How to Apply
Application Overview
The Foundation utilizes an online grants portal where applicants can submit grant requests and reports and review their grant history. All applications must be received before 5 p.m. on the last day of the application period. This is so applicants can receive staff support during work hours if any challenges arise. No late submissions will be accepted.
Using the button below, you can download the Application Outline before beginning to fill out the application. This document was created to help you prepare your answers to narrative questions ahead of time and also walks you through the documents/attachments you’ll need to upload as part of the online application process.
We recommend starting to work on your application using Microsoft Word or a Google document rather than in the online application form, particularly if you are working with several people to complete the application. Then, copy and paste your consolidated answers into the online application form.
Our goal is to make the grant process as manageable as possible for prospective grantees. Please direct technical questions and feedback about the application process to Jane Wang at jwang@pfs-llc.net.
Deadlines
The Bothin Foundation board meets three times throughout the year to make grant decisions – in the winter (February/March), spring/summer (May/June), and fall (October/November). Grant application timelines typically begin around 3 months prior to a board meeting.
The new proposal icon can only be accessed during the open submission dates below. You will not be allowed to begin an application prior to the submission open dates. Applications may only be submitted during the dates listed. The new proposal icon will not appear until the submission window is open. Do not attempt to submit an application prior to the submission start date or you might lose your work. All applications must be received before 5 p.m. on the last day of the application period. This is so applicants can receive staff support during work hours if any challenges arise. No late submissions will be accepted.
2025 SUBMISSION DATES
Winter 2024: November 18 – December 6, 2024 (due by 5 p.m.)
Awards distributed: March 2025
Spring 2025: February 18 – March 4, 2025 (due by 5 p.m.)
Awards distributed: May 2025
Fall 2025: July 21 – August 1, 2025 (due by 5 p.m.)
Awards distributed: October 2025
Winter 2025: November TBD (due by 5 p.m.)
Awards distributed: March 2026
Check the website often as dates may need to shift for unforeseen circumstances.
Application Process
STEP 1: REVIEW GUIDELINES
Review our funding priorities and grantmaking guidelines to determine if your request meets the eligibility criteria. If you are not sure if your request is aligned with the focus areas, please contact:
Tiffany Wood
Executive Director
twood@pfs-llc.net
STEP 2: REVIEW PROCESS
For your convenience, we have created an application outline that includes the application questions in a step-by-step document. We encourage you to download and use it as your guide throughout the application process. The application outline will walk you through the narrative questions you’ll be asked once you access the online application, which allows you to draft your responses outside the system and have them ready to copy + paste into the form when ready. The application outline also lists the documents and supplemental materials required to submit the application.
STEP 3: REGISTER & LOGIN
If your request is aligned with our funding priorities and grantmaking guidelines, submit an application through the online grants portal. New users should register for a user name and password. Existing users can simply login to the portal. If you are not sure if you or your organization have an existing profile in the grants portal, please email our Grants Manager for assistance.
STEP 4: SUBMIT APPLICATION
Once logged in, complete the following items:
- Complete the Organization Profile and the Personal Profile, found under the Organization and Contact Information section.
- Click the “New Proposals” icon to begin an application.
- Be sure to save your work periodically, as the application form will not auto-save your work. You may save an application in progress and return to it by clicking the “Current Proposals” icon on your home screen.
- Click “Submit” when complete. Submitted applications cannot be edited. New users be sure to complete the Organization Profile and Personal Profile under Organization and Contact Information. Please note: If your agency does not have a IRS 501(c)(3) tax-exempt determination letter, please upload a completed W-9 form. Whenever exiting the portal, be sure to log out before closing the page or browser.
STEP 5: REVIEW
After you have submitted the application, your request will be reviewed. Foundation staff will contact you when selection decisions have been made. To download a PDF version of your submitted application, click the “Current Proposals” icon, open the submitted application, and click the “Printable Application” button.
We welcome your feedback as we continue to improve the application process. If you encounter any problems or have suggestions about how we can improve your experience, please submit a Contact form, or email our Grants Manager for assistance.
Application Process
STEP 1: REVIEW GUIDELINES
Review our funding priorities and grantmaking guidelines to determine if your request meets the eligibility criteria. If you are not sure if your request is aligned with the focus areas, please contact:
Tiffany Wood
Executive Director
twood@pfs-llc.net
STEP 2: REVIEW PROCESS
For your convenience, we have created an application outline that includes the application questions in a step-by-step document. We encourage you to download and use it as your guide throughout the application process. The application outline will walk you through the narrative questions you’ll be asked once you access the online application, which allows you to draft your responses outside the system and have them ready to copy + paste into the form when ready. The application outline also lists the documents and supplemental materials required to submit the application.
STEP 3: REGISTER & LOGIN
If your request is aligned with our funding priorities, submit an application through the online grants portal. New users should register for a user name and password. Existing users can simply login to the portal. If you are not sure if you or your organization have an existing profile in the grants portal, please email our Grants Manager for assistance.
How to register and login – Video
STEP 4: SUBMIT APPLICATION
Once logged in, complete the following items:
- Complete the Organization Profile and the Personal Profile, found under the Organization and Contact Information section.
- Click the “New Proposals” icon to begin an application.
- Be sure to save your work periodically, as the application form will not auto-save your work. You may save an application in progress and return to it by clicking the “Current Proposals” icon on your home screen.
- Click “Submit” when complete. Submitted applications cannot be edited. New users be sure to complete the Organization Profile and Personal Profile under Organization and Contact Information. Please note: If your agency does not have a IRS 501(c)(3) 3 tax-exempt determination letter, please upload a completed W-9 form. Whenever exiting the portal, be sure to log out before closing the page or browser.
STEP 5: REVIEW
After you have submitted the application, your request will be reviewed. Foundation staff will contact you when selection decisions have been made. To download a PDF version of your submitted application, click the “Current Proposals” icon, open the submitted application, and click the “Printable Application” button.
We welcome your feedback as we continue to improve the application process. If you encounter any problems or have suggestions about how we can improve your experience, please call our main line at (415) 561-6540.
Step-by-step guide download
Click here if you’d prefer to download the step-by-step guide.
Required Documents
The following list outlines documents that will be required to complete your grant application:
Organization audit or financial statements for the most recently completed fiscal year
Organizational budget for the present year, including proposed and secured funding
Budget for the capital project for which you are seeking support, including secured and projected sources of funding
If the budget for the capital project you are proposing exceeds the amount you are requesting from the Bothin Foundation, please complete the Funder Worksheet to show how the balance will be funded.
List of the Board of Directors, with affiliations
Copy of the agency’s IRS 501(c)(3) tax-exempt determination letter (only required for new users to the online grants portal)
How To Report
The Foundation utilizes an online grants management portal where applicants can submit grant requests and reports and review their grant history online.
All grantees are required to submit a report at the completion of the grant period, as specified in the grant agreement. Reports simply involve submitting PDF copies of all relevant invoices/receipts along with answering one optional narrative question.
Please use the login information used for submitting your organization’s proposal on the grants management portal. If you do not remember the email address that was used for your organization’s profile, contact Jane Wang at jwang@pfs-llc.net.
Do not register and create a new account.