FAQ
Questions you may have before you have submitted an LOI or Proposal
May we set up a call or meeting with you prior to submitting an LOI?
No, we do not meet with grantseekers, even past grantees, prior to submission of an LOI. This helps level the playing field and saves time. If you feel you have a project that fits with one of our public programs, please submit a letter of inquiry during an open window. We do not guide groups in advance of a letter of inquiry.
We have previously received a grant in the Food Security or Conservation of the Mesoamerican Reef Programs. When will we know if we will be invited to submit another proposal?
These programs no longer accept unsolicited requests. If invited to apply, we will send an invitation during one of the open periods outlined in the Grant Guidelines.
Who can I contact if I have questions on the proposal form?
You can contact Anne O’Brien (anne@oakhillfund.org) for any process questions.
For program related questions in either portfolio, email ohf-letters@oakhillfund.org.
We are working just outside the designated geographic scope--can I apply anyway?
You may only apply if you work in the geographic area specified.
Does the Oak Hill Fund award grants to government agencies?
Yes, political subdivisions of government are eligible recipients for grants, and we have awarded grants to state and local agencies in the past.
Does the Oak Hill Fund accept LOIs or proposals via email?
No, we will always redirect you to the website.
What is the size range of grants The Oak Hill Fund awards?
We ask that your request amount reflects your project budget.
We are supported by a fiscal sponsor—whose financial statements should I submit?
If you are using a fiscal sponsor, please submit organization-specific financial statements rather than the fiscal sponsor’s.
Will OHF do a site visit? What is the process?
We may request a site visit or online meeting during an LOI or proposal review. We always schedule a site visit or online meeting at about the nine-month mark of each grant. These are informal updates where we ask about any organizational changes and progress toward grant deliverables. Some grantees prepare a presentation or share a few slides, which is always welcome but not required.
What do I do if I want to include a document bigger than the allowed size?
Email it to anne@oakhillfund.org
Can expenses be incurred before the start date of the award?
No. All expenses must be incurred during the grant period listed on the grant agreement. If you need an extension, please email Jason Halbert (jhalbert@oakhillfund.org) and include a date by which all expenses will be incurred.
When and how will we receive grant payments?
When a grant is awarded, we request banking information through a secure system, and the payment is made via ACH.
What kind of reporting will the Oak Hill Fund expect from us if we are awarded a grant?
We are happy to receive any email updates or newsletters that you would like to provide. We will contact you at about the nine-month mark for an informal update meeting via Zoom or about scheduling a site visit.
We will also request a narrative and financial report at the end of the grant year. Report details will be included with the grant agreement, and the open and due dates can be viewed in our grantee portal. You will receive an email reminder containing a link to the report one month before the grant anniversary. It will be due one month after the grant anniversary.
Questions you may have after you have submitted a proposal
When can we expect a decision on our LOI/Proposal?
As former non-profit employees and executives and current Board members of non-profits, we understand tight cash-flow, making payroll, and worrying about whether you “got the grant.” We strive to complete our due diligence on all grants in a timely manner and to communicate decisions as quickly as possible. We reply to all known inquiries through our system. Deadlines for each portfolio are listed on their program page.
What do I do if I am taking over an active grant from a previous employee?
Can we list or use the Oak Hill Fund logo in our annual report, banner, swag, etc.
In the past, we had requested anonymity to keep attention focused on the grantee partner’s work instead of the funder. However, in the interest of transparency and accountability, we have changed our policy and now allow you to use our name in public announcements. We request that you don’t apply our logo to banners or swag.
When is it necessary to ask for changes to the approved budget on an already active grant?
Generally speaking, if the proposed expenditure change represents more than 10% of the project budget and is outside the general scope and deliverables of the grant agreement, you must ask for approval before proceeding with the change. Otherwise, you may proceed.
What do we do if the funds have not been spent before the end of the grant year?
Email Jason Halbert (jhalbert@oakhillfund.org) to request an extension. Please include a new end date for the grant. The Board will decide whether to grant the extension or request a refund.
In the case of multi-year grants, how are payments distributed?
Payments are made each year after review and approval of the annual grant report.
What if I am interested in applying for renewed funding?
If you wish to submit an LOI for renewed funding (i.e. for the same project as your current grant), you must first submit your final report. Reporting dates and questions are visible on the Reports tab of our grantee portal. You may submit a new LOI as soon as you submit your final report, provided the portal is open for your program of interest. You don’t have to wait to hear from us regarding your report. If the portal is not open when you submit your report, you must wait for the next opening as described on our website. LOIs submitted before reports will not be considered and deleted from our system. The same LOI may be resubmitted during an open window once your report is in.