Terms and Conditions

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Terms and Conditions

 

Requirements for Funding

  1. Organization must qualify as a nonprofit corporation with 501(c)(3) status or other health and human service organization with tax exempt status
  2. Organization must be in existence for one year prior to applying for funding.
  3. Programs or services must operate within United Way’s service area: Albany, Rensselaer, Saratoga, Schenectady and Schoharie Counties
  4. Organizations are allowed to submit multiple applications, given the following:
    1. Individual programs may only apply once
    2. Organizations running several programs within a focus area may submit multiple applications per focus area, although packaging several programs into a combined application is also allowed

 

Grant Terms

Community Impact grants are renewable, reliant on program performance and solvency. United Way will pay awards in monthly installments for the duration of the grant.  We require that all programs plan for fiscal sustainability by actively seeking additional funding sources. 

The United Way Board of Directors is the sole and final authority regarding the approval or disapproval of grant awards and the conditions under which they are awarded.  All grants awarded by the Board of Directors are final and not subject to appeal or review.  

 

Donor Designation / First Dollars

United Way will honor gifts designated to Grantees through its annual Community Campaign as the first dollars Grantees receive toward grants. If Grantees’ total designations exceed United Way’s grant commitment, Grantee will receive the greater amount. In no instance will Grantee receive less than the total dollars designated for Grantee’s agency through United Way’s annual Community Campaign.

 

Grant Conditions

United Way funding is based on the premise that partnership and collaboration are the cornerstones of our effort to meet human service needs in the community.  United Way recognizes the rights and authority of Grantees, through their governing bodies, to determine their own policies and manage their own programs.  In that spirit, United Way delineates the following grant conditions to be acknowledged by Grantee as part of their obligation upon acceptance of grant funding:

  1. Conduct a workplace campaign for internal staff encouraging donations to UWGCR’s Community Care Fund.
    1. A workplace campaign is defined as a personal invitation to give to the annual United Way fundraising appeal, made by the agency executive to his or her staff.  The presentation should include a brief explanation of UWGCR’s work, a request to give, the distribution of pledge materials with a stated deadline for completion, the collection of pledges and a report of total giving shared with United Way.
  2. Recognize United Way as a funder and partner as appropriate:
    1. In all printed and online materials listing donors and funders
    2. On the agency  website with a link and/or logo, as appropriate
    3. All other printed materials, as applicable, such as:
      1. Article in newsletter
      2. Acknolwedgment in annual report
      3. Logo placement on funded program brochures, mailings, envelopes
      4. Partner listing on website
    4. Grantee will "like" UWGCR on Facebook and "follow" on Twitter, if grantee has said social media accounts.  As appropriate, Grantee will "share" and/or "like" UWGCR Facebook posts of relevant interest to their followers and "favorite" and/or "re-tweet" Twitter posts. 
    5. Grantee will announce their grant award via Facebook and Twitter posts, following guidelines provided by UWGCR.
    6. Grantee will provide UWGCR's Marketing Department with a full color EPS or high resolution (1-2MB) JPEG of the agency logo. 
  3. The grant recipient agrees to advocate for and positively represent United Way to the general public.
  4. Complete and update annually the agency's 2-1-1 profile. Grantee will promote 2-1-1 as a community resource on website, printed publications and other outreach materials as applicable.
  5. Grantee, if applicable, will participate in UWGCR's Volunteer Management Portal by maintaining a volunteer opportunities profile at: www.unitedtovolunteer.org
  6. Use the Grant funding for the sole purpose of the specified program outlined in the Community Investment Application.
    1. Allowable Expenses include, but are not limited to:
      1. Administrative Expenses
      2. Staff training
      3. Travel and transportation expenses
      4. Staff salary (inclusive of payroll taxes and benefits) for staff involved in Program implementation
      5. Occupancy
      6. Supplies and equipment
    2. Unallowable Expenses include:
      1. Construction and capital expenses such as buildings or vehicles
      2. Costs that do not support or benefit the Program, or are not necessary in carrying out the Program
      3. Communications materials, when they are not an integral component of the program 
      4. Salary increases as the single reason for increased request
      5. Scholarships
      6. Membership fees
      7. Costs or expenses incurred outside the Grant period
  7. Expend Grant funds in accordance with the budget submitted, approved and included as part of the Community Impact Application.
    1. Revisions to the Program plan or budget as originally presented must be submitted in writing to Grantor.
    2. Subsequent changes to the budget between object class categories may be made without pre-approval to the extent of $5,000, or 20% of the Grant, whichever is less.
    3. Approvals of changes greater than the limits set forth above must be requested in advance, in writing, and approved before the change may be made.
  8. Communicate in writing to United Way, as early as possible, whenever changes which may affect the outcome of the Program have occurred, including key staff changes.
  9. Commit to the greatest extent possible and practical to:
    1. Participate in periodic meetings held by United Way relating to joint efforts in the community;
    2. Allow United Way Community Impact staff and volunteers to visit your program and/or participate in community or planning meetings that relate to joint efforts in the community.

 

Required Documentation

  1. Grantees must ensure the following documentation is on file, and current at the time of proposal submission, as well as throughout the grant period upon any major change from submissions included with the Community Investment proposal:
    1. 501(c)(3) IRS Tax Exemption Notification Letter
    2. Non-discrimination policy that conforms to federal, state and local law in the employment and promotion of staff, recruitment and utilization of volunteers and in the delivery of service to clients
    3. Sexual Harassment policy
    4. Child Abuse Prevention policy for agencies whose programs serve children and/or youth
    5. Board of Directors roster
  1. Financial Records are to be submitted annually for grantees according to the following conditions:
    1. IRS Form 990, or 990-EZ
    2. Financial Statements
      1. Agencies with operating budgets between $250,000 and $500,000, whose Grant is equal to or greater than $25,000 annually, must submit Audited Financial Statements that have been prepared by an independent certified public accountant.
      2. Agencies with operating budgets between $250,000 and $500,000, whose Grant is less than $25,000 annually, must submit Audited or Reviewed Financial Statements that have been prepared by an independent certified public accountant.
      3. Agencies with operating budgets under $250,000 will submit Audited or Reviewed Financial Statements whenever available.  Alternatively, internally prepared Financial Statements will be accepted.  
      4. Note: To determine what the operating budget is for an agency, see Line 12 on IRS Form 990.
    3. USA Patriot Compliance Act certification