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  • Create a Multi-Fund Grant

    1. Select Grants from the Home page.

    Create_A_Multi-Fund_Grant_1.png

    2. Select Create from the left menu. 

    Create_a_Multi-Fund_Grant_2.png

    3. Search for and select a grantee from the External Grantee or the Internal Fund options and click Create.

    4. Enter in the required grant information: Grant Date, Amount, and Granting Fund. 

    • Enter in only the amount being contributed by the first fund you’ve selected. In a later step, you will be adding additional funding to this contribution to achieve the overall amount awarded. 
    • Click Create.

    create_a_multifund_grant_3.png

    5. On the Grant Summary page, click MultiFund Add.

    create_multifund_grant_4.png


    6. You’ll see two options to add additional funding sources: Linking to an existing grant or Creating a new grant. Any amounts added here will increase the overall grant amount.

    • MultiFund Grant - Create New Grant - use this option to create a new grant, and link it to the existing grant. This is the most common workflow.

     

            1. Enter and select a Fund for the new grant.

    create_a_multifind_grant_5.png

     

            2. Click Next.

            3. Enter an Additional Amount.

    Create_a_multifund_grant_6.png

            4. Click Create Grant and Link to Master Grant.

     

    • MultiFund Grant - Link Grant - use this option to link an unposted grant that already exists. 

     

            1. Enter the Grant ID of the existing grant that you want to link.

    create_a_multifund_grant_7.png

            2. Click Next.

            3. Review the linking information and click Process.

     

    To add additional funds, repeat steps 1-4 for creating a new grant or steps 1-3 for linking a grant.

    Once all funding sources have been added, you can edit the grant details including fund specific information such as the payment schedule and grant advisors before continuing to process the grant.

     

     

  • Rejecting a Donor Advised Fund Grant Request

    Below are the options in CommunitySuite to reject a donor advised fund grant request based on how far along the request is in the system.

    If the grant request is still a request sent from the donor portal you can void the request and it will still be reportable. 

    1. Click Void on the grant request you would like to void from the Grant Request bucket on the Grants page. rejecting_1.png

    If the request has been turned into a real grant, you will need to unfund and void the grant. It will still be reportable.

    1. Click Edion the left-side menu on the grant you would like to unfund and void from the Grants page.rejecting_2.png

    2. Click [delete] next to the fund.rejecting_3.png
    3. Click Save.rejecting_4.png

    4. Return to the Grants page and click on the Unfunded bucket.rejecting_5.png
    5. You can filter to the grant request you want to void or void all of the grants in the Unfunded bucket.rejecting_6.png
    6. Click Void Unfunded.rejecting_7.png

    7. Click [Yes].rejecting_8.png

    If a grant has been posted and approved, you will need to cancel the grant.

    1. Once you have clicked Post & Get Approval on a grant as shown below, there are a couple of options to reject the grant.rejecting_9.png 
    2.  Click I Reject to reject the grant.rejecting_10.png

    3. Click Unpost & UnApprove.  rejecting_11.png
    • If you clicked I Approve in step 2 above, you will need to click Cancel Grant.rejecting_12.png 
    • Then click Cancel. rejecting_13.png

    Before you click I Reject or I Approve you can click Unpost & Unapprove in the left-side menu.

     

  • Closing a Grant Catalog Grant Cycle*

    The Grants Catalog will no longer be available online for donations after the Grant Cycle end date. Once the grant cycle has closed, you can go into Grants and review the grants in the grant cycle.  If they were fully funded, you can post and approve the total funding that was given.  

    For grant requests where the total funding request was not met, you will need to edit the requested amount to equal the funded amount, and then post and approve the grant.   Approved grants will move into accounts payable where they will be picked up during the next scheduled check run process.

    Note: CommunitySuite does not support paying a grant where additional funding is still required.  

  • Deleting Donations from a Grant Catalog Item*

    If you have not closed out the grant or deposited the donation to the bank, you can delete it.

    • From the Home page, go to Grants
    • Pick the Grant that the Donor gave to by selecting the hyperlinked Grant ID number (eg.2260) that the donor gave to - it will be in the "Needs Funding" section of the table if it is a Grant Catalog item that has not been fully processed
    • Scroll down to the Grant Funding table
    • Choose the Donation ID# next to the Donors name (eg. 3735)

    This will take you to the details of the Donation

    • Choose Unpost from the left menu if it is a check, then choose Delete since it was not cashed
      • Or you can Unpost & Delete if it was a credit card donation if it was paid via credit card to remove the donation, but the payment will remain in your system

    For the remaining balance on the credit card processed donation, you will now see various options about what you want to do with the payment, you can choose to apply the payment to an Invoice, Create an Invoice, Create a different Donation, Reconcile or Refund Stripe to return the money.



    NOTE: Deleting a donation cannot be undone.

     
  • Editing or Adding Missing Grant Catalog Donations*

    Fund Advisors may think they are donating to a Grant Catalog item but instead give a grant to another foundation fund, thus the donation is not tagged correctly. 

    There is an easy way to fix this.

    • From the Home page, go to Donations
    • Pick the transaction ID # in question
    • Find Grant Cycle and pick [edit]
    • Choose the correct Grant Cycle
    • Pick the Save button

    Next, note which Grant Request is named in the Description (if available) - you may need to contact the donor to clarify

    • Select [apply] in Donation Destinations table
    • Type in the amount to apply to the active grant request(s) in your Grant Catalog
    • Pick the Apply Donation button at the very bottom of the page

    Now the donation should show up in the grant cycle and be attributed to the correct grant. Repeat this procedure as needed.

    Remind your Fund Advisors to Donate through the Grant Catalog page which is found on their Donor Portal under the Grant Catalog tab.

  • Grant Catalog Donations - Cash or Check*

    Donations toward the Grant Catalog can be accepted from anywhere and from anyone with a valid credit card or who holds a Fund at your Foundation. You can also accept other forms of payment at your office or via mail if you decide.  Any donations accepted for an item in the Grant Catalog will show up in your system as a donation that applies toward the requested amount to fully fund the grant request of the grantee.

    Entering a Check or Cash Donation for the Online Grant Catalog  

    • From the Home page, go to Grants
    • Go to the NEW grants tab, and scroll down to the Need Additional Funding section in your grant table

    • Choose the Grant request ID # for the organization the donor wants to fund
    • Select the red Add Funding button on the left

    or

    • Enter the Donation to the Fund you are using for your Grant Catalog
    • Enter the Amount donated
    • Select the type of Payment (Check or Cash)
    • Choose Post then go to the bottom of the page and select [apply]

    The next screen will show the items eligible for donations through the Grant Catalog

    • Enter the amount that the Donor wished to give to a project or grantee (can be more than one)
    • The amount must equal the total of the donation
    • Go to the bottom of the page and select Apply Donation
  • Processing Grantee Funding Requests for the Grant Catalog*

    Once the Grantee fills out the Nonprofit Grant Application Form with their Grant Request Information, their submission will automatically show within CommunitySuite’s Grants section under the "Catalog" bucket. Within the catalog bucket, you can access pending requests to edit, accept or deny them.

    When a Grant Catalog funding request is made, it comes in with a variety of information. You can edit the amount requested plus other data. It is best if this is done before approval. 

    All Accepted Grant Requests from Grantees will populate in your Grant Catalog.

    Note: DO NOT add funding or pay the grant - each grant or funding request will appear in Grants section and will be under the heading NEED ADDITIONAL FUNDING.

    Individual Grant Request Review - Accepting/Rejecting individual requests

    • From the Grant Catalog bucket
    • Choose the Grant ID # of the grant request to be accepted or rejected for inclusion in the Grant Catalog Grant Cycle
    • Select the Accept or Reject button from the left side of the screen
    • Pick the Fund that will create the grant and the Grant Category it will be placed under in the catalog
    • Select the Approve button

    Bulk Grant Request Approval - Accepting/Rejecting requests in bulk

    • While in the Grants "Catalog" bucket area you will see Grants that need to be approved or rejected listed here
    • Choose Accept on the left
    • Pick the Fund that will create grants for all of the Approved Requests
    • Go down the list of Grant Requests and only choose a category from the right-hand drop-down list for the grants you plan to approve
    • Then pick the Approve Requests with Categories Defined button at the button

     
     
  • Grantee Application Process*

    The following is Required for a Grantee to make an application for inclusion into your Grant Catalog:

    • The Grantee must have a Profile in CommunitySuite
    • The Profile must have a  Grantee designation
    • The Grantee record needs to have the Public Requests checkbox checked

    The application process begins when your Grantees are invited by you to go online and fill out the Grant Catalog Application Form. The dates that they can apply will vary based on the specific time frame you defined when you created the Grant Cycle.

    Each grantee may apply for consideration by filling out the online Grant Request form. The link to the online application can be found in the Grants section under the Catalog Tab. When the Grant Cycle is active you can copy this link and paste it on your website or send it via email to your grantees so they may login and apply for grant funding.

    Once your grantee clicks the URL they can select their organization name and they can fill out the following content areas in the online Grant Request form:

    • Organization
    • Short Description (only 65 characters long)
    • Long Description
    • Amount
    • Photo file (must be 300 X 300px)
    • Organization Website
    • Contact Name, Email and Phone
    • Plus a place to upload a PDF document - this is usually an application or financial data or other items you request of your grant applicants

     Once these fields have been completed, the grantee can click Next to review and submit their request.

    After submission, the request for funding will be available for review and approval by your foundation staff and may be moved forward for inclusion in the online Grant Catalog. 

    Below is a sample application form. 

     

  • Grant Catalog Categories*

    After creating a Grant Cycle for a Grant Catalog you will need to make categories that will organize the online catalog. 

    Example categories for an online catalog are Critical Needs, Opportunities, Environment, Health and Human Services, Arts and Culture, Education, Youth Development etc.

    You need at least one (1) category to create a Grant Catalog - other categories can be added as needed.

    • From the Home page, select Grants from the Nonprofit column or the upper hyperlinks
    • Choose Grant Cycles from the left-hand menu
    • Pick an existing Grant Cycle ID# (eg. 1021)
    • Choose Edit from the left
    • Scroll down to the Grant Categories table

    • Enter the name(s) of the Categories (one is required)
    • Enter the Sort Order you wish to list the catalog items by (eg. Enter the number 1 to show all grantee grant requests in that category at the top of the page, in descending order from 1 to 99)
    • Scroll to the bottom of the page and pick Save when done

    You will see the Grant Category as a header along the left side of the catalog in the Sort Order that you entered.

  • Create a Grant Cycle for a Grant Catalog

    The Grant Cycle defines the dates that the Grant Catalog will be available online to accept donations. A Grant Cycle includes the "Grant Request" process where your Grantees can apply for funding and inclusion in the Grant Catalog.

    • From the Home page, navigate to the Grants page.
    • Click Grant Cycles from the left-side menu.Grant_Cycle_1.png
    • Choose Create from the left menu to make a new Grant Cycle.Grant_Cycle_2.png 
    • Enter the Name of the Grant Cycle (eg. 2018 Annual Grant Cycle).
      • Determine the dates of the two processes - Grant Request & when the Grant Catalog is open.
      • Request Start Date - Pick the beginning Date that Grantees can begin submitting funding requests.
      • Request End Date - Pick the Date of the final deadline for submitting grant requests (ends midnight of the date - enter the following day to capture requests until 11:59 pm of the end date).
      • Catalog Start Date - Pick the Date the Catalog goes live online and is open for Donations.
      • Catalog End Date - Pick the Date the Catalog cycle ends and is no longer online for Donations to be accepted (ends midnight of the date - enter the following day to capture requests until 11:59 pm of the end date). 
      • Add a Funding Goal Amount (optional).
      • Click Create.Grant_Cycle_3.png
    • Fill out the relevant information and check the correct boxes in the Edit Grant Cycle window.
    • Click Save when done.

    Please note that you may have multiple grants cycles running at one time. 

  • Grant Catalog Application Request

    Grantees can use the online Nonprofit Grant Request Application page to request funding for their projects. 

    Required for a Grantee to be able to make a Grant Request:

    • The Grantee must have a Profile in the system 
    • The Profile must be made a Grantee
    • The Grantee record needs to have with Public Requests checkbox checked

    When you create a "Grant Cycle" for a Grants Catalog you will see that you need to also set up the timeframe that you will accept Grant Requests

    A Grant Request is made when your Grantees are invited by you to go online and make a "Grant Request" during the specific time frame.

    Each grantee may apply for consideration by filling out the online Grant Request form. The link to the online application can be found in the Grants section under the Catalog Tab - the URL will look like this https://YOURNAME.fcsuite.com/erp/donate/list/request

    • Go to Grants from the Home page
    • Select the Catalog tab from the Grant Buckets selections
    • The URL link is at the top of the page above the Grant Catalog Request table

    When the Grant Cycle is active you can copy this link and paste it on your website or send it via email to your grantees so they may login and apply.

    For the URL to lead to grant requests for your current Grant Cycle, make sure there are no other Grant Cycles with Request Start and Request End dates that overlap your current Grant Cycle.

  • Edit a Grant Cycle
    1. Navigate to Grants.
    2. Select Grant Cycles in the left-side menu.
    3. In the Grant Cycles window, select the Grant Cycle ID.
    4. Click Edit from the left-side menu.
    5. Edit the following information:
      • Name
      • No Request Amounts - this allows you to create open ended grant requests. In other words, this allows you to raise as much as you can for a specific grant request, and fund the amount raised. The amount being requested does not need to be defined.
      • Hide Funded - hides the amount Funded.
      • Auto Approve DAF Grants - auto Approves all DAF Grants made from Fund Advisors who give to your Grant Catalog.
      • Grant Request Dates - dates that Grant Requests can be accepted in the Grant Catalog.
      • Grant Catalog Dates - dates that the Grant Catalog will be live.
      • Funding Goal
      • Request Header Text - welcomes Grantees and begins the online Grant application process. Add text to instruct Grantees how to start applying for inclusion in your Grant Catalog (note this section supports HTML.) 
      • Request Create Header Text - explains how to apply for a Grant within the Grant Catalog. This Is the place where you can enter text instructions on exactly how to fill out the form for your applicants.
      • Request Submitted - thanks Grantees for making a Grant Request. This message appears after a Grantee submits a Request for inclusion in the Grant Catalog.
      • Header Text - instructions for the Grant Catalog Donation process. 
      • Hide From Public -  hides the Grant Cycle from public view within the Online Donations Portal - Grant Catalog.
      • Hide from Fund Advisors - hides the Grant Cycle from Fund Advisors within the Donor Portal - Grant Catalog.
      • Private - requires a unique URL to access the Grant Cycle within the Grant Catalog.
        • If selected, the Unique URL can be found at the top of the Grant Cycle window.
    6. In the Grant Categories window:
      • Enter the Name of at least one (1) Grant Category.
      • Enter the Sort Order.
        • This defines the order of your Grant Categories within the Grant Catalog.
    7. Click Save.
  • Create a Grant Cycle

    A grant cycle defines the dates that the grant catalog will be available for donations, and grant requests in the Donation Portal.

    You can have multiple active grant cycles at the same time.

    1. Select Grants from the Home page.grantcycle_1.png

    2. Select Grant Cycles.grantcycle_2.png

    3. Click Create.grantcycle_3.png

    4. Give the grant cycle a name and complete the remaining fields, then click Create.grantcycle_4.png

      Grant Cycle Fields

      • Request Start Date - date that grantees can start submitting grant requests.
      • Request End Date - last day that grantees can submit grant requests.
      • Catalog Start Date - date that the grant catalog goes live in the donation portal.
      • Catalog End Date - date that the grant catalog will be removed from the donation portal.
      • Funding Goal

    Once the Grant Cycle has been created, you'll be taken to the Edit Grant Cycle window where you can add further information

  • Grant Catalog Overview

    The Grant Catalog is a feature that facilitates crowdfunding, co-funding, and other funding needs for Nonprofits. The Grant Catalog allows Fund Advisors and the public to donate to a specified list of funding requests.

    The Grant Catalog is visible from the Donor Portal and Online Donations webpages or via a private link. This page is open to the public by default but can be hidden as needed. All donations are made to the Foundation, which then makes grants to the nonprofits. 

     

    Grant Catalog Setup

    To set up your Grant Catalog, you must create a Grant Cycle. A Grant Cycle is used to configure how a Grant Catalog functions and displays online. The Grant Cycle defines the dates that the Grant Catalog will be available for Grant Requests and Donations.

    Once you’ve created a Grant Cycle, edit the Grant Cycle details

    • Four text boxes (Request Header Text, Request Create Header Text, Request Submitted, and Header Text) are highly customizable and HTML supported.

    • You must create at least one (1) grant category. Consider aligning these categories with your Grant Type Interest menu.

    Once you've created a Grant Cycle, you can find the link to your Grant Catalog at the top of the Grants page:

    Grant_Catalog_1.png

     

    Setup Grantees & Accept Grant Applications

    If you are inviting Grantees to apply for funding via the Grant Request page, follow the Grantee Application Process. This process outlines how grantee records should be set up in CSuite, and how a grantee submits an application for Grant Catalog inclusion.

     

    Populate Grant Catalog

    You can populate grant catalog four ways:

    1. Open an online grant application for grantees by sending the URL to your grantees. 

    2. Attach a fund to the grant cycle. 

    3. Manually create a grant request for a Nonprofit.

      • From Grants, Create a grant and check Public Donations. Once you’ve saved the grant you can edit it and assign a Grant Cycle and Grant Category.

    4. Populate from grants created in GLM.

     

    Approve & Reject Grantee Funding Requests

    After grantees submit funding requests, the grant request needs to be processed. Grant requests can be approved or rejected one at a time or in bulk. They can also be edited. 

    Remember that once a request is approved, and you wish to make changes, you will have to change the information in both places - the original Grant Request and the actual Grant to be paid. 

    If you would like to unapprove a request, scroll down the New Grants list to Needs Additional Funding, select the Grant ID# then choose Un-approve Request from the left menu and it will return to the Catalog bucket and will no longer show up on your Grant Catalog. 

     

    Accept Donations

    Now that you’ve added or approved funding opportunities and specified Grant Cycle Dates, you can start taking donations through the Grant Catalog.

    You can:

     

    Close the Grant Cycle

    After midnight on the Catalog End Date, the Grant Cycle needs to be closed. Fully funded grants need to be approved and underfunded grants need to have their requested amounts edited, or they need additional funds added.

     

    Inform Donors Grant Catalog is Closed

    Once the Grant Catalog is closed, customize text to inform donors it’s closed and guide them to other giving opportunities.

    Go to System Data → Content from the left sidebar → find the grant_catalog_closed text box (if it is not visible, click Add and select Grant Catalog Closed) → Edit from the left sidebar

    Enter your text in the HTML enabled text box. 

    • Example: Thank you for visiting our Grant Catalog! Our Annual Grant program has closed. If you would like to donate to a fund, click on "Donate to a Fund" tab. Contact us if you have questions. Thank you! 

    Scroll down and click the Update button when done entering or editing text.

    This text box will display on your Grant Catalog until the next Grant Cycle is open. The Grant Catalog Closed text will be replaced with your Grant Catalog Header text when the catalog is live.

     

    Report Grant Cycle Results

    Run a report to see funding results and funders.

     

    Video Overview

    Click HERE for a video overview of the Grant Catalog. Though this focuses on COVID-19 response funding, the functionality for other Grant Catalogs is the same.

  • Approve & Pay an Internal Grant

    After creating and posting an external grant, you can approve and pay the grant

    To approve a grant, you must be listed as a grant approver on the granting fund.


    1. Select Grants from the Home page.

      internal_grant_1.png 
    2. Select the Approval bucket.

      internal_grant_12.png

    3. Select the ID of the grant that you want to approve & pay.

      internal_grant_123.png

    4. Click I Approve in the left side menu or next to the Approval field.

      internal_grant_4.png

      • After selecting I Approve, the grant will move into the Voucher bucket.
      • If you don't see the option to approve or reject and you think you should have those options, you'll need to speak with a system administrator.
    5. Click Approve Payment.
    6. Click Create to create a voucher.

      internal_grant_6.png

    7. Click Pay to create the check.

      internal_grant_7.png

    8. If needed, click Change to change the Transfer Account. Enter a Transfer Date, then click Transfer to transfer the money from the granting fund to the destination fund.

      internal_grant_8.png
       
     
  • Create & Post an Internal Grant

    Create internal grants to send money from one fund to another fund.

    1. Select Grants from the Home page.

      Internalgrant1.png
       
    2. Click Create.

      Internalgrant2.png 
    3. Enter the Source Fund and the Destination Fund then click Create.

      Internalgrant3.png

      • Source Fund - fund that the money is coming from.
      • Destination Fund - fund that the money is going to.

    4. Enter the grant information:

      Internalgrant4.png

      • Grant Date
      • Description
      • Grant Type
      • Conditional checking this box indicates that the recipient must do something in order to receive the next installment. When the books are closed at the end of the year; installments that are marked as Conditional (Yes) will have the expense and the payable reversed at year end. The reversal is made in a separate fund, so your fund statements aren't changing throughout the year. This fund can be set in System Data -> Grant Options -> Conditional Payment Fund.
      • Amount
      • Expense Account - default pulled from your chart of accounts.
      • Revenue Account - default pulled from your chart of accounts.

    5. Click Create.

      Internalgrant5.png

    6. If needed, edit the pay schedule to create multiple installments, add or edit additional details, then click Post & Get Approval.

      Internalgrant6.png



    Note:

    • When you click Post & Get Approval, an internal donation is automatically created.

      Internalgrant7.png

     

    • If the Source Fund is added to a supporting organization, the name of the supporting org will populate in the Grantee field.

      Internalgrant8.png

     

    • Within the general ledger, transactions are recorded at the same time for:
      • Contributions - Internal 
      • Grants - Internal

        Internalgrant9.png

    • Balances will go into the following accounts:
      • Internal Grants Payable
      • Internal Grants Receivable
  • Approve & Pay an External Grant

    After creating and posting an external grant, you can approve and pay the grant.

    To approve a grant, you must be listed as a grant approver on the granting fund.


    1. Select Grants from the Home page.
    2. Select the Approval grant bucket.
    3. Select the grant ID that you want to approve and pay.
    4. Click I Approve.

      After selecting I Approve, the grant will move into the Voucher bucket.

    5. Click Approve Payment for each payment/installment that you want to approve.
      If you've enabled Auto Approve Grant Payments in System Data - Site Data, you can skip to step 6.
    6. Click Create to create a voucher for the payment/installment.
    7. Click Pay to pay the voucher.
    8. Select the Payment Account and Payment Date.
    9. In the Apply Amount column, enter the the amount that you want to apply, or check the box to pay the entire entire balance of the voucher.
      If there are multiple open vouchers, click Options, and group the vouchers  by Due Date, Fund, or Vendor
    10. Click Next.
    11. Select how the grantee will be paid (Check Run or Electronic), enter a Memo, and click Create Checks.
       
     
  • Create & Post an External Grant
    1. Select Grants from the Home page.

    2. Click Create.

    3. Search for a Grantee or click List and select from the list, then click Create.

    4. Enter the grant information and click Create.

      Grant Fields

      • Grant Date
      • Description
      • Grant Type (if applicable)
      • Amount
      • Conditional - checking this box indicates that the recipient must do something in order to receive the next installment. When the books are closed at the end of the year; installments that are marked as Conditional (Yes) will have the expense and the payable reversed at year end. The reversal is made in a separate fund, so your fund statements aren't changing throughout the year. This fund can be set in System Data -> Grant Options -> Conditional Payment Fund.
      • Public Donations - checking this box allows the public to donate to your grant from the grant catalog.
      • Summary - summary of the grant that will appear in the grant catalog.
      • Granting Fund
      • Anonymous Grant - requires administrative privileges to see the granting Fund.
    5. Select Add Funding.

    6. Fund the grant from one of three sources: the open assets of the granting fund, an internal grant from a different fund at your foundation, or from an individual donation.

    7. If needed, edit the pay schedule to create multiple installments, add or edit additional details, then click Post & Get Approval.

      If you're unable to click Post & Get Approval, you may need to run a charity check on the grantee.

       

       

  • COVID-19 Grant Field

    Overview

    The COVID-19 grant field is designed to allow consistent tracking of funding trends across the sector in response to COVID-19. The shared aggregated data will show how much, where, and for what purpose funding is being distributed. With over 1750 grantmakers and 240 community foundations, our clients’ combined data can provide valuable insights to each other and local, state and federal government. We are using Candid’s Support Strategies taxonomy so the data can be aggregated sector wide.

    The use of this field is voluntary and strictly opt-in.

    If you enable this feature (in System Data), a COVID-19 drop-down menu will display when you create or edit a grant. The drop-down menu contains a list of codes that were developed (using Candid's Support Strategies taxonomy), giving you the ability to code any grants that are related to the COVID-19 outbreak.

    If you utilize the integration with Grant Lifecycle Manager (GLM), this field will sync with the integration. The field must also be enabled in your GLM site. Please note that if you sync grants to individuals from SLM to CommunitySuite, the requests will be synced as scholarships in CommunitySuite. The ability to sync those requests as grants is in development at this time.

     

    Components

    • System Data
    • Grants

     

    Setup

    Enable COVID-19 Field

    1. Select System Data from the Home page.
      Covid19-1.png

    2. Click Edit.
      Covid19-2.png

    3. Check the box next to Enable COVID-19.
      Covid19-3.png

    4. Read the warning message and select Accept or Decline. If you click Decline, you will not have access to the COVID-19 field when creating or editing a grant.
      Covid19-4.png

    5. If you clicked Accept, the COVID-19 field will now display when you create or edit a grant.
      Covid19-5.png
  • Add & Create Recurring Grants
    1. Select Funds from the Home page.

    2. Search and select the fund that the recurring grant will be from.

    3. Hover your cursor over the left-side menu, scroll to the bottom, and select Add Recurring Grant.

    4. If this will be an external recurring grant, enter the name of the Grantee, or click Show List to select from a list of grantees. If this will be an internal recurring grant, enter the name of the Source Fund and Destination Fund, then click Create.

    5. Complete the fields in the Create Recurring Grant window, then click Create.

      Recurring Grant Fields

      • Start Date - date that the first grant is made.
      • Amount - the amount of each recurrence.
      • Public Donations - check the box if the grant will be included in the Grant Catalog, and you want it to receive public funding.
      • Summary - what the grant is supporting.
      • Anonymous Grant - check the box if you want this grant to remain anonymous to fund advisors.
      • Grant Interval - how often the grant will be paid out.
      • Next Date - date that the next grant payment will be made.
      • Max Recurrence - the number of instances of this grant that you want to award.
        • If you leave the Max Recurrence blank, the grant will be open ended and continue in perpetuity.
    6. Review the recurring grant information and click Create Grant.

    7. Navigate back to the main Grants page and select Recurring.

      If an installment is due or past due it will be highlighted in red.

    8. From here you can view all of your recurring grants. 

    9. Click Create Grants to create grants in batch. This can be helpful if you have multiple recurring grants.

    10. Click Specific Funds to create recurring grants for specific fund groupings.

      If you want to create recurring grants for all funds, click All Funds and proceed to step 5.

    11. Check the box next to each Fund GroupSubgroup, or Divison that you want to create recurring grants for, then click Next.

      The Grants Due column tells you the specific number of grants that are due for each group.

    12. Check the boxes next to grants that you want to create and click Create Grants.

    13. Click Yes to proceed with creating the grant(s).

     
  • Opting Out of GuideStar Charity Check*

    If you do not want to use GuideStar to verify the non-profit status of a specific grantee or 501(c)3 you can override the Charity Check. This may be necessary for some Universities, Schools or Churches.

    • Go to Grantees
    • Begin typing the name of the grantee you wish to no longer verify using GuideStar in the Search Grantee text box
    • Select the Grantee
    • Choose the Edit from the left side menu
    • Select the No Charity Check Status Check box
    • Pick the Save button when done

    optingoutGS_1.png

    The Grantee can now be issued a grant without running a GuideStar Charity Check.

    If you create grants to any Grantee that has been opted out of the GuideStar Charity Check, do so with caution because their status as a nonprofit has not been verified.

  • Grant Reports*
    • Go to Grants from the Home page
    • Select Filter Reports from the left side menu
    • Pick Add Filter or Reverse Filter from the left side menu
    • Choose from the Grant Filters

    • Make a selection to specify the filter
    • Then pick the Apply the List Filter button

    The system will show you the results of all grants that were tagged with that specification. You can choose to add more filters or reverse filters in order to further refine your results.

    Note: You can also find standardized Grant Reports by going to Reports from the Home page.

  • Completed Grants

    Track finished or completed grants in your system.

    • On the Grants page, choose the Paid list from Grant Buckets at the top of your screen.Grants_1.png

    • Select the ID number of the Grant you wish to finalize.Grants_2.png

    • Choose Complete next to the grant you would like to finalize. Grants_3.png

    • Go to the Complete bucket at the top of the page.Grants_4.png

    • Click on the completed grant you would like to finalize.Grants_5.png

    • You may add a file by selecting Attach File.Grants_6.png

      • The next page will ask you to Choose a File.
      • Select any files related to the grant from your computer such as reports or the original application.
      • Click the Save button to upload the document (if you have more than one file - complete the process over again).
    Remember to only click Complete when the grant has been paid, cashed, project completed and there is no chance of the grant being returned or refunded.
  • Notifying Grant Approver of Grant Requests via Email*
    • Go to Grants
    • Choose Request Notify from the lefthand side of your screen
    • Choose the checkbox next to the person(s) you wish to notify
    • Select Update

    Make sure that the person you are notifying via email has an email in the system by going to Users and verifying the email on file.

    Now when a Fund Advisor completes a Grant Request online or cancels a Grant Request - an email will be sent to those people who you selected to notify.

    The "Email From" box acts as a reply-to field that will be the email address that receives replies to the Grant Request Notification email.

     

  • Grant Approval*

    To process or move a Grant from the Request, NewCatalog or Import buckets, a Grant Approver needs to review, evaluate and approve the request. Some foundations may call these people grant evaluators. 

    You can find, create or edit Grant Approvers by going to Funds and choosing Grant Approvers on the left menu. Each Fund must have a minimum of one (1) Grant Approver.

    Once a grant is created, you will see it in the "New" bucket in Grants and your Grant Approvers will receive a system generated email to approve or deny the grant. After the grant is approved it can be vouchered and paid. Foundations who only have one Grant Approver or Evaluator will need them to approve the grant before paying it.

    If your Foundation has a Grants Committee it is important to set-up the percent (%) of approvers needed to issue a grant, the setting is in System Data:

    • The system default is set so that if 50% of your grant approvers or evaluators accept a grant request made by a Fund Advisor, the grant can move from the Approval stage to the Voucher stage, and you will be ready to cut a check. For example: if you have a grants committee of four (4) you will need two (2) people to log in and approve the grant to move forward.
    • If a grant is marked Anonymous, your grant approvers will not be able to see the Fund giving the Grant (unless they have Administrative permissions or can Edit Grants)

    NOTE: You can disable system generated emails to Grant Approvers in System Data. If you do not want to send an alert email to your grant approvers that there is a grant available for approval, just check the Disable Approval Emails checkbox.

  • Place a Grant On-Hold*

    Use this feature if you want to keep a grant from being posted. 

    • If a grant is in "New" status, go to the grant from the Grants page
    • Select the On-Hold option from the left menu
    • The grant will remain in the system but its status will be "On-Hold" with no option to post it.
    • The grant stays On-Hold until you select "Clear On-Hold" from the left menu.

    When viewing your Grants, the grants that are on hold will be designated with a red "on hold" tag

    • Select Log from the left menu to see who placed the grant on hold or who cleared it. 
  • Confirming Fund Balance Before Posting a Grant*

    Before a grant is posted for approval, the system will check to see that there is enough money in the granting Fund to cover the grant amount. If there is not enough money in the Fund, the system will alert you.

    Example: You make a grant for 10,000 from a Fund that does not have 10,000 in it. When you select Post & Get Approval the system will give you an alert.

    The result is - the system will give you the message that the Fund does not have enough balance to cover the grant. However, you can choose to override this verification if necessary.



    This means that the grant will overdraw the Fund and perhaps the grant should be made from a Fund with enough assets or assets should be moved to the granting Fund to cover the costs of the Grant.

  • Create a Grant*

    If a Fund Advisor who holds a Fund at your foundation wants to grant money to a nonprofit grantee or if they wish to give to another Fund, they can do this from their online Donor Portal or you can create a new Grant Request for them.

    • From the Homepage, select Grants from the top tabs or from the Nonprofit column
    • Click on Create from the left menu

    Begin by Picking one:
    External Grant - Giving a grant from a Fund at your foundation to an outside nonprofit - this requires that you first select a Grantee

    - OR -
    Internal Grant - Giving a grant from one Fund to another Fund at your foundation

    Grant1.png

    • If Internal, type the Source Fund (where the money is coming from) and type the Destination Fund (where the money is going to)
    • If External, find the Grantee by typing in the text box, names of grantees will appear, select the Grantee who will receive this grant. 
      • If your grantee name does not appear, you'll need to Create a new grantee by clicking on [show list] and Add Profile from the tabs on the left-hand side of the page. This will take you to Profiles where you will create a new Profile and tag them as a Grantee

    After selecting your grantee, you will now begin Creating a Grant

    • Pick the Request Date.
    • Enter a brief Description.
    • Select a Grant Type from the drop-down menu (you must create the Grant Types first)
    • Enter the dollar Amount of the Grant (do not use commas or dollar signs)

    *For External Grant creation only: If you want the public to crowdfund a grant select the Public Donations checkbox - remember to enter a description of the funding opportunity in the Summary text box.

    • Select from the drop-down menu the name of the Granting Fund providing the money for the grant.
    • Select Anonymous Grant if needed. (If you mark a grant as Anonymous only users with Administrative permissions will be able to see the granting Fund)
    • Click the Create button.

    Your screen should look like this for creating an external grant.

    grant2.png

     

    The Grant will now be ready to have a GuideStar Charity Check to verify the 501(c)3 status of the grantee.

    • Select [guidestar charity check] for verification. 

    After the grant is created you will have the option to edit or add additional details before posting and going through the Approval process. 

    Now you can choose Post & Get Approval from the left side of the screen.

    Now the Grant will move through the Grant approval process where your Grant Approvers or Evaluators can Approve or Reject the Grant Request. If approved, you can find the Grant on your Grants page in the Grant Bucket called Voucher

    If the Grant is approved - you can select [pay] from the Grant Payment Schedule table and process the payment.


  • Grants Overview*

    CommunitySuite can help you create and track grants, plus the system allows your Fund Advisors to request grants for approval. Grants from your funds and donations from donors can be used to fulfill (pay for) the Grants your organization approves.

    Internal and External Grants can be created by staff or by a Fund Advisor online via their Donor Portal page. Internal Grants can be created from one fund to another fund. You may have an internal grant program or want to grant money from one fund to another to pay for external grant programs. 

    Grants are easily processed and paid to Grantees and can be verified utilizing the GuideStar Charity Check.

    The Grants page has tabs located across the top of the page as Grant Buckets

    • Request
    • Catalog
    • Import
    • New
    • GLM (available if you use other Foundant products)
    • Approval
    • Voucher
    • Paid
    • Complete

     If you choose one of these tabs you will see your grants at different stages in the system.

     
     
  • Ajah Integration*

    CommunitySuite is integrated with Ajah, which allows Canadian clients to check and confirm a grantseekers nonprofit status. To utilize Ajah, the grantee's business number (tax ID) must be present in the grantees profiles. In System Data, the box next to Enable Ajah must be checked and the box next to Enable Guidestar must be unchecked.

    You may run an Ajah Charity Check by: 

    •  Accessing the grantee's profile
    • Then selecting [ajah charity check] next to the EIN number
    • You are directed to the Ajah Charity Check page where you can review the grantee's charitable status
    • Upon returning to the grantee's profile you will see the timestamp for running the most recent Charity Check in the Last Pub78 Check field

    OR

    • Accessing a grant request
    • Clicking [ajah charity check] next to Pub78 Checked
    • A verification message will appear briefly on the screen before returning to the grant request where you will see the Charity Check timestamp in the Pub78 Checked field