Co-funders on grants and rounds

A co-funder is an organisation that puts its own money into a grant alongside yours. You pledge a co-funder to a round with the amount it has promised, then record its share of each application it helps pay for. Backed shows each application's funded total, and keeps the co-funder's money apart from your organisation's.

Co-funders come from your organisation's one co-funder register, the same register used for co-funded projects and their packs. Record a co-funder there first, under People > Co-funders. See Co-funders and their packs.

A co-funder is a record, not a user. Backed invites nobody, gives nobody access and sends nothing to a co-funder when you pledge it or give it a share; you tell them yourself.

This appears only when it is turned on for your organisation. It needs both the Payments and Funds modules. Labels that name Application, Grant or Program use your organisation's own term if you've renamed it.

Before you start

To pledge a co-funder, add a share or withdraw one you need Can access Payments, with Full Access to the round's payments. With Read Only you see the panels but can't change them.
To read the panels you need Can access Funding Applications or Can access Grants.
To run the Co-funders data source you need Can generate reports.

Pledge a co-funder to a round

The round's Co-funders panel is on the grant's page, below Sources of funds, and on the last step of its Edit & Publish, Publish Grant. It lists each co-funder pledged to the round with its Pledged amount, its Status and the Live shares it carries across the round's applications, then Totals by status.

Select Add co-funder.
Under Search the register, type part of the co-funder's name and choose it from the live co-funders that match.
Enter the Pledged amount, in the round's currency, and choose a Status.
Select Save.

Select Edit on a row to change the pledge or its status. A pledge can't be lowered below the live shares it already carries.

If no co-funder is pledged yet, the panel says so and links to the register.

The application's Co-funders panel sits on its page, below Sources of funds. It shows the Funded total, Your organisation's share and each co-funder's share with its amount, status and percentage of the funded total.

Select Add a share.
Choose one of the co-funders pledged to the application's round that holds no share here yet.
Enter the Share amount, in the round's currency, and choose a Status.
Select Save.

The funded total is the approved amount plus every share that isn't Withdrawn, and each percentage is of that total. For example, an application approved for $50,000 with a $30,000 share has a funded total of $80,000: your organisation's share is 62.5% and the co-funder's 37.5%.

Link to a Backed Organisation

When the co-funder is another organisation that also uses Backed, you can share the grant with it under a signed data-sharing agreement. On a share that isn't Withdrawn, select Link to a Backed Organisation. You need Can access Payments, and your organisation needs co-funding across organisations switched on.

Under Link under an existing agreement, choose an accepted agreement your organisation leads and select Link.
Under Propose a new agreement, enter the other organisation's address, tick the fields to share, upload the signed agreement document as a PDF, set the start date and, if it has one, the end date, then select Propose. Nothing is shared until the other organisation accepts.

Once the partner records its own share, the share's row shows it as Partner: Pledged or Partner: Received, with when it was last updated. It is marked Read only: it is the partner's to change, and Edit changes only your record of the share. See Co-funding with another organisation.

Statuses and the rules

A pledge and a share are each Proposed, Pledged, Received or Withdrawn.

Received comes only after Pledged.
Withdraw asks for the Reason for withdrawing. A withdrawn share keeps its row, with its reason, and no longer counts in the funded total.
A co-funder's live shares across a round's applications never come to more than its pledge to that round. A share for a co-funder with no live pledge on the round is refused for the same reason.
A retired co-funder can't be pledged or given a new share. A share it already holds stays, shown as Retired co-funder, and can still be withdrawn.

What your organisation's figures never include

A co-funder's share is its money, not your organisation's. It is never part of the application's approved amount, its payments, your funds' figures or its sources of funds, and the Unattributed amount on Sources of funds is still only your organisation's own money.

Totals for a round and a program

Totals by status on a round's panel adds up the pledges and live shares in the round by status. A program's page shows the same totals over every round in the program. If the program's rounds are in more than one currency, the figures show no currency code, and the panel says so.

The Co-funders data source

In Data Reports, the Co-funders data source has one row per co-funder share: the application, its grant and program, the co-funder, the Share Amount, Currency and Status, and for a withdrawn share its Withdrawn Date and Withdrawn Reason. See Build a data table.