The Funds Tracking feature is Submittable's awards tracking tool. With it, level 5 administrators can record and track an organization's funds distribution to applicants. There are several terms to be aware of when using the Funds feature:

Fund

A Fund determines how much money can be distributed to awardees.

Award

The Award determines how much of the Fund is assigned to an awardee.

Payment

The Payment is how much of the Award has been paid to the awardee.

To get started, you'll need to set up a Fund. This Fund will be used to distribute awards to submissions.

1. At the top of your organization's page, click Funds:

2. Click the + New Fund button:

3. Enter the Fund Name, Fund Amount, and Fund Description, then Create Fund:

Your tracked funds will appear on the Funds page, showing the total available amounts, funds awarded, and funds paid:

Once you have a Fund, you can award part or all of that Fund to individual submissions. Depending on your needs, the award can then be paid out in whole or in part to the awardee.

1. Select a qualifying submission from your Submission List.

2. The open Submission View has a column to the right with additional information. Select Awards to view the pane:

3. In the Awards pane, select New Award:

4. In the New Award window, add a brief description of the award. Select the Fund from which the award will be drawn. In the dropdown menu, you will be able to see the total amount of money allocated to the fund and how much money a fund has available:

5. Add the total amount of the award.

6. Add memos, if desired. Recipient memos will be visible to the awardees; Internal memos are only for administrators.

7. Select Create Award to complete the Award.

Once you have created an award, the Awards pane will display all the existing transactions associated with the submission:

Each Award shows how much was Awarded, which Fund the Award was drawn from, and how much of the award has been Paid.

Once you have created an Award, you can pay the grantee part or all of it using the Make a Payment button on the Funds Pane.

1. Select the Make a Payment button.

2. In the Make a Payment dialog that opens, you can pay the entire award amount or enter a custom amount. You cannot enter more than the Awarded amount.

Enter an Internal Memo if needed, and select Continue to go to the Review Payment view.

3. On the Review Payment screen, review the information to ensure it is correct, and select Submit Payment to complete the transaction:

To download a list of transactions into a .csv file, click on the Transactions area, then the download icon:

The downloaded file will contain the Fund Name, Transaction Amount, Transaction Status, Submitter Name, Submission Name Field, Submission ID, Project/Program Name, Date of Transaction, and Transaction Description.

Note: Deleting a fund will not delete the data from specific submissions that have already received an award from the fund. If there is still an available balance to be paid from the awarded amount, a new transaction can be created with an amount paid from this fund on the submission as well. The data will remain reportable in Advanced Reports. Any data attached to submissions from the deleted fund must be manually removed from each submission on the submission details page.

Contact our Account Management team to add Funds Tracking to your organization's account.
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