How to Scan Documents

ALL UPLOADED DOCUMENTS MUST BE IN PDF FORMAT.  

1. Use an app to help you scan your document via mobile phone. Click the link to access a PDF tutorial on how to use the scanning feature. 

2. Google Drive Mobile 

   a. Link: https://mnpromiseact.co/GoogleDriveMobileScanningTutorial 

3. Apple Mobile 

   b. Link: https://mnpromiseact.co/scanningwithapple 

4. Android Mobile 

   c. Link: https://mnpromiseact.co/scanningwithandroid 

   Use can also use an app such as Turbo Scan or Cam Scanner to scan your document.

    

5. Ensure your scan includes all pages and edges of your document, and is a clear, non-blurry scan.  Be sure to include the entire 🪪 ID or document in the scanned image. 

TIN or EIN Number

1. Enter your TIN if the 1099 should go to your business taxes

   • TIN / SSN is only applicable to Sole Proprietors and Single Member LLCs
     

2. Enter your EIN if the 1099 should go to your business taxes. 

   • 🚫 WE CANNOT ACCEPT a client copy where the numbers are redacted

   • This number must ◾◾ MATCH the number entered on your most recently submitted taxes

3. If awarded a grant, you will receive a 1099 for your grant award
   

4. 💾SAVE your changes on your application, finish ALL needed changes before you hit ✅SUBMIT
   

W-9

1. Click the “Award Documents” section of your application
   

2. ⬇️ DOWNLOAD and complete the IRS W-9 form.

   • Lines 1-7 

   • Part 1 (either SS# or EIN#) 

   • Part 2 (✍️ SIGNATURE and date)  
     

3. ⬆️ UPLOAD the first page as a 🗎 SCANNED PDF
   

4. 💾 SAVE your changes on your application, finish ALL needed changes before you hit ✅ SUBMIT
   
   Note: Your W-9 cannot be processed unless all necessary fields are entered. 

Secretary of State

Is your business active and in good standing with the Secretary of State?  

1. Search for your full Business Name OR file number on the Secretary of State website here: 🔗 mblsportal.sos.mn.gov/Business/Search  

   a. Follow this 🔗 applicant resource tutorial for completing this step on the Secretary of State website 

   If your business name does not include your legal first and last name:

1. If your business name does NOT include your legal first and last name, your Full Business Name MUST be reflected in the   business’s Minnesota Secretary of State registration.  

   For example:  

   If your business name is “Jasmine’s Business Consulting”, and your true personal name is “Jasmine James”, the Full Business Name “Jasmine’s Business Consulting” must be registered with the Minnesota Secretary of State.

2. If your business name DOES include your legal first and last name, you do not need to be registered with the Minnesota Secretary of State.

   For example: 

   If your business name is “Jasmine James’ Business Consulting”, and your true personal name is “Jasmine James” your business would not need to be registered with the Minnesota Secretary of State. 

3. After you complete this step on the Secretary of State website, remember to hit ✅ SUBMIT on your application in the portal so our team can review the change you created. 

Tax Documents

UPLOAD tax documents from your most recently completed tax year with all schedules, and forms included as a 🗎 SCANNED PDF. 

• 2024 or the most recently completed year of taxes is REQUIRED 

• If you filed a tax extension for your most recent tax year, ⬆️ UPLOAD both your filed tax return and the extension form (e.g., IRS Form 7004). 

  • 🔗Preference will be given to businesses that were in operation in 2021. 

  • Uploading 2021 tax documents is necessary to receive a preference point.   

  • A business who experienced a financial hardship in last two years according to filed tax returns, gets + 1 preference point. 

  • According to DEED, financial hardship is defined as 10% or greater decrease in gross revenue or a decrease in net income. 

  • Demonstrating a loss of revenue is necessary to receive a preference point. 

• The Business Name on the application must ◾◾ MATCH the Business Name on the uploaded taxes.  

  a. If you are a Sole Proprietor without a separate Business Name, the name on your application must ◾◾ MATCH the name on your tax return (1040 Schedule C). Whether you use your Business Name or your legal name, it must ◾◾ MATCH.  

• Tax documents must include ALL pages of your filed tax return. 

• ⬆️ Upload the same tax return that was sent to the IRS, displaying the Primary Applicant’s full TIN/ EIN or SSN on the return.

• Acceptable tax forms include the ones listed below. These are the only tax documents we will accept, unless you are a nonprofit submitting a 990 or 990EZ

  a. 1040 Schedule C* 

  b. For those with Multiple Schedule C Tax Documents, see section 6b. for instructions. 

  c. 1120-C 

  d. 1120-S 

  e. 1120 

  f. 1065 

• Home-based businesses must have claimed a “business use of home” deduction under IRS Section 280A(c)(1) to be eligible. 

• See 🔗Tax Form Reference for home-based business deductions per business structure. 

Plaid Session

Complete a Plaid identity verification session: 

1. Follow the instructions via Plaid to complete this step. 

   a. View this🔗Plaid tutorial for additional help tips.  

   b. Enter your phone number. 

   c. Enter the confirmation code you received via text to complete your verification. 

2. ⬆️ Upload the SAME 🪪 identification you added to the State/Federal ID section of your application. 

   a. For example: If you used your driver's license for Plaid, you should upload the same driver's license to the application portal. 

3. You MUST submit a selfie video. We 🚫 CANNOT ACCEPT a selfie photo. 

   a. Follow the instructions in Plaid to complete this short selfie video verification. 

4. After you submit your Plaid identity verification session, the web page may continue to show a loading spinner and may not display a confirmation message. This does not indicate that your submission failed. Submit the Support Form through the MN PROMISE Act Contact Us page to confirm that your Plaid session was received by our team. 

Proof of Business Operating Address

This document is used to verify that your business is in an 📍ELIGIBLE GEOGRAPHY. 

• This Proof of Operating Address document must: 
  

  • ◾◾ MATCH the Business Name and address listed on your application, Or the applicant’s name, if you are a Sole Proprietor. 
    

• Acceptable Proof of Operating Address Documents include: 

  • 2024 Tax Return 

  • Business Utility bill within the last 45 days (Acceptable examples: mobile or landline phone, electricity, water/trash, gas, TV, internet, or insurance) 

  • Current lease agreement (signed, dated) or current mortgage statement 

  • Business or professional licensure, not personal  

  • You may have a professional licensure if you are: a food vendor, bar owner, architect, chiropractor, surgeon, accountant, teacher, mechanic, barber or plumber, etc. 

  • If you are using a co-working membership contact our team for specific guidelines
    

• 🚫 WE CANNOT ACCEPT 

  • A driver's license. 

  • Secretary of State business registration 
    

• ⬆️ UPLOAD your Proof of Operating Address as a 🗎 SCANNED PDF. 

• 💾 SAVE your changes on your application, finish ALL needed changes before you hit ✅ SUBMIT. 

Business owners with a co-working membership that use the space’s address as their primary business location should contact our team for specific instructions and documentation requirements.

Proof of Home Address

This document is used verify your home address, and 🚫 does NOT need to be within an📍ELIGIBLE GEOGRAPHY. 

• This Proof of Home Address document must: 

  • ◾◾ MATCH the home address listed on your application 

  • ◾◾ MATCH your first and last name  

• Acceptable Proof of Home Address Documents include: 

  • 2024 Tax Return (See your 1040 Individual Income form) 

  • Home Utility bill within the last 45 days of when you originally submit your application (acceptable examples: mobile or landline phone, electricity, water/trash, gas, TV, internet, or insurance) 

  • Current lease agreement (signed, dated) or current mortgage statement 

• ⬆️ UPLOAD your Proof of Operating Address as a 🗎 SCANNED PDF. 

• 💾 SAVE your changes on your application, finish ALL needed changes before you hit ✅ SUBMIT. 

Multiple Schedule Cs

If you have multiple 1040 Schedule C tax documents: 

a. ⬆️ Upload ALL 1040 Schedule C Documents filed by the applicant or the business you are applying for.  

b. Your full filed tax return should include ALL 1040 Schedule CS for the business you are applying for. 

c. Review the program guidelines to see how your choice may affect your: 

• 🔗 Preference Score  

• 🔗Grant Amount 

⬆️ Upload the requested tax year(s), selecting only one Schedule C for each year. 

Nonprofits

Ensure your tax documents are prepared. 

• ⬆️ UPLOAD an IRS form 990 or 990EZ 

• 🚫WE CANNOT ACCEPT a postcard 

• Ensure the EIN (Employer Identification Number) also known as the Federal Tax ID number, is viewable as it is required, as it is required, and should not be redacted 

• Include the organization Secretary of State registration number  

  Understanding Business-Like Revenue

  What is business-like revenue?  

  • Business-like revenue is income a nonprofit organization generated from activities that are central to the organization's mission and tax-exempt purpose. This is distinct from donations, gifts, or investment income. Needs to be reflected on the organization’s taxes 

  
  Examples of Business-Like Revenue:  

  • This could include membership fees at a nonprofit gym, tuition fees at a school/daycare, payments from patients for medical services at a nonprofit hospital, ticket sales and admission fees for events. 

    Business-like revenue is 🚫NOT: 

    • Grants, fundraising income, organization membership fees, etc.

      How to calculate (Business-Like Revenue / Total Revenue) x 100

    • 30% of the total revenue needs to be program service revenue 

    • Or 10% of the total revenue needs to be business-like revenue and they need to maintain in-person operations 

    You can see DEEDs guidelines around business-like revenue here if you would more information: 🔗 https://mn.gov/deed/business/financing-business/deed-programs/promise-grant/  

    You can check the status of your taxes here: 🔗https://www.irs.gov/

    Reach out to your tax accountant if you have questions regarding your tax information.