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AFFILIATE HANDBOOK


SEVENTH GENERATION FUND FOR INDIGENOUS PEOPLES, INC.

AFFILIATE HANDBOOK 2013/2014

July 2013 We are thrilled to illuminate the successful update of our organization’s name to the Seventh Generation Fund for Indigenous Peoples, Inc! Formerly known as Seventh Generation Fund for Indian Development, Inc., we are proud to continue serving Indigenous Peoples throughout the world engaged in grassroots community endeavors. The Seventh Generation Fund (SGF) remains fully committed to our work of more than three and a half decades with frontline Indigenous community based projects. We remain close to our founding principles and guidelines and have been successful in mobilizing resources to grassroots communities, building collective power and multigenerational leadership, optimizing impact and success with our assistance, and advancing the wisdom, knowledge, cultures and practices of Indigenous Peoples. We are honored to work with you and anticipate more great accomplishments as we continue our partnership.

All Our Relations,

Tia Oros Peters Executive Director

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Affiliate Handbook – Your Guide to the SGF Affiliate Program ................................................................... 4 About the Seventh Generation Fund for Indigenous Peoples ..................................................................... 4 About Affiliates ............................................................................................................................................. 5 Characteristics of an Affiliate ....................................................................................................................... 5 How to become an Affiliate .......................................................................................................................... 7 An Affiliate in Good Standing Agrees to the Following:............................................................................ 7 Affiliate Legal Relationship to SGF .............................................................................................................. 8 Fundraising Requirements........................................................................................................................... 8 Fundraising Assistance ............................................................................................................................ 9 Online Donations...................................................................................................................................... 9 Proposals to Funders and Other Donors ................................................................................................. 9 Administrative Fee Policy .......................................................................................................................... 10 Financial Matters ....................................................................................................................................... 11 Responsibilities of SGF and Affiliates .................................................................................................... 11 Managing Affiliate Money ....................................................................................................................... 11 How to Deposit Money in Your Affiliate Fund......................................................................................... 11 How to Request Money from Your Affiliate Fund ................................................................................... 11 Direct Pay: .......................................................................................................................................... 12 ADVANCE: ......................................................................................................................................... 12 REIMBURSEMENT: ........................................................................................................................... 12 Payments to Individuals ......................................................................................................................... 13 Pay Sales Tax ........................................................................................................................................ 14 How to Make Travel Arrangements........................................................................................................ 14 List of Items Not Approved by SGF Program Office .............................................................................. 14 Insurance ............................................................................................................................................... 15 Affiliate Bank Account ............................................................................................................................ 15 Payroll Services ..................................................................................................................................... 15

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Provisional/Inactive Status......................................................................................................................... 15 Grievance Procedures for Affilates ............................................................................................................ 17 Affiliate Reporting Requirements ............................................................................................................... 18 How to Prepare Affiliate Renewal Request ........................................................................................ 19 How to Prepare Annual Budget .......................................................................................................... 19 How to prepare Affiliate Quarterly Narrative Report Form.................................................................. 20 How to Prepare Donation Report ....................................................................................................... 20 How to prepare Expense Report ........................................................................................................ 20 Description of How to Prepare Annual Narrative Report .................................................................... 21 Description of How to Prepare Budget to Actual Report .................................................................... 21 Compliance Reference Sheet .................................................................................................................... 22 Glossary..................................................................................................................................................... 22 Appendix/forms for Your Use..................................................................................................................... 23

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AFFILIATE HANDBOOK – YOUR GUIDE TO THE SGF AFFILIATE PROGRAM Welcome to the Seventh Generation Fund for Indigenous Peoples. If you are reading this, you are either currently an Affiliate or interested in becoming an Affiliate of the Seventh Generation Fund (SGF). This handbook provides an overview of the SGF as an organization, our guiding philosophy, and relationship with Affiliate projects. It describes the services and training opportunities offered through our Affiliate Program to build your organization/project’s internal capacity. It also reviews the basic requirements, procedures and provides the forms you need to maintain your Affiliate status in good standing. This handbook is your guide and reference to help your project work with SGF so that together, we can advance the important and good work that you are doing in your community. ABOUT THE SEVENTH GENERATION FUND FOR INDIGENOUS PEOPLES Founded in 1977, the Seventh Generation Fund for Indigenous Peoples, Inc. (SGF) is a nonprofit grant-making organization which provides small grants, training and technical assistance, leadership development, fiscal management, community organizing support, and advocacy for Indigenous Peoples. SGF emerged out of a call to consciousness and action from Native communities and was shaped and nurtured by community-based political, social justice and cultural revitalization movements of the mid-1960’s and 1970’s. We derive our name from the Great Law of Peace of the Haudenosaunee (Six Nations Iroquois Confederacy), which mandates that chiefs consider the impact of their decisions on the seventh generation. This guiding principle is kept foremost in our frontline work with Indigenous Peoples, communities and nations as we assist with their project planning, implementation, organizing, sustainable development, and problem-solving efforts. Our Mission: Dedicated to promoting and maintaining the uniqueness of Native Peoples and the sovereignty of our nations. This is advanced through the following action framework: 1. Mobilizing resources to Indigenous Peoples, communities & nations, through strategic placement of program related support including small grants, technical assistance, and organizational capacity development to build knowledge and skills. 2. Building collective power and multi-generational leadership by engaging and organizing Indigenous Peoples, communities & nations through focused campaigns, issue advocacy, intergenerational mentoring and peer learning. 3. Optimizing impact and success by assisting Indigenous Peoples, communities & nations to advance their issues, strategies, perspectives and accomplishments by engaging civil society and the philanthropic arena. 4. Advancing the wisdom, knowledge, cultures, and practices of Indigenous Peoples, communities & nations that shape and inform the vitality of future generations.

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All grantmaking, advocacy, training and technical assistance is designed to assist and/or facilitate Native communities and organizations in conceptualizing and implementing positive, culturally meaningful, self-determined futures. ABOUT AFFILIATES The primary goal of the SGF Affiliate Program is to administer grant funding to emerging community projects and to build the capacity of each supported Affiliate Project so that they can operate as an independent organization. Through the application process, SGF identifies the needs of the project and brings the project “in-house” – within the circle of the projects we work with throughout Native America. Through our Affiliate Program, SGF provides administrative oversight, program development support, advocacy and fiscal management. Affiliates and SGF are bound together by a Memorandum of Agreement (MOA), which is renewed each year. SGF provides training and support services that will help the Affiliate get organized and build internal capacity. An Affiliate Coordinator is assigned to each Affiliate to facilitate operations, transactions and reporting requirements, and to identify technical assistance needs. The Fiscal Office works with the Affiliate Coordinator to respond to requests for funds and to assure compliance with financial requirements. Training sessions, peer learning, and networking opportunities designed for Affiliates are available on a regular basis. Through the Affiliate Program, SGF can assist with smoother operations for community based projects. The affiliate relationship and ongoing technical assistance can help alleviate the stress, confusion and organizational burdens that projects may endure to succeed and accomplish their goals. The staff will help you develop the skills to manage these responsibilities and become familiar with the tasks that enable the Affiliate to operate independently and successfully. CHARACTERISTICS OF AN AFFILIATE Seventh Generation Fund supports Indigenous-initiated and Indigenous-led community-based organizations. An eligible organization for consideration as an Affiliate is defined as one that meets the following threshold criteria. Is a Native American / Indigenous Peoples’ initiative or project that accomplishes its work within the community it serves (reservation, reserve, rancheria, rural, urban, etc); Is Indigenous / Native led – at a minimum 80% of its board of directors / leadership (policy and decision-makers) are Indigenous Peoples; Has a majority Indigenous/Native American individuals on staff who are engaged at all levels of the organization / project, not solely as administrative or support staff, Does not currently have its own non-profit 501(c) (3) tax exempt status.

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SGF is founded on Indigenous Peoples inherent power. Our organization believes that Native Peoples know the challenges they face in their own communities and, given the capacity and knowledge to access the appropriate resources, communities can and will develop culturally and ecologically harmonious remedies to those challenges.

An Affiliate Project: 1. Emerges from within a Native community. Its purpose, design and implementation

strategy originates from the Indigenous Peoples it serves. 2. Engenders leadership authority and decision-making activities that are vested directly in

the people in whose community the project is centered and who are impacted by the initiative. 3. Promotes and enhances the Native language, culture, traditions, values and lifeways of

the community constituents. 4. Demonstrates the intent to become self-reliant and a commitment to the development

of training and technical assistance strategies to increase the group’s capacity for selfreliance. 5. Shows a capacity and willingness to carry out its mission in a manner that impacts the

largest number of people and broadest segments of their society. 6. Strives to incorporate internal capacity building processes within its structure and

planning in order to increase the number of skilled people within the community. 7. Honors and upholds equity. Does not promote or perpetuate racism, sexism, oppression nor exploitation of other humans nor of the Natural World.

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HOW TO BECOME AN AFFILIATE In order to become an Affiliate Project, an Indigenous community-based project first completes these steps: 1 2 3

Meet the Characteristics of Affiliates (See page 5) Complete the Affiliate Application Cover Sheet (Appendix A) Submit a brief narrative (1-2 pages) that includes: Mission Statement Organizational Goals and Objectives Staff, office personnel, volunteers and consultants Board of Advisors or Steering Committee, including tribal affiliations 4 Provide an Annual Budget for the project for the fiscal year, July 1 – June 30, including all anticipated or actual sources of funding (Appendix C) Applications will be reviewed in June of each year. AN AFFILIATE IN GOOD STANDING AGREES TO THE FOLLOWING: A Memorandum of Agreement (MOA) with the Seventh Generation Fund for Indigenous Peoples is signed by the Affiliate project leader and SGF to establish a legal relationship. This brings the Affiliate within SGF’s 501(c)(3) non-profit status. This makes it exempt from income taxes and eligible to receive tax-deductible charitable donations. The MOA is renewed each year for July – June eligibility. The following requirements are included in each MOA signed by an Affiliate project. •

Complete quarterly narrative, donation and expense reports. (See Appendix for report forms)

Submit at least three proposals for grants to sources other than SGF each year. Send a copy of each proposal to SGF at time of submission to donor/foundation.

Forward all grant funds and donations to SGF for deposit in your Affiliate Fund.

Agree to receive and participate with training and technical assistance and attend required Affiliate trainings.

When possible, attend SGF events such as our organization wide gathering, Keeping the Homefires Burning.

Ensure that Seventh Generation Fund for Indigenous Peoples is listed on all Affiliate materials, including letterhead, publications, websites, promotions, event listings, advertisements and websites. Contact Affiliate Coordinator to include SGF logo as appropriate on publications, posters, websites, etc..

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AFFILIATE LEGAL RELATIONSHIP TO SGF The primary responsibility of the Seventh Generation Fund for Indigenous Peoples through the Affiliate Program is to manage the financial affairs of your Affiliate project. The Internal Revenue Service requires that SGF have “complete discretion and control” over the funds. The IRS requirements hold SGF legally responsible to see that the funds used by the project are allocated appropriately and to further SGF’s tax-exempt purposes. SGF is also obligated to see that your grant funds are spent as outlined in grant agreements. Once your project is an Affiliate, and SGF administers your funds: •

Use this language in your proposals submitted to funding sources. “ _______________________” is an affiliate project of the Seventh Generation Fund for Indigenous Peoples, Inc., a non-profit corporation incorporated in the State of California in July 1984.”

• •

All contracts and agreements must be reviewed and signed by SGF personnel. This includes grant agreements and any obligation for future payment. Funds must be secured in advance to contract for leases and utilities. Affiliate funds are donated to SGF on behalf of your project. Checks are made out to SGF, with your Affiliate name in the memo, and deposited in the SGF bank account. The money will be credited to your Affiliate fund. The SGF Board of Directors is the legal governing board of your Affiliate project. SGF must be acknowledged on all communications and promotional materials, electronic and in print.

FUNDRAISING REQUIREMENTS Affiliates are responsible to raise the funds they need to support their projects. Each fiscal year, Affiliates must submit three proposals and/or Letters of Intent (LOIs) to foundations other than SGF. Affiliates may be invited to submit grant proposals to SGF however affiliate status is not a guarantee of receiving grant support. As part of our dedication to sovereignty, and consistent with our organization’s commitment to support social, environmental and cultural justice, the Seventh Generation Fund for Indigenous Peoples, Inc. does not solicit nor accept federal or state government grants. Nor does our organization accept contributions from extractive or destructive industries or entities. SGF Affiliates, as part of the SGF organization, must also comply with these mandates.

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FUNDRAISING ASSISTANCE SGF can help you develop a fundraising plan and acquire the skills you need to succeed in grantwriting. In addition, we can help with proposal writing, circulating proposals to foundations, and developing materials to support your fundraising efforts. We can also provide technical assistance for online fundraising or event planning. If you are interested please contact your Affiliate Coordinator. When requesting assistance with grantwriting, Affiliates should provide SGF with the following information: • • • •

A brief description of your organization A description of your proposed project The timeframe for which you are seeking funds The amount of funding your organization needs for the proposed project

ONLINE DONATIONS Your donors can make donations to your Affiliate account on the SGF website. The donation form provides a place to attribute their donation to any SGF Affiliate. It is also possible to create an online donation form that can be embedded into your Affiliate’s own website. Contact our office to schedule a time for fundraising assistance. Please provide us with enough advance notice so we may adequately address the fundraising needs of your project. PROPOSALS TO FUNDERS AND OTHER DONORS As indicated earlier, Affiliates are required to submit at least three grant proposals per year to funders. Since your Affiliate is a project of the Seventh Generation Fund for Indigenous Peoples, Inc., funders will most likely require information about SGF and we can provide the required documents, including: * *

A copy of the Memorandum of Agreement between Affiliate and SGF SGF’s IRS nonprofit tax certification letter

Remember that SGF staff must sign all Affiliate grant agreements and MOAs. Let us know immediately if you are awarded funding! SGF may be contacted by the foundation reviewing your application and we must be knowledgeable about your proposal in order to respond to questions by the funder. Provide SGF with the following when you submit your proposal to any foundations: 1 2 3 4 5

A full copy of the proposal or Letter of Intent Support materials (pictures, newsletters) submitted with the proposal Date submitted and amount requested Contact person and address at the foundation Status of the grant: pending, committed, or a renewal

You are responsible for all Affiliate reporting requirements to outside funding sources. You are required to send copies of all reports to the SGF office.

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ADMINISTRATIVE FEE POLICY SGF charges an administrative fee for all Affiliate project income. This helps to offset our costs associated with providing technical support to your project. Administrative fees are reviewed and adjusted quarterly. The administrative fee schedule is as follows for dollars raised in any fiscal year:

$0-$3000 per year

no fee

$3001-$10,000 per year

7 percent

$10,001-$99,999 per year

10 percent

$100,000 per year or more

12 percent

Payment of this fee provides the following services for your organization: 1

Financial and Program management, including financial reports to Affiliates.

2

Fiscal accountability – oversight provided by SGF Fiscal staff.

3

A legal entity under which to operate and secure tax-deductible contributions.

4

Annual audited financial statements and tax returns prepared by independent CPAs.

5

Participation in SGF gatherings and trainings that are subsidized by SGF funders.

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FINANCIAL MATTERS RESPONSIBILITIES OF SGF AND AFFILIATES To be successful, a non-profit organization must perform programs, raise money, and maintain the support of its community / constituency. To maintain its tax-exempt status, all financial transactions need to be conducted, documented, and available for public view according to rules of the Internal Revenue Service. SGF and each Affiliate must abide by these same rules and reporting requirements. Each Affiliate project manager should know how much money is in their fund, who the donors are, and how the funds may be spent. Affiliates should have their own copies of important documents: Memorandums of Agreement, contracts, grant proposals, expense transactions. The Affiliate project manager authorizes the distribution of Affiliate funds, and SGF assures that the disbursements meet all reporting requirements. MANAGING AFFILIATE MONEY Plan ahead when you will need funds. It really does take two weeks - sometimes longer - to process a request and get a check in the mail. Checks will only be processed if there is money in the Affiliate fund and established policies and procedures are followed. Always save all your original receipts. SGF will need them. You may not get reimbursed if you don’t have original receipts. Please tape the receipts on any 8x11 paper. Note the type of expense, the event, the people, the funding source – or any other relevant information – on the paper so it is recorded properly at SGF. Keep a copy for your records. Sometimes it is impossible to get a proper receipt. SGF has a Lost Receipt Form for those occasions. They are useful when needed, but we expect them to be rarely used. HOW TO DEPOSIT MONEY IN YOUR AFFILIATE FUND Cash donations should be converted to a check or money order and mailed to SGF with a name or description of the donor(s).Your Affiliate Name should be noted in the memo section of the check. Keep in touch with the SGF office about expected donations, and note them on your quarterly reports to ensure the funds are attributed to the Affiliate account. HOW TO REQUEST MONEY FROM YOUR AFFILIATE FUND A Check Request Form is used for all payments from your account. Please specify the line item and funding source for each request. (Line items are the descriptions you use in your budgets and financial reports to summarize expenses, i.e. Supplies, Mileage, Contractors.) Checks will only be made if there is money in your Affiliate account and the expense is authorized by your grant sources or your SGF approved budget. Note that grant funds may be

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restricted to certain activities or events, or may need to be used within a specified grant period. General grants and donations are also restricted by your Affiliate MOA. SGF staff can help you if you don’t know how to answer the questions on the Check Request Form. Remember to keep copies of all the documents you send to SGF – receipts, check requests, reports, etc. You will need them for your own records, to prepare reports, and as a backup if they are lost in the mail. DIRECT PAY: When SGF pays the bill for you. Upon your request, SGF will make a payment directly to your vendor. For us to provide this service, you must submit the original invoice or order form. Indicate whether the goods or services have been received, or when they will be received. Attach a Check Request Form; this is your authorization for SGF to pay the bill. It is good policy to pay some vendors by check, such as landlords, contracts, and big-ticket items such as equipment. ADVANCE: When you need money for expenses you have not yet incurred. SGF agrees to provide an advance to Affiliate projects when the Affiliate has a current fund balance or an incoming grant. The Affiliate must also be in current compliance with all reporting requirements (Quarterly Reports, Grant Reports, Expense Reports for previous advances, etc.) Submit a Check Request Form. Indicate what specific expenses the advance will be used for. SGF will need to have an IRS Form W9 on file for any person receiving an advance check. When the money has been spent, tape the original receipts on 8 1/2”x11” paper. Complete an Expense Report with information describing the attached receipts. The report should account for the entire amount of money advanced, including any additional amount owed to you for reimbursement, or it should indicate the amount that is due to be returned to SGF. The receipts and Expense Report are due within 30 days of the advance. If you need an advance for travel, submit a Travel Request Form instead of a Check Request Form. It provides a section to request advanced funds. REIMBURSEMENT: When you have paid for Affiliate expenses and want to be reimbursed. Submit a check request form. Tape the original receipts on 8 1/2”x11” paper. Complete an Expense Report with information describing the attached receipts. SGF will not pay Affiliate expenses without authorization of the Affiliate project director. You will only be reimbursed for allowable/funded expenses. You will be reimbursed within 30 days of your submitted request.

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PAYMENTS TO INDIVIDUALS * When you disburse money to individuals that have provided a service to your Affiliate project, you must have invoices, contracts or receipts to document the transaction. If they have a regular business, they can give you a bill for services rendered. If you have to create something to document the transaction, SGF provides the forms and instructions you need. Remember that SGF staff must sign any legal documents, including contracts with independent contractors, for Affiliate projects. * When it is necessary for you to distribute cash, you must have the person who receives the cash sign a Payment Receipt with their address and phone number. This is your proof that the individual received the cash. The individual receiving the cash must provide you with receipts or other documentation on how the cash was used. * If the individual is being reimbursed for mileage or travel expenses, it must be documented with a mileage log, gas receipts, hotel and/or meal invoices. Mileage is reimbursed at the annual federal rate. Note that you can be reimbursed for mileage OR gas receipts, however not for both. You can use an online map to document mileage reimbursements, but we prefer a log with beginning and ending mileage. * An Independent Contractor is someone who is being paid to provide a service to an Affiliate Project, but is not an employee. Contractors are personally responsible for the payment of any federal, state, or local taxes that are due on earnings, and SGF is responsible to report their income to the Internal Revenue Service. If an individual is going to be paid $600 or more, a Form W9 is required. This is required whether the individual is paid by cash or check. Affiliates must have the W9 filled out and signed by the recipient before payment is made. SGF staff will prepare 1099MISC Forms and submit them at the end of each calendar year for all contractors that receive $600 or more in that year. * Example: Suppose you want to give someone $2,000 to buy and serve food at an organizational event. You will obtain a W9 ahead of time. If that person turns in grocery receipts for $1,400.01 and the cook was paid $599.99, then the income will not be reported to the IRS. If receipts are not turned in, the whole $2,000 advance payment will be reported as income.

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PAY SALES TAX When a charitable organization is determined to be “exempt” that means it is exempt from income taxes, but not from sales taxes. Always pay sales tax when you purchase an item or stay in a hotel room. Some vendors will offer you a “discount” for the sales tax, but the invoice must show sales tax paid. If the item is not taxed when you purchase it, notify SGF staff, and a “use tax” will be paid. HOW TO MAKE TRAVEL ARRANGEMENTS • • •

• • •

Verify the total amount of funding in your Affiliate account. Investigate travel costs using the Internet, phone, carpool driver, travel agent, etc. Send in a Travel Request Form for each traveler, with proposed travel details. Attach cost estimates or quotes. Flight costs can change quickly – so be prepared to pay for them very soon after finding the flights that meet your needs. If you need an advance to finalize your travel arrangements, your Travel Request Form includes a space to request the funds. If you pay for the travel costs, submit receipts for reimbursement with a Check Request Form. Finalize your travel. Print out confirmations and send a copy to your Affiliate Coordinator at SGF. Remember to save all receipts as appropriate.

Please allow yourself ample time to complete your travel cost research and finalization. If you should need further assistance when making travel arrangements, please call our office to schedule an appointment with your Affiliate Coordinator. LIST OF ITEMS NOT APPROVED BY SGF PROGRAM OFFICE Regarding tobacco products. We understand that many Native peoples use tobacco products as prayer offerings or as an honorarium services from elders or cultural leaders. However, due to health and liability concerns, SGF will not reimburse the purchase of tobacco products. Alcoholic beverages may not be purchased at any time with SGF or Affiliate Project funds. Personal hygiene items such as toothpaste, deodorant, shampoo, or clothing are not allowable expenses. Vehicle purchases and vehicle expenses such as tires, auto parts, oil changes, insurance (except for rental cars) are not permitted.

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INSURANCE General liability insurance is provided by Seventh Generation Fund. We offer this through our Affiliate Program because your project is one of SGF’s program activities. For example, SGF can secure proof of insurance to cover a specific event. If additional insurance will be required for activities or facilities for your project, SGF will help you to make arrangements. Affiliate funds will be used to pay for additional insurance needs. AFFILIATE BANK ACCOUNT A joint bank account may be established if your Affiliate project has enough financial activity to warrant it and your project has satisfactory internal capacity to manage it. Discuss this option with your Affiliate Coordinator if you think a bank account will be needed. Note that it may take about three months to complete the process. PAYROLL SERVICES Payroll services are available for Affiliate projects that have secured adequate general support funds. Medical, dental and life insurance benefits equivalent to those of SGF staff can also be made available. Discuss this option with your Affiliate Coordinator to discuss whether your project is stable enough financially and ready to take this step in your organization’s development. PROVISIONAL/INACTIVE STATUS Occasionally, Affiliates need to take time off from running the project. Sometimes, an Affiliate project only needs a fiscal sponsor for a short time, during a particular time of year, or for a specific activity. Under certain circumstances (i.e. funding, seasonal projects, personal leave, etc.) it may be difficult to continue working on your project’s goals. In this instance, the Provisional or Inactive category applies, as follows: A Provisional/Inactive Affiliate has: • Suspended program activities for a period of time; • Not been actively fundraising or spending money; • Ceased providing services or sponsoring project-specific activities; • Stopped reporting regularly;

OR •

Not been in communication with SGF for at least six months.

Provisional Affiliate Status limits financial transactions that can be made by your Affiliate project. If your Affiliate project has funds when it becomes Provisional/Inactive, those funds will be managed according to grant or donation guidelines. Under our legal agreement, SGF may redistribute grant funds to other projects if required to honor Grant Agreements depending on the nature and/or duration of the provisional status.

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Provisional Affiliate projects are relieved of most reporting responsibilities during the time of its provisional status. Your Affiliate project is still listed as an activity of the Seventh Generation Fund for Indigenous Peoples. Provisional Affiliates are invited to participate in many SGF events. Seventh Generation Fund will notify you if your Affiliate Status is Provisional. You may request that your Affiliate be considered Provisional/Inactive by contacting your Affiliate Coordinator. Provisional Affiliates may ask to reactivate your Affiliate project by submitting an Affiliate Renewal Application.

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GRIEVANCE PROCEDURES FOR AFFILATES Any staff or volunteer of an Affiliate Project who has a complaint has the right to file a grievance according to the procedures outlined in this policy. No staff or volunteer will be discriminated against, harassed, intimidated, or suffer any reprisal as a result of filing a grievance or participating in the investigation of a grievance. If staff feels that he or she is being subjected to any of the above, they have the right to appeal directly to the Executive Director of the Seventh Generation Fund. Affiliate staff or volunteers should attempt to resolve the problem informally with their supervisor as soon as possible. If a solution cannot be reached, the staff or volunteer or representative may present a written grievance. All complaints will be handled in a timely manner. As a goal, SGF attempts to resolve a complaint within 30 working days from the time of initiation. Grievance Report Format: Date:

_________________________________

Name:

_________________________________

Title/Position:

_________________________________

Phone number: _________________________________ Address:

_________________________________ _________________________________

Supervisor:

_________________________________

Description of the problem:

I first reported this problem on (date): _____ Steps I have taken to resolve the problem:

______________________________________ Signature

______________________________________ Executive Director

_______________________________ Date

_______________________________ Date

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AFFILIATE REPORTING REQUIREMENTS The policies and procedures outlined in the Affiliate Handbook define the roles and responsibilities that SGF shares with Affiliates as defined in the Memorandum of Agreement. The documents we require from you to receive and dispense funds for your Affiliate activities are the same documents we are required to use when reporting to funding and tax agencies. Reports serve to keep us up-to-date and accurate on your Affiliate activities and financial records. They are very important and are necessary for maintaining continued grant support. Mail reports and receipts to: Seventh Generation Fund for Indigenous Peoples, Inc. Attn: Affiliate Coordinator PO Box 4569 Arcata, CA 95518-4569 USA Keep copies of all reports and documents for your Affiliate records and in case information is misplaced in the mail. You may email reports to the Affiliate Coordinator, but original receipts must still be mailed to the SGF office. 1. Each year, you will prepare an Affiliate Renewal Application, a Narrative Report, and a Budget for the fiscal year ahead. Due on June 1 2. Each quarter you will prepare a Narrative Report, Donation Report and Expense Report a. Due on October 15 for July – September b. Due on January 15 for October – December c. Due on April 15 for January – March d. Due on July 15 for April – June 3. At the end of each fiscal year, you will prepare a Budget to Actual Report Due on July 15 The SGF Fiscal Office will report to Affiliate project managers quarterly.

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HOW TO PREPARE AFFILIATE RENEWAL REQUEST The Affiliate Renewal Request requires the same information as your original application. Please reaffirm your Mission Statement - and tell us if it changed in the last year. Revise your Goals and Objectives for the year ahead. Update your organization’s addresses, staff and board, and prepare a budget for the fiscal year (July to June). Affiliate Renewal Request Process: 1. Affiliate Application Cover Sheet 2. Brief Narrative (1-2 pages) Including: a. Mission Statement b. Organizational Goals/Project Objectives 3. List of staff and key volunteers 4. Board of Advisors, including their organizational/tribal affiliation 5. Annual Project Budget for the Fiscal Year July 1 – June 30 Quarterly and financial reports must be complete before a renewal application will be reviewed. Completed Affiliate Renewal Applications must be received on June 1 every fiscal year. Once a decision is made, your project will be notified by phone and mail. Upon acceptance into the Seventh Generation Fund Affiliate Program you will receive an Affiliate Packet including: • • • •

Acknowledgement Letter Memorandum of Agreement (MOA) Affiliate Handbook W9 Form to be completed by your Project Coordinator

Some of these materials will need to be filled out and returned to our office before June 30th! • • •

The Acknowledgement Letter Original signed and dated MOA W9 Form

SGF may be unable to conduct financial transactions on behalf of your Affiliate until the signed documents have been received. HOW TO PREPARE ANNUAL BUDGET Annual budgets are a reflection of your plans and dreams for the year ahead, and they help us know how to support your work. SGF requires Affiliates to prepare an Annual Budget when first applying to be an Affiliate and when applying for Affiliate Renewal. You will provide a Budget-toActual Report at the end of each year. You may choose to use the Budget Form provided in the appendix of this handbook, or your own format. The line items you choose to summarize your expected revenues and expenses should reflect your Affiliate project’s key activities. Think of it as a picture of what you do, in

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dollars. The categories on your budget are called line items. You will use the same line items in your reports as you use in your budget. The revenue portion of your budget describes the income you are expecting and provides a road map for your fundraising plans. Events or other fundraising campaigns can be listed in summary. Be as specific as you can about the grants you expect to apply for or receive in the coming year. If your plans or activities change during the year, inform your Affiliate Coordinator. A Budget Report Form is provided in the Appendix to help you prepare a budget. You may use your own format if you prefer. HOW TO PREPARE AFFILIATE QUARTERLY NARRATIVE REPORT FORM Please fill in the blanks of the form and indicate which quarter you are reporting. You don’t need to answer every question every quarter, but we really are interested in the struggles and successes you experience in the course of your work. If there has been no activity in the quarter, please submit a report stating “No activity.” HOW TO PREPARE DONATION REPORT The donation report form helps keep track of donations our Affiliates have received. This form provides a record of the donations collected during a specific quarter of the fiscal year, an event, or another time-frame or activity of your project. In filling out this report form, please be sure to answer each applicable field. Capturing the donor name, address, and amount is essential for providing acknowledgement letters for taxdeductible donations. An in-kind gift is described as a good or service given by the donor and is distinguishable from gifts of cash and stock that are of value to a nonprofit organization. The in-kind value is generally a cash-assigned value given by the donor. Not all in-kind gifts are tax-deductible; this usually applies when the donor has provided a service. Providing a description of the donation may be helpful if it is for a specific project or to describe the in-kind gift. Upon receiving the report form SGF will compare our records to confirm that we’ve received the contributions identified, and credited them to your Affiliate fund. HOW TO PREPARE EXPENSE REPORT Expense reports are prepared to document the use of advanced funds, to request reimbursement, and to report on an event. Quarterly expense reports summarize the total expenses for the reporting period. The form can be found on Appendix E. For advances, reimbursements, and events, you will itemize each expense with the date, name, and amount of the expense. Include a description of the expense - who, what or why the expense was incurred. Under Donor Source, let us know if you are using funds from a specific

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grant, or your Affiliate’s general operating funds. Indicate which Budget Line Item you want to use. Corresponding invoices and receipts should be taped to full-size sheets of paper and attached to the expense report. For a quarterly report, you will record all the expenses paid by your Affiliate in the quarter. Gather your receipts and the check requests that you sent to SGF, and list them on the form. If you have prepared an event, advance or reimbursement expense report during the quarter, you can summarize the expenses from that event in one line, and refer to the report that you submitted. DESCRIPTION OF HOW TO PREPARE ANNUAL NARRATIVE REPORT In the last quarter of the year, you will prepare an Annual Affiliate Report to summarize the activities, events and accomplishments of the year. We encourage you to use this report to reflect on your organization’s progress and consider the next steps. The information in this report can be used in your promotional materials and grant proposals, so the time and thought you put into this effort can benefit your project again and again. Your Affiliate Coordinator will review your narrative report to evaluate the support services you need. DESCRIPTION OF HOW TO PREPARE BUDGET TO ACTUAL REPORT You may choose to use the Budget to Actual Report form provided in the appendix of this handbook, or your own format. Start with the Budget you submitted at the beginning of the year, using the same Line Items in the same order. Add Line Items for income or activities that you didn’t account for in your budget.

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COMPLIANCE REFERENCE SHEET Application/Renewal (due June 1) Affiliate Application Cover Sheet

--------------------------------------

Narrative (1-2 pages)

--------------------------------------

Annual Budget July 1 – June 30

--------------------------------------

st

1 Quarter Report July – Sept (due Oct 15) -------------------------------------Narrative

--------------------------------------

Expense Report

--------------------------------------

Donation Report

--------------------------------------

2nd Quarter Report Oct – Dec (due Jan 15) -------------------------------------Narrative

--------------------------------------

Expense Report

--------------------------------------

Donation Report

--------------------------------------

3rd Quarter Report Jan – Mar (due Apr 15) -------------------------------------Narrative

--------------------------------------

Expense Report

--------------------------------------

Donation Report

--------------------------------------

4th Quarter Report Apr - June (due July 15) -------------------------------------Budget to Actual Report

--------------------------------------

Proposal 1 Submitted to:

--------------------------------------

Proposal 2 Submitted to

--------------------------------------

Proposal 3 Submitted to

--------------------------------------

GLOSSARY 501(c)(3)

A 501(c)(3) organization, also known colloquially as either a 501(c)(3) or a non-profit, is a U.S. tax-exempt nonprofit organization. 501(c)(3) — Refers specifically to Religious, Educational, Charitable, Scientific, Literary, Testing for Public Safety, to Foster National or International Amateur Sports Competition, or Prevention of Cruelty to Children or Animals Organizations. SGF is a 501(c)(3) for Charitable purposes.

Line item

The description you use in budgets and financial reports to summarize revenues or expenses by type. For example: Donations, Grants, Supplies, Mileage.

W9 Form

Form W-9 is the Internal Revenue Service (IRS) form used to request a taxpayer identification number (social security number or employer identification number). By submitting a W-9, you are certifying that the tax id number you are providing is correct and accurate. 22


SEVENTH GENERATION FUND FOR INDIGENOUS PEOPLES, INC.

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APPENDIX/FORMS FOR YOUR USE AFFILIATE APPLICATION ...................................................................................... A QUARTERLY NARRATIVE REPORT ....................................................................... B BUDGET REPORT ................................................................................................. C DONATION REPORT ............................................................................................. D EXPENSE REPORT ............................................................................................... E BUDGET TO ACTUAL REPORT.............................................................................. F CHECK REQUEST FORM ...................................................................................... G TRAVEL REQUEST FORM ..................................................................................... H PAYMENT RECEIPT AND MILEAGE LOG ................................................................ I LOST RECEIPT FORM ............................................................................................ J CONTRACT FORM ................................................................................................ K FORM W9 ...............................................................................................................L

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SEVENTH GENERATION FUND FOR INDIGENOUS PEOPLES, INC.

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AFFILIATE APPLICATION FORM Please check one of the following: [ ] New Application

Date:

________________________

[ ] Renewal Application Organization Name:

Primary Address:

___________________________________________________________ This will be your official Affiliate Name __________________________________________________________ __________________________________________________________ This is where all your documents will be mailed

Website: ________________________________________________ Main Contact

Secondary Contact

Name:

______________________________

Name:

______________________________

Phone:

______________________________

Phone:

______________________________

Email:

______________________________

Email:

______________________________

Fax:

______________________________

Fax:

______________________________

Please provide the following: Brief Narrative (1-2 pages) describing your project’s history and activities. Mission Statement Organizational Goals/Project Objectives List staff, volunteers, consultants involved with the project List members of the Board of Advisors, including organizational and tribal affiliations Annual Project Budget for current fiscal year (July 1 – June 30) List of anticipated and/or committed grants and donations After we have received and reviewed your application, we will notify the Primary Contact regarding the status of your Affiliate request.

Please send to:

Seventh Generation Fund for Indigenous Peoples, Inc. Attn: Affiliate Coordinator PO Box 4569 Arcata CA 95521 24


SEVENTH GENERATION FUND FOR INDIGENOUS PEOPLES, INC.

AFFILIATE HANDBOOK 2013/2014

AFFILIATE QUARTERLY NARRATIVE REPORT FORM

Report Quarter

Date:

________________________

Affiliate Name

________________________

Prepared by

________________________

Contact Phone/email:

________________________

________ July – September ________ October – December ________ January – March ________ ANNUAL (July to June)

1. Describe objectives for the reporting period:

2. What activities did the project engage in to accomplish objectives?

3. Were there any major achievements for this reporting period?

4. What are the planned activities for the next reporting period?

5. Does your project need technical assistance?

6. (ANNUAL REPORT ONLY) What are your goals for the upcoming year?

7. (ANNUAL REPORT ONLY) Are you interested in renewing your project’s Affiliate status?

Please send to:

Seventh Generation Fund for Indigenous Peoples, Inc. Attn: Affiliate Coordinator PO Box 4569 Arcata CA 95518-4569

25


Total Revenue

Revenues Donor

Notes

Arcata, CA 95518

P.O. Box 4569

Affiliate: Date:

-

Total Revenue $ Less Total Expense $ Expected Balance at Year End $

Beginning Balance

Amount

Total Expense

Expenses Line Item Notes

Annual Budget for __________________ to ____________________ (Dates) Amount

Project Budget for _____________________________________ (Project Name and Dates)

Budget Report Form

Seventh Generation Fund for Indigenous Peoples, Inc.

SEVENTH GENERATION FUND FOR INDIGENOUS PEOPLES, INC. AFFILIATE HANDBOOK 2013/2014

26


Donor Name

Address

Donation Report Qtr 4 (April - June)

Total In-kind Value:

Total Monetary:

Amount

In-Kind Value Description

Other ____________________

Donation Report Qtr 2 (October - December)

Donation Report Qtr 3 (January - March)

Event Donation Report

Donation Report Form

Affiliate: Date:

Donation Report Qtr 1 (July - September)

P.O. Box 4569 Arcata, CA 95518

Seventh Generation Fund for Indigenous Peoples, Inc. Seventh Generation Fund

SEVENTH GENERATION FUND FOR INDIGENOUS PEOPLES, INC. AFFILIATE HANDBOOK 2013/2014

27


Paid to

Total Expense

Date

$

-

Amount Description

Expense Report Qtr 4 (April - June)

28

Amount Due

-

Line Item from Budget

Total Expense $

Amount Advanced

Donor Source

and mail to address: _____________________________________

Please pay $_______ to the order of ________________________

Reimbursement Request Report

paid to _________________________________________

Advanced Funds Report and Receipts for Check # _________

Expense Report Qtr 2 (October - December)

Expense Report Qtr 3 (January - March)

Event Expense Report

Expense Report Form

Affiliate: Date:

Expense Report Qtr 1 (July - September)

Arcata, CA 95518

P.O. Box 4569

Seventh Generation Fund for Indigenous Peoples, Inc.

SEVENTH GENERATION FUND FOR INDIGENOUS PEOPLES, INC. AFFILIATE HANDBOOK 2013/2014


Total Revenue

Revenues Line Item

Budget

Arcata, CA 95518

P.O. Box 4569

Affiliate: Date:

-

Total Revenue $ Less Total Expense $ Expected Balance at Year End $

Beginning Balance

Actual

Total Expense

Expenses Line Item Budget

Actual

Annual Budget to Actual for __________________ to ____________________ (Dates)

Project Budget to Actual for ______________________________ (Project Name and Dates)

Budget to Actual Report Form

Seventh Generation Fund for Indigenous Peoples, Inc.

SEVENTH GENERATION FUND FOR INDIGENOUS PEOPLES, INC. AFFILIATE HANDBOOK 2013/2014

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SEVENTH GENERATION FUND FOR INDIGENOUS PEOPLES, INC.

Seventh Generation Fund for Indian Development Inc. PO Box 4569 Arcata CA 95518 (707) 825-7640 Fax (707) 825-7639

AFFILIATE HANDBOOK 2013/2014

Check Request Form _____ Direct Pay _____ Advance _____ Reimbursement

Request Date: ________________ By Whom: ____________________ Amount: _______________ Affiliate and Project: ______________________

Donor/Source of Funds: ______________________

Check purpose: ______________________________________________________________________ ___________________________________________________________________________________ Make out check to: _________________________________________________ Address:

_________________________________________________ _________________________________________________

OR: Alternate Delivery _________________________________________________ Approved by: ____________________________________

Date: ____________________________

SGF Fiscal Use: Vendor ID:

_____________________________ Check Date:

________________ Check Number:

Seventh Generation Fund for Indian Development Inc. PO Box 4569 Arcata CA 95518 (707) 825-7640 Fax (707) 825-7639

__________________

Check Request Form _____ Direct Pay _____ Advance _____ Reimbursement

Request Date: ________________ By Whom: ____________________ Amount: _______________ Affiliate and Project: ______________________

Donor/Source of Funds: ______________________

Check purpose: ______________________________________________________________________ ___________________________________________________________________________________ Make out check to: _________________________________________________ Address:

_________________________________________________ _________________________________________________

OR: Alternate Delivery _________________________________________________ Approved by: ____________________________________

Date: ____________________________

SGF Fiscal Use: Vendor ID:

_____________________________ Check Date:

________________ Check Number:

__________________

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SEVENTH GENERATION FUND FOR INDIGENOUS PEOPLES, INC.

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Seventh Generation Fund for Indigenous Peoples Travel Advance Request/Travel Expense Claim

Pre-Travel Plan - Approval (Fill out and submit to Affiliate Coordinator BEFORE travel.) Traveler Travel Dates Requested by Date Affiliate Funding Source Purpose of Travel (meeting name, program activity, funding source)

Travel details (How will you get there, where will you stay)

Advance Request Mileage estimage (attach map) Ground Transportation Tips Travel Meals Other (describe) Total Advance Request Approval Signature

Date

Notes Post-Travel Expense Report (Fill out AFTER your travel and submit with receipts.) Please attach receipts taped on recycled paper. The description above will be used to allocate funds for these expenses, but it is helpful if you note the programs, people and activities related to specific invoices. Request an invoice when you check out of your hotel room, or when you return a rental car. Submit those invoices with this report even if you did not pay for it.

Item Mileage (attach log)

Totals

Total Expense

Reimbursement Request

Advance Request

+ + + + + + +

+ + + + + + +

= = = = = = =

+

+

=

+ +

+ +

= =

Total Paid (SGF use only)

Total Expense Less advanced amount SGF owes Affiliate (Affiliate owes SGF) 31


Meeting services (food, etc. - under $500.00)

Expense reimbursement (attach receipts)

__________________________________

$ ____

$ ____

$ ____ ____

__________________________

Date

___ Check here and we will send a receipt to above address.

__________________________

__________________________

__________________________

Phone

Address

Signature ______________________

Mileage reimbursement @ 56.5 cents per mile (Mileage Log must be attached)

$ ____

____________________________________

__________________

Date _______

Authorized Signature______________________

!"#$%&'$%(&)*) Beginning Odometer +,-.(#")

Ending Odometer

32

contribution.

Please note that you can be reimbursed for mileage, or for gas expenses, but not for both. If you choose not to be reimbursed, please submit this log to record your in-kind

Date of Travel

Reporting Period _______________________________________

Date _______

Participant Signature______________________

Participant Name _______________________________________

(Name and Program)

From

_________________________

Afilliate/Program _______________________________________

(Payee)

Total Miles

All participants incurring grant-funded mileage must complete this form. Mileage for short trips may be combined, while round trips of over 50 miles should be listed separately.

MILEAGE LOG

Received $ __________ _____________

Name

PAYMENT RECEIPT

SEVENTH GENERATION FUND FOR INDIGENOUS PEOPLES, INC. AFFILIATE HANDBOOK 2013/2014


! !

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)*'+!

F1G&*'%.+!

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"#$%!&'(')*%!&'*#+%! ! "#$%&'! (((((((((((((((((((((((((((((((((((((((((((( ! ! )*'+! ((((((((((((((((((((((((((((((((((((((((((((((( ! ! ,+&-$./0*1-!'$!((((((((((((((((((((((((((((((((((((((( ! ! 2*34/2.+-1'!2*.-! ((((((((((((((((((((((((((((((((((((( ! ! 0%.5$3+ ((((((((((((((((((((((((((((((((((((((((((((( ! ! (((((((((((((((((((((((((((((((((((((((((((((((((((( ! ! 6+7+15'!-+'*183!9*3!#%74!-+'*18!*3!&++-+-:!1;+;!<)1&&+.!=$.!>:!?!! *&-!@A!$.!<BC!2)3!*&-!D*''+.1+3!=$.!7*#+.*A!! (((((((((((((((((((((((((((((((((((((((((((((((((((( ! ! (((((((((((((((((((((((((((((((((((((((((((((((((((( ! ! (((((((((((((((((((((((((((((((((((((((((((((((((((( ! ! (((((((((((((((((((((((((((((((((((((((((((((((((((( ! ! 0%.74*3+-!D?E! ! (((((((((((((((((((((((((((((((((((((((((((((((((((( !

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SEVENTH GENERATION FUND FOR INDIGENOUS PEOPLES, INC. AFFILIATE HANDBOOK 2013/2014

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SEVENTH GENERATION FUND FOR INDIGENOUS PEOPLES, INC.

AFFILIATE HANDBOOK 2013/2014

INDEPENDENT CONTRACTOR AGREEMENT TO:

Seventh Generation Fund P. O. Box 4569 Arcata, CA 95518 (707) 825-7640 (707) 825-7639

FROM: _____________________________ Project Administrator

_____________________________ Name of Project

_____________________________ Address

_____________________________ City, State, Zip Code __________________________________ Area Code Phone Number

This is to request payment for services rendered to the Seventh Generation Fund or Affiliate. Independent Contractor Name: ____________________________________________________ Number of days/hours: __________________________________________________________ Dates: ________________________________________________________________________ Rate per day/hour: ______________________________________________________________ Total request: __________________________________________________________________ Project name (if applicable): ______________________________________________________ Duties Performed: ______________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________

_____________________________________________ Signature

Date

_____________________________________________ Social Security Number

_____________________________________________ Address

_____________________________________________ _____________________________________________ Phone #_______________________________________________

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Affiliate hb '13 (last draft w forms)