SMALL AGENCY SUSTAINABILITY GRANT FISCAL YEAR 2017 APPLICATION INSTRUCTIONS

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1 SMALL AGENCY SUSTAINABILITY GRANT FISCAL YEAR 2017 APPLICATION INSTRUCTIONS Thank you for deciding to apply for a FY 2017 Small Agency Sustainability Grant. These instructions are designed to help you make your way through the online application system. If you have any questions not covered by these instructions, please contact: Lenore Costello at or LenoreC@jewishinseattle.org or Sierra Lawe at or SierraL@jewishinseattle.org Part One Sign Up for an Account 1. Go to jfgs.fluidreview.com. On the right side, it will say Need An Account? There is a box for you to click to Sign Up >> click this box. 2. You will be taken to the Sign-Up page. At this point, your organization has three choices: i. You may designate a single user to manage all applications for your organization. This person can share the application with others, but the designated employee s profile will be the hub of your account. All s regarding your application(s) will go to this person. If you choose this 1

2 option, then that person should sign up for the account and use his or her name, address, etc. ii. You can create a shared user profile for all employees. You create one account and any employee in your organization can sign in and enter, update and submit your application. If you make this choice, you will need to create a user profile with an address that all employees can access. iii. For each application, a different employee can create a user profile. With this choice, each employee will need to separately enter information regarding the organization, its mission, finances, etc. 3. Once you have decided how your organization would like to handle the user profile, enter the Full Name and address in the fields indicated, create a password, confirm the correct time zone is selected and click the Register button at the bottom of the screen. 4. The system will thank you for registering and send you an . Check your inbox and your spam mailbox if you don t see it in your inbox. If you do not receive an , enter your in the box on this page and click Resend. 5. Once the arrives, click the link in it. It will open a new tab in your browser that looks like the screen shot below. You can close the original tab at any time. 6. On the right side under Actions, it says Start. Click on the word Start. Your screen will start by looking like the first screen shot below. If you scroll down, it will look like the second and then the third screen shot. 2

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4 One thing to note about the system: When you are filling out a form, it may not automatically scroll down to the next section of the page. However, you will be able to see the options to save and either continuing editing or exit. To be sure you are at the bottom of the form and have not missed any questions, we recommend manually scrolling as you enter the information until you can see the FluidReview logo. It looks like this: 7. Enter the basic information requested. Once you have completed all of the fields marked with an asterisk *, click Save & Exit. The system will take you back to your home page. There should be a section at the top informing you that this form has been completed successfully. 4

5 Part Two Choose your application. 8. At the bottom of your home page, there is a section labeled Your Options. If this is your first application, there will be no applications here. Click View options >>. 9. You will now have the choice to choose among several options. Check the box for Small Agency Sustainability Grant (SAS) 1 and click on Create Submissions. 10. You are now on your task page and ready to enter your Organization Profile. Click Start. 5

6 Part Three Organization Profile You will now enter your organization profile. A few things to note: You can leave the form at any time by clicking Save & Exit. When you return, the system will return to the same spot from which you left. If you start this task, page through to the last page and exit, the red button marked Incomplete will turn to a green button marked Complete regardless of whether you actually completed the form. For your application to be considered, you must answer all questions. As noted above, the system does not automatically scroll as you enter information. To ensure you do not miss any questions as you make your way through any section of the system, make sure you see the FluidReview logo at the bottom of the screen. 11. Complete all required information for Organization Profile. We can only make grants to organizations that are 501(c)(3) public charities, or have fiscal sponsors that are 501(c)(3). Let us know whether or not your organization is a 501(c)(3) public charity. If you are, you will need to enter your Tax ID number also known as your EIN. f you are not a 501(c)(3) public charity, enter the name of your fiscal sponsor and their Tax ID / EIN. 6

7 12. Once you have answered all of the questions, click Save & Exit. You will be taken back to your task page. You can now see that your Organization Profile is Complete. 7

8 Part Four Small Agency Sustainability Grant Application 13. From your task page, scroll down and you will see a series of tasks marked Incomplete. The first is your Small Agency Sustainability Grant Application form. Click Start to fill out the application. 14. The first page of the application should now be visible. Before entering any information, keep the following in mind for the Small Agency Sustainability Grant Application: You can leave the form at any time by clicking Save & Exit. When you return, the system will return to the same spot from which you left. The web page should resemble the screenshot below: 15. When finished, click Next at the bottom You will now be taken to Page 2 of the application. You will need to answer all eight questions on this page. Each has a limit of 1,000 characters. The system will allow you to click Back or Save 8

9 & Continue Editing if you have entered more than 1,000 characters. However, it will not let you Save & Exit, nor will it allow you to submit your application until each question is 1,000 characters or fewer. The web page should resemble the screenshot below: 15. Once you have answered all of the questions, at the bottom of the page, click Save & Exit and you will be taken back to your task page. 16. Your Small Agency Sustainability Grant will now show up as Complete and you are ready to begin uploading your supporting documents. (See Part Five- Supporting Documentation below) 9

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11 Part Five Supporting Documentation 17. Next, you will need to upload a series of documents. Directions on how to upload are below. Please make sure that all documents have your organization s name in the title. Here is a guide to the documents you will need to upload: Updated Board Member Roster o When uploading your roster, use the format Federation s Board Roster for your title, replacing Federation with the name of your organization. Updated Staff Roster o When uploading your roster, use the format Federation s Staff Roster for your title, replacing Federation with the name of your organization. Most Recent Annual Report o When uploading your annual report, use the format Federation s Annual Report for your title, replacing Federation with the name of your organization. IRS Determination Letter: o If you are a 501(c)(3) organization, you should upload your own IRS Determination Letter. o If you are applying via a Fiscal Sponsor, you will need to upload their IRS Determination Letter. o When uploading your letter, use the format Federation s IRS Determination Letter for your title, replacing Federation with the name of your organization. Financial Documentation: o All financial documents being submitted must be uploaded in a single PDF document. o When uploading your Financial Documentation, use the format Federation s Financial Documentation, replacing Federation with the name of your organization. 11

12 o We require Internal Financial Statements for the two (2) most recently completed fiscal years, in a comparative format, including: Balance Sheets Profit and Loss Statements; and Bank statements and bank reconciliations for the last month of each of the two fiscal years being submitted. Written Attestation: On official letterhead, you must provide the following: o A lay leader of the organization must attest to the fact that to the best of his or her knowledge the information presented is true and correct; and o If the organization is granted funding, a lay leader will be responsible to report any future material adverse changes in the organization s finances to the Federation in a timely fashion. o When uploading your attestation, use the format Federation s Attestation for the title, replacing Federation with the name of your organization. Please Note this process for uploading documents: For each document that you need to upload, click the corresponding start button. Click Browse and select the file (please ensure that it is saved with the proper file name before uploading). Click Submit. The system will show you a preview of the uploaded document. Click the Back button at the top of the screen to return to your application. If you have uploaded the wrong document, click Delete, confirm that you wish to delete the document and start again (step #28 in these instructions). 18. Once you have finished entering your supporting documentation, you will notice that the buttons at the bottom have changed. Before you are finished, they will look like this: After, they will look like this: 12

13 19. You are now ready to submit your application. If you would like to review it first, you can click the edit button next to any of the tasks on your task page. 20. Once you have finished reviewing your application, scroll to the bottom of the page and click the Submit Application button. You can make changes at any time prior to submission. However, once you have submitted the application, you will not be able to make changes. If you need to make a change after you hit submit, you will need to contact Lenore Costello at LenoreC@jewishinseattle.org or at (206) You will receive confirmation on the screen that your application has been submitted. You will also receive an automatic from Lenore Costello 22. If you wish to view your application after you have submitted it, from your home page, click on the application you wish to edit. It will bring up the task page and you can click View for the portion of the application you wish to view. If you need help at any time, please do not hesitate to contact one of us: Lenore Costello can be reached at LenoreC@jewishinseattle.org or ; and Sierra Lawe can be reached at SierraL@jewishinseattle.org or