For Current Grantees

The schedule of grant payments is outlined in the grant award letter. The first payment is based on the approved grant activity timeline and issued following receipt of the counter-signed grant award letter and a copy of your organization’s IRS 501(c)(3) public charity determination letter.
 
Subsequent grant payments are released based on review of your annual reports. Program staff typically schedule follow-up phone calls to discuss elements of your written report.
 
Please note that the Foundation will only distribute the next payment if at least fifty percent of the previous disbursement has been expended and timely and satisfactory progress towards achieving project goals and outcomes are being met.

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.

Financial report

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:

1. a rationale for the extension;

2. the new proposed end date;

3. a plan outlining what will be undertaken during this period;

4. 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 the 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.

We understand that projects occasionally require additional time for completion. 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:

1. a rationale for the extension;

2. the new proposed end date;

3. a plan outlining what will be undertaken during this period;

4. 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.

If the leadership of the project changes or significant modifications are contemplated, we would like to know at the earliest practical moment. We also ask that you receive the Foundation’s approval for any major changes to the project before you move ahead with them.

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, you are free to re-allocate up to 10% of your annual grant payment towards previously approved line items without seeking Foundation approval in advance. Any reallocation that involves more than ten percent of the annual grant payment or new line items will need to be approved by Foundation staff before changes are made. 

We will expect you to account for all changes in your annual report. Please include a budget narrative that explains major differences between budgeted and actual figures.

Q1.    How do I set up my online account?
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. 

Q2.    I forgot my password. What should I do?
From the grantee portal log-in page, click “forgot password?”.

Enter the primary e-mail address associated with the fiscal agent’s grant application (usually the project director). *Please do NOT create a new log-in or attempt to transfer access to the grantee portal as each account and progress report are uniquely linked.

An e-mail with a temporary password will be sent. When prompted, please enter a new password. It must contain at least 5 characters, with both letters and numbers.

Q3.    When and how do I submit my annual reports?
Your grant award letter includes the required timeline of submission for annual reports. An e-mail with instructions will be sent approximately 8 weeks before each submission deadline.  If you believe you missed the e-mail, please check your spam folder.

Q4.    My narrative is ready but not my financial report. What should I do?
Please do not submit your report until both the narrative and budget report are prepared and ready for review. If one is received without the other, the submission will be considered incomplete and your subsequent grant payment will be delayed. 

Q5.    This is my final annual report, but I still have a balance in my grant. What should I do?
To officially conclude a grant funded project, the Foundation requires a budget indicating the scope of expenditures over the 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. Please see above for guidelines on submitting a no-cost extension request.

Q6.    Who do I ask for all other questions about the grantee portal?
For all other questions about the reporting system, please contact Gwen Robbins, Program Associate, grobbins@teagle.org.