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Standard Name: | Church and Project Fund Standard |
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Relevant Policy: | |
Relevant Standard: | Grant-Making Standard |
Creation Date: | 8/23/2023 |
Last Review Revision Date: |
Purpose
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Scope
This standard applies to all church and project funds.
Policy Supporting This Standard
Standard Statement
Church and project funds as defined in the Policy linked above, are utilized to finance ministry projects and activities that are not typically financed through Ministry Team Development (MTD). Monies from funds are disbursed through the grantmaking process. The establishment and disbursement of church and project funds must be consistent with, and further, Reliant's tax-exempt purposes in a matter compliant with applicable laws and regulations and in accordance with the information outlined below.
Roles:
Affiliate Fundraiser is a foreign national raising funds through a church/project fund on behalf of Reliant. They must attend a Reliant training and become an officially approved deputized fundraiser.
Reliant Point Person is desired to be a Reliant employee/associate assigned to be the main contact for the church/project fund and is required for all church/project funds. The Reliant Point Person acts as a custodian of the fund, is responsible for the management of the fund and compliance with policy and standards, and in some cases may receive and distribute monies on behalf of the church/ministry.
Authorized Signer(s) is the individual(s) who is authorized by the church/ministry to approve transfers, reimbursements, grants, and other payments from the church/project fund as outlined on the original church/project fund request form.
Designated Grantee(s) is a foreign national receiving monies distributed from the church/project fund in the form of a stipend.
Partnership:
All church and project funds must be vetted first by the Program Team lead to confirm the church/ministry partnership with Reliant (a Memo of Understanding has been signed) and to confirm that this request is one that they believe Reliant should move forward on.
Restricted church/project funds may be requested by Reliant partners regardless of whether that partner has Reliant employees/associates. Unrestricted church/project funds may only be created for partners who have Reliant employees/associates due to the purpose of the fund.
Purpose:
The purpose of the requested fund must be determined to be in alignment with Reliant's tax-exempt purpose as outlined in the policy linked above. If the agreed-upon purpose of the fund changes in the course of the life of the fund, an addendum to the Master Grant Agreement is required.
Unrestricted Church Fund: The sole purpose of these designated funds (accounts) is to absorb leftover funds (money) from exited staff that were a part of their church/ministry (typically for residencies/internships) and use those funds to help support other staff at the same church/ministry who need assistance with raising support. These are unrestricted, non-revenue funds (accounts), and funds (money) only come in and out through internal transfers. (Exit transfers must follow the order of eligibility (outlined in Exiting MTD Funds Transfer) for exit funds distribution.) Any partner within any program team may create an unrestricted church fund.
Restricted Church/Project Fund: The purpose of church funds tends to be more general and fund distribution tends to be determined by church leadership. The purpose of project funds can vary but they tend to be more specific with a focused purpose in mind. Those restricted church/project funds that include stipend distribution to Designated Grantees, should have a two-fold purpose. 1) To enable the church/ministry to expand its ministry activities through these Designated Grantees and allow for the training and spiritual formation of these Designated Grantees as they prepare for/serve in full-time ministry. 2) These monies would be used as a monthly stipend for those Designated Grantees. Reliant acknowledges that a Designated Grantee receives a stipend to fulfill the purpose of the fund through conducting the ministry activities outlined in the agreed-upon purpose of the fund.
If the purpose of a church/project fund includes supporting the funding of a Designated Grantee(s) stipend, the following applies:
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General Standards
Roles:
Affiliate Fundraiser is a foreign national raising funds through a church/project fund on behalf of Reliant. They must attend a Reliant training and become an officially approved deputized fundraiser. Affiliate Fundraisers are often also Designated Grantees.
Reliant Point Person is desired to be a Reliant employee/associate assigned to be the main contact for the church/project fund and is required for all church/project funds. The Reliant Point Person acts as a custodian of the fund, is responsible for the management of the fund and compliance with policy and standards, and in some cases may receive and distribute monies on behalf of the church/ministry.
Authorized Signer(s) is the individual(s) who is authorized by the church/ministry to approve transfers, reimbursements, grants, and other payments from the church/project fund as outlined on the original church/project fund request form.
Designated Grantee(s) is a foreign national receiving monies distributed from the church/project fund in the form of a stipend. Designated Grantees are often also Affiliate Fundraisers.
Partnership:
All church and project funds must be vetted first by the Program Team lead to confirm the church/ministry partnership with Reliant (a Memo of Understanding has been signed) and to confirm that this request is one that they believe Reliant should move forward on.
Restricted church/project funds may be requested by Reliant partners regardless of whether that partner has Reliant employees/associates. Unrestricted church/project funds may only be created for partners who have Reliant employees/associates due to the purpose of the fund.
Purpose:
The purpose of the requested fund must be determined to be in alignment with Reliant's tax-exempt purpose as outlined in the policy linked above. If the agreed-upon purpose of the fund changes in the course of the life of the fund, an addendum to the Master Grant Agreement is required.
Unrestricted Church Fund: The sole purpose of these designated funds (accounts) is to absorb leftover funds (money) from exited staff that were a part of their church/ministry (typically for residencies/internships) and use those funds to help support other staff at the same church/ministry who need assistance with raising support. These are unrestricted, non-revenue funds (accounts), and funds (money) only come in and out through internal transfers. (Exit transfers must follow the order of eligibility (outlined in Exiting MTD Funds Transfer) for exit funds distribution.) Any partner within any program team may create an unrestricted church fund.
Restricted Church/Project Fund: The purpose of church funds tends to be more general and fund distribution tends to be determined by church leadership. The purpose of project funds can vary but they tend to be more specific with a focused purpose in mind.
Those restricted church/project funds that include stipend distribution to Designated Grantees, should have a two-fold purpose: to enable the church/ministry to expand its ministry activities through these Designated Grantees and allow for the training and spiritual formation of these Designated Grantees as they prepare for/serve in full-time ministry, and these monies would be used as a monthly stipend for those Designated Grantees. Reliant acknowledges that a Designated Grantee receives a stipend to fulfill the purpose of the fund through conducting the ministry activities outlined on the Master Grant Agreement, and due to these ministry activities, may not be able to devote time to other work activities sufficient to support the Designated Grantee's family, therefore Reliant recognizes that some of the funds may be used for personal expenses.
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If the purpose of a church/project fund includes supporting the funding of a Designated Grantee(s) stipend, the following applies:
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Fundraising:
Any Reliant employee/associate may raise funds on behalf of a church/project fund.
A U.S. citizen who is not a Reliant employee/associate must become an associate with Reliant in order to raise church/project funds on behalf of Reliant. Associates are eligible to submit church/project fund reimbursements and grant requests.
Foreign nationals may raise support as a deputized Affiliate Fundraiser through a church/project fund on behalf of Reliant under the conditions that the foreign national:
- Work alongside an existing Reliant partnership.
- Be identified and vouched for by a Reliant worker or church/ministry partner.
- Complete an assessment and application that is reviewed and approved by the Program Team.
- Be vetted using the OFAC Watchlist Verification.
- Complete training for raising church/project funds on behalf of Reliant and be officially deputized.
Complete a dual solicitation agreement (Dual Solicitation) if raising funds for both Reliant and another organization.
Note Foreign nationals may raise funds on behalf of the church/project fund but do not receive an individual MTD fund number. If a registered foreign organization with multiple Affiliate Fundraisers partners with Reliant, they can request solicitor reporting tags be used for tracking donations.
Submission Standards:
Request Form:
Unrestricted Church Funds may be requested by field employees by contacting their Program Team. Program Team submits a request for unrestricted church funds on behalf of Reliant partners.
Restricted Church/Project Funds may be requested by field employees/associates (typically the individual
Request Form:
Field employees may request an unrestricted church fund by contacting their Program Team. Program Team submits a request for unrestricted church funds on behalf of Reliant partners.
Restricted Church/Project Funds may be requested by a Reliant employee/associate (Typically the person who will become Reliant Point Person for the fund) by submitting a Church/Project fund request form to their Program Team, which includes with the following information completed:
- Church/Project Fund purpose and fund details
- Signed Master Grant Agreement
Approval:
The Reliant Board of Directors delegates Reliant leadership the authority to approve church and project funds to further Reliant’s tax-exempt purposes by establishing these types of church and project funds as defined in the related policy, in a matter compliant with applicable laws and regulations and according to the requirements outlined above. If deemed necessary by Reliant leadership, the Reliant Board may be asked for their additional approval. The Program Team will oversee all church/project fund requests, including obtaining approvals, coordinating with relevant departments, and finalizing fund set up.
All approvals including approval from the Reliant board must be received prior to church/project fund creation.
Approval Workflow:
The Program Team will review and approve every unrestricted church fund request.
The Director of Organizational Affairs will review for approval every restricted church and project fund request to confirm the purpose of the fund is in alignment with Reliant's tax-exempt purpose. If secondary approval is deemed necessary by the Director of Organizational Affairs, it will be sent to the Chief Financial Officer. If the purpose varies too greatly from the normal purpose requests or from Reliant's original tax-exempt purpose, Reliant Board approval may be deemed necessary.
The Director of Organizational Affairs will also confirm that the proposed budget categories included on the restricted church/project fund request for fund distribution through grants are in alignment with the fund purpose given
Required approval related to the projected amount of the church/project fund is as follows:
- Funds projected to receive under $25,000 annually are approved by the Director of Organizational Affairs.
- Funds projected to receive between $25,000 and $100,000 annually require approval from the Director of Organizational Affairs and the Chief Financial Officer.
- Funds projected to receive over $100,000 annually require approval of the Reliant board. The Director of Organizational Affairs will create a request for board submittal.
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Reliant does not hold the fund to this pre-approved projected amount, it is simply used as a boundary for initial approval of the fund. |
Project funds whose sole purpose is to fund Designated Grantees will not be officially created until the Designated Grantees associated with the fund have been approved and signed a stipend agreement.
Fund approval authorizes the solicitation and receipt of any donations for the approved funds. Designated contributions generally will be honored, but Reliant shall retain full discretion over the ultimate expenditure or use of those contributions and retains the right to discontinue funding at any time.
Fundraising:
Any Reliant employee/associate may raise funds on behalf of a church/project fund.
A U.S. citizen who is not a Reliant employee/associate must become an associate with Reliant in order to raise church/project funds on behalf of Reliant. Associates are eligible to submit church/project fund reimbursements and grant requests.
Foreign nationals may raise support as a deputized Affiliate Fundraiser through a church/project fund on behalf of Reliant under the conditions that the foreign national:
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Complete a dual solicitation agreement (Dual Solicitation) if raising funds for both Reliant and another organization.
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Foreign nationals may raise funds on behalf of the church/project fund but do not receive an individual MTD fund number. |
Master Grant Agreement:
Church/Project funds are created to receive donations and grants are used to distribute monies for those funds. Therefore, a Master Grant Agreement must be signed at the time of requesting a new church/project fund to ensure a proper understanding of grant use when monies are distributed.
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Master Grant Agreement:
Church/Project funds are created to receive donations and grants are used to distribute monies for those funds. Therefore, a Master Grant Agreement must be signed at the time of submission of a new church/project fund request to ensure a proper understanding of grant use when monies are distributed.
The Master Grant Agreement is attached to the Church/Project fund request form. It includes an acknowledgment of the requested purpose of the fund, an acknowledgment that the church/ministry Funds and Grant-Making Policy for Churches and Projects as well as both associated Reliant Standards (Grant-Making Standard, Church and Project Fund Standard) have been read and that the Reliant Point Person who is signing on behalf of the church/ministry representing the requested church/project fund signs that all parties associated with the fund are in agreement to follow. A Reliant representative will also review the request and will sign the Master Grant Agreement in approval that they agree upon the purpose of the fund and that the fund can now be created.... The Reliant Point Person (agrees to communicate all information on the Master Grant Agreement to the church/ministry they are representing and signing on behalf of)
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Master Grant Agreements are customized for each church/project fund with information found on the church/project fund request form, but generally include acknowledgments of the following:
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Master Grant Agreements are customized for each church/project fund with information found on the church/project fund request form, but generally include acknowledgments of the following:
- Agree in confirmation that Reliant and Partner have a signed Memorandum of Understanding
- Agree that the grants distributed must be used consistent with the agreed-upon purpose of the fund.
- Agree that if the purpose of the church/project fund changes, an addendum to change the purpose outlined in this Master Grant Agreement is required.
- Agree that I have read and agree that we (the church/ministry and myself) will follow the information outlined in the Funds and Grant-Making Policy for Churches and Projects.
- Agree that I have read and agree that we (the church/ministry and myself) will follow the information outlined in the Church and Project Fund Standard
- Agree that I have read and agree that we (the church/ministry and myself) will follow the Grant-Making Standard
Many other items are outlined on the policy/standard but we wanted to highlight the following...
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Many other items are outlined on the policy/standard but we wanted to highlight the following...
Bring over everything on the tab.... |
Approval:
The Reliant Board of Directors delegates Reliant leadership the authority to approve church and project funds to further Reliant’s tax-exempt purposes by establishing these types of church and project funds as defined in the related policy, in a matter compliant with applicable laws and regulations and according to the requirements outlined above. If deemed necessary by Reliant leadership, the Reliant Board may be asked for their additional approval. The Program Team will oversee all church/project fund requests, including obtaining approvals, coordinating with relevant departments, and finalizing fund set up.
All approvals (including approval from the Reliant board) must be received prior to church/project fund creation.
Approval Workflow:
Unrestricted Church Funds requests are reviewed and approved by the Program Team and shared with Accounting to process the fund creation.
Restricted Church/Project Fund requests undergo review and approval by The Director of Organizational Affairs to confirm the following:
- The purpose of the fund is in alignment with Reliant's tax-exempt purpose as outlined in the policy.
- If the purpose varies too greatly from the normal purpose requests, secondary approval by the Chief Financial Officer may be deemed necessary.
- If the purpose varies too greatly from the normal purpose requests or from Reliant's original tax-exempt purpose, Reliant Board approval may be deemed necessary.
- The proposed budget categories included on the restricted church/project fund request for fund distribution through grants are in alignment with the fund purpose given.
- If additional approval is required related to the projected amount of the church/project fund according to the following:
- Funds projected to annually receive under $25,000 are approved by the Director of Organizational Affairs.
- Funds projected to annually receive between $25,000 and $100,000 require approval from the Director of Organizational Affairs and the Chief Financial Officer.
- Funds projected to annually receive over $100,000 require approval of the Reliant board. The Director of Organizational Affairs will submit a request to the board.
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Reliant does not hold the fund to this pre-approved projected annual amount. It is simply used as a boundary for initial approval of the fund. |
Fund approval authorizes fund creation by Accounting as well as the solicitation and receipt of any donations for the approved funds.
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I agree that as the Reliant Point Person, I am signing on behalf of the (fill in the blank) church/ministry and that they are fully aware and fully understand the implications of my role.
I agree that I am taking on on the responsibility of the Reliant Point Person as outlined in the policy and standard.
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