A funding folder contains information that funders often ask for, and saves time and energy when completing funding applications. It is a great way to keep track of your funding cycle, and to help ensure that your funding information is readily available to other members of your organisation.
Putting together your funding folder.
It is usually a good idea to use a two stage process for funding paperwork. Store current, pending and granted applications in a ring-binder or clear-file, along with the documents listed below. After accountability is complete and a new application has been made, store the old information in your file system. Working through this way helps to ensure that when you are making applications or writing accountability reports, you have the relevant information readily available.
At the beginning of your folder, create a funding calendar and checklist, and update it annually. There are several formats available for this, including a wall-planner, spreadsheet, or database. List the name of the funder, the date applications open and close, the amount you applied for (or plan to apply for), what you plan to spend it on, how much you received, and when the accountability report is due. This checklist then provides a snapshot of where your organisation’s funding cycle is up to at any one time, and helps you to keep track of your work.
Things to include in your folder
- Who are you? What do you do? How do you do it?
- Strategic plan, business plan, annual plan / goals
Legal status information
- Certificate of incorporation, constitution or trust deed, list of trustees, Māori land court minutes or gazette notices, marae charter
- Names and contact information for management committee and trustees
- Financial policies, audited accounts, bank account details, GST and IRD numbers, annual budgets, IRD tax status letter, Charities Commission ID number, name and contact information of your treasurer
- Letters of recommendation and support
- Annual statistics, annual reports, client satisfaction survey summary, project and service evaluation summary, job descriptions, copies of submitted applications.