Our online application process allows you to attach files. The size limit for each attached file is 1.5 MB. Please do not use spaces in your file names.
The preferred file formats are: PDF and JPEG. PDF allows you to attach a multi-page document as a single file.
You may also attach Microsoft Word DOC, and Excel XLS files, but we will not open these files if they appear to contain internal programs, or macros, that can transmit computer viruses. Other, but less desirable file formats, are GIF, and HTML.
If you would like assistance scanning attachments, the following
attachment scanning services are available from DreamStudio.
The following are required and recommended attachments:
Required
1. Copy of the current IRS determination letter indicating 501(c)(3)
tax-exempt status.
2. Organizational structure, including:
- List of officers and directors, listing occupations, places of
employment, and relevant affiliations.
- Resumés and/or job descriptions of key personnel involved in the
project.
3. Financial statement for your organization:
- Either a recent, audited annual financial statement
- Or a current, board-approved annual operating budget listing expenses and
income. (Established organizations should submit an audited statement.)
Optional
4. Photographs, charts, maps and other documents supporting your application.
5. Annual report. Due to the size of the document, if you are submitting an annual report that is not in PDF file format, please mail it to Barrett Walker, attn: Grant Submission Annual Report, at the Foundation address listed on the bottom of the homepage.
Tips on converting documents to electronic files
The IRS letter is probably the most difficult file to convert because it is supplied to you as a paper document. The other required files are more likely to be available in electronic form and are easier to convert to an acceptable file format. Ask your accountant to supply electronic copies of your organization's financial statement and payroll tax verification. You may already have an electronic version of your organization's structure listing officers, directors, and key personnel.
Important - Please do not convert your IRS tax-exempt letter to an electronic file using optical character recognition (OCR) software. Use a scanning process that converts the letter to an image preserving the formatting and original appearance of the letter. The best file types for this purpose are JPEG and PDF.
Notes on file formats:
JPEG is primarily used for photographic and graphic images, but it also works for text, such as the IRS letter. Many inexpensive scanners come with software that provides an option for saving images as JPEG files. (In Windows and Macintosh computers running OSX, the file name is appended with the identification .jpg.) When you scan a page of text to a JPEG file you are actually converting it to an image, so the formatting is preserved. If you are doing the job yourself, try scanning the letter as a grey-scale photo, and saving it as a JPEG file.
JPEG reduces the file size by compressing the image. If you have an option for selecting the amount of compression, look at the file to determine how much you can compress it without losing legibility. The optimal size for saving a JPEG image of the IRS letter is 800 pixels wide X 1100 pixels high. This size image fits nicely into a window when opened using using a web browser. JPEG works fine for the single-page IRS letter, but multi-page documents are better converted to PDF which links the pages together.
PDF, or Portable Document Format, is a commonly used file format developed by Adobe. PDF is superior for preserving the original appearance of your document, including formatting, fonts, and figures. It works best when you have the original documnet in digital form rather than scanned documents. It may be appropriate to use with scanned documents if you need to create a multipage presentation.
Almost all computers now come with Adobe Acrobat reader installed. Until recently you had to buy the full version of Adobe Acrobat to create PDF versions of existing files, but newer computers often come with software that allows you to save files in PDF. Macintosh computers running OSX have a built-in feature allowing documents to be saved as PDF files. (In Windows and OSX, the file name is appended with the identification .pdf.) PDF is a compact file format that works well for both single and multi-page documents.
HTML, or Hypertext Markup Language, is a plain text file used for the Web. (In Windows and OSX, the file name is appended with the identification .html or .htm.) Users of Microsoft Word can easily save documents in in this file format. To save a Word document in HTML, open the document, then go to the file menu at the top of the page and select Save As, Save as HTML, or Save for Web. (The specific command used depends on your version of Word.) Our initial tests showed that attached documents saved from Word to HTML were relatively easy to read. Multi-page documents appeared without page breaks, as one continuous page, the way long documents look on the web. In our tests, most of the formatting was preserved, but you should check your converted document before sending it. Microsoft Excel also allows documents to be saved in HTML, but converting Excel spreadsheets is a more complicated process. Tip: try the help wizard to guide you through the process.
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