This section provides answers to common questions for current grantees, including grant administration, reporting, and ongoing requirements.
Onboarding and Compliance
What is expected of me as a grantee?
All key requirements and expectations of grantees are outlined in the Grant Agreement you sign when your organization is awarded a grant. It is essential that your team reviews this document carefully and contacts Internet Society Foundation staff with any questions prior to signing it. Failure to comply with any of the terms in the Grant Agreement can result in termination of the grant and may require your organization to re-pay the grant funds to the Internet Society Foundation.
Grantees are required to submit periodic reports on their projects in the Fluxx platform. Grant reports provide details on:
- Progress made toward project goals and updates on indicators
- Use of grant funds
- Alignment of activities with the original proposal and budget
- Accomplishments and impact stories
- Any challenges or issues affecting project implementation
Grant reporting may need to include:
- Narrative reporting on progress
- Financial reporting using the Internet Society Foundation’s budget report template
- Updated Workplan (for interim reports)
- Supporting documentation for expenses or project activities
Most programs require grantees to submit financial reporting and updated workplans on templates. Please ensure you are using the accurate reporting template linked in the Documents section of the report in Fluxx.
Timely submission of reports is essential. We recommend taking note of reporting deadlines in advance and sharing them with all your relevant team members.
For some programs, funding is provided in installments and is contingent on approved interim reports. We do our best to review reports in a timely manner, but please note that payments will not be released until reports are reviewed and approved by Foundation staff.
How do I use Fluxx if I’ve never used it before?
In order to access Fluxx, you need to register for an account. Once you have submitted your registration, it can take 1-2 business days for it to be processed. Once your registration is complete, you should receive a confirmation email (check your spam folder).
Please watch our "How to use Fluxx" video. It is a comprehensive guide that provides step-by-step instructions on how to navigate and utilize the Fluxx platform effectively. If you still have questions regarding Fluxx, email [email protected].
I forgot my password for Fluxx. How do I reset my Fluxx password?
Visit the Fluxx password reset page to reset your password and gain entry to your Fluxx account. If you have continued issues accessing your account, contact [email protected].
Active Management
What financial documentation must I keep?
The Internet Society Foundation may initiate a financial review or audit at any time during grant implementation or within a 4-year period following completion of a grant project. In the event of a financial review, grantees will be required to provide supporting documentation for expenses related to their grant.
Grantees Must:
- Maintain and be able to produce documentation for at least four (4) years after the conclusion of the grant, as specified in the grant agreement.
- Retain receipts and invoices for all purchases made with grant funds. This includes but is not limited to:
- Invoices addressed to the grantee (original and itemized)
- Receipts (vendor receipts and cash register slips)
- Fully signed Consultant or Contractor agreements
- Bank statements or Credit card statements (where grant related expenses are paid out of)
- Void cheques or payment confirmations
- Petty cash logs if used
- For expenses connected to payroll and HR for grant-funded staff
- Timesheets showing time allocated to the grant
- Payroll records (gross pay, deductions, benefits)
- Records of statutory remittances such as payroll related contributions and taxes
Can I make changes to my grant budget?
Budget changes for all grants over USD $30,000 require prior approval by Internet Society Foundation staff if the proposed budget change exceeds USD $10,000 and involves moving funds from one budget category (e.g. equipment) to another (e.g. travel).
Budget changes for grants under USD $30,000 do not require prior approval. If a grantee changes 20% or more of their total grant amount, these budget changes and their rationale must be explained in the grant report.
Can generative AI tools be used during the grant period?
While the use of generative AI tools to support the preparation of interim and final reports is not prohibited, these tools should serve as supportive resources only.
Grantees are expected to use their own words, data, stories and ideas to write reports that accurately represent the progress of the project, relevant partners and participants, and other relevant information. It is the responsibility of grantees to ensure that all information in their reporting is accurate, true, and representative of what was accomplished during the grant period.
Communications and Branding
Where can I get more information on communicating about my project or using Internet Society or Internet Society Foundation logos?
Kindly refer to our Communications Toolkit for Grantees, which provides guidance on using our logos and much more.
Note: The information in this section is general information, please contact your Internet Society Foundation program officer or designated point of contact.