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 page 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
Beginning Spring 2015, we have launched an online portal where grantees will submit narrative and financial reports. Information regarding this process has been shared with project directors. If you have questions about setting up your online account, please contact Jennifer Dale, Grants Administrator, at email@example.com.
Grantees may be asked to address the following points:
And certainly, we would welcome any other noteworthy points of information that you would like to share.
Please describe your main activities and accomplishments during the most recent grant period, including a review of your primary project goals and progress towards achieving them.
Please describe the most significant challenges that have arisen and any steps you have taken to overcome them.
Please describe what you have learned to date from your assessment activities.
In what ways have lessons learned been documented and shared among colleagues?
In what ways do you anticipate the goals and activities of the project being sustained beyond the grant period?
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 to actual expenditures. A report using this template will be uploaded into the online portal. We also welcome a budget narrative that explains major differences between budgeted and 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.
Contact Loni Bordoloi, Program Director firstname.lastname@example.org.
Revised July 6, 2015