Document Library
All download files are available here including our audio files. To find a specific form, document or audio file, use the Quick Links. Click the Quick Link category to see a list of all those files
Quick Links
Click on these links to take you to the appropriate section, below.
- Accounting
- Annual Reporting for Year End requirements
- Applying to Create a Seed Project
- Banking: Opening & Maintaining your Seeds Bank Account
- Donation Receipts for cash, non-cash & vehicles
- IRS Requirements for Nonprofits
- Project FAQs (available after Jan. 2010)
- Project Manual (available after Jan. 2010)
- Registration after your project is approved
- Samples of DBA Filings
- Updating Your Project’s Information
Accounting
Download the guide and other files below to help you do your bookkeeping. Some forms have both a Word and an Excel format. Use whichever you prefer. Note: This list includes the Quick Link to our donation receipts. Click Donations AFTER you have what you need from this list.
- Accounting Guidelines for doing your project's bookkeeping
- A sample scanned checkbook register
- Expense Reimbursement Form in Excel
- Expense Reimbursement Form in Word
- Gift Acknowledgement Form and sample for donations made by your project
Annual Reporting for Year End requirements
We require a yearly report on your Project’s activity with electronic files of your year’s accounting and also some receipts. You should receive an email with all of the documents needed for your reporting. In case you are missing any of those files, here is the complete list.
- Overview of all requirements (this is our annual year end letter emailed to all projects)
- Annual Report Form and Instructions
- Check list for your Annual Project Accounting Report
- Inactive Seed Project Annual Accounting Report
- Cash Donation Receipt Form - double format
- Gift Acknowledgement Form and sample for donations made by your project
- Expense Reimbursement Form in Excel
- Expense Reimbursement Form in Word
- Accounting Guidelines
- Filing Early if you are gone in December or January
Applying to Create a Seed Project
Download and open each of these 5 documents. Three of these documents are examples of successful applications. You need to look at each of the samples to see the kind of information you need to provide for your project to be approved.
- Read this first: An Overview of the Application Process
- Sample A: Application for an existing business that wants to become a nonprofit
- Sample B: Application for a foreign project receiving a large grant
- Sample C: Application for a very simple project
- Instructions and Application Form
Banking: Opening & Maintaining your Seeds Bank Account
To establish your Seeds Project bank account, download B1 and follow the instructions. To make signatory changes to your Seeds Project, download B2.
Donation Receipts for cash, non-cash & vehicles
Donation Receipt documents are listed below for easy record-keeping. Download and keep these files for easy access.
- Instructions for recording donations
- Request to send your donor a receipt for a donation over $1,000
- Sample cash Donation receipt with double format
- Sample letter for cash Donation receipt
- Sample non cash donation receipt with double format
- Sample letter for non cash donation receipt
- Vehicle Donation Form - NOTE: This link takes you to www.irs.gov. Enter "vehicle donation" into their search; find their form for the current year.
- Gift Acknowledgement Form - for donations made by your project
IRS Requirements for Nonprofits
Each project is responsible to follow the current law. Our IRS guidelines document listed below is not a complete guide. Please go to the IRS website for further information on 501(c)3 compliance regulations.
Project FAQs & Project Manual
Registration after your project is approved
The list below provides all of the necessary instructions and paperwork needed to establish your project’s nonprofit status. It will take you some time, and can be done in stages.You need to file your DBA and enclose a copy with your Registration Form.
- Read this first: An overview of the registration process
- Guide for Filling Out a Doing Business As (DBA) Form
- Guide to IRS requirements for nonprofits
- IRS Quiz A: Use only one IRS quiz (A, B or C) to test your understanding of IRS Requirements
- IRS Quiz B: Use only one IRS quiz (A, B or C) to test your understanding of IRS Requirements
- IRS Quiz C: Use only one IRS quiz (A, B or C) to test your understanding of IRS Requirements
- Accounting Guidelines for your project's bookkeeping
- Accounting Quiz A: Use only one Accounting quiz (A, B or C) to test your understanding
- Accounting Quiz B: Use only one Accounting quiz (A, B or C) to test your understanding
- Accounting Quiz C: Use only one Accounting quiz (A, B or C) to test your understanding
- Instructions & Registration Form
Samples of DBA Filings
- California DBA - Alameda
- California DBA - San Rafael
- DC - Trade Name Registration
- Massachusetts DBA - Manchester
- Michigan DBA - Van Buren County
- Texas DBA - Harris County
Updating Your Project’s Information
Please let us know when your project's information changes.
- Updating your project’s information displayed under Current Projects on our website
- Updating your Project Contact Information