Organization Search
- During the requirements gathering, the client reviews the tax status list and decides which tax statuses are eligible for their programs.
- CyberGrants uses this checklist to configure how the organizations are viewed on the search results of the donor site.
- The display options are:
- Employees can Select the organization and register gift/hours
- Employees can Nominate the organization. This is a request that the organization be included in the database. Nominations need to be approved or rejected.
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More Information – Rejected organizations can be displayed to employees with an optional rejection reason.
- The ineligible organization is not visible for the employee to select.
Select Organization
If the organization meets the eligibility requirements, based on the tax status list, then the organization is approved and selectable in the system.
When employee searches for that organization, they will able to Select it and submit their request.
If selected organization is an IRS organization record, when the employee clicks the Select button, the system will automatically create an organization record, generating a unique ID for it in the client’s account.
IRS Business Masterfile
The CyberGrants system searches eligible tax sources/tax statuses (e.g. ) and existing organizations in the client’s account. Any client account has access to these tax sources/tax statuses and can select to register against existing organizations and/or IRS Business Masterfile (if eligible).
Search results for organizations that display from the IRS record do not exist in the client’s account until the organization record is selected. Once the IRS record is selected that organization now exists in the client account.
Select link
When an employee searches for an organization (and if the organization meets the eligibility requirements), they will see the Select link and be able to select and register their request.
Figure 1L Example of an organization that can be selected
Nominate link
If the organization is pending in the system (it already has an organization record id assigned) but does not meet the eligibility requirements on the tax status list, then the employee may nominate (suggest) that the organization be reviewed for eligibility.
Figure 2: Example of an organization that can be nominated
Ineligible Organization
The organization does not meet pre-defined eligibility requirements that were selected off the tax status list.
The organization was approved before, why is it not eligible?
There are two reasons for this.
- The organization was imported from a data conversion
- The organization was eligible at one time, but could have lost its eligibility, resetting the status to pending.
- Note that if the organization lost its status because it no longer meets the tax status requirements, employees have the ability to re-nominate the organization for review back into that program.
- This status change does not affect the prior requests unless the client chooses to not process payment for an ineligible organization.
Pending status
Pending status requires an administrator to review the employee’s request for approval or rejection.
How does an organization get listed as pending?
For most clients, a data conversion is necessary. We load the data from the previous vendor into a new CyberGrants account.
As a best practice, these organizations are entered in a pending status. This allows all organizations to start off at a base level. Using the tax configuration settings for each program, this determines how the organizations display in the search results on the donor facing site.
Figure 3: Example of the Internal Admin View showing that a pending organization record (not approved)
Can I make an organization ineligible to receive a grant or logging hours?
Yes, our software allows you to choose which types of organizations are eligible vs ineligible for each individual program created.
Can I make an organization eligible for one program and not another?
Yes, you have the ability to make an organization eligible for one program and ineligible for another. For example, you may allow all organizations to be registered against for logging hours, yet only approve certain tax status to receive a grant based on program requirements.
Why is the organization showing as rejected?
If the organization is manually rejected by an Admin or through the organization vetting process, then the organization will not be selectable to register against but will show a ‘More Information’ link. If rejected, rejection comments may be added and these will be displayed when the employee clicks the link.
For IRS Database Only
If the organization does not meet the eligibility requirements for what was selected on the tax status list, the options are:
- Allow the employee to nominate/suggest it be reviewed for eligibility
- Do not show the organization (not an option to select or nominated)
Best Practice: allow organizations for nomination from the search list. This provides more detail to the employee if they choose to nominate in the search option than through the blank nomination application process.
When they click the Nominate link next to the record it will fill in the database details that are already in the system and the employee does not have to find and fill in all the organization information.
Otherwise, they can use the blank nomination form to fill out all of the org details.
