Info for Project Directors

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Useful info for project directors:

Required forms:

Prospective funders will often require the following documents:

FAQs for Current Fiscally Sponsored Project Directors

How long am I part of the fiscal sponsorship program?

You can be a part of the SDF program as long as you are in pre-production, production, or post-production. Many participants have also used SDF as a sponsor for distribution grants. In order to be part of the program, you must continue fundraising and/or making progress on your project and file regular Progress Reports, which are due on January 15 & July 15.

What are my responsibilities to SDF as a fiscally sponsored project director?

You must keep track of all your expenses connected with the project. SDF is not your bookkeeper and is not responsible for your personal records. As a fiscally sponsored project director, you are obligated to spend funds in accordance with your approved budget. You must remain accountable for the donations you spend. You must submit a progress report every January 15th and July 15th whether you are actively fundraising or not.

How do I request funds? How do I pay my project expenses?

In order to receive funds for the first time, you must first complete the W-9 Form and return it to SDF. It is recommended that you request your balance from SDF before you turn in your disbursement request. This ensures that you are requesting currently available funds for your project.

SDF will not transfer or disburse any portion of the grant funds without a properly completed Disbursement Request from the Project Director. You must list anticipated expenses for the funds you are requesting. Also, if you have requested funds previously, please include a report, which itemizes expenses incurred and paid for with the last disbursement. This includes check numbers, payees, and purpose of the check/ payment. Checks are made out to the project, not to the individual director or producer; thus, your project must have a business checking account (the social security number or Federal ID number must be on file for that entity). The project director is then responsible for paying expenses incurred by your project.

How are donations processed and how long before I can request funds?

When SDF receives a donation on behalf of your project: SDF sends a letter of thanks to your donor. This serves as the letter of tax-deductibility. SDF notifies the Project Director each time we receive a donation on your behalf. SDF will provide the donor name, address and amount donated. All funds received on behalf of your project are deposited into the SDF account once per week. The processing period for donations (before you may make a disbursement request on newly deposited funds) is 3 weeks from the deposit date.This processing period allows time for funds to clear the bank and for SDF to complete fiscal sponsorship management associated with the funds.

How often can I request disbursements?

Disbursements are available from SDF once per month. If the request is not accompanied by a detailed description of how the previous disbursement was spent, SDF reserves the right to withhold payment until receipt of such a document. Consult your tax advisor concerning your liability for unexpended income--SDF does not give tax advice.

What if I need a grant application or proposal to be signed by someone at SDF?

Mail or hand-deliver your grant application to the Director of Operations, at 762 Ninth Street #574, Durham, NC 27705. Please send us an email prior to mailing any documents that need a signature. Please note: we will need to read your proposal and application form prior to signing so leave at least one week turnaround time.

Even if the proposal or application does not require a signature from SDF, does SDF still need to approve and/or see the proposal?

Yes! SDF requires you to send a copy of each proposal you submit. This communication is useful to us as we are sometimes contacted by funders.

What if a funding application requires SDFs annual report?

Like many other small non-profits, SDF does not produce an annual report. If foundations or other granting organizations require one, please use the current SDF Information Sheet.

What if a funder wants to speak to someone at SDF?

SDF has one part-time staff person who is in the office four to five days a week. Please provide our phone number – 919-308-3714 – messages are checked daily. Phone calls will be returned within 2 business days. Or you may contact SDF via e-mail or phone with your funder's information and we will contact them directly.

What is the difference between the SDF Verification of Tax-Exempt Status Form and the Project Confirmation Letter and when do I use them?

The Verification of Tax-Exempt Status Form is used whenever you need to show proof that SDF is a tax-exempt organization, and that contributions to your project are tax-exempt under the IRS tax law 501(c) (3). Foundations and government agencies usually require it when you apply for grants. Your confirmation letter from SDF serves as proof that your project is being sponsored by SDF, making it tax-exempt as well. Please use this for your applications to funders that require a fiscal sponsor and for individuals who want to make tax-deductible contributions to your project.