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  • Ajah

    If you primarily award funds to organizations in Canada, your GLM site will automatically be integrated with Ajah in order to check or confirm an applicant’s non-profit status. The Ajah field is configured so that applicants must enter their tax ID in the correct CRA# (Canadian Revenue Agency) format. 

    If you are a Canadian client and have any questions about your specific site settings, please contact Foundant support.

  • Using the Boat Method to Move a Request from One Organization to Another

    While requests cannot individually be moved to a different Organization, you can move a contact and with that contact, any requests attached to them will. This is commonly referred to as the boat method.

    In this situation, we have Henry who is in organization A with his request, and we would like to move this request into organization B. 

    So we will move Henry over to Organization B, which will include all requests attached to his user. This is done from the Organization drop down on the edit user page.

    Once Henry has moved over to Organization B, his request will also be in Organization B. At this point, you will want to move the Request to another user within Organization B, or you can make the request unassigned. This is done from the Reassign To drop down under Advanced Options on the Request Summary. 

    At this point, the request will no longer be connected to Henry. You can send Henry back to his original Organization A, and the request will remain in Organization B.

  • GuideStar Charity Check Fields

    Running a GuideStar Charity Check on an organization in GLM will display the following data. 

    Field Label

    • Date Generated (Month Day, Year)
    • Time Generated (HH:MM XM EDT)
    • GuideStar EIN - This EIN field is pulled directly from the GuideStar database. It is intended to indicate the historical existence of an EIN, which the GuideStar database archives. If an EIN is returned in this field but not in the IRS BMF EIN field, it is likely that the organization once existed as an exempt entity but no longer does. Use this field as an archival resource only; use the IRS Pub 78 EIN and IRS BMF fields below for pre-grant due diligence.
    • GuideStar Org Name - Organization name from GuideStar database
    • GuideStar AKA - Organization AKA, if applicable, from GuideStar database
    • GuideStar Address - Organization address from GuideStar database
    • GuideStar City - Organization city from GuideStar database
    • GuideStar State - Organization state from GuideStar database
    • GuideStar Zip - Organization zip code from GuideStar database
    • Group Exemption Number - If null, this EIN does not operate under a group exemption.
    • OFAC Organization? (Y/ N) - "Y" returned value indicates that the EIN is listed on the Office of Foreign Assets Control Terrorist Watchlist. "N" returned value indicates that the EIN is not on the Office of Foreign Assets Control Terrorist Watchlist
    • If an organization has their 501(c)(3) status revoked and then subsequently reinstated, the following information will be available
      • Revocation Date
      • Revocation Code
      • Reinstatement Date

    IRS Publication 78 Details

    If the EIN is present in the most recent IRS Pub 78, appropriate data will display in this field. If the EIN is not present in the most recent IRS Pub 78, a "null" indicator will be returned for all of the following fields:

    • IRS Pub 78 Organization Name
    • IRS Pub 78 EIN
    • IRS Pub 78 City
    • IRS Pub 78 StateIRS Pub 78 Deductibility Code
    • IRS Pub 78 Deductibility Description
    • IRS Pub 78 Date (Month / Year)
    • IRB Date (Month, Day Year)
    • IRS BMF Organization Name
    • IRS BMF EIN
    • IRS BMF Date (Month Day, Year)
    • IRS BMF Subsection
    • IRS BMF Reason for Non-Private Foundation Status
    • IRS BMF Ruling Date (Month Year)
    • IRS BMF Advance Ruling Expiration Date (Month Year)

    IRS Business Master File Details

    If the EIN is present in the most recent IRS BMF, appropriate data will display in this field. If the EIN is not present, a null indicator will be returned for all of the following fields except: IRS BMF Advance Ruling Expiration Date (Month Year)

    • IRS BMF Organization Name
    • IRS BMF EIN
    • IRS BMF Date (Month Day, Year)
    • IRS BMF Subsection
    • IRS BMF Reason for Non-Private Foundation Status
    • IRS BMF Ruling Date (Month Year)
    • IRS BMF Advance Ruling Expiration Date (Month Year) - If Advance Ruling Year = 0000, An Advance Ruling Expiration Date is not applicable to this organization, or the organization has already been awarded a final determination by the IRS
  • How To Run a GuideStar Charity Check

    You may run a GuideStar Charity Check by clicking on Search from the top navigation menu in your Live site and selecting GuideStar:

    Enter the organization’s tax ID and click the Search button.

    If the organization has a GuideStar Nonprofit Profile, the profile information will populate in your search results. Please note that charity checks completed on this page are not saved in the organization’s history. To create an audit trail of Charity Checks complete, please run the Charity check from the organization’s summary.

    You may also create a new organization using the GuideStar Search. After searching for the organization you may select the + (add) icon to the very right of the organization. 

    This will take you to the Add New Organization page where most fields will be pre-populated with information from the organization's GuideStar profile. 

    • If you attempt to add an organization that has an EIN (Tax ID) that is already in the system, a duplicate warning message will appear.

     

    When running the Charity Check within an Organization Summary the Charity Check will automatically run based on the Tax ID number housed in the Organization’s Summary.

    On the Organization Summary page, scroll down to the GuideStar Charity Check tab and click Run Charity Check.

    The GuideStar Nonprofit Profile will generate a Download PDF option to the right of the Run Charity Check button. Click on Download PDF button to view more specific information regarding the organization.

    To view the audit trail of charity checks run for the organization, click the Verification Log link. Click on the Details link to view the Charity Check information as recorded on the date/time the Charity Check was run.

     

  • Upload a Document to an Organization Summary
    1. Click on Search in the navigation menu at the top of the page, and then select Organizations.
    2. Click on the Organization Name. This will bring you to the Organization Summary page.
    3. Select the Organization Documents tab and click Upload a File.
    4. Select the document that you would like to upload from your computer.
    5. Enter a description and select a document type.
    6. Click Save.

    By default Organization documents are not visible to the applicant, but are visible to the administrator and evaluators. If you’d like to share the document with the applicant select the “Show Applicant this document” option when uploading the file. The file will only appear if the user has access to view their organizations history

  • How To Move a Request To a Different Organization
    1. Go to the applicant’s user summary page (clicking on the applicant’s name will get you there).
    2. On the far right side of the User Info tab, click on the pencil icon which allows the administrator to edit the applicant’s information.
    3. Just above the applicant’s registration information is the Organization dropdown menu. Click on the menu and select the new organization you want to move the request to. Then scroll to the bottom of this page and click the blue save button.
    4. Now if you need to move the applicant back to their original organization you’ll need to assign the request to an applicant at the new organization.
    • This is done by clicking on the Advanced Options bar at the bottom of the request summary page, and then clicking on the Reassign To dropdown menu and selecting the new applicant from the list of applicants at the new organization.
    • After completing the step above you can move the original applicant back to their original organization by repeating steps 1 through 3.
  • How To Move an Applicant to a Different Organization
    1. Create the new organization if it does not already exist. You can create a new organization from the Organizations page.
    2. Click Search in the upper navigation bar, then click Users
    3. On the Users search page, search for the applicant.
    4. Click the pencil icon to the right of the applicant's name.
    5. In the Organization drop-down at the top of the page, select the organization to which you’d like the applicant assigned.  
    6. Click Save at the bottom of the page. The applicant is now reassigned to the selected organization. 

    All requests assigned to the applicant will move with them to the new organization. 

    If you do not want the requests to move to the new organization, you must first reassign the requests to an applicant staying at the original organization.  

    If you utilize the integration with CommunitySuite, all requests assigned to the applicant that have been synced to CommunitySuite must be reassigned before the applicant can be moved.

  • Setting/Updating an Organization's Primary Contact

    By default the primary contact will be set as the individual that was entered on the Executive Officer profile page during registration. 

    • The primary contact will be listed as the contact on the print packet cover page whether they were the person that submitted the request or not. 
    • The primary contact will also be listed in the Summary section of the Organization Summary page, and listed as a contact in the Contact Tab.

    The Primary Contact can be set/changed in the Organization Summary.

    1. Click Search in the navigation menu at the top of the page, and then select Organization.
    2. Type the name of the organization and click Search.
    3. Click on the Organization Name.
    4. Select the primary contact by clicking on the radio button in the PRIMARY column to the left of the contact name.Primary_Organization.png
  • Merge Duplicate Organizations
    1. Click Search in the navigation menu at the top of the page, and then select Organizations.Duplicate_1.png

    2. Find the duplicate organizations by performing a search or clicking on the Duplicate Search button. Duplicate_2.png

    3. Once you have found the organizations that need to be merged, select them by clicking the checkbox next to the organization names.Duplicate_3.png

    4. Then, click the Merge Selected Organizations button.Duplicate_4.png

    5. Select the Organization you would like to keep as the Primary Organization(The system will use the Name, Tax ID, Contact Information, Organization Description and Primary Contact from this Organization. If you are not sure which organization should be the primary organization, select the organization that was created most recently.)
    6. Click Finish Merge.Duplicate_5.png

    7. Type MERGE in the box and click OK (This is to keep you from accidentally merging organizations by mistake).

    Information that will be merged:

    • Contacts
    • Application and Grant History
    • Past Charity Checks
    • Organization Comments
    • Organization Documents