1. 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 Invited.
4. Click Next.

5. A new pop-up window will open titled New Grant: Invited. 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$.)
2. Grant Name: Use the following general naming protocol for consistency (which makes searching easier): [Fund# (may be more than one) making the grant] [Project Name] [$ amount] [mon YEAR]. Example: R001-06 Bison Hunt Camp $20,000 May 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 project within a program. 
4. Single Source Fund: Use this field only if the grant is coming from a single fund. Type in the number of the Child Fund (RXXX-XX or 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/Withdrawals.
5. Agreement Type: This field defaults to “Signature Not Required.” Most grants do not require a signature, but some may, so verify the information here: 

• Use Signature Not Required if the grant (a) is less than $100,000 AND (b) does NOT need a report.
• Use Signature Requested if the grant (a) is less than $100,000 AND (b) has a report due. This grant is to be signed by the grantee, but the Distribution is Released prior to receiving the signed agreement.
• Use Signature Required Before Payment if the grant is $100,000 or more. This grant agreement must be signed by the grantee before the Distribution is Released.

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. This wording must be compliant with CRA charitable purposes and will be reviewed by the Governance & Compliance team.  

• If the grant is for general support, enter “for general support”
• If the grant has a project purpose start with “to support ….”. Avoid acronyms, and keep it simple – often, the name of the project will suffice. Example: to support youth participation in the Bison Hunt Camp program

7. Primary Fund Advisor: The name of your Team Lead.
8. Grant Coordinator: Your name here!
9. Recipient Fund: Leave blank unless you are making an inter-company grant (from the Foundation to the Society) or intra-company grant (from one Foundation Fund to another Foundation Fund or from one Society Fund to another Society Fund). Type in the number of the Child Fund being used – this will populate this field with the whole Fund name.
10. Recipient Organization: Use this to look up the grantee organization name. Leave blank for inter-company or intra-company grants.
11. 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. If the grant agreement needs to be signed by grantee, this should generally be a director, CEO, or officer of the organization.
12. Project Contact (optional): This is a person in the grantee organization who should be CCed when the grant agreement letter is sent.
13. Location where work takes place: As of Sept. 2024, this is a required field. This will pull up a drop-down list of all provinces & territories, plus an option for cross-regional projects.
14. Urban/Rural location: As of Sept. 2024, this is a required field. 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: Select either General Support or 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/Recommendation (document or email)
• Welcome Letter
• Any other relevant document (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. 

If you are requiring that the grantee report on their work, also go to Grant Reports.