Grants:Agreements

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Purpose and background[edit]

If you receive a grant from Wikimedia Foundation, you or someone from your group or organization will need to sign an agreement with Wikimedia Foundation about how you and Wikimedia Foundation will work together on your grant.

Wikimedia Foundation uses a number of different agreements to meet the specific needs of different projects and grantees. These agreements are intended for international use and are not country-specific. Even grantees in the same program or grantees of the same type (groups, organizations, individuals) may need different types of agreements specific to their situations. We have provided some general information here about the types of grant agreements we use, but your grants administrator will choose the appropriate agreement for you and your project if you do receive a grant from Wikimedia Foundation.

In general, each agreement will address the following:

  • Your responsibilities for reporting and record-keeping around this grant.
  • When to notify WMF of changes affecting you or your grant.
  • Requirements for compliance with applicable laws and regulations.
  • How and when you can receive grant funds.
  • How you can use the grant funds, and what you can and can't use them for.

We encourage you to review the text of your grant agreement carefully once you receive it, and to ask the grants administrator if you have any questions before you sign.

Table summary of the grant agreements[edit]

This summary is not a legal document, and you will need to consult the terms of your own grant agreement to understand the requirements there.

Topic addressed Rapid grant agreement Project grant agreement Conference grant agreement Simple Annual Plan Grant Fiscal sponsorship agreement General support grant agreement for organizations
Agreement used by Individuals, Organizations, Groups Individuals, Organizations, Groups Organizations, Groups Organizations Organizations Organizations
Agreement used for Rapid grants Project Grants Conference grants Simple APGs Fiscal sponsorships General support
Final report required Within 30 days of end of grant term Within 60 days of end of grant term Within 30 days of end of grant term Within 30 - 60 days of end of grant term Within 90 days of end of grant term
Interim reports required As required by WMF Midpoint report As required by WMF Midpoint report As required by WMF 1 progress report
Financial statement required As instructed by WMF As instructed by WMF As instructed by WMF As instructed by WMF No Within 120 days
Funds for charitable
or educational purposes
Yes Yes Yes Yes Yes Yes
Use of grant funds for lobbying permitted No No No No No No
Purpose of grant funds As outlined in Appendix As outlined in Appendix As outlined in Appendix As outlined in Appendix As outlined in Appendix Consistent with general purposes of proposal
Re-granting permitted Yes, under conditions specified in Appendix Yes, under conditions specified in Appendix Yes, under conditions specified in Appendix Yes, under conditions specified in Appendix Only to grantee Yes, under conditions specified in Appendix
Separate bookkeeping required As required by WMF (for organizations) As required by WMF (for organizations) As required by WMF (for organizations) Yes Yes Yes
Joint account required As required by WMF (for groups) As required by WMF (for groups) As required by WMF (for groups) As required by WMF (for groups) No No
Remaining funds Return within 30 days of grant term Return within 30 days of grant term Return within 60 days of grant term Return within 30 days of grant term Return within 30 - 60 days of grant term or as instructed Return within 90 days of grant term or as instructed
Maintain financial records and receipts 4 years 4 years 4 years 4 years 4 years 4 years
Changes to project budget Notify WMF of variations of more than 20%, or as instructed Notify WMF of variations of more than 20%, or as instructed Notify WMF of variations of more than 20%, or as instructed Notify WMF of variations of more than 20%, or as instructed Notify WMF of variations of more than 20%, or as instructed Explanation all variances in progress report, or as instructed by WMF
Conflicts of interest Notify grants administrator Notify grants administrator Notify grants administrator Notify grants administrator Notify program officer or grants administrator Notify WMF; Maintain policy
Changes to leadership
(board, staff, key personnel)
Organizations, notify WMF Organizations, notify WMF Notify WMF Notify WMF Notify WMF Notify WMF
Changes to access to grant funds Notify WMF Notify WMF Notify WMF Notify WMF Notify WMF Notify WMF
Potential or actual legal or regulatory actions related to the grant Notify WMF Notify WMF Notify WMF Notify WMF Notify WMF Notify WMF
Potential or actual legal or regulatory actions related to the grantee Notify WMF Notify WMF Notify WMF Notify WMF Notify WMF Notify WMF
Payment schedule As instructed by WMF 2 installments, or as instructed by WMF 2 installments, or as instructed by WMF 2 installments, or as instructed by WMF As instructed by WMF As instructed by WMF

Links to example grant agreements[edit]