Grant Guidelines

Funding Priorities

The primary focus of Dr. Phillips Charities, comprised of The Dr. P. Phillips Foundation and Dr. Phillips Inc., is to respond to community needs in Orange and Osceola Counties. Funding for organizations outside of this geographic area will not be considered.

Proposals that address established areas of interest are given the highest priority.

Areas of interest include:

  • Educational Programs
  • Children and Youth Services
  • Cultural Programs
  • Health or Rehabilitative Programs
  • Social Services

Grants are made ONLY to organizations and institutions exempt from federal taxation under Section 501(c)(3) of the Internal Revenue Code of 1986 as amended. In addition, if the 501(c)(3) is a supporting organization, the Dr. Phillips Charities only consider requests if it is either a 509(a)(1) or 509(a)(2) supporting organization.  Grants are not made to 509(a)(3) supporting organizations. Grants are not made to an organization until the organization has completed five full years of operation from the date of receipt of its exemption determination letter from the Internal Revenue Service.

An Independent Audit for most recently completed fiscal year is required.  If the Audit is not for the most recently completed fiscal year, please indicate when you anticipate the audit being completed and forwarded to us.

Requests that are missing information, inaccurate or outside the stated guidelines will not be processed.

Directors of the Dr. Phillips Charities make grants that will have a significant and lasting impact on the community, including worthy capital purposes and innovative projects that address a critical community need and that demonstrate a potential for ongoing support from the community.  Although grants routinely are not made for general operating costs, the Dr. Phillips Charities will consider requests to expand innovative programs and serve more people or to continue effective programs until on-going funding can be stabilized.

Grants for a particular project or program are made on a one-time-only basis.  Pledges will generally not exceed a three-year period.  Multiple requests in a twelve month period are not encouraged.

Requests are not encouraged for endowments, research, trips or tours, scholarships, conference attendance, newsletters or other promotional materials, magazines or books, and television or video production.  Requests for vans or other vehicles will not be considered. 

Dr. Phillips Charities DOES NOT make grants:

  • to individuals or private foundations;
  • to private schools for projects other than scholarships to increase total enrollment using a nationally accepted screening criteria to determine financial need;
  • to projects of social, religious, fraternal or veterans groups that primarily benefit their own members or adherents;
  • to retire accumulated debt; or,
  • for legislative lobbying or other political purposes.

These policies are subject to change at any time without notice. 

APPLICATION PROCEDURES

Letters of Intent (LOI) may be submitted any time of the year.  Completed LOIs need to be mailed or delivered to the Dr. Phillips Charities at 7400 Dr. Phillips Blvd, Orlando, Florida, 32819-5146 before 4:00 pm. Faxed or emailed LOIs will not be accepted.   

In order to submit an LOI for a grant from Dr. Phillips Charities, review the guidelines and complete the Letter of Intent Forms 1 & 2 for our review.  If there is interest from Dr. Phillips Charities for your organization to apply, you will receive an invitation stating such, and your organization will be invited to apply using the full application for further consideration.  

If you are invited to submit a grant application so that we may fully vet your request, our grant application and deadlines are posted on our website at www.drphillips.org

This invitation to apply does not guarantee approval of your grant.  If you choose to apply we may additionally request your organization’s participation in an upcoming grant review meeting with our Board of Directors.

To make formal application, complete the attached grant application being sensitive to maximum page limitations where stated (see page 2) and submit one copy, single-sided, no staples, securely clipped together in the upper left hand corner.  The cover page of the application must be signed by the chief paid staff member of the organization and the Chairman or Vice-Chairman of the Board who is not a paid staff member, signifying board approval of the request.  Completed original applications need to be mailed to arrive by the applicable grant request due date or delivered to the Dr. Phillips Charities at 7400 Dr. Phillips Blvd, Orlando, Florida, 32819-5146 before 4:00 pm on the due date. Faxed or emailed applications will not be accepted.

Be sure to carefully follow the application procedures as outlined in the guidelines.

It is important to pay particular attention to the dates and time that applications are due. Late applications and applications that are incomplete may be denied. 

Proposals currently are accepted three times a year and considered at subsequent Board meetings after staff verification that all required information has been provided.  The dates completed requests are due and time frames for consideration of such requests by the Boards of the Dr. Phillips Charities are listed in the “Deadlines” section under the “Grant Process” portion of the website at www.drphillips.org

Note: These guidelines were revised on 5/5/16. Since guidelines, forms and application dates are subject to change, it is best to verify that you have the most recent copy of these materials before compiling an application.

GRANT DECISION PROCESS

Staff will screen all requests for completeness, accuracy and consistency with stated guidelines.  Grant review meetings with applicant organizations will be held as appropriate.  Requests will then be referred to the full Boards of Directors for a final review and decision.  This review process may take several months.

The merits of any proposal are judged individually depending on the relevance of the proposed program.  There are, however, several characteristics that enhance the merits of a proposal:

  •  Statistical evidence from an independent source that the project will address an important community need
  • Approaches that are innovative, cost-effective and include the cooperative effort of several community groups
  •  Community impact consistent with the level of proposed expenditure
  •   Demonstrated expertise among those individuals guiding and/or staffing the project

Each applicant will be notified in writing shortly after a decision on its request has been made.  Unfortunately, due to limited funds, many meritorious proposals cannot be approved.  Applicants should understand that the decision of the Dr. Phillips Charities not to make a grant is not intended, in most instances, to reflect any disapproval of the entity requesting the grant.

FOLLOW-UP

In general, grant recipients are required to submit progress reports six months after receipt of funding and at the completion of the project/program, describing what has been accomplished with the funds granted. 

Progress reporting forms for all approved grants are made up of Pages 3 – 5 of the grant application package. They are:

·         Project/Program Implementation Plan and Progress Report Format (page 3)

·         Grant Budget Request and Expenditure Report (page 4)

·         Progress Report Requirements (page 5)

As part of the reporting requirements for the grant, expenditures must be accumulated and tracked for the total grant separately within the grant recipient organization’s accounting system.  Excel spreadsheets should reconcile the accounting report to page 4 of the original grant application.  Each submitted progress report must include the grant recipient organization’s Chief Financial Officer or Director of Accounting’s approval by signing all project report submissions.  Dr. Phillips Charities reserves the right to selectively audit certain expenses (ask for the invoice backup) if we choose.

It is important to remember that funds granted may only be expended for the purpose granted and that funds not expended as approved must be returned to the Dr. Phillips Charities, unless other arrangements have been approved by the Dr. Phillips Charities in advance.  Any changes to the grant budget must be approved by Dr. Phillips Charities prior to implementation.  

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