Additional questions should be directed to Grants Administrators Tana Atwood or Kim Lehman, or by calling 970.221.2636.
How can I learn about basic functionality for the online grants application portal?
Before you begin the application process, we encourage you to review the Online Grant Application Tips and Techniques, designed to provide brief instructions to assist you in completing your online application.
I believe my organization/request fits your funding guidelines, but the eligibility quiz will not allow me to proceed to the application. Is passing the eligibility quiz the only way to apply?
Yes. The eligibility quiz covers all of the basic information the Foundation needs to determine whether or not a request fits our guidelines. If you would like to gain further understanding about our guidelines please contact our Grants Administrators by contacting Tana Atwood or Kim Lehman, or by calling 970-221-2636.
What are the "Request Timeline" and "Budget Timeline" date range fields?
The "Request Timeline" is the start and end dates of your request and the "Budget Timeline" is the start and end financial dates of your request. The two need to match and the date range cannot exceed 365 days. Timeline dates do not need to match Bohemian Foundation's grant cycle dates; you should, however, take into account your organization's financial reporting dates in order to simplify budget and financial reporting.
I am requesting for General Operating Support, do I still need to provide a request timeline?
Yes. These types of requests still require a request timeline. For instance, will the funding be used over the course of the entire year, nine months etc.?
How should I approach the GOAL AREA section of the application?
We are looking for you to provide project/organization specific examples of how the request meets Pharos Fund Goal A or Goal B and their related sub-goals. An unsatisfactory answer would be a restatement of these goals, but instead please provide specific examples of how the request is addressing Goal A and its sub-goals or Goal B and its sub-goals. Meeting a single sub-goal is enough for consideration. Equal weight is given to agencies whether they meet one or many of the sub-goals.
How do I complete the CLIENTS SERVED - FOR THIS REQUEST ONLY section of the application?
We will first ask you how to best describe your clients. For Goal A, you will be asked to select “youth” or “families” as the best descriptor of your participants. For Goal B, you will be asked to type in the primary demographic of your participants (i.e. community members, students, elderly). We will also ask you to provide the participants' age range, the total number of participants you propose to serve during the request timeline (will match table), and if any fees will be assessed to the participants.
Numbers provided must correspond to the demographic label you selected. The first column of data asks for the "Number of Clients Served for the Project’s Prior Year Timeline." This should be comparable prior year client data for the project you are applying for (we want comparable data from year to year). You will also need to select a date range for the prior year project client data. The second column of data asks for the "Projected Number to be Served for Request Timeline." This date range will be automatically populated for you based on previous information you entered.
Please note: client data numbers provided in the table must be solely for the specific demographic label you selected.
Whose electronic signatures do you want on the application?
We require the signature of your organization's Executive Director and Board Chairperson. We do realize, however, that management-structures take on many forms. If your organization does not have these, or corresponding positions, please contact us for guidance. Also, please note that the same person may not provide both electronic signatures, even if this person is both Executive Director and Board Chair. In this case, the signature of a different board officer may be substituted for the Board Chair.
For Poudre School District requests, we require the signature of the grant originator and either the Superintendent, Department Head or School Principal as appropriate.
How do I answer question ____?
While we don't give specific guidance on an individual request level, it is helpful to consider the following as you respond: Application questions should be answered in as direct and concise a manner as possible. Not every answer needs to reach the maximum word count; rather than stretching answers, provide only the information being requested. We prefer directness to wordiness. Remember, if your request is a solid goal fit, it will speak for itself.
How do I complete the FUNDING SOURCES section of the application?
This question helps us understand applicants other sources of funding. Up to six prior year funding sources should be listed unless the request is for a new project. Your answers may include approved or received funding sources not limited to foundations. Sources may include local businesses, fundraising events, county or state contracts for services. Your answers should include the organization, the amount you requested, the amount you received, the date on which you received funding, and how much of the funding remains available for the project. If the project did exist in the prior year, you must complete the prior year funding sources section.
List up to six funding sources being solicited for the project for the requested timeline. Your answers may include requested funding sources not limited to foundations. Sources may include local business support, fundraising events, county or state contracts for services. List the organization, the amount you’ve requested from them, the amount you’ve received, if the request was approved, declined or still pending; and the date of notification (or expected date if it is still pending).
Your answers in the prior year and current year sections should support the answers you provide in the budget section located toward the end of the application. If you have more than six funding sources for the requested project, do not worry about providing an exhaustive list.
How do I complete the BUDGET TO ACTUAL OVERVIEW INFORMATION section of the application?
In the "agency expenditures" portion of the table enter the prior year’s overall agency’s actual expenses. In the second part of the "agency expenditures" insert the current year’s budgeted expense amount. Please use the space provided to explain any significant discrepancy (either an increase or decrease). Unless you are requesting only General Operating Support funding, you must also fill out the "project expenditures" portion of the table as well. Fill it out in the same manner as above, except instead of overall agency expenses, insert the total detailed project expenses in the prior year and then for the period for which you are requesting funds. Again, please use the space provided to explain any significant discrepancy (either an increase or decrease).
What documents do I need to upload for my application to be complete?
The online grants application portal will ask you to upload the following documents or a subset of them:
1. Detailed budget for the entire project (not required for General Operating requests).
2. Detailed agency budget for the year in which the project is being requested. If an approved budget is not yet available, a draft version is preferred.
3. Externally prepared financial statement (audited, reviewed, or compiled). They may also submit a "draft" copy of their externally prepared financial statement if the most recent year is not yet finalized. If the agency doesn't have externally prepared financials, either an audit, review or compilation, then an internally prepared profit and loss statement is required for the most recent year ended along with a note indicating agency policy on financial statements.
4. IRS 501(c)(3) determination letter (required for first time Pharos Fund applicants only) or any subsequent filings with the IRS related to the applicant’s determination., excludes public schools and governmental units).
5. Board of Directors list.
6. Any outstanding final or interim reports (from previously awarded Bohemian funds) that relate to the project for which funding is being requested.
7. Budget Narrative (optional).
What is the difference between the detailed budget for the entire project, the detailed agency budget, and the budget section of the application?
• The detailed agency budget relates information about the overall agency income and expenses. If the agency has multiple programs, this budget usually incorporates all programs plus administrative expenses. The detailed agency budget is a standard document most agencies should have available. It is often approved by the Board of Directors and is often utilized for Budget to Actual comparisons for both operational and board purposes. If your grant request is for a future period of time, the detailed agency budget should include the same future time frame. (If not available in final form a draft is acceptable.)
• The detailed budget for the entire project is the detailed budget for the specific project for which you are currently seeking funding. This budget should include data not just for Fort Collins and not just the portion for which you are seeking Bohemian Foundation funding, but for all of the geographic regions the project will serve (Poudre School District boundary area, Larimer County and outside of Larimer County). Please do not include cost components for any unrelated projects. This budget is not required to be submitted to Bohemian Foundation for General Operating Support requests. It is required for all other request types.
• The budget section of the application should correlate to your detailed budget for the entire project or the entire agency depending on if you are applying for a project or an agency, but should be put in budget template form provided on the application.
How do I fill out the budget section of the application?
The BUDGETED INCOME/REVENUE section is a synopsis of funding sources. If funds have already been committed to the project (grants, fundraising, fees for services, etc.), list this data in the “Committed” column. Note that the application will total the items in each of the columns for you. Place any outstanding funding requests in the “Pending” column. The amount requested from Bohemian Foundation will be entered for you, based on your "Amount Requested" that you keyed in earlier in the application. Keep in mind, it is possible to have both committed and pending funds from the same organization. Also, as a result of pending funds, it is possible for the INCOME/REVENUE total to exceed the total project/agency BUDGETED EXPENSES. If applicable, please include "Prior Year Actuals" for the 12-month period prior to the requested budget timeline. Please note that this column heading will be conditional on the type of support you are requesting.
The BUDGETED EXPENSES section breakdowns those expenses for the total project (see above FAQ for more on total project) and those specific to the funding request currently being submitted to Bohemian Foundation. Please include "Prior Year Actuals" for the 12 month period prior to the requested budget timeline. Please note that a red error message will appear if your itemized expenses do not equal the requested amount that has been populated by your answer in “Amount Requested." If your expenses are not adding up, you are welcome to list uncategorized expenses under “Other Expenses.”
Information provided on the BUDGET WORKSHEET also relates to the following application items:
• The “Itemized Expenses Covered by THIS Request” column corresponds to the answer provided in the "USE OF FUNDS" section.
• The “Budgeted Income/Revenue” section should correlate to the "FUNDING SOURCES" section.
• The “Budgeted Total Project or Agency Expenses” column should match the expenses listed in the detailed budget for the entire project or the detailed budget for the entire agency. (see above FAQ for more information)
My organization is so small/new that it doesn't have the financial documents you request. What should I do?
The more complete snapshot you can give us of your organization, the better we are able to understand your unique situation. If your agency isn't large enough to require an external audit, your most recent 990 will suffice. If your organization does not meet the 990 reporting requirement, an internally prepared profit and loss statement is required for the most recent year ended. If your most recent external audit is not final as of the deadline date, please include your internal financial statements for the year ended and provide the audit when it is finalized. Include a note advising us of this condition and the date we can expect to see the finalized financials. We will also accept "DRAFT" copies of your most recent audit if the most recent year is not yet finalized.
Are interim reports required?
If your organization applies for a grant for the same program, project or operation in the future, you must submit an interim report in conjunction with that application if a final report has not already been submitted. Interim reports should be written using the Colorado Common Grant Report Format.
How do I submit my application?
Once all missing items have been addressed in the application, you will be able to click the “Confirm and Submit” check box and submit your application.
Can I make edits to the application after it has been submitted?
Yes. You may edit or finalize your online application (listed under “My Requests”) at any time before the grant application deadline (listed in the grant description under “Open Grants” in the online grants application portal).