W-9, Regranting Policy and Procedure
Submittal of IRS Form W-9 Prior to Kickoff by all U.S. Based Teams
Every U.S. based team receiving funding from a Donor (Grantor) must submit an IRS Form W-9 to FIRST Finance.
The IRS Form W-9 must:
- Have been dated within 3 years
- Contain the Federal Tax Identification number (FEIN) of the organization willing to accept any funds on behalf of the team
- Be signed and dated by an authorized representative of the organization
- This is not a State Tax Exempt number.
- FIRST cannot accept any IRS Form W-9 from an individual. We apologize for the inconvenience.
- It is the responsibility of the team to inform FIRST of any changes to their IRS Form W-9
FIRST receives grants from various Donors (Grantors) which are designated to FIRST Robotics Competition (FRC) participating teams. These are restricted donations with designations as defined and imposed on FIRST by the Grantor(s). Should FIRST receive a grant designated to your FRC Team, FIRST will “re-grant” the funds to your FRC Teams as a “pass through” grant with no deductions for overhead or processing costs. 100% of the designated funds will be re-granted provided that the Team (Grantee) follows the guidelines listed below.
The following guidelines are followed when processing a regrant for a team:
- The regrant must be a minimum of $1,000.00
- FIRST receives the Grantor’s donation and designation in writing. FIRST applies the amount needed to satisfy the open payment of the team’s registration fee before any regrant can be issued.
- Any additional funds, above the team’s registration fee (some restrictions may apply) can be regranted to the team.
- The Grantee (FRC Team) initiates the process of receiving these pass through funds and maintains audit compliance*.
Funds can only be re-granted to your team for costs directly associated with the FIRST Robotics Competition. The funds should not be used for FIRST cannot disburse funds directly to the Team’s or School’s vendors/providers due to the IRS Form W-9 needs and the potential volume.
*Should the Grantor request a follow-up report on the exact use of the re-granted funds, it is the responsibility of the Grantee (School) to maintain adequate records in order to provide an accurate accounting.
Some sponsors award grants to FIRST on behalf of a specific team. When the grant funding provided for the team is to be used during the competition season for expenses, FIRST requires these funds to be requested from the teams and sent to a school or a sponsor who is handling their finances. In order for FIRST to send funds we must have the following:
- Grantee supplies an IRS Form W-9. This form is required of all grantees and insures that no funds are withheld for tax purposes. The entity filling out the IRS Form W-9 should be your School, School Administrative Unit or the FRC Team (if it has a separate tax id). Please note: FIRST cannot disburse granted funds to an individual person or persons. This is not the Grantor’s intent and could cause taxable income to the person receiving the funds.
- Regrant form signed by the School Principal or School Business Administrator. This is to protect the Grantor, FIRST and you, the Grantee.
Please note thisregrant form is not an application for grant funding from FIRST.
Letter and IRS Form W-9 should be sent to:
Fax: 603-206-2079 (Attention: FIRST Finance)
200 Bedford Street
Manchester, NH 03101
Click here for an IRS Form W-9 Form
Click here for Regrant Form