Purchasing Hardware for your project

As stated on the Spending Money page, there are two ways to go about purchasing hardware for your project needs: paying for it through a grant, or being reimbursed by Conservancy

Each of these have their own tax implications and documentation requirements:

Paying for it through a grant

Who owns the equpiment? You

Does the purchace price count as personal income? Yes, you may need to report this on your taxes.

When do I need to provide to Conservancy?

• W-9 or W-BEEN form
• This agreement (link to a sample: Hardware Grant Agreement
• Grant update reports - once after 3 months or completing your project

What other things do I need to do? Clearly label the equipment as belonging to Software Freedom Conservancy, and put the email hw@sfconservancy on it if you can. You also need to keep all records pertaining to use of the grant funds for at least 2 years, as per the above agreement

Purchasing and getting reimbursed

Who owns the equpiment? Conservancy

Does the purchase price come as personal income? No since you are not the owner

What do I need to provide to Conservancy? When the hardware arrives, take note of the serial number and send this agreement Reimbursement Agreement (some reasonable personal or education use is reasonable but we need to be assured that it will be used primarily for contributions to the project

What other things do I need to do? If the equipment ever becomes non-functional and/or you have plans to get rid of it in any way or give it to someone else (even if it's someone within your project), please get in touch with us before you do.