Internal:Grants policy

Status: Draft

ARTICLE I - PURPOSE AND SCOPE

1. Purpose. The purpose of this Grants Policy ("Policy") is to describe the processes and procedures used by Wikimedia District of Columbia ("Wikimedia DC") to award grants to third parties.

2. Scope. This Policy applies to payments made by Wikimedia DC to other persons or organizations where:

(a) The purpose of the payment is for the payee to carry out activities in furtherance of our Charitable Purpose;

(b) The payment is not for a service that provides a direct benefit to Wikimedia DC (i.e., a service contract); and

(c) Wikimedia DC does not substantially direct the activities being funded through the payment.

ARTICLE II - GENERAL PROVISIONS

1. Definitions. As used in this Policy, the following terms have the indicated meaning:

(a) "Prohibited Activity" shall refer to any activity not permitted to be carried on by a corporation exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code; or not permitted to be carried on by a corporation, contributions to which are deductible under Sections 170(c)(2), 2055(a)(2) and 2522(a)(2) of the Internal Revenue Code.

(b) "Lobbying Activity" shall refer to any political or legislative activity whose conduct by a corporation exempt from federal income tax Section 501(c)(3) of the Internal Revenue Code is prohibited or restricted.

(c) "Program Committees" shall refer to the advisory committees established by Article III of the Advisory Committee Policy.

(d) "Charitable Purpose" shall refer to the purpose and objects of Wikimedia District of Columbia, as defined in Article II of the Bylaws.

2. Legal Requirements. No provision of this Policy shall be interpreted in a manner that conflicts with any applicable law or regulation. It is the policy of Wikimedia District of Columbia to comply with all applicable laws and regulations at all times.

ARTICLE III - ELIGIBILITY

1. Permitted Purposes. The Program shall be authorized to issue grants for any charitable purpose consistent with the Charitable Purpose, except as otherwise provided by this Policy.

2. Prohibited Purposes. The Program shall not be authorized to issue grants for any of the following purposes; and any applications for such grants shall be summarily rejected:

(a) Grants for the purpose of conducting any Prohibited Activity.

(b) Grants for the purpose of conducting any Lobbying Activity.

(c) Grants for the purpose of instituting or conducting a subsidiary or dependent grants program.

(d) Grants for the purpose of purchasing any capital assets with a fair market value of $1,000 or greater.

3. Permitted Applicants. The Program shall be authorized to issue grants to any person, group, or legal entity, whether located in the United States or elsewhere, except as otherwise provided by this Policy.

4. Prohibited Applicants. The Program shall not be authorized to issue grants to any person, group, or legal entity that meets any of the following criteria; and any applications for such grants shall be summarily rejected:

(a) Grants to any person, group, or legal entity, when the transfer of funds to such person, group, or legal entity would constitute a Prohibited Activity.

(b) Grants to any person, group, or legal entity whose name appears on the Special Designated Nationals List published by the United States Department of the Treasury.

(c) Grants to any corporation, partnership, or similar legal entity which is not a registered non-profit entity under the applicable laws.

(d) Grants to any Officer, Director, or employee of Wikimedia District of Columbia.

5. Permitted Amounts. The Program shall be authorized to issue grants in any amount up to the sum of $2,500.

ARTICLE IV - APPLICATION PROCESS

1. Application for Grant Funding. All grants issued by the Program shall be issued in response to an application for grant funding, which is to be submitted by the person, group, or legal entity requesting the grant.

2. Form of Application. All applications for grant funding under the provisions of this Policy shall be submitted publicly, on a page of the Wikimedia District of Columbia website designated for that purpose by the President.

3. Content of Application. An application for grant funding shall contain, at minimum, the following information:

(a) The full legal name of the person, group, or legal entity requesting grant funding;

(b) The amount of grant funding requested, listed as line items for each projected expenditure; and

(c) A description of the purpose of the grant, containing sufficient detail to establish whether said purpose is consistent with the Charitable Purpose.

4. Review of Application. Each application for grant funding submitted to the Program shall be reviewed by the members of the Program Committees, who may, but are not required, to provide individual feedback regarding the application to the President and/or to the person, group, or legal entity submitting it.

5. Review Criteria. In reviewing the application for grant funding, the President and the Program Committees shall consider the following factors as they relate to the purposes described in the application:

(a) Fit with the mission and strategic priorities of Wikimedia District of Columbia.

(b) Potential for impact in the projects that the grant aims to support.

(c) Availability and readiness of volunteers and other non-financial resources required to implement the grant.

(d) Past track record of the recipient in managing grants.

(e) Efficiency of proposed use of funds.

(f) Sustainability of impact beyond the duration of the grant.

6. Additional Information. The President and/or the Program Committees may, at their discretion, request additional information regarding any aspect of the application for grant funding which is unclear or unsatisfactory.

7. Feasibility Analysis. The Treasurer shall review the application for financial feasibility, consistent with the due diligence review required by the Fiscal Control Policy, and report on the feasibility of the requested grant to the President.

8. Decision. No later than fifteen (15) days after the submission of a complete application for grant funding, the President shall determine whether the requested grant funding should be issued. In making his or her decision, the President shall consider, but shall not be bound by, the recommendations of the Program Committees. The President's decision shall be communicated to the Treasurer, the Program Committees, and to the person, group, or legal entity requesting the grant.

ARTICLE V - DISBURSEMENT

1. Authorization of Expense. Upon the approval of an application for grant funding, the President shall approve the grant amount as an expense in accordance with the Fiscal Control Policy.

2. Means of Disbursement. The funds shall be made available to the person, group, or entity requesting the grant in one of two ways:

(a) Through the expense reimbursement process established by the Fiscal Control Policy. This is the preferred method.

(b) Through an advance payment authorized by the President, consistent with the Fiscal Control Policy. Those who receive advance payments shall be responsible for submitting documentation of each expense to the President even if reimbursement is not otherwise requested. Such documentation may take the form of receipts, invoices, or other proofs of payments made, and shall be included in the grant report described in Article VI of this Policy.

3. Return of Unused Funds. Any person, group, or legal entity receiving grant funding from the Program shall be required to return any portion of said funding not used for the purposes specified in the application for grant funding to Wikimedia District of Columbia.

4. Unapproved Expenditures. Wikimedia District of Columbia shall not responsible for reimbursing any costs incurred by the applicant in the course of carrying out any activity described in the application until and unless said application is approved by the President. Such costs will not be reimbursed in the event that the application is not approved.

ARTICLE VI - REPORTING

1. Report. Any person, group, or legal entity receiving grant funding from the Program shall be required to submit a report regarding their use of said funding no later than thirty (30) days following the completion of such use.

2. Form of Report. All reports regarding the use of grant funding made under the provisions of this Policy shall be submitted in writing to the Treasurer.

3. Content of Report. A report regarding the use of grant funding shall contain, at minimum, the following information:

(a) The amount of grant funding spent, listed as line items for each actual expenditure; and

(b) A description of the specific activities conducted using the grant funding, containing sufficient detail to establish whether said activities were consistent with the Charitable Purpose.

4. Additional Information. The Treasurer may, at his or her discretion, request additional information regarding any aspect of a report regarding the use of grant funding which is unclear or unsatisfactory.

5. Use of Report. Any person, group, or legal entity submitting a report regarding the use of grant funding shall agree that Wikimedia District of Columbia shall have full rights to use their name and the information contained in said report in printed and electronic materials prepared by Wikimedia District of Columbia, including, but not limited to, materials intended to solicit funds on behalf of Wikimedia District of Columbia.

6. Transparency in Reporting. All submitted reports regarding the use of grant funding shall be incorporated into or summarized in the periodic activity and financial reports published by Wikimedia District of Columbia.

7. Failure to Report. Any person, group, or legal entity which receives grant funding from the Program but fails to submit a timely report regarding the use of said grant funding shall not be eligible to receive future grant funding from the Program, and may be required to return any received funds.