IDA Fiscal Sponsorship Handbook 2011/2012 - International ...

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IDAFiscalSponsorshipHandbook 2011/2012that you believe will be spent within approximately a 3 month time period, unlessextenuating circumstances such as extended travel apply. Be especially cautious not torequest excess funds at the end of the calendar year in order to avoid tax liability forunspent funds. If you find you have overestimated expenditures at the end of the yearand wish to return excess funds in order to have them reissued in the next calendar yearand avoid having them accounted for in your 1099 please contact our office beforeDecember 15 for instructions on how to handle this situation.Balance Updates:To request a detailed showing all financial transactions to our account, please fill out theform titled Request a Sponsored Fund Balance Update, available here:www.documentary.org/sponsorship under the heading Manage Your Sponsored Project.We send out updates about 1-2x per week.Withdrawing Funds:Please remember that IDA maintains control and discretion over the use of all funds atall times. IDA reserves the right to either modify or deny disbursement requests for anycause. For example, if a project is delinquent in filing a project report to IDA or a funder,or if any irregularities are found in project expenditures or if expenditures are not in linewith funder requirements, your requests may be denied or held until all necessaryrequirements are satisfied. If the project director is unable or unwilling to comply with IDAor grantor requirements the project may be terminated and funds returned to donors lessadministrative fees.Check Requests:To request funds from your sponsored project complete our online check request form.The form is available here under the heading Manage Your Sponsored Project:www.documentary.org/sponsorshipYou will need to be logged on to your documentary.org account in order to view andsubmit the form. If you are able to log in but are unable to view the check request formyour membership may have expired. To renew your membership before withdrawingfunds, go to www.documentary.org/membership or contact Jon Curry atjon@documentary.org. If your membership is current and you are still having troubleaccessing the form, either call or email the office and weʼll send you a form for one timeuse while we correct the problem. We cannot accept fund requests over the phone or byemail.Funds are disbursed by check, approximately once per week. Under most circumstancesyou will received a check within 10-12 days of your request. We send checks by USPS.When your check has been mailed we will notify you that it has been sent, and email youan up to date account balance showing all account activity including the withdrawal. Ifyou would like to use Fed Ex or UPS, you can provide us with an account number andwe will use it to send your check to you.If you have an urgent situation requiring a specific turnaround time, please contact ouroffice before submitting your request. We will do our best to accommodate urgentFSPHANDBOOK–12/20/201120
situations whenever possible.IDAFiscalSponsorshipHandbook 2011/2012Wire Transfers:We may be able to issue a wire transfer under certain circumstances however youshould not count on this option. If you have an urgent need for funds, please contact ouroffice to discuss your circumstances and timeline.Check Pick-Up:You are welcome to arrange to pick up your check at our office if you wish. Pleasecontact our office to make specific arrangements. Unscheduled walk-ons will not begranted access to the lot.REPORTINGPlease note that if you have been with the program for a while, the project reportingrequirements and due dates have changed. Please read this section carefully. We areno longer accepting the old paper report forms. All reports must be filed using the newonline system and reporting due dates will be strictly enforced. If project reports are notfiled for your project, disbursement requests will be denied!Reporting Requirements and Due DatesAll active projects are required to complete project reports two times each year.Project reports consist of 2 parts; a narrative report and a financial report.2011A report covering January 1, 2011 – June 30, 2011 is due July 31, 2011A report covering July 1, 2011 - December 31, 2011 is due January 31, 2012. 2012A report covering January 1, 2012 – June 30, 2012 is due July 31, 2012A report covering July 1, 2012 – December 31, 2012 is due January 31, 2013Part 1: Narrative ReportAll active projects are required to complete the narrative section of the report.The narrative report is completed online. Unfortunately you are unable to savethe report form as you are working on it, so itʼs advisable to take a look at thequestions ahead of time and plan a time when you will be able to complete theform in its entirety. If you are prepared, we estimate it will take about half an hourto complete.On this section of the report you will be asked for a project status report and todetail any project changes since your acceptance to the program, or since yourlast project report. You will also be asked to list funders youʼve applied to andgrants youʼve received. The status reports should consist of a detailed narrativedescribing the current phase of production, recent project related activities, futureplans and any changes to project personnel, project goals, and/or budgets sinceyour application or since your last project report. If reporting significant changesto your budget, you will also be required to complete part II, Financial report.FSPHANDBOOK–12/20/201121
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