The
Project Director will prepare the narrative reports, but it is a good
idea to have the Grants Manager look it over before submitting. Some
agencies want it submitted electronically (i.e. NSF/FastLane). Check
with your Grants Accountant for the financial part of the report. Formal
reports to the funding agency are generally due ninety days after the
close of a federal grant, and sometimes, at mid-year. State and private
funds reporting requirements will vary.
Evaluation reports will be required for all grants. Meeting deadline
dates is critical. Failure to meet deadlines can have a serious impact
on future funding possibilities.
It is always a good idea to review the evaluation plan and reporting
requirements at the beginning of the project so that you can plan ahead
and collect all the information and data needed to evaluate the project.
Check in the grant application, and in documents such as attachments
to the award letter and agency grant procedure manuals to determine
what will be required. This is also a good topic to discuss with the
Program Officer, since there may be a form or format that the agency
wants followed.
Reports should conform to funding agency guidelines and use technical
writing manuscript standards. A report narrative will usually require
responses to each proposed outcome. Comments should be substantiated
with evaluation data and statistics. Outcomes that are not accomplished
should be explained. Report forms may also include charts or other numerical
reports pertaining to clients, audience, and delivery of services.
Financial reports are prepared by the Grants Accountant. Information
will be requested from the Project Director as needed by that office.
The Grants Accountant will report on the budget expended to date and
on in-kind match dollars. You will need to maintain documentation on
the in-kind match dollars. Be sure to discuss fiscal reporting requirements
and documentation of the in-kind match dollars with the Grants Accountant
early in the life of the grant. You will also need to find out what
happens to unexpended dollars. Can they be rolled into the next year's
program?
Final Reports are the responsibility of the Project Director before
reassignment to other duties or termination of the grant. Copies of
narrative reports should be sent to the Grants Accountant and the Grants
Manager. The Grants Accountant should provide the Project Director with
a copy of fiscal reports sent to the funding agency.