Learn about who can and should be the account holder in Submittable, and who can be brought in as a Collaborator. See Submittable’s Guide to Inviting Collaborators for a full tutorial on the process!
Account Holders
“Account Holder” is the term used by Submittable to describe the person who owns the Submittable Account and is responsible for starting, submitting, and administering an application or grant award. Account holder is also considered the “Lead Applicant”.
Lead Applicant: The Lead Applicant, including those that intend to apply with a Fiscal Sponsor, must have the legal authority to represent the organization, group, or individual applying for the grant, and serve as the Authorizing Signatory for any potential agreements with the City.
Note: For Elevate and Nexus Programs, those applicants who intend to use a Fiscal Sponsor for their awarded grant must create an account profile with a Lead Applicant that has the authority to apply on behalf of the individual artists or arts group at the time of submission. Sponsored Project applicants may later transfer ownership of their approved grant application to their selected fiscal sponsor after their application has been awarded an Elevate or Nexus grant.
Must
- Complete an Intake Form in Submittable
- Be responsible for submitting the application and any future deliverables and reporting
Be the authorizing entity of the organization
Can
- Invite others as collaborators on the application or additional forms
Cannot
- Stop reporting and other compliance processes after the application is submitted
Fiscal Sponsors
A Fiscal Sponsor is a 501(c) organization that provides support to projects that lack nonprofit status. The Fiscal Sponsor handles financial transactions and supports reporting duties on behalf of the Sponsored Project. Fiscal Sponsors may only be used for the Nexus and Elevate Grants. A single Fiscal Sponsor may sponsor multiple Sponsored Projects during each grant cycle.
Must
- Provide the contact information of the Fiscal Sponsor’s Authorizing Signatory to the Sponsored Project so that they can enter it into their grant application.
- Provide a copy of their IRS Determination Letter and most recently completed IRS Form 990 for each Sponsored Project’s grant application.
- The Sponsored Project will be responsible for uploading these materials to their grant application:
- Signed application
- Signed Sponsorship Agreement, which will establish how the Fiscal Sponsor will manage the grant funds of the Sponsored Project if awarded
- Officially submit reports on behalf of the Sponsored Project
- Submit financial information to receive payments on behalf of their Sponsored Project(s).
- Serve as the main administrative/authorizing entity once a grant application is awarded to an associated Sponsored Project.
Not Required to
- Contribute to the narrative content of the application or future reporting forms.
Can
- Invite awarded Sponsored Project to be a “collaborator” on their Contract forms including Final Report form. (Fiscal Sponsors can add multiple representatives from a single Sponsored Project as a collaborator)
Must Not
- Begin each application on behalf of each Sponsored Project
- Complete the eligibility section for each Sponsored Project
Collaborators
“Collaborator” is the term used by Submittable to describe anyone invited by the Account Holder to work on the application and reporting forms in Submittable.
Types of Collaborators
- Sponsored Projects (only if awarded a grant)
- Third Party Grant Writers
- Staff or Community/Professional Contacts
Sponsored Projects
The Sponsored Project must submit an Intake Form. The Authorizing Signatory for the Sponsored Project must complete the Intake Form, Eligibility Form, and Application form. More than one person from the Sponsored Project may be invited to be a collaborator on an application.
Third Party Grant Writers
A third-party grant writer is someone hired to write the grant for the Account holder. A third-party grant writer is different from a Fiscal Sponsor, because they are only here to contribute to the content of an application form. They cannot be the signatory of the project.
Staff or Community/Professional Contacts
People who volunteer to help write or edit an application can be bandmates, mentors, someone in your professional field, or other staff members of your organization. While these individuals may contribute to an application directly in Submittable, we advise that you develop application content separate from the application portal in a text document for easier group editing. Final answers can then be copied and pasted into the Submittable form by the Account Holder or a Collaborator
Collaborator Abilities
Must
- Accept the Account Holder’s e-mailed invitation to access the Submittable application form
Not Required to
- Confirm final content. The Collaborator’s contribution is up to the Account Holder.
Can
- Contribute to the content of the application
- Contribute to the content of the reporting forms
- Contribute to the content of any additional forms that they are invited to complete
Cannot
- Start their own application
- Invite other collaborators
- Be the signatory/authorizing official or administrative lead.
- Submit financial information for or request award payments
- Submit or delete forms
- Complete the application eligibility quiz
- Answer the demographic questions about themselves—the demographic questions are about the Account Holders and their respective entities.