In order to follow the work of our grantees, the Foundation requests annual reports that describe the main activities and progress to goals during the reporting year. All reports are to be submitted by the project’s fiscal agent through our online portal.
Instructions for establishing an online account for annual report submissions will be sent to the project director of the grant. If there are multiple institutions and/or organizations involved, the instructions will be directed to the project director of the grant’s fiscal agent.
Once logged into the portal, you must select the “Requirements” tab on the top left-hand corner. You will then select “New Requirements,” if you are accessing the material for the first time. If you are returning to complete a work-in-progress, select “In Progress Requirement.”
In the report form, you will find a set of questions that encourage you to reflect on your main activities and progress toward meeting your goals; significant challenges and steps taken to overcome them; lessons learned from assessment activities; anticipated goals and activities to be sustained beyond the grant period; proposed changes to the project plan (if any); and any other noteworthy points of interest.
To obtain a copy of the specific questions that will be included in your online report in advance, please contact your program officer.
Please utilize this budget template for upload into the online portal. You will note the template is the same used at the proposal stage. We will be looking for a comparison of proposed spending indicated in your proposal to actual expenditures in the grant period. Note: please do not submit budgets in any other format (e.g., institution system printouts.)
Please include a budget narrative that explains major differences between budgeted and actual figures.
When multiple institutions or organizations receive funding, we would like a breakdown of expenditures by collaborative partner. Please note the layout within this sample budget.
To officially conclude a grant funded project, the Foundation requires a budget indicating the scope of expenditures over the entire funding period with a balance of zero.
Funds unexpended at the end of the grant period will revert to the Foundation unless we hear a persuasive case that the unexpended balance can significantly advance the objectives of the grant. The Foundation will consider requests for no-cost extensions of six to 12 months. All requests must be submitted to your program officer by (1) e-mail or (2) within the budget narrative of your annual report. The request should include the following:
a rationale for the extension;
the new proposed end date;
a plan outlining what will be undertaken during this period;
a budget showing your current budget expenditures and how the remaining funds will be spent.
Foundation staff will review your request and will let you know if it has been approved.
Appendices and attachments
Please share relevant documents or artifacts that were produced during the reporting period that may enhance our understanding of your project. For example, lists of participants in major grant-funded activities that include titles and departmental affiliation illustrate diversity of attendees you were able to attract to your events. However, please be judicious with what you include. Executive summaries of meetings are more helpful to see than detailed summaries. We also encourage you to share photos of grant-funded activities. You will be able to upload attachments through the online portal.