A Guide to Preparing for Grant Reporting

Grant reporting is a crucial aspect of grant management, and it involves the documentation and communication of the progress, outcomes, and financial status of a grant-funded project to the grantor or funding agency. Not only is reporting important for measuring progress and impact, the majority of grantors require reports. Reports that are not completed or submitted on time can result in a loss of eligibility to apply for future grants, the loss of current funding, or having to repay grant funds. In some extreme cases, an organization’s leadership and board of directors can have criminal charges filed against them if the terms of grant (including reporting) are not met. 

Here’s a step-by-step guide to help you prepare your organization for grant reporting:

Review the Grant Agreement:

Start by reviewing the grant agreement or contract to understand the reporting requirements, including the frequency of reports, the format, and the content. Pay attention to any specific instructions or guidelines provided by the grantor. If the grantor provides an opportunity for training on reporting, always take it! 

Be Aware of Deadlines and Assign Roles:

Always make sure you know what type of report and when that report is due. Ensure that all individuals involved have access to reporting information and submission portals. Assign roles and responsibilities to make sure each person knows what their job is and when it needs to be completed by. Additionally, consider creating an SOP with clear instructions in the event reporting needs to be taken over by another person. 

Collect Data:

Collect any qualitative or quantitative data that is required for the report, such as impact metrics, beneficiary feedback, or other performance indicators. Always keep data organized and up-to-date so that it is easily accessible and accurate for reporting purposes.

Gather Documentation:

Collect all the necessary documentation related to the grant, including financial records, receipts, invoices, and any other relevant documents. Make sure that the documentation is organized and easily accessible.

Review Project Progress:

Review the progress of the project against the goals and objectives outlined in the grant agreement. Identify any accomplishments, challenges, or changes to the project plan. Always remember that grant funds have a specific purpose and using them otherwise must be cleared first with the grantor. 

Assess Financial Status:

Review the financial status of the project, including expenses, income, and any remaining funds. Ensure that all expenses are properly documented and categorized according to the grantor’s guidelines.

Prepare the Report:

Based on the grantor’s requirements, prepare the report, including financial statements, progress updates, and any other required information. Be sure to follow the formatting and content guidelines provided by the grantor.

Review and Revise:

Review the report carefully to ensure accuracy and completeness. Make any necessary revisions or corrections before submitting the report. Additionally, if you are unsure if you are creating a correct report, reach out to the grantor and ask for help. Grantor’s would much rather answer questions than have to send back reports for revisions.  

Submit the Report:

Submit the report to the grantor according to the specified instructions and deadline. Be sure to keep a copy of the report and all supporting documentation for your records.

Follow Up:

After submitting the report, follow up with the grantor to confirm receipt and address any questions or concerns they may have. Be prepared to provide additional information or clarification if needed.

By following these steps, you can ensure that you are well-prepared for grant reporting and can provide accurate and timely information to the grantor. Grant reporting is a critical aspect of grant management, providing accountability, transparency, and an opportunity for learning and improvement. It’s essential to understand the requirements, maintain accurate records, and communicate effectively with the grantor and stakeholders. It’s also important to remember that grant reporting is not just a compliance requirement but also an opportunity for learning and continuous improvement. Information gathered through the reporting process should be used to assess the project’s performance, identify areas for improvement, and make adjustments as needed. Staying organized and consistent will keep you on track with your grant reporting requirements as well as improve your credibility and professionalism as an organization.