Grants to non-qualified donees (NQDs) require some additional processing than those to qualified donees. These additional steps ensure that the grant meets the guidance of the Canada Revenue Agency’s guidance for registered charities making grants to non-qualified donees. This process was designed to ensure compliance to this guidance and to mitigate risk for both MakeWay and the grantee.

Proposal Form

The first step is for you OR the grantee to complete the proposal form. There are two different forms: one for grantees to fill out OR on for the grant coordinator to fill out if you/the grantee prefer to apply orally.

Compliance Review

Once the proposal form is complete, the next step is for the grant coordinator to start filling out the Screening Form - Risk Assessment. Then, send links to both forms to compliance reviewers Jade Wallace ([email protected]), who will review the proposal for risk, compliance with CRA guidelines, and fit with the charitable objects of MakeWay. Please allow 1-2 days for compliance review. If the compliance reviewer has any questions or concerns, they will contact you.

1. Once you have received the green light from the compliance reviewer, navigate to the Grants tab in Salesforce.
2. Click on New. 

3. The New Grant pop-up window will open. Where asked to “Select a record type,” choose NQD - Pilot.

4. Click Next.

5. A new pop-up window will open titled New Grant: NQD - Pilot. Fill in the following fields (assume they are required unless marked optional)  details follow the image:

1. Grant Amount: Type the grant amount in this numeric field – numbers only; a $ sign and commas will be added by the system. (The system will state that the amount is in US$ - ignore this, as all amounts will default to CAD$.)
2. Grant Name: Use the following general naming protocol for consistency (which makes searching easier): NQD [Fund# (may be more than one) making the grant] [Project Name] [$ amount] [mon YEAR]. Example: NQD P174-01 Indigeous Watershed Stewards $100,000 Sept 2024
3. Recognition Name: This field will be merged into the Grant Agreement letter. This is usually the Program Name, but could also be a specific Fund. Example: Equitable Sector Fund - Pacific
4. Single Source Fund: Use this field only if the grant is coming from a single fund. Type in the number of the MakeWay Charitable Society Child Fund (PXXX-XX) being used – this will populate this field with the whole Fund name. If the Grant is being paid by two different funds, leave this blank and enter the Fund numbers when creating a Distribution/Withdrawal.
5. Agreement Type: All NQD Grants – no matter the amount - must be signed by the grantee before payment, so be sure this is Signature Required Before Payment.
6. Summary: Whatever is in this field will be merged into the Grant Agreement letter as the purpose of the grant. Do not begin with a capital letter and do not end with a period. The summary should already be on the compliance review documentation.
7. Primary Fund Advisor: Enter the name Natalie Cushing, who is the first approver on all NQD grants.
8. Grant Coordinator: Your name here!
9. Recipient Organization: Use this to look up the grantee organization name. NOTE: If the recipient organization does not have an Account in Salesforce, you will need to create it.
10. Primary Contact: This is the person to whom the grant agreement letter will be addressed. Click the field and enter the name of the primary contact. If they are not in Salesforce, they must be added as an affiliated Contact of the grantee organization or fund. As the grant agreement needs to be signed by grantee, this should generally be a director, CEO, or officer of the organization.
11. Project Contact (optional): This is a person in the grantee organization who should be CCed when the grant agreement letter is sent.
12. Next Report Date: All NQD grants MUST have one or more reports. Multi-year grants must have annual (at minimum) interim reports upon which further payment depend. All NQD grants must have a final report.
13. Location where work takes place: This will pull up a drop-down list of all provinces & territories, plus an option for cross-regional projects.
14. Urban/Rural location: This will pull up a drop-down list of urban, rural, both or unknown.

6. Evaluation Indicators: Scroll down the New Grant Invited window to the Evaluation Indicators section. 

15. Grant Purpose: NQD grants cannot be made for general support - all must be Project Support.
16. Priority Area: Select at least one and to up to three Priority Areas.

7. Click Save.
8. Go to the Grant Object you just created. Scroll down the screen to the Box section and create a Box folder for this Grant Object if one has not already been created. Don’t worry about what to name it – the system does that automatically. In that folder, file any or all the following:

• Grant Proposal
• Compliance Review/Risk Assessment
• Any other relevant documents (e.g., budget spreadsheet etc.)

If your Grant is being paid all in one payment, go to Single Distribution.

If your Grant is being paid in multiple payments, go to Multiple Distributions. 

Be sure to also create a Grant Report - go to Creating a Grant Report Object.