Approved by the Leadership Council on June 23, 2010

External Funding Process

Process Overview

One way for Kantara Initiative Work Groups and Discussion Groups (collectively "Groups") to fund an Activity is through contributions to Kantara by external parties. Groups should follow the steps outlined below to process External Funds through Kantara for their Activity:

Group Leadership will notify the Leadership Council and Kantara Staff with information about the possible External Funding opportunity including:
1. the name(s) of the External Funder(s), if known,
2. expected process for receiving the funds,
3. anticipated amount to be received,
4. how the funds are expected to be paid out,
5. details about the Activity for which the External Funds will be used.
Kantara Staff will work with the Board of Trustees Treasurer and Group Leadership to plan how to receive and distribute the External Funds (e.g. via bank transfer, paying invoices or executed contract, etc.).

Notes

5% of the External Funds will be collected by the Kantara Initiative as an administrative fee.
External Funders can ear-mark their contribution to a specific Group Activity by including a letter accompanying the contribution stating the Activity they are supporting.
There is no requirement for the Kantara Initiative to accept External Funds that are offered.
If the External Funds received exceed the amount paid out for the Activity, the Group Leadership, Kantara Staff, and Board of Trustees Treasurer will work with the External Funder(s) to determine how to manage the excess funds (e.g. return the unused portion or roll it into the Kantara general fund for redistribution).
If a Participant of the Group sponsoring the Activity is interested in receiving some of the External Funds, he/she must recuse him/herself from votes relating to the Activity.

External Funding FAQ

The process for handling External Funding is purposefully light-weight, and relatively devoid of approval gates. The goal is to support a variety of situations in a flexible manner while protecting the overall health of the organization, it's Groups, and Programs. Below are a set of illustrative examples that can help guide Groups through the process of receivng and distributing External Funds.

What is the first thing that a Group should do when exploring the possibility of seeking External Funding?
- Contact the Leadership Council Chair or Kantara Staff to discuss possible options.
Has this process been successfully employed for past Group Activities?
- Yes. This process has worked for Activities that have been funded entirely by External Funding, as well as in combination with funds from the Kantara Initiative general budget allocation process.
Can a Group sell tickets to an event and the fees be received by the Kantara Initiative to pay the invoices associated with the event?
- Yes. Contact Kantara Staff to see how that can be arranged.
Will the External Funder be able to "earmark" their contributions for use only by a specific activity?
- Yes. External Funders are encouraged to express interest in specific activities so Kantara knows what they would like to see funded. External Funders should work with the Group leadership and Kantara Staff to ensure the appropriate documentation exists that clarifies the specific activities the External Funder would like to support with it's contribution.
Who will be paying for the activity on behalf of the Group who brought in the External Funds?
- Invoices related to the Group activity can be paid by appropriate Kantara Staff following the fiduciary guidelines outlined by the organization.
Who can sign contracts on behalf of the Group when contracting to support the activity?
- Activities requiring contracts may require execution by the Kantara Board of Trustees. Kantara Staff will help guide you through the process.
How quickly will a Group have access to the External Funds to pay for its activity?
- The answer will depend on the conversation between the Group and Kantara Staff. Typically, the External Funds will not be available to pay for the Group activity until it has been received by the Kantara Initiative Treasurer.
Can External Funds be used to pay Group Participants for their work?
- While Kantara doesn't encourage the use of organization funds (internal or external) to pay Participants, there are some situations in which it may occur. In this case, the Group should notify the Leadership Council of the situation and the Participant interested in receiving the funds associated with an activity will need to recuse him/herself from participating in votes related to the activity.
What are the roles of the various bodies involved in the receipt of External Funding and the paying of invoices for Group Activities?
- Leadership Council - To remain apprised of Group Activities, how they are being funded, and to provide support as appropriate.
- Kantara Staff - To work with the Treasurer, Group Leadership, and External Funders on the details of receipt and distribution of the funds.
- Board of Trustees - To sign, or delegate the authority to sign, contracts and to authorize receipt of the funds and their payment against invoices.