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WHF Glossary of Terms

This glossary is intended to clarify the terms that appear on Foundation forms. The terms are sorted in two ways (1) by the document on which they appear and (2) in alphabetical order.

Program Budget Form

Additional Donated Income
Revenue or resources from contributions and grants that do not come from WHF that support program operations.

Contract Services/Professional Fees
Expenditures resulting from engaging the services of someone with specific expertise such as an attorney or accountant, not on agency  staff.

Earned Income
Revenue generated from services rendered, work performed, or the sale of goods, not fundraising events.

Employee Benefits
Employer-paid taxes, health or life insurance, retirement contributions, or other similar benefits for employees that are not salaries or wages.

Durable items needed to successfully operate the program including, but not limited to, office machines, vehicle parts, and medical devices.

Fiscal Sponsorship
A formal arrangement in which a non-profit organization a 501(c)(3) public charity or government agency sponsors a project or program that may lack exempt status or may otherwise benefit from technical assistance. Services that could qualify as technical assistance include bookkeeping and accounting, payroll, fundraising, office management and insurance.

Indirect Costs
General or administrative costs that are necessary to deliver program services or activities but that are not readily identified with a single specific project or activity (i.e. utilities).

In-Kind Support
A donation of goods or services as opposed to money.[1] May not include salaries paid to employees of the grantee organization.

Office Space
Cost of rent, mortgage payment, or other expenses related to the organization’s facilities or place of business necessary for operating the program.

Any other expenditure that does not fall under the enumerated expense categories. Organizations should explain what information is contained in the “other” category in the Budget Expense Narrative.

Salaries and Wages
Amount of cash compensation paid directly to employees.

Staff/Board Training and Development
Costs for attending conferences or seminars, obtaining professional certifications, or any similar activities intended to improve knowledge and capability.

Non-durable materials needed to successfully operate the program, including, but not limited to, office supplies and medical products.

Phone, internet, cable, electricity, water, sewage and other utility expenses.

Travel/Related Expenses
Costs associated with travel, including mileage and lodging.

Volunteer/Contributed Time
Hours contributed by volunteer workers. (Considered part of In-Kind Support).

Program Expense Narrative

Expense Category
The line items listed under “personnel” and “non-personnel” on the Program Budget Form (salaries and wages, office space, etc.).

Itemized Expenses
This column provides the opportunity to describe exactly how much is spent on each item that falls within that expense category. For example, the applicant may individually list the salaries of all of the employees covered by the grant.

Program Income Form

Committed Funds
Funds that have been already acquired, promised, and/or approved to support the program.

Anticipated Funds
Funds that have been requested and/or applied for to support the program.

[1] National Philanthropic Trust. “Philanthropic Dictionary.”

Financial Review Requirements

WHF Policy on Audits and/or Accountant’s Reviews

Applications and supporting documents are due by noon (12:00 p.m.) on the dates indicated. There are no exceptions to deadlines. Please complete your application early to avoid any last-minute problems. Late applications will not be considered.

Important Documents

2023 Grant Cycle Due Dates

Applications and supporting documents must be submitted by noon (12:00 p.m.) on the dates indicated. There are no exceptions to deadlines. Please complete your application early to avoid any last minute problems. Late applications will not be considered.


Letter of Intent (LOI) for Responsive Grants

Grant Cycle 1
Friday, January 27
Grant Cycle 2
Friday, July 28

Grant Invitations Sent to Applicants

Grant Cycle 1
Friday, February 3
Grant Cycle 2
Friday, August 4


Full Grant Applications Due

Grant Cycle 1
Friday, March 3
Grant Cycle 2
Friday, September 1


Grant Decisions

Grant Cycle 1
2023 Summer Board meeting (June)
Grant Cycle 2
2023 Winter Board meeting (December)

Get in Touch.

4801 Courthouse Street Suite 200 Williamsburg, VA 23188-2678