Fiscal Sponsorship and Compliance: What Actually Changes

SPEAKER_00: 0:00

Welcome to the Nonprofit Compliance Brief, where we explain charitable solicitation and multi-state fundraising requirements in clear, practical terms for nonprofit leaders and finance teams. This podcast is produced by Ironwood Registrations.

SPEAKER_01: 0:14

Really glad to be here for this deep dive.

SPEAKER_00: 0:16

Yeah, it’s uh it’s an important one today. We are dissecting a strategy that is honestly probably the most common hack in the nonprofit sector.

SPEAKER_01: 0:25

Absolutely, the classic startup move.

SPEAKER_00: 0:27

Right. It’s the thing everyone suggests when you have this, you know, burning desire to change the world, but absolutely zero desire to file articles of incorporation. We are talking about fiscal sponsorship.

SPEAKER_01: 0:39

It’s essentially the incubator phase for charities.

SPEAKER_00: 0:41

Exactly. And usually the pitch you hear sounds something like uh like this: don’t wait six months for the IRS to approve your status. Just get a sponsor. It’s quick, it’s easy, and you can start taking donations tomorrow.

SPEAKER_01: 0:52

Aaron Powell Right. It’s framed as the ultimate shortcut.

SPEAKER_00: 0:55

Yes, the shortcut.

SPEAKER_01: 0:56

And that framing is exactly why we need to have this conversation. Because while physical sponsorship is an incredible tool for acceleration, um, treating it like a shortcut or a way to bypass bureaucracy entirely is just a recipe for illegal disaster.

SPEAKER_00: 1:12

Aaron Powell And that’s the core tension, really, isn’t it? There is this perception that sponsorship is a get out of jail free card for compliance. Yeah. But the reality is that it doesn’t eliminate the red tape. It just, well, it moves the red tape to a different desk.

SPEAKER_01: 1:25

Trevor Burrus, Jr. That is exactly it. It shifts the administrative burden, but it doesn’t dissolve it. In fact, in some ways, it complicates the landscape because you are introducing a second party into every single transaction. Right. You aren’t just answering to the regulator anymore. You’re answering to the sponsor who’s then answered to the regulator.

SPEAKER_00: 1:42

Aaron Powell So our mission today is to really open up the hood of this engine. We need to understand not just what fiscal sponsorship is, but how the money flows, who is legally exposed when things go wrong, and critically, what happens when a local project suddenly goes viral and drags its sponsor into a massive multi-state compliance nightmare.

SPEAKER_01: 2:00

Which happens way more often than people think.

SPEAKER_00: 2:02

I bet. Let’s start with the umbrella concept. If we strip away all the jargon, what is the actual legal mechanism here? Because I think people confuse it with just partnering with another charity.

SPEAKER_01: 2:13

Yeah, it is much more than a partnership. At its core, fiscal sponsorship is an arrangement where an established 501c3 nonprofit, the sponsor, agrees to accept tax-deductible donations on behalf of a project that doesn’t have that status yet.

SPEAKER_00: 2:28

Okay.

SPEAKER_01: 2:28

The sponsor allows the project to operate under its existing legal and tax-exempt umbrella.

SPEAKER_00: 2:33

So to use a real estate analogy, instead of building your own house from scratch, you’re basically renting a room in someone else’s mansion.

SPEAKER_01: 2:40

That is a very apt analogy. And typically people choose to rent that room for three specific reasons. First is speed to market.

SPEAKER_00: 2:47

Ah, the famous IRS backlog.

SPEAKER_01: 2:50

Right. Obtaining your own 501c3 status can take anywhere from three to twelve months, depending on the complexity and how busy the IRS is.

SPEAKER_00: 2:57

Which is a lifetime.

SPEAKER_01: 2:58

Exactly. If you’re responding to a sudden crisis, say a hurricane relief effort or a sudden humanitarian need, you just can’t wait six months for a determination letter. You need to deploy funds right now.

SPEAKER_00: 3:11

That makes total sense. You can’t tell disaster victims, hold on, our paperwork is still pending in Cincinnati.

SPEAKER_01: 3:17

No, you can’t.

SPEAKER_00: 3:18

What’s the second driver?

SPEAKER_01: 3:19

Testing. It’s the lean startup approach applied to charity. A lot of ideas sound great on paper, but might not be viable as permanent standalone organizations. Fiscal sponsorship lets you test the concept, raise some seed money, and run a pilot program without incurring all the legal expense of incorporation and board formation.

SPEAKER_00: 3:38

Oh, so it’s like dating before you get married.

SPEAKER_01: 3:40

In a legal sense, yes. And the third driver, which is usually the one that seals the deal, is immediate fundraising capability.

SPEAKER_00: 3:47

Because donors want that tax deduction.

SPEAKER_01: 3:49

Exactly. You want to offer donors a tax deduction today. You cannot do that if you are just a person with a regular bank account. You need that EIN.

SPEAKER_00: 3:57

Because you’re borrowing the sponsor’s tax ID number.

SPEAKER_01: 4:00

You are utilizing it, yes. But here is the aha moment that trips people up. Because you are using their tax ID, the sponsoring organization isn’t just a passive conduit. They assume full legal and financial responsibility for the project.

SPEAKER_00: 4:15

Oh, this is the pass-through fallacy, isn’t it? I think a lot of project leaders believe the sponsor is just a bank that takes a 10% cut and hands over the cash.

SPEAKER_01: 4:23

That is easily the most dangerous misconception in this entire field. It is absolutely not a pass-through. If the sponsor acts as a mere pass-through, meaning they exercise zero discretion or control over the funds, the IRS can actually disallow the tax deduction for the donors.

SPEAKER_00: 4:38

Wait, really? So if the sponsor’s two hands off, the donors lose their write-off.

SPEAKER_01: 4:42

Correct. The sponsor must maintain what we call variance power. They have to have the legal authority to redirect the funds if the project stops serving its charitable purpose. It is a true liability relationship. If the project commits fraud or violates labor laws, the sponsor is the one on the hook.

SPEAKER_00: 4:58

Which implies that the relationship isn’t just a handshake, it’s a real structural integration. But looking at how these deals are set up, they don’t always look the same. It’s not a one-size-fits-all contract.

SPEAKER_01: 5:10

No, and the distinction here is vital for any finance team listening. The industry generally categorizes these into models. The most intense version is comprehensive sponsorship, which is often called Model A.

SPEAKER_00: 5:25

Model A, that sounds like the premium package.

SPEAKER_01: 5:28

It is the all-in package. In comprehensive sponsorship, the project has no separate legal existence at all. It is legally a department of the sponsor.

SPEAKER_00: 5:37

So the project staff, they aren’t working for the project.

SPEAKER_01: 5:39

No. They are employees of the sponsor. They are on the sponsor’s payroll. The sponsor’s insurance covers them. The sponsor’s HR manual applies to them. If the project leader wants to sign a contract with a vendor, technically the sponsor has to sign it.

SPEAKER_00: 5:53

That is a massive amount of control to give up. You’re essentially becoming a middle manager in someone else’s company.

SPEAKER_01: 5:58

You really are. Yeah. But in exchange, you get total administrative shelter. You don’t file taxes, you don’t handle payroll, you don’t carry your own liability insurance. A lot of peace of mind. Right. Then on the other end of the spectrum, you have the grantor-grantee relationship, or Model C. This is where the project might be a separate legal entity, maybe an LLC or a nonprofit corporation that just doesn’t have tax status yet.

SPEAKER_00: 6:22

So in this model, the sponsor is just giving grants to the project.

SPEAKER_01: 6:26

Essentially, yes. The sponsor accepts the donations, takes their administrative fee, and then grants the remaining funds to the project entity to execute the work. It’s more arm’s length. The project hires its own staff and carries its own liability insurance.

SPEAKER_00: 6:40

But the compliance headache depends entirely on which of these buckets you fall into.

SPEAKER_01: 6:44

Completely. If you’re in a comprehensive model, the sponsor handles almost everything because legally the project is the sponsor. In a grant or grantee model, the project has its own filing duties, its own payroll taxes, and its own corporate governance to manage.

SPEAKER_00: 6:59

This is why I imagine you can’t just download a generic fiscal sponsorship agreement off the internet.

SPEAKER_01: 7:04

Please don’t do that. That is how you end up with a Model A reality, but a Model C contract. And that is an absolute nightmare when an audit happens.

SPEAKER_00: 7:12

Let’s pivot to the thing everyone actually cares about the money. So thinking about the fundraising question, I’m putting myself in the shoes of a donor. I get an email from Save the Wetlands. It looks like a distinct organization. I click donate. Who am I actually giving money to?

SPEAKER_01: 7:29

That is the million-dollar question for regulators. The key question state charities bureaus ask is which organization is actually conducting the solicitation?

SPEAKER_00: 7:38

And under the law, the answer is usually the sponsor.

SPEAKER_01: 7:40

In almost every arrangement, specifically the comprehensive ones, the fiscal sponsor is the one legally soliciting the funds. Why? Because the tax receipt is coming from them.

SPEAKER_00: 7:50

So even if the email comes from Jane Doe, director of Save the Wetlands, legally it is the Nature Foundation asking for support.

SPEAKER_01: 7:57

Correct. And that distinction triggers a cascade of compliance duties that falls squarely on the sponsor. We are talking about charitable solicitation registrations, which is that game of risk board we always talk about. The sponsor must be registered in the states where the solicitation is happening.

SPEAKER_00: 8:13

We will get to the multi-state nightmare in a minute, but I want to stick on the donor experience. Donor disclosures, the fine print. This seems like a place where things get messy very fast.

SPEAKER_01: 8:23

It is the most common failure point. Public perception is vital. You cannot mislead donors. If a donor thinks they are giving to a standalone entity, but they get a receipt from an organization they have never heard of, you have created a major trust problem.

SPEAKER_00: 8:36

Right. Why does my credit card statement say Ironwood Foundation when I donated to save the puppies?

SPEAKER_01: 8:41

Exactly. Or worse, the state regulator looks at the website and sees a donate button that doesn’t mention the sponsor at all. That can actually be considered a deceptive solicitation practice. The landing page, the email footer, and the receipt all need to say something like, Save the Wellands is a project of the Nature Foundation, a 501c3 organization.

SPEAKER_00: 9:03

It seems like a delicate balance. You want the project to build its own brand and identity, but the legal reality demands you constantly remind people hey, we aren’t actually independent.

SPEAKER_01: 9:13

That is the constant friction. Marketing wants a clean brand, legal wants accurate disclosure, legal has to win that fight, or the marketing budget won’t matter because the sponsor will get shut down.

SPEAKER_00: 9:25

So the money comes in, it hits the bank account. Now we have to tell the IRS about it. This brings us to the paper trail and the Form 990.

SPEAKER_01: 9:34

The scorecard of the nonprofit world.

SPEAKER_00: 9:36

Right. If I am a project leader and I’ve raised a million dollars this year, I naturally want the world to know. I want to look up my 990 on GuideStar, but I can’t, can I?

SPEAKER_01: 9:45

Usually no. And this is often a huge shock to project leaders who haven’t read the fine print. Sponsored projects typically appear within the sponsor’s financial reporting. They just get absorbed.

SPEAKER_00: 9:54

Disturbed in what way exactly?

SPEAKER_01: 9:56

The revenue is aggregated into the sponsor’s total revenue. The expenses are mixed in with the sponsor’s expenses. And the program descriptions, part three of the 990, where you brag about your impact, that narrative belongs to the sponsor.

SPEAKER_00: 10:08

So if I search for save the wetlands on the IRS database, I might find absolutely nothing.

SPEAKER_01: 10:15

You might find nothing. Or if you’re lucky, you might find a one-line description in Schedule O under other program services.

SPEAKER_00: 10:23

That has to cause some ego bruising. Like, hey, I did that work. Why is the sponsor taking credit for it?

SPEAKER_01: 10:28

It can cause massive friction, but legally, it is their work. Remember, the sponsor accepted the liability, so they get to claim the impact.

SPEAKER_00: 10:38

This feels like a major leadership takeaway for you. If you are entering a sponsorship, you need to understand that you are trading visibility for infrastructure.

SPEAKER_01: 10:46

Precisely. And from the sponsor’s perspective, they need to be careful about how they report this too. If a sponsor takes on 50 different projects, their 990 might start looking very strange. Their revenue might skyrocket, but their mission statement might not seem to align with where all the money is suddenly going.

SPEAKER_00: 11:02

That brings us to the myths. We touched on the pass-through idea, but let’s get specific. What are the other big misunderstandings you see in this space?

SPEAKER_01: 11:10

The biggest one is the independent myth. It is the mistake of assuming a project has independent compliance obligations identical to a standalone nonprofit. We see project leaders trying to file their own Form 990N, the postcard, or trying to register for their own state tax exemptions.

SPEAKER_00: 11:28

They are trying to be too compliant.

SPEAKER_01: 11:30

They’re trying to be compliant for an entity that effectively doesn’t exist yet. If you are a Model A project, you don’t file a tax return. You are a tax return entry.

SPEAKER_00: 11:39

And the flip side of that?

SPEAKER_01: 11:41

The three-pass myth. This is the dangerous belief that sponsorship eliminates all regulatory responsibilities entirely. Oh, the sponsor handles compliance, so I don’t need to worry about restricted funds or substantiation requirements.

SPEAKER_00: 11:53

Right. The mindset of I can just focus on the mission and ignore the receipts.

SPEAKER_01: 11:58

You can focus more on the mission, but you cannot ignore the rules of how money is spent. The rules still apply, they just apply through the sponsor. If you buy first-class tickets for a flight, the sponsor is the one who has to answer to the IRS for excessive benefit, so the sponsor is going to block that purchase.

SPEAKER_00: 12:13

And that leads to the confusion trap.

SPEAKER_01: 12:15

Yes. When the project leader signs a contract with a vendor using only the project name, not the sponsor’s name.

SPEAKER_00: 12:21

So Save the Wetlands signs a lease for a new office.

SPEAKER_01: 12:25

But Save the Wetlands has no bank account and no legal standing. So the landlord sues, and suddenly everyone realizes the lease is invalid, or the project leader is personally liable for the rent.

SPEAKER_00: 12:37

Documentation seems to be the only cure here. You have to know exactly who you are.

SPEAKER_01: 12:40

You have to know who you are signing as, absolutely.

SPEAKER_00: 12:43

Now here is where it gets really interesting for me. We live in a digital world. A project starts locally, maybe in a co-working space in Chicago, but then they launch a TikTok campaign. It goes viral. Suddenly, they have donors from California, New York, Florida.

SPEAKER_01: 12:58

And now we have entered the multi-state considerations. This is where the relationship between sponsor and project so often breaks down.

SPEAKER_00: 13:06

Because compliance tends to expand alongside fundraising growth. And organizations that review requirements periodically avoid most problems.

SPEAKER_01: 13:14

That is the golden rule. You cannot stay small in your compliance if you are getting big in your fundraising.

SPEAKER_00: 13:19

So walk us through the mechanics of that. The sponsor is a local Chicago nonprofit. They are registered to solicit in Illinois. The project goes viral and starts targeting donors in New York. Who has to register in New York?

SPEAKER_01: 13:32

The sponsor does.

SPEAKER_00: 13:33

But the sponsor doesn’t do business in New York. They don’t care about New York.

SPEAKER_01: 13:36

They do now. Because they are the legal solicitor. If the project operating under the sponsor’s umbrella is actively asking New Yorkers for money, the sponsor must be registered in New York.

SPEAKER_00: 13:49

That sounds like a really tough conversation. Hey, sponsor, I know you’re just a community group in Illinois, but I need you to undergo a massive audit and register in 40 states because I want to send some emails.

SPEAKER_01: 14:00

It is a very difficult conversation. It’s expensive, it’s time consuming, and it exposes the sponsor to jurisdiction in states they never intended to enter.

SPEAKER_00: 14:08

Can the sponsor just say no? Like, no, you can’t fundraise in New York?

SPEAKER_01: 14:12

They can, and they often do. This is a very common source of conflict. A project wants to grow, but the sponsor’s compliance footprint is simply too small to support that growth.

SPEAKER_00: 14:22

So the sponsor acts as a ceiling on the project’s ambition.

SPEAKER_01: 14:25

Unless the sponsor is a professional fiscal sponsor, meaning an organization that exists specifically to do this and is already registered nationally. But if you are just being sponsored by a friendly local charity, their limitations become your limitations.

SPEAKER_00: 14:39

That’s a huge strategic consideration. If you plan to go national, don’t pick a sponsor who is afraid of paperwork.

SPEAKER_01: 14:46

Exactly. You need to align your growth strategy with your sponsor’s compliance infrastructure. And as the project grows, the need for coordination increases drastically. You can’t just launch a Giving Tuesday campaign without clearing it with the sponsor first, because they need to ensure they are compliant in every single state where that email lands.

SPEAKER_00: 15:05

Which leaves perfectly into the watchful eye, the governance, and oversight. Because if the sponsor’s on the hook for all these registrations and potential fines, they better be paying close attention. If the project goes rogue, the sponsor’s 501c3 is at risk.

SPEAKER_01: 15:26

Absolutely. Let’s say a project decides to support a political candidate. That is a strict prohibition for 501c3s. If the project tweets an endorsement, the IRS doesn’t just punish the project. They look at the sponsor and say, Why did you let this happen under your exemption? We are revoking your status.

SPEAKER_00: 15:45

Wow. So the sponsor could lose their entire existence because of one project’s mistake.

SPEAKER_01: 15:50

Yes. That is why sponsors charge administrative fees, usually between 7 and 15%. They aren’t just charging for bookkeeping, they are charging for the risk premium. They are charging for the fact that they have to watch you like a hawk.

SPEAKER_00: 16:03

So what does this oversight look like in practice? It’s not just looking at receipts, is it?

SPEAKER_01: 16:07

It starts with financial supervision, so approving expenses before they are paid, but it also includes approving grant proposals, reviewing fundraising materials for those disclosures we talked about, and ensuring the project actually fits within the sponsor’s mission.

SPEAKER_00: 16:21

The mission match is important, right? A cancer research charity can’t sponsor a project about saving whales.

SPEAKER_01: 16:26

Correct. The activities must further the sponsor’s exempt purpose. If they drift too far apart, the IRS can argue it’s unrelated business income, or that the sponsor isn’t operating for its stated purpose anymore.

SPEAKER_00: 16:39

It sounds like a lot of work for the sponsor. But hopefully the project grows up, it gets big, it gets stable, and eventually it might want to leave the nest.

SPEAKER_01: 16:47

The transition to independence. This is the natural life cycle for many successful projects.

SPEAKER_00: 16:53

What happens when a project says, thanks for the help, but we’re ready to file for our own 501c3 now? Is it a messy divorce or a graduation party?

SPEAKER_01: 17:02

Ideally, it’s a graduation. But legally, it is a massive compliance cliff. You are moving from that comprehensive model to being a standalone entity, and the training wheels come off all at once.

SPEAKER_00: 17:13

So all those registrations the sponsor was holding?

SPEAKER_01: 17:15

The new entity now has to do them. They need to file their own articles of incorporation, get their own EIN, file their own form 1023 with the IRS, and register for charitable solicitation in every state where they plan to keep fundraising.

SPEAKER_00: 17:27

And what about the money left in the bank? If the project has half a million dollars sitting in the sponsor’s account, can the sponsor just write a check to the new nonprofit?

SPEAKER_01: 17:37

Not casually. It’d have to be a formal grant. Remember, the sponsor owns that money. They have to grant the assets to the new entity. And there is typically a formal asset transfer agreement involved.

SPEAKER_00: 17:48

And donor data. That’s the lifeblood of any nonprofit.

SPEAKER_01: 17:51

That is often a major point of intention. Technically, the donor list belongs to the sponsor. The transfer agreement needs to specify that the data goes with the project.

SPEAKER_00: 18:01

This seems like a moment where things could go very wrong if you haven’t planned ahead.

SPEAKER_01: 18:05

We see projects incorporate, launch their new website, and start fundraising before they have actually transferred the assets or registered themselves. They create a compliance gap right at their most vulnerable moment.

SPEAKER_00: 18:17

So strategy is key here. You need to build the bridge before you burn the boat.

SPEAKER_01: 18:21

You want a smooth handoff, not a free fall. Planning ahead is essential to make this transition work.

SPEAKER_00: 18:27

We have covered a lot of ground today, and frankly, some of it sounds a bit daunting. The liability, the shared risk, the multi-state complexity. So I have to ask the verdict question: is it worth it?

SPEAKER_01: 18:39

If we look at the benefits, the answer is usually yes, but with a caveat. Think about the value proposition.

SPEAKER_00: 18:46

Reduced startup barriers.

SPEAKER_01: 18:48

Huge. You can start doing the work today. You don’t have to wait for the IRS.

SPEAKER_00: 18:52

Administrative support.

SPEAKER_01: 18:54

You don’t have to hire a CFO or an HR director on day one. You lean on the sponsor’s existing infrastructure. That creates an economy of scale that is invaluable for a small startup.

SPEAKER_00: 19:05

And that structured oversight we talked about.

SPEAKER_01: 19:07

Exactly. It provides a safety net during that chaotic early growth phase. It stops you from making rookie mistakes, but you have an experienced parent organization guiding you. They stop you from violating labor laws or messing up your payroll taxes.

SPEAKER_00: 19:19

So the final synthesis is that sponsorship is an incubator.

SPEAKER_01: 19:22

It is an incubator with rules. When roles and responsibilities are clearly understood, sponsorship supports innovation while maintaining compliance. It allows good ideas to flourish without getting crushed by bureaucracy immediately.

SPEAKER_00: 19:36

But if you treat it like a lawless zone, it will crush you later. If we connect this to the bigger picture, fiscal sponsorship changes how compliance is organized, but it does not remove the need for it. The organizations that succeed are the ones that respect that shift.

SPEAKER_01: 19:51

It’s not about avoiding the work, it’s about doing the work in a smarter way and respecting the fact that your sponsor is putting their existence on the line for your idea.

SPEAKER_00: 20:00

Well, this has been a fascinating look into the mechanics of how nonprofits get started and how they grow. Before we wrap up, I want to leave you with a final thought to mull over. We’ve talked a lot about the project failing or leaving, but consider this. What happens if your fiscal sponsor goes bankrupt or loses their own tax exempt status due to another project’s mistake? As a project leader, how secure are your funds if the mansion you’re renting a room in suddenly goes into foreclosure? It’s definitely something to explore as you weigh your options.

SPEAKER_01: 20:29

A very sobering thought to end on.

SPEAKER_00: 20:31

Indeed. If you found this discussion helpful, you can find additional compliance guides and visual resources at ironwoodregistrations.com. Thanks for listening.