The following record format/standard describes various types of information that can be included in an electronic grants list. You only need to include those you have available in your own grants management system. Contact Kati Neiheisel at kmn@foundationcenter.org or call (212) 807-3675 if you have any questions about creating and sending an electronic grants file.
Items 1-14 are more basic grant information. Items 15-25 contain information that will help us describe your grants from the perspective of your own programs. Finally, items 26 and 27 will let us better represent total support awarded by community foundations.
| 1 |
Grantee organization name |
Organization’s name as officially recognized (by the IRS for U.S. organizations) |
| 2 |
Unique grant number |
Unique grant number used by the foundation to identify the grant (to be used for reconciliation purpose only) |
| 3 |
Grantee unit |
Subdivision or department of grantee to which grant is awarded |
| 4 |
Grantee street address |
Primary street address |
| 5 |
Grantee city |
City location of grantee |
| 6 |
Grantee state |
Two letter abbreviation for grantee state or province |
| 7 |
Grantee zip or foreign mailing code |
5- or 9-digit zip code or foreign alpha-numeric mailing code |
| 8 |
Grantee country |
To be used only for grantees outside the U.S. |
| 9 |
Grantee Employer Identification Number (EIN) |
9-digit number assigned to each U.S. grantee by the IRS |
| 10 |
Grant description |
Summarizes the specific purpose or objective of the grant. |
| 11 |
Authorized grant amount |
Full amount of authorized grant in U.S. dollars at time of initial authorization |
| 12 |
Grant authorization year |
Foundation/giving program's fiscal year-end date in which grant was authorized |
| 13 |
Duration in years (use field 13 or 14, not both) |
Duration of funding at time of authorization, expressed in years. Not required if funding is expressed in months (field 14). |
| 14 |
Duration in months (use field 13 or 14, not both) |
Duration of funding, at time of authorization, expressed in months. Not required if funding is expressed in years (field 13). |
| 15 |
AKA/DBA |
Provide the alternate name used by the grantee. |
| 16 |
Grantee telephone |
General grantee office number.
Please format as (123) 456-7890 |
| 17 |
Description of grantee organization |
Brief description of grantee’s field/purpose or NTEE coding if available.
Please separate multiple terms using a semi-colon |
| 18 |
Field(s) of activity |
Specific subject terms or program area names used by the foundation to categorize the grant.
Please separate multiple terms using a semi-colon |
| 19 |
Population group(s) served |
Specific population groups served by grant; group may be identified by gender, age, race and ethnicity, economic status, disabilities, and other.
Please separate multiple terms using a semi-colon |
| 20 |
Geographic area(s) served |
Geographic area(s) served by the grant.
If grant serves more than one geographic area, please separate different hierarchically defined areas with a semi-colon, for example:
International grants - Africa, Central Africa, Angola; Africa, North Africa, Egypt
Domestic grants: Michigan, Ann Arbor; Michigan, Detroit, or New York, Orange County; New York, Ulster County |
| 21 |
Type of support |
Brief description of support type |
| 22 |
Matching or challenge support |
Indicate with a “Y” if this is a matching/challenge grant |
| 23 |
Continuing or renewal support |
Indicate with a “Y” if the grant is a continuing contribution or a renewal |
| 24 |
Fiscal agent |
If grant was made through a financial agent, indicate name. |
| 25 |
Shared grant |
If grant was shared with one or more other grantee(s), indicate name(s). |
| 26 |
FASB categorization of principal |
For public charities, i.e., community foundations, indicate if the grant was made from unrestricted, temporarily restricted, or permanently restricted funds. |
| 27 |
Fund type |
For public charities, i.e., community foundations, indicate the type of fund from which the grant was awarded, i.e., donor-advised, designated, field-of-interest, pass-through, donor-directed, scholarship, nonprofit fund, agency endowment, competitive or discretionary. |
| 28 |
Grantee URL |
Web address of organization
Please format as www.foundationcenter.org without a leading http:// |
