Fund Release Documentation & Examples

For all fund release requests of $5,000 or more, or for your first large request of $3,500 or more, you will be asked to provide documentation for your expenses. Please review the Accepted Documentation and Documentation Examples below for more detailed information and examples. Please note: accepted documentation possibilities include, but are not limited to, the following examples.  

Accepted Documentation

Payroll and Contractors: 

• Signed invoice from your team member to your project 
• Signed contract outlining the services and amount paid
• Email communications where the services and payments are outlined with the team member responding to confirm 
• Screenshots of Zelle/Venmo/PayPal requests from the team member including details about the services rendered and the dates in which they were performed. 
• Screenshot of payroll summary from a payroll program/system

Production and Presentation, Marketing, Professional Development, Website:

• Receipts from your vendor - can be a photo of a paper receipt or screenshot of electronic receipt
• Quotes from vendor detailing upcoming expenses
• Screenshot of virtual shopping cart up to the point of checkout (if you have not purchased the items already) 

Occupancy and Overhead:

• Signed lease agreement for space rental billed to the project or the project owner
• Utility bills for the space 
• Receipts from your vendor - can be a photo of a paper receipt or screenshot of electronic receipt
• Quotes from vendor detailing upcoming expenses
• Screenshot of virtual shopping cart up to the point of checkout (if you have not purchased the items already) 

Travel:

• Receipts from your vendor - can be a photo of a paper receipt or screenshot of electronic receipt
• Quotes from vendor detailing upcoming expenses
• Screenshot of virtual shopping cart up to the point of checkout (if you have not purchased the items already) 
• If travel expenses include per diem, this will require either your team member invoicing the project for the per diem or a signed contract that includes per diem as part of the agreement 

Banking and Financial:

• Bank policies outlining required fees
• Receipt for filing fees 
• Insurance policies or quotes that are not otherwise covered in employee benefits

 

Documentation Examples

Invoice: Requirements & Examples

Invoices should include: Date issued Billed to Project Name Description of work/services, including date work is performed  Amount paid/billed Payee or Vendor name Issued on payee/vendor letterhead or signed by payee Template & Example: Download Invoice Template A Download Invoice Template B View Completed Example

Email/Text Communication: Requirements & Examples

Email/text communication should include: Project name Payee/contractor name Description of work/services, including date work is performed  Amount paid/to be paid Confirmation from the payee Examples: Download Sample Text View Example

Contract/Agreement: Requirements & Examples

Contracts/agreements should include: Payor (Project) Name Payee Name Agreed timeline Description of work/services Breakdown of fees Signed and dated by both parties Downloads & Examples: Legal Assistance for Fiscal Sponsees Easy Read Artist Contract Sample Contract for Booking Artist Guide to Artist Contracts

Virtual Shopping Cart: Requirements & Examples

Cart Hotel/Airbnb

Shopping carts should include: Items purchased/to be purchased Vendor name/logo  Total amount Examples: View Example - Cart View Example - Hotel/Airbnb

Zelle/Venmo/PayPal requests: Requirements & Example

Payment requests should include: Request that comes from Payee Project Name Description of work/services, including date work is performed  Amount paid/requested Payee or Vendor name Example: View Example

Payroll Summary: Requirements & Example

Payroll summary should include: Company/legal entity name Payroll program/system name Statement period/dates Earnings/taxes paid to personnel Example: View Example