you will at least have evidence such as a credit card or account statement showing that you paid a certain amount on a certain date.)

If receipts are not available, you still need to document the details of your grant expenses and send them to WM CH:

• For each expenses, list (1) the date of your expense, (2) the amount you paid for this expense, (3) what you paid for and (4) whom you paid (for example, the name of the vendor).
• Include a description of each expense and its purpose.

What to do if the budget changes?

Please write to your contact person or to the programme leader.