Sample Financial Procedures Manual Template Page 12
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131. The _______________ (staff position) will maintain a personnel file for each employee,
containing appropriate documents, such as the signed compensation agreement,
approval of changes in compensation, an I-9 immigration form, and withholding forms for
taxes, benefits, deferred compensation, and charitable contributions.
H. FISCAL AGENT STATUS
1. The _____________ (organization) executive committee must authorize all fiscal
sponsorship arrangements, which are then approved by the board.
2. All fiscal sponsorship arrangements will begin with a written agreement, stating the terms
of the relationship and the purpose for the use of funds.
3. Fiscal sponsorships will be limited to projects for which the _____________
(organization’s) executive committee determines that the project is charitable and
consistent with the _____________ (organization’s) mission of strengthening the nonprofit
sector, and that no real or perceived conflicts of interest exist with board or executive
committee members.
4. The _____________ (organization) will negotiate with the sponsored project a rate for
indirect or direct costs to cover the _____________ (organization’s) expenses of
administering the temporarily restricted fund.
5. Sponsored projects will be required to submit full and complete quarterly and year end
reports to the _____________ (organization) by the end of the _____________
(organization’s)fiscal year, (date)_____________,: and must include:
• detailed expenses using budget categories for original grant;
• program accomplishments and activities;
• lobbying expenditures; and
• amount of remaining funds.
6. Any changes in the purpose for which grant funds are spent must be approved in writing
by the _____________ (organization) before implementation. The _____________
(organization) retains the right, if sponsored project’s breaches the fiscal sponsorship
agreement, or if a sponsored project jeopardizes the _____________ (organization) legal
or tax status, to withhold, withdraw, or demand immediate return of grant funds.
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