Have you ever wished you had a grant status report that showed in a simple format whether your government is billing, collecting and spending grants in a timely manner? Or have you had a problem even identifying every grant that the government holds?
We developed a simple grants report for a client that you may find useful as a template to get a head start on preparing an effective grant status report for your government. Click here to jump directly to the download of the template.
The Basics: How to Keep Track of Your Grants?
Of course, when your government gets a grant approved, it’s usually a great thing. However, they also bring a burden for billing and collecting the grant and assuring compliance with grant provisions. That’s where it gets tricky.
Can you easily answer questions such as:
These, and other important questions frequently come up from senior management, department personnel, auditors, grantors and others.
In an ideal world, a designated an organization-wide Grants Manager would track all your grants in a frequently updated and neatly organized database that includes the status of billing, collecting, spending and compliance.
The reality is, however, that most government don’t manage their grants centrally, and have difficulty tracking them in organized or efficient ways.
In addition, frequently not all grants are set up separately in the general ledger. Managers responsible for individual grants frequently maintain expenditure and billing information in separate worksheets that are not reconciled to the general ledger.
Therefore, to gain understanding of the status of all your grants, you’d likely need to talk to different people in various departments to piece together the information you need.
We recommend your Finance Department prepare a standard grant status report each quarter. In order to give you a head start on developing such a grant status report, Kevin Harper created the following that your government can customize to fit its needs.
sample snippet view
Note: This tool is just a template with sample numbers, names and other information – all filled in information is purely for demonstration – please modify it for your government's needs.
Instructions on how to use our Grant Status Report template are directly in the file. However, here are the basic steps:
By using this grant status report template for your government’s needs, your grants management can be more efficiently managed. Again, it is our recommendation for the Finance Department to prepare this report quarterly for review and use by the Grants Manager, Finance Department and senior management.
For any questions about the use of this grant status report template, feel free to contact Kevin Harper directly:
Kevin Harper, CPA
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The Government Finance and Accounting Blog
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Meet the Author
Kevin W. Harper is a certified public accountant in California. He has decades of audit and consulting experience, entirely in service to local governments. He is committed to helping government entities improve their internal operations and controls.
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