After you win a grant: reporting and record keeping

Winning the grant is the start. How you handle the money and the reporting decides whether this funder gives again.

First week

1. Read the award agreement closely. Note the purpose, the dates, the reporting due dates and any spending limits.
2. Thank the funder, and ask how they like to be updated.
3. Set up a separate line in your books, or a separate account, for this grant.
4. Put every reporting date in your calendar with a reminder two weeks earlier.

Track spending as you go

Keep receipts and invoices, and note which grant paid for what. If your actual spending will differ from the approved budget, ask the funder before you change it, not after.

Write a report people want to read

• What you planned and what happened. Be honest about delays.
• Numbers and one story. People served, activities completed, and a short example with permission to share.
• What you learned and what you would change.
• The money. A clear budget against actual spending.

Keep records

Hold your files for as long as your agreement says. Federal awards generally call for at least three years after the final report, and some funders require longer.

Keep the relationship going

Send a short update between reports, invite the funder to an event, and tell them about outcomes. Funders give again to organizations that are reliable and open about results.

Rules differ by funder and program. Your award agreement is the authority.