Purpose

Provide guidance on requesting and distributing grants for expense payments from church/project funds. 

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Grant recipients may be domestic or foreign. Reliant will take reasonable steps of due diligence to ensure that it is not otherwise assisting known or suspected terrorists through its foreign grant-making process, including annually checking applicable governmental lists provided and maintained by the U.S. Treasury Department.

Grant requests are used to request grant payments from the Reliant church/project fund. The Reliant Point Person for the fund submits grant requests on behalf of the church/project fund and sends grant reports. Authorized Signers of the specific church/project fund must approve grant requests before distribution.

6 month reporting period so please apply for grant closer to time to return reporting within 6 months....

Grants can be one-time or recurring payments for expenses and for support through Designated Grantees. The church/ministry partnership determines if the Designated Grantee will receive monthly payments or one-time payments through grants. The program team will work with the church/ministry partner to determine a monthly amount that may be sent for support. The Reliant Point Person must clearly communicate to the Designated Grantee that Reliant cannot hire the Designated Grantee or have the appearance that the Designated Grantee is being paid for hours worked, even as a contractor.

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• Reliant will refuse any grants that are requested if it determines that the grant is not in line with the approved purpose of the associated church/project fund. 
• Reliant grants cannot be used for any purpose other than those approved by Reliant.
• Reliant may approve charitable grant requests after reviewing all relevant information to determine whether the use of funds by the proposed recipient is consistent with Reliant’s tax-exempt purposes.Reliant will require periodic accounting of the usage of the grant funds.
• Reliant retains the right to withdraw approval of a current grant or to receive a refund of any unexpended grant funds.
• Reliant grants cannot be used to cause any private inurement or improper private benefit to occur.
• Reliant will not act as a conduit of funds for any recipient. Gifts received by Reliant that will be used for grants will be accepted in accordance with Reliant’s gift acceptance policies and for Board approved purposes.
• Grant funds received by the Reliant Point Person may only be disbursed to other organizations or individuals in a manner consistent with Reliant's Grant-Making Standard with the understanding that the church/ministry and/or Designated Grantee fully complies with the grant purposes and the requirements of Reliant's policies and procedures as well as local and country laws. 
• Reliant Point Person requesting a grant must attest they agree with the Reliant Grant-Making Standard before grant funds can be distributed.
• These guidelines shall be presented to all organizations seeking funding from Reliant, and shall be publicized whenever appropriate to Reliant donors.

This requirement may be waived in the case of single payment grants not exceeding $25,000 made to Reliant-affiliated churches and ministries in the United States. single one time payment vs. recurring grant relationship. contribution to church from leftover funds- we're donating to xqz ministry to be used for smith.. but we don't make the church give us a grant request or give us receipts for how they used it, etc. ... setting bar lower for one-time request. 

Get an MOU to send to lawyer with grant requirements.

Reporting:

Acquisition of Information. The elements of the grant process should include at a minimum:

 Specific project goals with milestones for monitoring; and
A commitment by the persons responsible for overseeing the project to comply with Reliant’s reporting and monitoring requirements.

Periodic Reporting and Monitoring. All approved projects shall be monitored by Reliant management through periodic reporting from the responsible person for each project or grant.

• Reports shall be submitted at least every six months (or within six months of expenditure of single payment grants).
• For ongoing monthly grants, the report is due 30 days after the end of the six month period. (For example, for the six month period of January – June, the report is due by July 30.)
• The reports shall include copies of all corresponding receipts (or substitute evidence) and give detail of exactly how the grant funds were spent.
  • Receipts needed for international expenses incurred over $25
  • Receipts needed for expenses incurred in the United States over $75
• The reports shall include a financial statement current within 30 days reflecting actual expenses in comparison with the projected budget.
• Project milestones should be briefly evaluated and all significant post-funding developments and problems should be discussed.

The Director of Organizational Affairs & Treasurer shall receive and evaluate these reports and refer them to the Executive Director whenever a recommendation to discontinue funding is necessary.

Suspension of future Grants. If the recipient does not supply the necessary/periodic grant support documentation every six months (or within six months of expenditure for single grant payments), Reliant:

• Will suspend all future grant payments until proper support documentation is received.
  • This suspension will be immediate for single-payment grants.
  • For ongoing monthly grants, Reliant may extend a maximum THREE month (90 days) grace period following the six-month reporting date. At which time, all future grant payments will be suspended.
• Reserves the right to obtain a return of granted funds if timely and proper support documentation is ultimately not provided by the recipient.

Reliant Retains Full Discretion. All grant requests shall be funded with the understanding that Reliant retains full and absolute discretion as to grant approvals, and retains the right to discontinue funding at any time that it determines that:

• Periodic reports are not submitted on a timely basis.
• The project goals are not being met or not being adhered to.
• The funds are not being spent according to the grant request.
• In Reliant’s sole discretion for any other reason.

Recipient’s Responsibilities After Receipt of the Grant.
After receipt of the grant, the Recipient will be required to submit reports to the Director of Organizational Affairs & Treasurer of Reliant, which include the following information:

• Financial reports showing how the grant funds were actually spent. 
• Programmatic updates, including project milestones briefly evaluated.
• All significant post-funding developments and problems.

Reports shall be submitted at least every six months (or within six months of expenditure of single payment grants). For ongoing monthly grants, the report is due 30 days after the end of the six month period. (For example, for the six month period of January – June, the report is due by July 30.)

Failure to provide this information will result in a withholding of future funds until information is submitted, and may possibly result in termination of the grant.

Approval:

Only Authorized Signers of the specific church/project fund can approve the payment for the grant request. 

One-time grants require approval for each submission. 

Grant requests involving monthly, annual, or other periodic payments will normally (except in extenuating circumstances) be approved for a maximum of five years from the date of grant approval.  If the requested approved amount or individuals receiving funds for recurring grants change at any point after approval, then a new approval will be needed. If the grantee requires additional funding for the grant project after the grant expiration date, a new grant request must be submitted.

Required approvals are as follows:

• One-Time Grants 
  • One-time grant payment requests under $5,000 will be approved by the Accounting Manager
  • One-time grant payment requests between $5,000 and $25,000 will need approval by the Director of Organizational Affairs (in place of the Accounting Manager)
  • One-time grant payment requests between $25,000-$100,000 will need approval from both the Director of Organizational Affairs and the Chief Financial Officer

  • One-time grant payment requests over $100,000 will need additional approval from the Executive Director

• Recurring Yearly Grants (set up of recurring monthly payments)
  • Requests under up to $1,000 a month ($12,000/year) will be approved by the Accounting Manager
  • Requests between $1,000-$5,000 a month (up to $60,00/year) will need approval by the Director of Organizational Affairs (in place of the Accounting Manager)
  • Grant requests between $5,001-$25,000 a month (up to $300,000/year) a year will need approval from both the Director of Organizational Affairs and the Chief Financial Officer
  • A Grant Request over $25,000 a month will need additional approval from the Executive Director

Approval:

Only Authorized Signers of the specific church/project fund can approve the payment for the grant request. 

One-time grants require approval for each submission. 

Grant requests involving monthly, annual, or other periodic payments will normally (except in extenuating circumstances) be approved for a maximum of five years from the date of grant approval.  If the requested approved amount or individuals receiving funds for recurring grants change at any point after approval, then a new approval will be needed. If the grantee requires additional funding for the grant project after the grant expiration date, a new grant request must be submitted.

Required approvals are as follows:

• One-Time Grants 
  • One-time grant payment requests under $5,000 will be approved by the Accounting Manager
  • One-time grant payment requests between $5,000 and $25,000 will need approval by the Director of Organizational Affairs (in place of the Accounting Manager)
  • One-time grant payment requests between $25,000-$100,000 will need approval from both the Director of Organizational Affairs and the Chief Financial Officer

  • One-time grant payment requests over $100,000 will need additional approval from the Executive Director

• Recurring Yearly Grants (set up of recurring monthly payments)
  • Requests under up to $1,000 a month ($12,000/year) will be approved by the Accounting Manager
  • Requests between $1,000-$5,000 a month (up to $60,00/year) will need approval by the Director of Organizational Affairs (in place of the Accounting Manager)
  • Grant requests between $5,001-$25,000 a month (up to $300,000/year) a year will need approval from both the Director of Organizational Affairs and the Chief Financial Officer
  • A Grant Request over $25,000 a month will need additional approval from the Executive Director

If the Accounting Manager is unable to approve within a reasonable timeframe then the Director of Organizational Affairs may approve in their place. If the Director of Organizational Affairs is unavailable to approve within a reasonable timeframe, the Chief Financial Officer may approve in their place. If the Chief Financial Officer is unavailable to approve within a reasonable timeframe, the President may approve in their place.

Reporting:

Reliant leadership oversees and evaluates the completion of Grant reports. 

The Reliant Point Person for the church/project fund is responsible for submitting grant reports and agrees to comply with the grant reporting and monitoring requirements.

After the monies are used, grant reports are submitted on the same form used to request the original grant payment.

Grant reports must include the following:

• Copies of all corresponding receipts for purchases/support given following receipt guidelines

  • Reliant requires that itemized receipts for expenses purchased in the U.S. greater than $75 must be submitted and all international purchases greater than $25 must be submitted along with the appropriate form. *The only exception to the amount limit is that a receipt is always needed for all hotel/lodging, regardless of the amount spent.

  • Receipts should be uploaded into a google folder and linked to the grant report form. See Expense Receipt Google Folder for instructions.

• Detailed description of each purchase/support given to confirm church/project fund purpose alignment
• Project milestones on how the funds supported the goals of the church/ministry including ministry accomplishments or a prayer letter sharing the local impact of grant purchases 
• Significant post-funding changes or problems that should be discussed

Submission...

Grant reports must be submitted periodically based on the type of grant issued: 

• One-Time Grants: Reports may be submitted as early as possible after expenditure, but no later than six months after receiving the monies. 
• Recurring Monthly Grants: Reports must be submitted twice a year, reporting on a six-month period. For monies received January-June, the report is due by July 30, and July-December the report is due by January 30. The report is required for any months that recurring grants are received within that six-month period. For example, if a grant is received February-May, those expenses must be reported for the period report due on July 30.

Suspension....

Reliant leadership shall receive and evaluate these reports and whenever necessary, can make a recommendation to discontinue funding.

Suspension of future Grants. If the recipient does not supply the necessary/periodic grant support documentation every six months (or within six months of expenditure for single grant payments), Reliant:

• Will suspend all future grant payments until proper support documentation is received.
  • This suspension will be immediate for single-payment grants.
  • For ongoing monthly grants, Reliant may extend a maximum THREE month (90 days) grace period following the six-month reporting date. At which time, all future grant payments will be suspended.
• Reserves the right to obtain a return of granted funds if timely and proper support documentation is ultimately not provided by the recipient.

Reliant Retains Full Discretion. All grant requests shall be funded with the understanding that Reliant retains full and absolute discretion as to grant approvals, and retains the right to discontinue funding at any time that it determines that:

• Periodic reports are not submitted on a timely basis.
• The project goals are not being met or not being adhered to.
• The funds are not being spent according to the grant request.
• In Reliant’s sole discretion for any other reason.

Recipient’s Responsibilities After Receipt of the Grant.
After receipt of the grant, the Recipient will be required to submit reports to the Director of Organizational Affairs & Treasurer of Reliant, which include the following information:

• Financial reports showing how the grant funds were actually spent. 
• Programmatic updates, including project milestones briefly evaluated.
• All significant post-funding developments and problems.

Reports shall be submitted at least every six months (or within six months of expenditure of single payment grants). For ongoing monthly grants, the report is due 30 days after the end of the six month period. (For example, for the six month period of January – June, the report is due by July 30.)

Failure to provide this information will result in a withholding of future funds until information is submitted, and may possibly result in termination of the grantIf the Accounting Manager is unable to approve within a reasonable timeframe then the Director of Organizational Affairs may approve in their place. If the Director of Organizational Affairs is unavailable to approve within a reasonable timeframe, the Chief Financial Officer may approve in their place. If the Chief Financial Officer is unavailable to approve within a reasonable timeframe, the President may approve in their place.

Gift Acceptance Policy (last paragraph- gifts)

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