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Section 2: Main Tab

1. e Adding columns select the columns in the Available list click the Add button to move the selected fields from the Available list to the In Use list and click the Save button e Removing columns select the columns in the In Use list click the Remove button to move the selected fields from the In Use list to the Available list and click the Save button Default Seatch Fields To include additional search criteria fields to the Default Search display e Check the checkbox beside the search criteria field e Click the Save button NOTE The default search criteria fields available for users to select are determined by the Administrator in the User Management section of the Admin Tab Default Search Fields L Funding Principle Request ID El Gra nt Request Amount E Request Invitation Code E Grant Request Cash Amount E Gra nt Request Product Amount E My Requests E Organization Country E Organization County Organization ID E Organization Scan Status E Organization State E Organization Tax Source E Organization Tax Status E Organization Type Proposal Type E Request Approval Rule E Request Approval Status E Request Dis E Request Final Disposition Date E Reg E Reg Req E Req E Reg E Req E Reg E Reg E Reg E Req E Req E Reg E Req E Reg E Reg Sub uest Location uest Non Voided Pa
2. Go button Select a payment task M Create One Time Payment ACH Check TU BUDGET REQUESTED PAYMENT DATE CHECK Product Schedule Multiple Payments Check Grant Payment Summary Non Voided Payment Totals 0 00 A payment form displays with the standard payment fields plus 4 new required fields to schedule multiple payments e Installment Amount e Number of Payments e Frequency e Starting Payment Date Payment indicates a required field Installment Amount Number of Payments Total Value of Payments 0 00 Frequency Starting Payment Date MM DD YYYY The Total Value of Payments field is a calculated field equal to the amount in Installment Amount times the value in Number of Payments Frequency is a dropdown menu that allows a user to select the time span between payments and has the following options Every Four Weeks Monthly Every Three Months Every Six Months Yearly After filling out these payment fields click the Save All button in the utility navigation or the Save Payment Schedule button at the bottom of the payment form If all required fields are entered and no error results the payments display in the Grant Payment Summaty section Grant Payment Summary PAYMENT REQUESTED CHECK ACTION TYPE STATUS BUDGET AMOUNT ID PAYMENT DATE E 11017772 Cash Scheduled 2014 COMPANY 06 01 2014 2 500 00 Contributions GIV
3. icon indicates that the request was created and submitted by a nonprofit organization via the Internet and has not been edited by an internal user The dollar amount shown for an external request is the original amount requested by the organization Once an internal user saves information on an external request the request status changes to Pending The Pending icon Q indicates that the request is being reviewed The dollar amount shown for pending requests is the original amount requested by the organization and is not necessarily the amount the GrantMaker is recommending or approving The Approved icon indicates that the request is approved for funding The dollar amount shown for approved requests is the amount approved by the GrantMaker Rejected icon P indicates that the request is rejected for funding The dollar amount shown for a rejected request is the original amount requested by the organization The Canceled icon indicates that the request is canceled The dollar amount shown for a canceled request is the original amount requested by the organization The Returned to Applicant icon P indicates that the request was returned via the Internet to the applicant for additional information or modifications The dollar amount shown for a returned request is the original amount requested by the organization Batch Actions Administrators have a Batch Actions drop down menu
4. icon generates a Word RTF version of that section s information e The PDF icon generates a PDF version of that section s information use the printer icon on the toolbar to print the PDF format General Organization NOTE Clicking on a section s title bar icons will only print that section s information To print the entire Organization Record use the Print feature on the Utility Navigation e Required information is identified with an asterisk before the field name e Dates must be entered in MM DD YYYY format e Amount fields accept numbers commas periods and dollar signs Organization Record Sections The General Organization section captures high level information about an organization The information displayed in this section depends on the standard and customized fields that the Administrator has configured for the Organization Record The Administrator may choose to rename standard fields create customized fields and determine whether a field is active required or for internal use only Required fields must be completed to save the organization information Administrators please see the documentation for the Admin Tab to obtain more detail about customizing organization fields General Organization indicates a required field Legal Name Please enter your organization s legal name HOPE WORLDWIDE LTD Last Saved By msheetoo Creation Date MM DD YYY7 05 06 2014 Created By msheetoo AK
5. It may or may not be the same as the amount originally requested Approval Pending ror lw indicates a required field Requested Amount 10 000 00 Recommended Amount 10000 Prior Approved Grants No Prior Grants Projected Approval Rule LOI Submit for Approval By default the payments must be created before the Approval Process begins The total of the non voided payments must add up to the Amount Recommended if the Request is to move forward to be approved NOTE The Approval Process can be set to bypass the payment requirement Please contact your CyberGrants Account Coordinator for details Click the Submit for Approval button to submit the request for approval Once the Submit for Approval button is clicked it disappears indicating that the request is currently in the approval process The Submit for Approval button re appears once the request approval process is completed and the request is either approved or rejected By default the Amount Recommended cannot be changed until the approval process is complete NOTE The Approval Process can be set up to allow the Amount Recommended to be changed at certain steps in the Approval Process Please contact your CyberGrants Account Coordinator for details Approve a Request At each step of the process a user has the option to enter comments complete any custom fields and register a decision concerning the request Depending on the approva
6. Required fields are labeled with an asterisk and must be completed to save the payment information Required fields include Payment Type Payment Status Budget Requested Payment Date and Payment Amount but the Administrator can designate additional fields as required NOTE The default mode for payments is New Payment Payment indicates a required field Payee Use Default Request Payee Information AMERICAN ART WORKS FOUNDATION 4094 CLAYTON RD BROOKVILLE OH 45309 9335 make above selected payee the default payee for the current request Payment ID New Payment Payment Type l Payment Status A Budget Year Change Year Budget Requested Payment Date MM DD YY YYY Payment Amount Payment Date MMI DO YYYY Check Save All To create a single payment for a request Select a Payment Type Payment Status and budget from the corresponding dropdown lists then enter the Requested Payment Date and Payment Amount Complete all required fields and other fields that are relevant Before proceeding to the Approval section click the Save All button To create multiple payments for a request Click the arrow for the Select a payment task dropdown If the Administrator has selected payment types for schedule multiple payments they appear beneath Schedule Multiple Payments Highlight the payment type then click the
7. GrantMaking organization can enter it internally Required fields typically Project Title Request Date and Requested Amount must be completed and saved before any payment and approval information can be entered Proposal indicates a required field Request Owner Melissa Sheetoo Request Source External Submitted 03 27 2013 Proposal Type General Charitable Giving Application LOT Project Tithe Please enter your project title Moving the Chains Requested Cash Please enter the amount you are requesting for this project Amount 417 500 00 Request Date Please enter the date of your request MM DDIVYYY 93 20 2013 Funding Principle 7 Please select the most appropriate funding principle Community l Project Budget Please upload the budget for this particular project Upload File Proposal Fields to Note e Request Owner indicates the owner of the proposal To change the request owner click on Change Owner under the Request Toolbox select the appropriate name from the dropdown list in the Request Owner field click the Change Owner button then click the Save All button e Request Source indicates whether the request was submitted from the web External or entered by a GrantMaker Internal If the request was submitted from the web the date on which it was submitted appears next to the Request Source e Proposal Type indicates the proposal type and determines the fields asso
8. Section Below the Results Section table is the criteria used to perform the search El FORWARD MOTION 2012 Renaissance Project Project Support FOUNDATION 70 EAST MARKET STREET AKRON OH 44308 0000 US E YOUTH CO OP INC Enriching Miami Family Foundation 2012 i 125 000 00 3525 NW 7TH ST MIAMI FL 33125 401535 US THE INFINITY PROJECT Ready for a Rebound Non Metric Request 5 275 000 00 L 123 MAIN ST AKRON OH 44301 US LOS ANGELES URBAN Building Homes US Grant Application 7 4 300 00 C LEAGUE 2450 MOUNT VERNON DR LOS ANGELES CA 90008 4936 US ROUND VALLEY HIGH Educating Young Minds US Grant Application 500 000 00 C SCHOOL PO BOX 610 SPRINGERVILLE AZ 85938 0610 US Column Headers The top of the Results Section table contains the column headers Up and Down arrows are located by each column header and appear if you hover over the header and these arrows enable a user to sott the screen information in ascending Up arrow or descending Down arrow order NOTE You can choose which columns to display in the Results Section by clicking on the Preferences button at the top of the Search Section Search Results amp Print x Export to Excel Make Default 100 A Showing Results 1 51 of 51 Batch Actions l Grant Request Request Paid Ncw El Organization Information Project Title Froposal Type Amount Amount El Request e Organization Information displays the legal name and address o
9. an Employee Giving program where Donor Gifts or Volunteer Hours are associated with the Request Scan Results The Request Summary Panel displays a Scan icon to GrantMakers who have enabled WatchList Scanning To scan the name fields in the Request Record click Scan Manually in the Request Toolbox In the Summary Panel the Scan Status will display Scanning with the scanning icon Scan Status 2 ocanning Scan Match Not Found If the scan completes without finding a Scan Results match the Scan Status will display Completed with a check mark and the indicates a required field words No matches were found will display in the Scan Results section No matches were found Scan Match Found If the scan completes with a match found the Scan Status will display Matches Found with a red flag and the following columns display in the Scan Results section Score Scanned Entity Matched Name WatchList Name and WatchList Detail Scan Status Mi Matches Found Scanned Entity Match Name W atchList Name DELAWARE VALLEY Delaware Valley Excluded Party ARTS ALLIANCE Medical Service List System INC EPLS Organization Legal Name DELAWARE VALLEY DELAWARE VALLEY OIG Exclusions ARTS ALLIANCE MEDICAL SERV INC Organization indicates a required field WatchList Detail Delaware Valley Medical Service Listing Delaware Valley Medical Service Business Reason NonProcuremen
10. applicant who logged in and created the request Internally created requests are not automatically assigned a GrantSeeker Products Requested The Products Requested area will only display for GrantMakers who have activated products in Proposal Types where Product is associated Requested Product Quantity Name Description No Requested Product Search by Keyword Search When entering a Request for products the area is devoid of all products until the user searches by keyword or browses by product type By selecting product type Office Equipment the following choices appear Enter the number of each product to be sent in the Quantity Field AND OR Brovee by Product Type Office Equipment Search Results Quantity Name Description Computer Desk Cable shelf in the back keeps cords organized Click system easy to assemble Office Chair Feet instead of casters make the chair easy to handle and suitable for USC Add to Requested Products Click the Add to Requested Products button to update the Product Requested section Repeat the process to add other Product Types To change the Quantity of a product already in the Product Requested Area change the number in the Quantity field and click on the Update button Payment There are two types of payments in the CyberGrants System e Cash Payments e Product Payments for GrantMakers with Products only Working with Cash Payments
11. field For each Approval Type please designate the Reviewer s needed to perform that step Please note that each reviewer selected will be required to complete that approval step for this request If no list appears begin typing in the text box You may type the first name last name email address or user ID and a list of suggested names will appear for your selection Ifa list box is displayed click on the appropriate name to select To select more than one name hold the Ctrl key when selecting Description for Step 1 committee Review Reviewers for Step 1 Greg Munson Julie Olsen Kristin Ritter Richard White Description for Step 2 Diretor Review Reviewers for Step 2 James Whaley Review Cancel Once the appropriate names are selected for each step click Review to preview the choices Click Change Definition to make further changes or the Save button if it is complete Click the Done button to exit the window Approval steps are created for each selected user and are represented by a link to the approval type When the Pending link is clicked the names of the users authorized to complete that approval step are displayed Review Definition Users Editors with Approval Authority Authorized Reviewer s view a eae ee ne eae err authorized users Status Pending Emily larocci Melissa Sheetoo CyberGrants User Kim YK Once a dynamic approval process is def
12. link If the organization does not already exist in the CyberGrants database the user will see a Create New link e Organization displays the organization s legal name and address Tax Status and Tax ID NCES ID e Verified An organization will have a green Yes if the organization has a valid Tax ID or NCES ID A red Ne appears if the organization s Tax ID or NCES ID could not be verified in the IRS Master Business File or NCES file e Acceptable An organization will have a green ves if the organization meets the GrantMaker s tax status criteria A red No appears for organization does not meet the GrantMaker s tax status criteria Action Tax Source Organization Verified Acceptable View IRS Business AMERICAN RED CROSS Organization Master File 4800 HARRY HINES BLVD DALLAS TR 75235 7717 United States Tax Status Miscellaneous Non Verifiable U S Tax IB EIN 750800605 Column Links e View Organization link To open the Organization Record that already exists in your database click on the Select link on the left The Organization Record is pre filled with the legal information from the IRS Master Business File or NCES file e Create New link To create a new Organization Record click on the Create New link The Organization Record is pre filled with the legal information from the IRS Master Business File or NCES file Tax Source Organization Verified Accepta
13. order add Budget and Request Ship Date information then click the Save All button Notice below that the In Kind payment is associated with the 2014 Product Line budget and has a requested Payment date of 05 01 2014 while the Cash Contributions payment is associated with the 2014 Corporate Giving budget and has a payment date of 05 07 2014 Payment Summary PAYMENT PRODUCT X REQUESTED PAYMENT ID ORDER ID TERE QUANTITY DATE 11017722 In Kind View Order Scheduled 2014 Product Line 05 01 2014 174 94 Detail Cash N A Contingent 2014 Corporate 05 07 2014 1 000 00 11017720 ete D1 Contributions Giving Select a payment task x Go Non Voided Payment Totals 0 00 1 174 94 NOTE If the request is to be approved for both cash and product the cash payment must be created manually by clicking the Select a Payment Task menu at the bottom of the payment summary and creating the payment separately Approval The Approval section captures all request related approval information including the amount recommended for funding and any prior approved grants for the organization The approval process performs a dual role e Dictates the total amount for which the grant will be funded e Approves the grant for funding Beginning the Approval Process A user must enter a value in the Amount Recommended field before submitting the request for approval The amount entered is the actual amount that is approved for funding
14. organizations NOTE All users can see the warning icon however only an Administrator may use the Organization Combination functionality which transfers all request contact and payment information from one Organization Record to another Also it deletes the duplicate Organization Record that had its associated records transferred Organization Utility Navigation Panel To the right of the Summary Panel is the Organization Utility Navigation Panel H Save All Organization Toolbox Mail O o i E Print Save All A user must click the Save All button located at the bottom of the General Organization Section or in the Organization Checklist after making any changes or additions to the information Organization Toolbox Click the Organization Toolbox button to display links to the following functionalities e Create Request Opportunity Employee p Giving opens creates a new request for the Organization Toolbox organization with enterable fields Create Request e View Organization Log allows a user to view the system activity Record Created Record Deleted Record Updated and cotrespondence Create Employee Giving Emails and Letters associated with this organization A user can search by entering values for one or more filters TimeFrame Action Type and Performed By The TimeFrame criterion is required and limited Scan Manually to one time period The search result screen
15. the words l Organization ID Request ID Aai F x All Add Filter Remove from Favorites Field To remove a favorite search from the Select Favorite Search dropdown field select the search from the Select Favorite Search field to run your search CyberGrants displays the search results in the Search Section and the Remove from Favorites button replaces the Add button at the column header of the Search Section Click the Remove button to remove the favorite search Search Results 72014 General Grants des Print x Export to Excel Make Default Remove Export to Excel You may export the data that exists in the Search Section to a Microsoft Excel file Click on the Export to Excel button to generate the file Search Results 7014 General Grants des Print X Export to Excel Make Default Remove Print A user can print the information that displays in the Search Section by clicking the Print button Search Results 72014 General Grants des Print F Export to Excel Make Default Remove Results Section The Results Section displays the organizations and requests that match the criteria specified in the Search Section It consists of column headers organization and request information and two buttons three buttons for Administrators at the bottom of the screen Above the Results Section table is the number of results that match the criteria specified in the Search
16. through the request by either scrolling or clicking the request Approval Timeline sections on the panel If you scroll the system will recognize which section you are in and highlight the appropriate You will see a red indicator in the section panel if there are missing invalid values Proposal Conventions Several conventions apply among the different request sections At the right of each section title bar icons display The W icon generates a Word RTF version of that section s information The PDF icon generates a PDF version of that section s information Proposal Required information is identified with an asterisk before the field name Dates must be entered in MM DD YYYY format Amount fields accept numbers commas periods and dollar signs Request Toolbox Depending on your user role and permissions you will have access to different functions of the request toolbox A Request Toolbox gt Change Owner Change Owner allows you to change the i CyberGrants request owner Scan Manually Scan Manually performs an immediate WatchList Change Organization Patriot Act compliance Displays only for GrantMakers who have enabled Watchlist Return to Applicant Scanning Schedule Impact Reports Change Organization allows you to move a Clone Request request from one organization record to another 7 l q S Start Discussion Change Proposal Type gives the option to change the cu
17. A Name Last Saved Date 06 MAY 14 11 55 45 156606 AM Address 1285 DRUMMERS LN STE 105 City WAYNE Pennsylvania General Organization Fields to Note In the General Information section please take note of the following fields e In Care Of organization corresponding to the specified tax ID documents a circumstance in which the nonprofit organization does not have a Tax ID or is applying for funding using another parent organization s Tax ID This field should contain the legal name of the 501 c 3 organization associated with the tax ID e Relationship to in care of organization describes the relationship between the parent and child organizations They allow end users or nonprofits the ability to include this information as part of their grant application generally for information purposes Relationship to in care of organization Relationship to in care of organization NCES School ID Qualification Information The Qualification Information section displays the information about the organization that is currently on file with either the IRS the NCES or the Charity Comission It also contains information concerning the organization s most recent Tax Status verification Qualification Information indicates a required field Tax Source IRS Business Master File A Tax ID 911867491 Tax Status 501 c 3 170 B 1 a vi Information from HOPE WORLDWIDE LTD IRS Business
18. Accepted are printed in read only mode Proposal Payment Scan Approval Owner John Davis Scan Status Matches Found Contact Approval Timeline Scanned Entity Match Name WatchList Name PCC IRAN Organization AKA PETROCHEMICAL Name COMMERCIAL COMPANY OFAC SDN 100 PCF Organization Legal Name PARCHIN CHEMICAL INDUSTRIES OFAC SDN indicates a required field WatchList Detail IRAN PETROCHEMICAL COMMERCIAL COMPANY Listing IRAN PETROCHEMICAL COMMERCIAL COMPANY Business Reason IRAN Address No 1339 Vali Nejad Alley Vali e Asr St Vanak Sq Tehran Iran Address INONU CAD SUMER Sok Zitas Bloklari C 2 Bloc D H Kozyatadi Kadikoy Istanbul Turkey Address Topcu Ibrahim Sokak No 13 D 7 Icerenkoy Kadikoy Istanbul Turkey Address 99 A Maker Tower F Sth Floor Cuffe Parade Colabe Mumbai 400 005 India Address No 1014 Doosan We ve Pavilion 58 Soosong Dong Jongno Gu Seoul Korea South Address Office No 707 No 10 Chao Waidajie Chao Tang District Beijing 100020 China PAR CHIN CHEMICAL INDUSTRIES Listing PARCHIN CHEMICAL INDUSTRIES Business Reason IFSR NPWMOE To view the full list of results on one page click the PDF icon in the section header to create a printable copy of the results Overriding a Scan Match To override the scan match and accept the organization an Administrator must approve the organization in the Qualification Information section Last Sca
19. CES ID number is recommended Once you have performed your search you may see the existing organizations portlet if any organizations are already registered in the database In the example below keyword and tax ID fields are searched One existing record is in the system State Zip Postal Code Country Tax ID The electronically verifiable identifier applicable to the tax source 530196605 NCES District ID 7 digit number that applies to U S public schools and public school districts NCES School ID 5 digit number for U S public schools 8 digit number for U S private schools q Additional Database s to Your own organization database will always be searched Search i E IRS Business Master File Show Acceptability to Proposal Type Existing Organizations Action Tax Source Organization Verified Acceptable View IRS Business American National Red Cross Yes iy Yes Organization Master File 2025 EST NW WASHINGTON OC 20006 5009 United States Tax Status 501 cj 3 170 B C1 alti U S Tax IBD EIN 530196605 Additional Database Listings Action Tax Source Organization Verified Acceptable Create New IRS Business AMERICAN NATIONAL RED CROSS iy Yer Yes Master File 600 FOREST POINT CIR STE A CHARLOTTE NC 28273 5726 United States Tax Status 501 c 3 170 B 1 a wi U S Tax ID EIN 530196605 IRS Database The Tax ID value is checked against the IRS Master Business File En
20. IEVE INC Project Title Proposal Type Owner 1400 16TH ST NW STE 510 Achieving Future Goals CRA Grant Maureen Cooke WASHINGTON DC 20036 2217 Scan Status United States Completed Clicking on the request summary header collapses expands the pane so there is more room to see the Information Panel The Summary Panel will remain static at the top of your screen as you scroll through the Information Pane to other sections within the request Request 7099634 0 00 indicates a required field Proposal Information Request Utility Navigation Panel To the right of the Summary and Information Panes is the Request Utility Navigation Panel Similar to the Organization Utility Navigation Panel it will remain on the screen at all times and give access to H Save All x Request Toolbox Mail Print Request Section Navigation Panel The Information Frame for the Request Record is organized into up to six sections e Proposal e Payment Payment Approval e Contact Information Scan e Scan Results r pprova e Impact Report as Contact NOTE Request Sectioning allows a user to reorder and or create more request sections in the Request Record Refer to the Admin Tab section of the User Manual to learn more about this The request section panel will indicate all of the sections of your proposal type The number of sections will depend on the configuration of yout proposal type You can navigate
21. ING COMPANY GIVING EAST 11017774 Cash Scheduled 2014 COMPANY 07 01 2014 2 500 00 Contributions GIVING COMPANY GIVING EAST 11017776 Cash Scheduled 2014 COMPANY 08 01 2014 2 000 00 Contributions GIVING COMPANY GIVING EAST 11017778 Cash Scheduled 2014 COMPANY 09 01 2014 2 500 00 Contributions GIVING COMPANY GIVING EAST Select a payment task Go Non Voided Payment Totals 10 000 00 To edit an existing payment click the Edit button to load the payment information into the editable fields for revision To create a new payment when payment exists click the New button pay pay to load a blank payment form Click the Print Receipt Form icon located in the blue Payment Information Header Bar to generate a charitable contribution acknowledgement form for individual payments Qip Click the View Payment Log icon while the payment is loaded to see all system activity associated with a particular payment Click the Delete icon 4 to delete a payment Payments can only be deleted by an Administrator A user can create a payment for a cash grant through the use of the Clone button within an pay g g existing payment Click the Edit button to the left of a payment to be cloned The cloned payment contains the same information as the original payment with one exception the Payment Status is set to Contingent Select the appropriate status make any additional cha
22. Main Tab Overview When a user logs in CyberGrants defaults to the Main Tab screen which displays organization and request information based on default criteria Most users spend the majority of their time in the Main Tab screen With the appropriate user group access a user may create or edit organizations requests and GrantSeekers from this screen The Main Tab is comprised of two sections e Search Section defines criteria to search for organizations and requests Search Select Favorite Search Keyword s Organization ID Request ID all of the words All All Submitted Request Date after 01 01 2013 Add Filter e Results Section displays the organizations and requests that match the criteria specified in the Search Section Search Results de gt Print X Export to Excel Make Default add 100 Showing Results 1 2 of 2 Batch Actions 7 ee z Grant Request Request Paid pa Information Submitted Request Project Title Proposal Rae a New Date Type F Request E AMERICAN fs 03 26 2013 Blood Donations General Grat W 2 500 00 C 0 00 NATIONAL RED Disaster Relief Application CROSS 2025 E ST NW WASHINGTON DC 20006 5009 US TOYS FOR TOTS 03 29 2013 December Drive General Grant a 7 200 00 Application AKA TOYSFORTOTS IN CARE OF TOYSFORTOTS 38 HAWLEY STREET BINGHAMTON NY 13901 3767 US Search Section The Search Section is used to define criteria
23. Master File GROUP RETURN 1285 DRUMMERS LN STE 105 WAYNE FA 19087 1572 United States Group Exemption 3383 Number NTEE Code Q33 International Relief Activity Code s Discussion groups forums panels lectures etc IRS Business 02 11 2014 Master File Revision Date Tax Status Verified View the verification history for this organization Since 95 06 2014 Tax Status First Melissa Sheetoo Verified By Manually Verified _ Notes 500 character maximum IRS Business Master File Information If the organization is a nonprofit organization the Qualification Information section displays the information that the IRS currently has on file for the organization including its Tax ID Tax Status Legal Name Address and Activity Code s These values are not modifiable in the CyberGrants system If this information is incorrect please advise the nonprofit organization to contact the IRS NCES Information If the organization is a school the Qualification Information section displays the information that the NCES currently has on file for the school including its NCES ID and NCES School Information These values are not modifiable in the CyberGrants system The NCES database includes Public Schools School Districts and Private Schools Public Schools are identified by a School ID five digits and a District ID seven digits School Districts are identified by a District ID seven digits and Private Schools are identi
24. Name Middle Name Last Name Address 425 JUPITER STREET City WASHINGTON State District of Columbia Zip 20006 5009 Province Country United States Telephone Fax E mail Address Contact Type l Occupation Scan Results Optional The Organization Summary Panel and Request Summary Panel displays a Scan icon to GrantMakers who have enabled WatchList Scanning To scan the name fields in the Organization Record or Request click Scan Scan Status Scanning Manually in the appropriate Toolbox In the Summary Panel the Scan Status will display Scanning with the scanning icon Scan Match Not Found If the scan completes without finding a match the Scan Status will display Completed with a check mark and the words No matches were found will display in the Scan Results section Project Title Proposal Type Owner December Drive General Grant Application John Davis Scan Status vedi Completed ror indicates a required field No matches were found Scan Match Found If the scan completes with a match found the Scan Status will display Matches Found with a red flag and the following columns display in the Scan Results section Score Scanned Entity Matched Name Watchlist Name and WatchList Detail At the bottom of the list of search results the Last Scanned By the Last Scanned Time the Reason for Scan and the Scan Results
25. Payments NOTE Quid Pro Quo payments may not be created or edited from within the Create Edit Payment functionality Scan Match Within the Organization Information and Request Amount columns the Scan icon may display as a red flag to the right of the organization name or to the left of the grant request amount The red flag indicates a name within the Organization or Request Record that has received a value above the match threshold set by the Administrator Also it indicates that the scan results have not been reviewed accepted and signed off NOTE The following fields are always automatically included in scans Organization Legal Name AKA Name In Care Of and Official Name Contact First and Last Name and GrantSeeker First and Last Name A CyberGrants Administrator can add custom organization user defined or text fields to the scan Preferences You may customize the default selection boxes that display on your Main Tab by clicking the Preferences cog icon Ei Search Preferences allow the CyberGrants user to customize the default search criteria fields and columns that display in the Search and Results Sections of the Main Tab Search Preferences indicates a required field To add Columns to your Main Tab display In the Available section click on the field name s you wish to add and click the right arrow To remove Columns In the In Use section click on the field name s you wish to remove then click the l
26. Please select the payee that you would like to make the default payee for this request COMMUNITY YOUTH CENTER OF SAN FRANCISCO 1038 POST ST SAN FRANCISCO CA 94109 5603 Create New Payee Payee Namel Payee Namel ACHIEVE INC Payee Name Payee Name2 Payee Addressi1 Addressi 1400 16TH ST NW STE 510 Payee Address Address City City WASHINGTON State State District of Columbia Zip Zip 20036 2217 Payment Fields to Note Payment Status There are six payment statuses e Contingent indicates that a payment is being held until an contingent event takes place An example would be an impact report that Deferred has yet to be completed by the organization Once the Paid information arrives from the organization the GrantMaker can Refund change the status of the payment to Scheduled prompting payment Scheduled Void e Deferred indicates payments are being held for a given time The payment status would need to be manually changed to Scheduled for the payment to process when using an AP feed e Paid indicates that a payment has been sent to the organization e Refund indicates money has been returned to the GrantMaker from the organization due to an erroneous payment or an over payment Any payment with a status of Refund must have a negative payment amount conversely a negative payment amount may only have a payment status of Refund e Scheduled indicates the payment is s
27. Request Product Amount My Requests Organization Country Organization County Organization ID Organization Scan Status Organization State Organization Tax Source Organization Tax Status Organization Type Proposal Type After choosing your filters define the items by selecting the ones desired Proposal Type All Excellence in Education Z Exhibit Booth Application E Family Foundation 2012 Funding Principle E Foundation Gift i Full Application F All E General Application o Arts and Culture General Charitable Giving Application LOI E Community E Higher Education Proposal Diversity C International Matching Gifts Education LDWE C Environment E LDWE 2 Health E LDWF Application Public Policy Letter of Inquiry E Safety E Matching Gifts LC Technology The default selection after choosing a selection filter is Al If you choose an actual list value the All selection will become unselected If one of the filters is no longer desired click the x next to the filter to remove it from your search Keyword s all of the words Proposal Type Full Application General Chari 9 ii Funding Principle Education Health T X Add Filter Some search filters are entry filters rather than selection filters e g Request ID Organization ID Submitted date Request Amount etc These fields will always have Al display before the sear
28. act report information below If this impact report will be completed by the organization please enter the scheduling information Organization ACHIEVE INC 3953650 Request Moving the Chains 6545416 View Impact Report progress Report Completed by Organization Due 05 31 2014 Load Impact Report Type progress Report Disposition Completed Completed by Organization on 05 07 2014 by Kevin Lee Required Available Date 92 12 2014 E MM DD YYYY Due Date 95 31 2014 MM DD YYYY Comments 2000 character maximum GrantSeeker Editor Kevin Lee Impact Report Data Number of adults who will benefit live 500 performance or exhibit Number of children who will benefit 355 Number of people with disabilities benefiting 175 Number of Appalachians Asians Blacks African 3559 Americans Hispanics Latinos American Indians Alaska Natives Native Hawaiians Pacific Islanders benefiting Number of artists who are members of the ethnic 100 categories above Number of artists who are seniors 55 Number of artists with disabilities 35 Revision Comments To return this impact report to the applicant for revision provide your comments and then click the Return to Sender 4000 character maximum To schedule a new impact report select the New Impact Report option from the available dropdown list then click the Load button Select Organization or Request Owner
29. arent Organization View AMERICAN NATIONAL RED CROSS 100 WEST 10TH STREET WILMINGTON DE i _ AMERICAN NATIONAL RED CROSS 105 GANO STREET PROVIDENCE RI Review Informatiofamerican NATIONAL RED CROSS 1190 CORPORATE BLVD RENO NV ero eee AMERICAN NATIONAL RED CROSS 12 ORONDO AVENUE WENATCHEE WA If a parent organization is not already listed the user should choose Other from the drop down list the last value A field would open up and the user can start typing the name of the parent organization in the Parent Organization type ahead field The system will return potential parent companies based on what is typed Associated Organization Information Parent Organization Other A View Parent Organization Start typing part of the organization s name and select the matching organizatior from the list of organizations provided AMERICAN RED CROSS GREATER CAROLINAS CHAPTER AMERICAN RED CROSS APPALACHIAN CHAPTER AMERICAN RED CROSS OF GREATER NEW YORK QUEENS American Red Cross San Diego Imperial Counties Chapter AMERICAN RED CROSS SEATTLE American Red Cross When the user goes into the parent record s Associated Organization Information section they will see a line for each child organization that has been associated to it This section displays the Organization ID Legal Name Address City State and Country Click on the Organization ID to open the Organization Record i
30. ated with this request A user can search by selecting values for one or more filters TimeFrame Action Type and Performed By The TimeFrame criterion is required and limited to one time period The search result screen displays the following columns Select Type Transaction Type User and Description The Description column displays a link if the Type is Email or Letter the link allows a user to display the content Mail Click on the Mail icon to display links to the following functionalities e Create New Mail allows a user to create a letter or e mail message to send to the organization or request contacts Please see the Mail Tab in this manual for more information on creating letters and e mail e View Existing Mail retrieves a current list of all mail activity associated with the request e View Create Contacts opens a new window to edit the contact information or create new contacts Print Click on Print to display links to the following functionalities e Word RTF Version prints the request information in Word rich text format Word RTF Version e PDF Version displays the request information in dal PDF format PDF Version Request Record Sections Proposal The Proposal Information section captures the content of the request for funding A nonprofit can enter the information directly through the public web site or a user from the
31. ble View IRS Business American National Red Cross Yes Yes Organization Master File 2025 EST NW WASHINGTON GC 20006 5009 United States Tax Status 501fcj 3 170 B 1 a vi U S Tax ID EIN 530196605 Additional Database Listings Action Tax Source Organization Verified Acceptable Create New IRS Business AMERICAN NATIONAL RED CROSS iy Yes a Yes Master File 600 FOREST POINT CIR STE A CHARLOTTE NC 28272 5726 United States Tax Status 501 c 3 170 B 1 falivi U S Tax ID EIN 530196605 Organization Record The CyberGrants system captures all relevant information pertaining to non profit organizations applying for funding Each GrantMaker decides what information is needed it may include a brief description of the organization s history and mission the need or problem the organization works to address current programs or accomplishments population served staffing information financial information Tax ID NCES ID number tax exempt status and contact information Use the Search Section to search for an organization If the organization does not exist in the database a record needs to be added An Organization Record must exist before a request can be created for that organization The Search Results section enables a user to locate an organization and its existing requests If an organization does not already exist see the Main Tab section of this manual for information on creating a new organization I
32. bout creating letters and e mail messages e View Existing Mail allows a user to view the system mail correspondence associated with this organization e View Create Contacts allows a user to view create and edit the information for all contacts associated with the organization An organization may have an unlimited number of contacts associated with it Print Click on Print to display links to the following functionalities e Word RTF Version prints the request information in Word rich text format e PDF Version displays the request information in PDF format Click Print on the Acrobat toolbar to print this information Word RTF Version PDF Version Organization Section Navigation Panel Organization Section Navigation Panel will always be on the left of the Information Panel and remain static on the left panel as you scroll through the information on the main page When a section name is clicked the system will nE eee navigate scroll to the corresponding section in the Organizations Information Panel The Panel is organized rte pa ect into up to five sections s Genen a oniaon Qualification Information e Scan Information Discussion e Qualification Information Request History e Discussion Contact Information e Request History e Contact Information Conventions Several conventions apply among the different organization sections At the right of each section title bar icons display e The W
33. can create requests A GrantMaker user has three options for creating a new request On the Main Tab click the New Req icon in the New Request column Es Within an Organization Record click on the Create Request link from the Organization Toolbox 2A Organization Toolbox Create Request Create Opportunity Create Employee Giving Start Discussion View Organization Log View Verification History Scan Manually View Grantseeker Information Within a Request Record click the Clone Request link from the Request Toolbox ix Request Toolbox Te Change Owner Pia Scan Manually Change Organization Change Proposal Type Return to Applicant Schedule Impact Reports Clone Request Start Discussion View Request Log The Search Results section enables a user to locate an organization and its existing requests If an organization does not already exist see the Main Tab section of this manual for information on creating an Organization Record If the organization is found a user may look at any existing requests To access the Request Record click the dollar amount link in the Grant Request Amount column Search Results x Export to Excel Make Default 8 Add 100 Showing Results 1 51 of 51 Batch Actions l Grant Request Request Paid New E Organization Information Project Title Proposal Type Amount Amount Reque
34. ch has been executed Click the menu drop down arrow and an entry field s will open to be completed After the fields have been completed the filter will display what will be searched Grant Request Amount All From 1000 To Grant Request Amount All Grant Request Amount between 1000 and 2000 Click the Search button after you ve set all your search criteria to display desired results Favorite Seatch Name this Favorite Search Field The Name this favorite search field allows a user to name and save searches that are used frequently To name and save a search e After configuring and running your search click on the e A window will pop open for you to name your favorite search Add Favorite Favorite Name 2014 General Grants e Click the Save Favorite Button and a confirmation will appear indicating that your favorite has been saved Named searches are listed in the Select Favorite Search field on the top right hand corner of the screen and eliminate the need to re enter a specific set of search criteria Select Favorite Seatch Field The Select Favorite Search field is visible if a user has saved favorite searches Click the arrow to display the named searches then click a name Then click the Go button to perform the search Search Select Favorite Search Je F Select Favorite Search Keyword s 2014 General Grants all of
35. cheduled for a date in the future A Scheduled status prompts a check to be cut when using an AP feed once the scheduled payment date is reached and the grant is approved e Void indicates a payment was not received by the organization The original dollar amount will be held in the payment field for reporting purposes on Void payments but will not reflect in the budget totals Budget is the specific budget to which the payment is assigned A user must pick the lowest level in the appropriate budget hierarchy from the dropdown box A user may only select a budget that has sufficient funds to cover the payment unless the Administrator or Budget user allows a negative budget amount Users may only select from budgets that they have been given access to by an Administrator or Budget level user Change Budget Year allows a user to change the budget year of a previously saved payment enabling the selection of a budget from an alternate budget year for payment A user may select from all budget years with a budget status of In Process or Open After the appropriate budget year is selected click the Change Year button When the request screen reloads all budgets available to the user from the newly selected budget year are displayed in the Budget dropdown Payment Date Check Number should be completed for reference purposes once the payment has been made Quid Pro Quo Payments are required for Quid Pro Quo reque
36. ching process and begin creating the agency immediately Please note that when searching by country you must use one or more additional fields Searching by country alone is not valid Keyword Use for a wildcard search e g cancer to search for strings beginning with cancer Please note that text search is not case sensitive Zip Postal Code Country Tax ID The electronically verifiable identifier applicable to the tax source NCES District ID 7 digit number that applies to U S public schools and public school districts NCES School ID 5 digit number for U S public schools 8 digit number for U S private schools Additional Database s to Your own organization database will always be searched Search IRS Business Master File Show Acceptability to Proposal Type Search Skip Search CyberGrants recommends that you search for the organization by typing in its name in the Keyword field before creating a new organization Performing a search for the organization can verify the tax exempt status saves the user from entering the legal organization information and reduces the potential to create duplicate Organization Records To skip this search process click the Skip Search button Exis ting organiza tions When searching for organizations use as much specific information as possible to narrow down your results to a specific organization Using a unique identifier such as a tax ID number or N
37. ciated with the request To change the proposal type click on Change Proposal Type under the Request Toolbox select the appropriate proposal type from the dropdown list in the Proposal Type field and click the Change Proposal Type button e Request Date indicates either the date that the applicant specified when completing the application or the date that the user entered on an internally created request NOTE An internal user should select a proposal type before entering data for a new request When a new proposal type is selected the screen refreshes and only the fields specific to that proposal type appear e Creation Date indicates the date the request was created e Created By indicates the user who originally entered the request e Last Saved Date indicates the date the request was last saved regardless of whether any fields were modified e Last Saved By indicates the user who last saved the request regardless of whether any fields were modified Grantseeker a k a Applicant The GrantSeeker is the user linked to the request The Grantseeker Editor allows request owners to grant another GrantSeeker associated with the request s organization the ability to view edit the request if the request is returned to the sender for revision or if an internally created request is sent to the nonprofit applicant to enter information online For externally created requests this field defaults to the
38. d Once the Quantity for products is entered in the Products Requested area Product payments are automatically calculated for each product and placed in a product order The product order however does not include the Budget or the Requested Ship Date Click the View Order Detail link in the Product X Quantity column to see the items contained in the order Payment Summary PAYMENT ID ORDER TYPE ID PRODUCTX QUANTITY REQUESTED er PAYMENT DATE BUDGET 435191 View Order Scheduled Detail Scheduled 10783841 Office Chair 022150 x 5 10783840 Computer Scheduled Desk 021010 x 1 Select a payment task B c Non Voided Payment Totals 0 00 174 94 Click the Edit button associated with the order to edit the items in the order and to set the Budget and Requested Ship date Add a Budget and a Request Ship Date to the payment and press the Save All button Here the User may also change the quantity of products add additional products and transfer products to additional orders Click Save All at the bottom of the Order Detail section Detail for Order 435191 PRODUCT PRODUCT QUANTITY PRODUCT NAME STATUS 021010 Computer Desk Scheduled 022150 Office Chair Scheduled Order Detail Totals Each payment or order can have a different Budget line and Requested Ship Date by editing the line individually Click the Edit button to the left of the payment or
39. displays the following columns Select Type Transaction Type User and Description The Description column displays a link if the Type is Email or Letter the link allows a user to display the content Create Opportunity View Organization Log View Verification History View Grantseeker Information e View Verification History allows users to access a historical log of the organization s verification over a period of time The organization s credentials are re verified every time the tax details on the organization record change or the corresponding tax source is updated e Scan Manually allows a user to perform a WatchList scan of specific Organization Record fields for assistance with Patriot Act Compliance NOTE Displays only for GrantMakers who have enabled WatchList Scanning e View GrantSeeker Information allows a user to enter a new GrantSeeker edit an existing GrantSeeker or delete a GrantSeeker NOTE A GrantSeeker is a person associated with the nonprofit who can be assigned to edit or revise a request from the nonprofit Mail Click on Mail to display links to the following functionalities e Create New Mail allows a user to create a letter mit O te or e mail message to send to the organization ot request contacts See the Mail Tab in this Create New Mail View Existing Mail View Create Contacts manual for more information a
40. ears with additional information for the contact you selected You may also edit other contacts by clicking on a name which is a link To create a new request contact click the Mail icon on the Request Utility Navigation and click View Create Contacts A pop up screen appears with a dropdown menu containing all of the contacts associated with the request indicates a required field Please fill in the fields below to create a new contact Association Proposal Active First Name Please enter your First Name This is the name that precedes your last name Last Name Please enter your last name Address Please enter your address 1400 16TH ST NW STE 510 City Please enter your city WASHINGTON State Please select your state District of Columbia Zip Please enter your Zip 20036 2217 The values in the Address and Telephone fields for a new contact default to those of the organization A user can revise this information if necessary To edit an existing contact click on the appropriate name within the contact list or within the request Contact section The contact s information loads into the boxes for revision The list of contacts in the request s Contacts section lists both contacts associated with the organization and the request To associate an organization contact with a request select the name from the list of contacts then click the Save button without editing any information W
41. eduled to complete the impact report when it is available for completion when it is past due when it is completed and if it is returned for revision A request may have an unlimited number of impact reports associated with it To view the details of an impact report click on the corresponding Impact Report Type name link in the summary view Impact reports assigned to the Organization that are not completed display only the type of impact report and scheduling information Impact Report indicates a required field Please edit impact report information below If this impact report will be completed by the organization please enter the scheduling information Organization ACHIEVE INC 3953650 Request Moving the Chains 6545416 View Impact Report Progress Report To be completed by Organization Due 05 31 2014 Load Impact Report Type progress Report Disposition Pending To be completed by Organization Required Available Date 92 12 2014 MM DD YYYY Due Date 95 31 2014 MM DD YYYY Comments 2000 character maximum GrantSeeker Editor kevin Leel save Delete J pone Completed external impact reports however display the applicant s answers as well as the scheduling information Internally assigned reports list all of the fields including a Comments field to be answered by the CyberGrants user Impact Report Por w E indicates a required field Please edit imp
42. eft arrow To include fields in your default search options Go to the Default Search Fields area and check the box next to any field s you wish to add Unchecking the box will remove the field from the default search To perform your default search each time you click on the Main Tab check the Execute Search Automatically box Leaving this box unchecked requires that you click the Search button on the Main Tab to execute your default search You must click the Save button at the bottom of this screen to save any changes to your display and search preferences Columns Available In Use Funding Principle Organization Information Grant Request Cash Amount Submitted Request Date Grant Request Product Amount Project Title NCES District ID Proposal Type NCES School ID aia Grant Request Amount Organization AKA Name Request Paid Amount Organization Address New Request Organization City Organization Country Organization County Add Columns A user can add or remove columns to their Search Results table Columns Available In Use Organization Information Submitted Request Date Funding Principle Grant Request Cash Amount Grant Request Product Amount Add Project Title NCES District ID Proposal Type NCES School ID eae Grant Request Amount Organization AKA Name L Request Paid Amount Organization Address New Request Organization City Organization Country Organization County
43. er Proposal ae Request Grant Project Title Dispositio ID Date rop Nante Type ss 53 Amount Amount 7266246 03 27 2013 Winter Gala Michelle General Grant Pending 1 234 00 Smith Application 7266244 03 27 2013 General Michelle General Grant Pending 1 234 00 Operating Smith Application Support NOTE The Request ID is a link which when clicked displays the detailed Request Record in a pop up screen Contact Information The Contact Information section contains information for all contacts associated with the organization An organization may have an unlimited number of contacts associated with it Contact Information indicates a required field Contact Name Contact Type Address E mail Address Telephone Fax John Davis 1 Elm St jdavis cyberg com 9876543710 Boston MA 01002 NOTE The Contact Name is a link when clicked displays the detailed Contact Record in a pop up screen This screen includes a dropdown contact list containing all of the contacts associated with the organization as well as the information for the contact on whose name you clicked To add a new contact e Select New Contact from the list of contacts e Click on the Load button The Address and Telephone fields for a new contact default to that of the organization Create New Contact indicates a required field Please fill in the fields below to create a new contact Association Organization Active Salutation First
44. f the organization The name is formatted as a link which when clicked displays the Organization Record for that organization NOTE If configured as a search column a Scan icon pis displays to the right of the organization name if the organization is scanned and the results have not yet been reviewed accepted and signed off e Project Title lists the request s Project Title e Proposal Type lists the request s Proposal Type e Grant Request Amount displays the grant or request amount an icon that corresponds to the request Status and a checkbox If the status is approved the amount displayed is the amount granted for all other status values the amount displayed is the amount originally requested by the GrantSeeker The amount is a link which when clicked opens the Request Record NOTE A Scan icon M displays to the left of the request amount if the request is scanned and the results have not yet been reviewed accepted and signed off e Request Paid Amount displays the total amount of payments with a status of Paid for the request e New Request contains a New Request icon ES if the user has permission to create a new request The New Request icon takes the user to the Request Screen where a new request for the specified organization can be entered e NOTE A user with Viewer authority will not be able to view the New Request column Request Status Icons The External
45. f the organization is found a user may look at any existing requests To access the Organization Record click the organization name link in the Organization Information column Search Results de Print x Export to Excel Make Default 2 Add 100 Showing Results 1 51 of 51 Batch Actions l Grant Request Request Paid New E Organization Information Project Title Proposal Type Amount Amount _ E Request E FORWARD MOTION 2012 Renaissance Project Project Support 0 00 0 00 FOUNDATION 70 EAST MARKET STREET AKRON OH 44308 0000 US YOUTH CO OP INC Enriching Miami Family Foundation 2012 125 000 00 E 3525 NW 7TH ST MIAMI FL 33125 4015 US THE INFINITY PROJECT Ready for a Rebound Non Metric Request 275 000 00 al 123 MAIN 5T AKRON OH 44301 US LOS ANGELES URBAN Building Homes US Grant Application 4 300 00 al LEAGUE 3450 MOUNT VERNON OR LOS ANGELES CA 90008 4936 US ROUND VALLEY HIGH Educating Young Minds US Grant Application 500 000 00 al SCHOOL PO BOX 610 SPRINGERWILLE 42 85938 0619 US The Organization Record is comprised of e Organization Summary contains top level to assist with managing the organization information e General Information displays detailed information pertaining to the organization All active organization fields will be in every organization record regardless of if the data was collected during the application process es Organization Summary The O
46. fied by a School ID eight digits If this information is incorrect please advise the school to contact the National Center for Education Statistics Charity Commission File If the organization is a charity from England and Wales the Qualification Information section displays the information that the Charity Comission currently has on file for the organization including its Tax ID Tax Status Legal Name and Address These values are not modifiable in the CyberGrants system If this information is incorrect please advise the organization to contact the Charity Commission Canada Revenue Agency If the organization is from Canada the Qualification Information section displays the information that the Canada Revenue Agency CRA has on file for the organization including its CRA number Legal Name and Address These values are not modifiable in the CyberGrants system If this information is incorrect please advise the organization to contact the Canada Revenue Agency Australian Business Register If the organization is from Australia the Qualification Information section displays the information that the Australian Business Register ABR has on file for the organization including its Australian Business Number ABN Legal Name and Address These values are not modifiable in the CyberGrants system If this information is incorrect please advise the organization to contact the Australian Taxation Office Qualification Infor
47. from the To Be Completed By dropdown menu If the Request Owner is chosen all of the Impact Report fields become available If the Organization is chosen only the scheduling information 1s displayed until the report is externally completed NOTE To see the system activity and mail correspondence associated with an impact report click p on the Log EJ icon The Return to Sender button is available on those impact reports submitted externally or for requests where a GrantSeeker Editor is specified It allows a user to return the impact report to the applicant via e mail with comments or suggestions that indicate what additional information is needed from the GrantSeeker Revision Comments To return this impact report to the applicant for revision provide your comments 4000 character and then click the Return to Sender button maximum
48. h on the above matches By initialing in the box below and resaving this request I accept the results and override the matches above Please initial here to indicate acceptance of the above The user who accepted the scan and the initials used in parenthesis will display at the bottom of the Scan Results section The request can now be approved in the Approval Section Impact Report The Impact Reports section captures the completed and pending impact reports for that request Impact reports are used to obtain information relevant to the request after the grant is approved It is often used to track the impact that the funding is having upon the community and to determine whether the funding was used appropriately The summary view allows a user to determine which impact reports are scheduled for completion which reports are completed and which reports are past due Impact Reports indicates a required field Impact Report Type Required Source Status Available Date Due Date Progress Report No Organization Pending o2 12 2014 05 31 2014 The summary includes the name of the impact report associated with the request whether or not it is required whether it is to be completed by the Organization Donor Volunteer or the Request Owner the current status of the impact report the date on which it became available for completion and the date on which the impact report is due E mail events can be activated to notify the person sch
49. hen you refresh the request record the additonal contact s will also appear in the Contact section Similarly request specific contacts may be associated with the Organization Record NOTE Correspondence may be created for both organization and request contacts from within the organization or Request Record To delete a contact click on a contact name load the contact information and then click the Delete Request Association button If the contact is associated with the Organization Record or other requests CyberGrants displays a Delete Association button Click the button to remove the contact s association with the current request NOTE If the contact is only associated with the current request the contact record is permanently deleted To enter a new contact click the New button to load a blank contact record Fill in the contact information fields and click the Save button If the information is saved successfully a confirmation message displays Click the Done button to close the Contact pop up screen Optional Sections Optional sections only appear if the section is applicable to the request There are three optional sections e Scan Results section only displays for GrantMakers who have enabled WatchList Scanning e Impact Report section appears only if there is an Impact Report associated with the request e Employee Giving Information section only appears in a grant created from
50. ined it can be modified Approvers can be added to a step removed from a step and a step can be removed If an approver is added to a step even the current approval step a Pending Your Approval email is triggered to the added approver to indicate that a new request is awaiting approval Cancel Request The Cancel icon may be clicked at any time regardless of status by the request owner or editor to cancel grant processing However if the request has a Paid payment the payment must be voided in the CyberGrants system before the request can be canceled This is done in the Approval section of a request Approval Pending indicates a required field Requested 17 500 00 Amount Recommended Increasing the recommended amount above 0 00 will cause a the request to be re submitted for approval 120 000 00 Contact Information The Contact Information section captures the information for one or more contacts associated with H the request This information may differ from the i organization s contact information since there may be 4A different individuals associated with each request A Create New Mail request may have an unlimited number of contacts associated with it View Existing Mail Contact List ACHIEVE INC View Create Contacts e Alex Sampson e Emily Iarocci u Kevin Lee s Sarah Davis To edit a contact s information click on the contact s name A pop up screen app
51. ion e Click the Make Default button des Print F Export to Excel Make Default R add NOTE Only one set of search criteria can be the default at any given time Therefore if a user previously designated a search as the default then clicks the Make Default button for another seatch the first search criteria is overwritten by the new default search Keyword s Search Field To locate a specific organization enter the words in the Keyword s field For example enter the words orphans children New York in the Keyword s Use the selection field to indicate if the search should include e all of the words e g children and orphans and New York e any of the words e g Children or orphans or New York e exact phrase e g orphans children New York NOTE The search automatically considers words and letters around the keyword entry For example entering child returns matches containing child children stepchild etc Search Keyword s all of the words any of the words exact phrase Search Filters To narrow down your search results by certain criteria choose which filters to use By default the system uses no filters only the Keyword Search Click the Add Filter button to select criteria Add Filter ah Funding Principle Grant Request Amount Grant Request Cash Amount Grant
52. it icon before the payments are entered only the Reject option will appear If the user wants to continue they can complete the Payment Information section to receive the Approve icon or click the Reject icon Completing the Approval Process When an approval step is completed a user may view the decision and comments of that step if the approval process is configured to allow viewing Your CyberGrants Account Coordinator may assist you in limiting the display of the approval details The request continues to pass through the various steps of the approval process and is considered Pending Approval until all authorized approvers complete the approval steps or until the request is rejected Once the approval process is completed a user may revise the Amount Recommended field If the Amount Recommended is increased the grant is automatically resubmitted for approval Dynamic Approval Process If the approval process is configured to allow dynamic approval steps the designated user can select one of more persons to complete each approval step from a list of eligible users First click on the Define Approval Process button Approval Step 1 Review Definition Pending Define Approval Process A pop up Approval Process Definition box will display Select from the list of names or enter each user ID or user name in the Reviewers box separated by commas Approval Process Definition indicates a required
53. l process configuration CyberGrants displays icons that allow a user to either Approve Reject Recommend Do Not Recommend or Record Input for the request CyberGrants also displays the Required Approval section which lists the steps in the approval process These steps depend on the approval process that each GrantMaker has established To set up a multi step approval process please contact your CyberGrants Account Coordinator The Approve Reject Recommend Do Not Recommend or Record Input icons appear depending on the approval authority of the user When a user clicks any of these five icons the uset s name current date and comments are saved as part of the approval record No changes may be made to the approval step after the user has registered a decision by clicking the appropriate icon The Approve Reject icons allow the user to indicate a decision If the user clicks the Reject icon the approval process ends and the request is marked Rejected ee ee The Recommend Do Not Recommend icons allow the user to indicate an opinion but do not permanently affect the request s disposition The Record Input icon allows a user to record their input and comments without rendering any decision or opinion Record Input Initiating the Approval Process prior to entering payment information If payment information is required and the user selects the Subm
54. mation Fields to Note Tax Source allows users to designate the primary database against which the Tax ID NCES IDs will be verified The following databases for electronic verification are currently available o IRS Business Master File o National Center for Education Statistics o Charity Commission File o Canada Revenue Agency o Australian Business Register Revision Date When viewing organizations that have been electronically verified the CyberGrants user will see the date on which that tax source was last updated below the registered organization information Last Verified By stores the name of the last user who verified the organization Tax Status Last Verified On stores the date on which the organization was most recently verified Manual Verification The system Administrator may choose to manually verify an organization if the organization cannot be verified by searching the Business Master File the NCES File or the Charity Commission File However manual verification does not permit an organization to apply online unless the database is configured to allow manually verified organizations To manually verify an organization s tax exempt status an Administrator clicks the Manually Verified checkbox and can enter a comment in the Notes field The checkbox is visible to Administrators only The IRS Business Master File and NCES file may not list a nonprofit organization for several reasons The organization s 501 c 3
55. n a new window Review Information The Review Information subsection includes several fields related to organization approval Please note the following fields e Next Review Date stores the date on which the next review of the organization s eligibility should take place by an Administrator After this date warnings errors display in the Organization Record This is an optional field e Prior Approval Processes for Current Grant lists the history of the organization approval It also includes the individuals who approved or rejected the organization and their comments Approving an Organization When a user clicks the Submit for Approval button the screen refreshes and the organization approval step s are listed at the bottom of the Qualification Information section If a user has authorization the Approve and Reject buttons are displayed to allow a user to approve or reject the organization Once complete the Submit for Approval button reappears to allow a user to re submit the organization for approval NOTE You should be aware of the full implications of approving organizations before doing so Speak to your administrator account coordinator for more information Request History Information The Request History Information section contains summary information for all requests associated with the organization Request History Information indicates a required field Reguest Request Own
56. nges as needed then click the Save link or the Save All button Payment ror Ww indicates a required field Payee Change Information ACHIEVE INC 1400 16TH ST NW STE 510 WASHINGTON DC 20036 2217 US make above selected payee the default payee for the current request Payment ID 10122535 Payment Type Electronic Transfer 4 Payment Status Contingent Budget Year 012 l Change Year Budget 2012 Foundation Giving No current access to the selected budget Requested 01 30 2012 Payment Date MM DD YYYY Payment 17 500 00 Amount Payment Date MM DD YY Check Due Date Date on which payment is due MM DD YY YY a Receipt Form Has the Receipt Form been received Received la Payment Notes Please enter Payment Notes 500 character maximum Save All The Payee Information can be edited by the user in cases where the organization information associated with the request is different from the payee Click on the Change Default link to expand Payee Information Default Request Payee Change Default ACHIEVE INC 1400 16TH ST NW STE 510 WASHINGTON DC 20036 2217 US Choose another payee if one exists or create a new payee by selecting the radio button and completing the appropriate fields ACHIEVE INC 1400 16TH ST NW STE 510 WASHINGTON DC 20036 2217 US
57. nned By Last Scanned Time 03 26 2013 12 04 24 EST Reason for scan External Request Submission Comments Comments regarding due diligence performed I have reviewed the scan matches Please initial here to indicate acceptance of the above When a user clicks the Submit for Approval button the screen refreshes and the organization approval step s are listed at the bottom of the Qualification Information section If a user has authorization they can click on the Approve or Reject buttons at the bottom of the section When the organization is approved the Scan Results remain The information at the bottom of the Scan Results changes to state that the organization has been approved Last Scanned By Last Scanned Time 03 26 2013 10 25 52 EST Reason for scan Manual Request Scan Comments Comments regarding due diligence performed Verified by Request Owner Scan results accepted by David Simons DS on 05 07 2014 08 46 56 EST Request Record The CyberGrants System captures all relevant information pertaining to non profit organizations requests for funding This information consists of the organization s original proposal general request information contacts associated with the request payment and other accounts payable information impact reporting and approval information A request may only be created for an existing organization Only users with the appropriate user role and permission
58. on If an organization selected for deletion has GrantSeeker information CyberGrants displays a message indicating that the organization cannot be deleted until the associated GrantSeeker information is deleted The message prevents an Administrator from deleting an organization with requests pending submission It is strongly recommended that the Administrator contact the GrantSeeker to establish if a request is in process If a request is not in process the steps to delete GrantSeeker information are e Click on the organization name link to open the Organization Record e Click on the Organization Toolbox link e Click on the View GrantSeeker dropdown box and select a GrantSeeker e Click the Load button to load the GrantSeeker s information e Click the Delete button to delete their association with that organization NOTE All GrantSeeker information associated with an Organization Record must be deleted before the Administrator can delete the Organization Record and its associated records Create Edit Payments A Batch Approvals button located at the bottom of the Batch Actions Results Section is available to non Viewers to select requests for which they have approval authority or editor access Check the Batch Approvals checkbox to the right of the request amount that you wish to Delete Checked approve then click the Batch Approvals button Batch Actions Create Edit
59. on the Main tab that allow certain batch processes or deletions Only users with these permissions will have these buttons Search Results d Print x ExporttoExcel amp MakeDefault add 100 Showing Results 1 51 of 51 Batch Appt ovals Batch Actions 7 Check the checkbox to the right of the request amount that you Batch Actions wish to approve then select the Batch Approvals selection Batch App rovals from the Batch Actions menu Delete Checked Create Edit Payments Delete Checked Administrative users can delete Organization and Request Records from the database When an organization or Request Record is deleted payment contact and letters associated with Batch Actions the organization or request are also deleted Batch Actions gt Delete Checked e To select an organization for deletion check the checkbox create Edit Payments to the left of the organization name e To select a request for deletion check the checkbox to the right of the request amount Once the record is selected for deletion click the Delete Checked button located at the bottom of the Search Results Section CyberGrants displays the organization or request To confirm the deletion the Administrator is required to check another checkbox then click the Delete button The u can also click the Select All link which checks all the checkboxes then click the Delete butt
60. rganization Summary Pane at the top of the screen lists the Organization ID number assigned by the CyberGrants system the Organization Name the Tax Status and the Scan Status Organization 3953650 ACHIEVE INC ACHIEVE INC Tax Status Scan Status 1400 16TH ST NW STE 501 c 3 170 B Completed 510 l al vil WASHINGTON DC Acceptable 20036 22717 United States If the Organization Record is scanned the scan status will turn to Completed with a Check icon m y if there are no matches k ot Matches Found with a Red Flag E warning icon displayed to the right of the Scan Status if matches are found Organization Legal Name Address Tax Status and Scan Status will be in the Summary Pane at all times Tax Status indicates if an organization is verified and by which database Scan Status indicates if the organization has been scanned and if matches have been found and or cleared NOTE If Scan Configuration is not enabled then the Scan Information link will not display on the checklist To collapse expand the panel click the blue arrow in the upper left hand corner of the header bar Duplicate Organization Detected If the CyberGrants system detects two Organization Records that exist for one organization based on a similar organization name state and tax id combination a duplicate warning icon WW appears on the Panel header Click this icon to open a window of potential duplicate
61. rrent proposal to a different type View Request Log Return To Applicant gives the option to return a request to an external applicant for revision This link displays only if a GrantSeeker is associated with the request NOTE The Return to Applicant button allows a GrantMaker to return the proposal to the GrantSeeker Editor via e mail with comments suggestions or to indicate missing information that is necessary for the GrantSeeker to complete Cancel Return to Applicant is also available to Administrators in the Request Toolbox when an application has been returned When returned to the applicant all fields appear in read only mode Click the Cancel Return to Applicant button to reload the request back to edit mode for the request owner The nonprofit applicant is no longer able to revise the request e Schedule Impact Reports allows a user to add an impact report to this request This link displays only for GrantMakers who have created Impact Report Types e Clone Request copies request information but not Payment Approval or Impact Report information into a new request for the organization The Request Date of the new request defaults to the current date NOTE Only the request owner or a user with editor linking has access to the Clone Request link e View Request Log allows a user to view the system activity Record Created Record Deleted Record Updated and correspondence Emails and Letters associ
62. st T FORWARD MOTION 2012 Renaissance Project Project Support 0 00 FOUNDATION 70 EAST MARKET STREET AKRON OH 44308 0000 us YOUTH CO OP INC Enriching Miami Family Foundation 2012 125 000 00 35925 NW 7TH ST MIAMI FL 33125 4015 US THE INFINITY PROJECT Ready for a Rebound Non Metric Request 275 000 00 123 MAIN ST AKRON OH 44301 US LOS ANGELES URBAN Building Homes US Grant Application 4 300 00 LEAGUE 3450 MOUNT VERNON OR LOS ANGELES CA 90008 4936 US ROUND VALLEY HIGH Educating Young Minds US Grant Application 500 000 00 SCHOOL PO BOX 610 SPRINGERVILLE AZ 85938 0610 US The Request Record is comprised of two panes panels e Request Summary Panel contains basic information about the request record e Information Pane displays detailed information pertaining to the request Request Summary Panel The Request Summary Panel at the top of the screen lists in the header the Request ID number assioned by the CyberGrants system Grant Amount and Grant Status The body of the panel lists the Organization Name as a link to the Organization Record the Project Title the Proposal Type Request Owner and Scan Status If the Request Record is scanned the scan status will turn to Completed with a Check icon if there are no matches v ot Matches Found with a Red Flag i warning icon displayed to the right of the Scan Status if matches are found Request 7099634 0 00 ACH
63. status is revoked A sub chapter of a national nonprofit organization is considered exempt under the national organization and the sub chapter is not specifically listed in the electronic file A nonprofit organization with a budget less than 25 000 year is not automatically included on the Business Master File However it can file an application to seek tax exempt status ot phone the IRS to request that the IRS add it to the file U S Catholic Conference and other subsidiaries are not included Occasionally a valid 501 c 3 organization is inadvertently omitted from the Business Master File A nonprofit may contact the IRS Cincinnati Call Center at 877 829 5500 to be added to the electronic file CyberGrants updates its copy of the Master Business File monthly The organization s 501 c 3 status has been recently granted and may not show on the master file for several months Associated Organization Information Associated Organizations enable a user to create parent child organization relationships Generally used for reporting purposes they show all the grants under an umbrella parent organization For example a user can establish the relationship between the individual campuses of a large state university and the university itself and then generate a report based on the university If an existing parent organization exists that organization would be listed in the drop down menu Associated Organization Information P
64. sts These payments require that the user break the payment amount into Fair Market Value and Deductible Amounts These fields will only appear on proposal types where the Quid Pro Quo amount is accepted NOTE CyberGrants does not permit the following conditions A single Payment Amount in the Payment section or the total of all non voided Payment Amount values in the Payment section cannot exceed the Amount Recommended in the Approval section If the Amount Recommended in the Approval section is blank a single Payment Amount or the total of all non voided Payment Amount values cannot exceed the Request Amount in the Proposal section A payment cannot exceed the balance of a budget unless a Budget user or Administrator configures the budget years to be driven negative Working with Product Payments Using product payments works in conjunction with the Products Requested area in the Request Section The Cost Price amount the product costs for the company to produce and the List Price fair market value price appear in the Products Requested area The information from the Cost Price field will appear in the Amount Deducted field in the Payment Summary The amount in the List Price field will appear in the Amount field in the Payment Summary Requested Product List Price Price Office Chair 022150 32 85 74 95 68 74 99 99 Computer Desk 021010 Totals 101 59 174 94 Update Search by Keywor
65. t Address 1326 Harrison St Philadelphia PA 19124 USA OtherlInfo Active Date OtherInfo Additional Comments OtherInfo CT Code OtherInfo Excluding Agency OtherInfo Excluding Program OtherInfo Excluding Type OtherInfo Termination Date DELAWARE VALLEY MEDICAL SERV Listing DELAWARE VALLEY MEDICAL SERV Business Address 1326 HARRISON STREET PHILADELPHIA PA 19124 Occupation AMBULANCE COMPANY Official Name Incident 1128ai At the bottom of the list of search results the Last Scanned By the Last Scanned Time the Reason for Scan and the Scan Results Accepted are printed in read only mode Last Scanned By Last Scanned Time 03 26 2013 10 25 52 EST Reason for scan Manual Request Scan Comments Comments regarding due diligence performed Verified by Request Owner Scan results accepted by David Simons DS on 05 07 2014 08 46 56 EST Overriding a Scan Match To override the scan results and allow the application to be approved the Request Owner or Administrator must enter their initials in the I accept these Scan Results field this phrase can be modified as needed by the Administrator located at the bottom of the Scan Results Section and press the enter key This is to ensure that due diligence has been preformed on this match Last Scanned By Last Scanned Time 04 01 2013 13 35 55 EST Reason for scan Submission for Approval I have performed the necessary researc
66. ter a Tax ID as 9 digits or in the format nn nnnnnnn in which each n is a digit If the Tax ID is not found a message displays to indicate No organizations matching the search criteria you specified were found A user may call the IRS at 1 877 829 5500 and refer to the Business Master File to inquire about the organization s tax status NCES Database The NCES District ID or NCES School ID value is checked against a database derived from the National Center for Education Statistics NCES which contains information regarding all public schools school districts and private schools in the United States The NCES School ID for a public school is a combination of the District ID first 7 digits and the School ID last 5 digits respectively with no spaces between the two IDs Private Schools are identified by a School ID eight digits Charity Commission Database The Charity Commission Table contains Charity IDs from organizations from England and Wales The GrantMaker s existing organizations is also searched If the Organization is found the legal name and address of the organization appears within the Existing Organizations or IRS Business Master and Charity Commission File Listings Column Headers e Select displays either a View organization or Create New link beside the organization found in the search If the organization already exists in the CyberGrants database the user will see a Select
67. to search for organizations and requests You must seatch by at least one criterion in order to display results By default CyberGrants displays up to 100 search results at a time in the Results Section If the query produces more than 100 results Next and or Prev links appear at the top and bottom of the Results Section and page number links appear at the bottom of the Results Section These links allow a user to move through the returned search results You also have the ability to change the number of results per page by choosing a different number from the drop down list Search Results 100 l Showing Resu NOTE You may customize the default search criteria that display on your Main Tab by clicking later section Set a Default Search CyberGrants does not set a default search for the Surveys Tab However each user can choose a set of search criteria as their default search on the Preferences button on the right side of the search filters This will be detailed in a To create a customized default search do the following e Select the criteria e Click the Search button Your results will display in the Results Section e Click the Make Default button If you would like to make your one of your Favorite Searches the Default do the following e Select your Favorite Search from the Select Favorite Search field e Click the Go button Your results will display in the Results Sect
68. yment Total uest Owner uest Paid Amount uest Pending Approval Type uest Project End Date uest Project Start Date uest Routing Rule uest Scan Status uest Score uest Submission Date uest Type uest Unpaid Balance uest Unscheduled Balance Uest Year mitted Request Date Execute Search Automatically A user can choose to execute a default search automatically by checking the Yes checkbox and then clicking on the Save button This will run a user s search automatically whenever a user clicks on the Main Tab Execute Search Automatically E Yes New Organization kes To create a new Organization Record click the New Organization button et CyberGrants displays the New Organization Search screen Here you can search for existing organizations or create a new organization from scratch We recommend you search for a pre existing organization record before creating a new organization Perform a basic search using the fields below then select and edit the appropriate organization from the search results If no results appear or you want to create a new record use the information returned from the Internal Revenue Service IRS or National Center for Education Statistics NCES databases to help you create the new agency If you are certain that there is no pre existing organization record and the organization will not be found in either the IRS and NCES databases you may skip the sear

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