Any participation in joint projects or initiatives with other organizations and payments to other organizations related to joint projects, or to supported programs of such organizations, will be made according to the following policy guidelines:
Grant or Joint Projects:
General Principles: Any participation in a joint project must further the CMM’s Mission of multiplying mission sending movements. Similarly, any payments to another organization will only be used by such organization for joint projects, purposes or activities consistent with that goal.
Project Evaluation: CMM Leadership will review all joint project proposals and funding requests in detail and will determine as applicable whether:
a field investigation is required before the project or funding request can be approved,
the potential participating or recipient organization has the ability to accomplish the purpose of the project or request,
the potential participating or recipient organization has the ability to protect the resources from diversion to other uses
the project or proposed use of funds furthers CMM’s Mission, and
the responsible individuals involved on behalf of the participating or recipient organization possess the professional skill to manage the funds and the project.
Project Monitoring: The proposed joint project or program must include a meaningful process by which CMM Leadership may assess the project or program in terms of meeting stated goals, including regular accountings for use of funds by the participating or recipient organization and possibly including field investigations after the payment is made. The CMM will retain the right to withdraw participation in a joint project and to receive a refund of any unexpended funds in the event that it is determined that the joint project or program is not meeting its stated goals, or that any of the preconditions set forth in paragraph 2 above are not being satisfied. Wherever feasible, funds will be released for specific joint projects or programs on an “as needed” basis.
The CMM has determined the following reporting requirements based on the annual dollar amount provided in relation to a grant or joint project. The CMM may request the following from any grantee relating to the project or initiative being funded.
Less than or equal to $5,000 – Written confirmation of completion of project or use of funds as intended by the respective grant agreement.
Greater than $5,000 & Less than or Equal to $50,000 – Summary accounting of use of funds, Narrative summary of project and/or use of funds, site visit by CMM representative.
Greater than $50,000 - Detailed accounting of use of funds, Narrative summary of project and/or use of funds, site visit by CMM representative, Compiled Financial statements converted to USD provided to CMM.
These reporting requirements are to be understood as “general requirements”. CMM may request more or less documentation for a particular grant on a case by case basis.
Written Agreement: Whenever possible, a written agreement will be signed by the CMM and the participating or recipient organization that includes the principal terms of this policy and other provisions and restrictions appropriate and necessary to further the exempt purposes and best interests of CMM.
Written Records: The CMM will maintain records which will include:
the name and address of the participating or recipient organization,
the amounts of any payments to the participating or recipient organization,
the purpose for which each payment was made,
the manner in which each participating or recipient organization was selected,
copies of reports provided by the participating or recipient organization regarding the joint project(s) or funded program(s) and the use of payments, or reports prepared by representatives of the CMM who inspected the project(s) or program(s) and use of payments, and
a copy of the written agreement between the CMM and the participating or recipient organization.
Designated Donations: Donors may request that their donations be used for particular projects or programs, and we may make efforts to honor those requests, but the CMM is not bound by those requests, and is at all times able to retain and exercise discretion and control over those donations to ensure that they are used to further our Mission.
Compliance with other Legal Obligations: All payments provided to other organizations will comply with all laws and regulations applicable to such payments.
Subsequent Grants by Foreign Organization Recipients: If a foreign organization recipient wants to make subsequent disbursements of grants funds from the CMM to other organizations, projects or initiatives, it may only do so after receiving written approval from CMM regarding the eligibility of such subsequent recipients under the terms of this policy.
Anti-Terrorist Funding Protections: In light of US Regulations established to ensure that U.S. nonprofit organizations are not used inadvertently to fund terrorist organizations or activities, CMM Leadership will take reasonable steps prior to any grants being made to foreign organizations and/or individuals, and that written records regarding these steps will be maintained with the records maintained pursuant to this policy. Reasonable due diligence may include the following:
the names of foreign organization recipients being checked against the lists of “Specially Designated Nationals” and “Sanction Programs and Country Summaries” maintained by the US Treasury Department’s Office of Foreign Assets Control, otherwise known as “OFAC Lists”;
the names of the President/Executive Director and the person(s) administering the grant funds for the foreign organization recipient being checked against the OFAC lists;
it is the general practice of CMM to only enter into Joint Partnerships or to issue Grants to foreign organizations and/or individuals with whom a working relationship has already been established. In the event that CMM has the opportunity to enter into a Joint Partnership or issue a Grant to an organization and/or individual with whom a working relationship is not already established, CMM Leadership will work to develop a working relationship to ensure the organization and/or individual is aligned with our Mission & Values.
In the event there is a match of one or more names with those listed on the OFAC lists, CMM Leadership will consult with legal counsel as to appropriate next steps.
Global Partner Finance Resources:
As a non-profit organization, the CMM adheres to financial guidelines and laws from the IRS, is audited annually by an independent auditor, adheres to the ECFA guidelines, and is under the oversight of the CMM Board of Directors.
To maintain proper stewardship and accountability of funds of the CMM, we have policies on how money can be spent and how documentation and records are kept.
There are 4 primary ways to for approved expenses to be paid out:
Grants to other ministries, companies, or individuals
Usually for projects, general operating expenses, and other initiatives outside of the United States.
All grants must adhere to the CMM’s Grant Policy with varying levels of reporting requirements based upon the amount of the grant.
Contractor Agreements
In the USA, we have Independent Contractors which perform services for an organization, but are not legal employees. The CMM can also have Contractors outside of the USA as well. Compensation is normally defined in a Contractor Agreement (linked below).
Individuals contracted by staff or Global Partners for ongoing services provided to a project (that isn’t part of a grant project or related to a grant project)
There could be situations where the contractor would be contracted for services as part of a grant project in which case the grant funds already disbursed should be used to compensate the contractor (no contractor agreement needed).
Third Party Payment Requests
A Third Party Payment Request is a request for the CMM to pay for a bill directly, instead of you paying for it personally and seeking reimbursement. This is normally for a good or service, but services from an individual for online work would need to be through a Contractor Agreement.
Expense Reimbursements
For normal and approved ministry expenses by staff and Global Partners, you will be set up with an account in Expensify for submitting expenses you have paid personally but need reimbursement.
Examples may include travel expenses, computer equipment for one's CMM work duties, or any other expenses you have undertaken on behalf of the CMM. Reimbursement of expenses will only be given if they adhere to our policies, have proper receipts, they are approved by one's supervisor if you are not the leader of that ministry account, and there are sufficient funds within the ministry account you are seeking reimbursement from.
Link to Expensify | If you do not have an Expensify account, please talk to your team leader or the Finance Team to see if you are eligible for one.