Guidelines for Grantees
You've been awarded a Teagle Foundation grant. What now? What happens after the celebration ends? What are your responsibilities to the Foundation? What should you do if you have questions? This document is designed to answer some of these questions, and in particular, to provide general guidelines for administering your grant, as well as for preparing the required narrative and financial reports.
General Grant Guidelines
Communicating with Foundation staff
Remember, no question is too big or too small! While we are not in position to help with the day-to-day administration of your grant, we are happy to help in other, more appropriate ways, e.g. addressing questions about administering your grant, putting you in touch with other folks in our network.
Upon receipt of the counter-signed grant award letter, the Foundation will issue the first payment. Most subsequent payments are released on receipt and successful review of your progress / interim report (see following section for guidelines on producing these reports). Therefore, it is in your interest to submit reports on time!
Do also note that the Foundation will only disburse the next payment if all, or a significant portion, of the previous payment has been spent. However, if you can demonstrate that a good portion of the funds on hand will be spent sooner (say, in the next few months) rather than later, then the Foundation will consider releasing the subsequent payment.
We understand that the budget submitted with your proposal is a proposed document that is likely to change over the course of the project. We understand too that allowing some spending flexibility will allow the work to proceed in a smoother and more efficient manner.
In general, then, you are free to re-allocate up to 10% of your annual grant payment received without seeking Foundation approval in advance. For example, if your first-year grant payment is $50,000, you can move around $5,000 that year. A second-year grant payment of $25,000 means that you can re-allocate $2,500, and so on.
Any re-allocation that involves more than 10% of the grant value will need to be approved by Foundation staff before changes are made.
We will expect you to account for all changes in your report.
All requests for extensions must be submitted to the Foundation in writing. Your request should include the new proposed end date, a rationale for the extension, a plan outlining what will be undertaken during this period, and a budget showing how remaining funds will be spent. Foundation staff will review your request and will let you know whether the request is approved.
Guidelines for Preparing and Submitting Reports
Progress / interim reports are made up of at least three, and sometimes four, parts: 1) the cover letter; 2) the narrative report; 3) the financial report; 4) appendices. Here are some guidelines:
Kicking off your report with a crisp cover letter is an excellent way of highlighting particularly impressive project results, as well as pointing to any specific issues that need further attention. The letter should be addressed to the president of the Foundation, Richard Morrill.
This is meant to be a free-form document of roughly 3-5 pages (though if you are compelled to write more, then that is fine too) that describes the project's progress and accomplishments. More specifically, the narrative should address the following questions:
And certainly, we would welcome any other noteworthy points of information that you would like to share.
How is your project coming along in meeting the goals stated in your proposal?
What kinds of activities were undertaken during the reporting period?
Who participated in these activities?
What lessons have you learned from doing the project?
Has the project generated any "findings" or "knowledge"? If yes, then what are they?
Do you have any proposed changes to the project plan for the upcoming year? If yes, then what are they and what are the budget implications?
What we are primarily looking for in the financial report is a comparison of proposed spending and actual expenditures. Perhaps the easiest and most helpful way of presenting the financial report is to follow the format of the budget in your proposal. To the budget, you can add an "expenditure" column, which you can then fill out accordingly.
Do include a budget narrative that explains major differences between budgeted and actual figures.
Please DO NOT give us Banner reports or any other internal accounting report UNLESS they can compare budgeted-to-actual figures.
Appendices and attachments
We are open to receiving additional documents or artifacts that were produced during the reporting period, and indeed their inclusion has the potential to enhance our understanding of your project. That said, please be judicious with what you include. For example, detailed meeting summaries are perhaps less helpful to us than executive summaries.
We are happy to receive an electronic copy of your report. It can be e-mailed to Desiree Vazquez, Program Associate, at email@example.com. If possible, please consolidate all report documents into a single PDF.
Contact Desiree Vazquez, Program Associate (firstname.lastname@example.org; 212-373-1975).
Revised July 11, 2012