Grant reporting after the award: how to stay compliant and funded
What happens after you win a grant: agreements, financial and progress reports, record keeping, budget changes, audits and closeout, explained simply.
Winning a grant is the start of a relationship with obligations. Reporting and compliance determine whether you get paid on time, keep the award and are welcome to apply again. This guide explains what typically happens after the award, for government and foundation grants in the US and Canada.
The agreement comes first
Before any money moves, you sign an award or contribution agreement. Read it all, including attachments. It sets out:
- Approved activities and budget, sometimes by line item.
- Eligible costs and the period during which costs can be incurred.
- Payment method: advance, reimbursement or milestone payments.
- Reporting schedule: financial and progress reports, and due dates.
- Conditions: approvals needed for changes, acknowledgement of funding, record retention, audit rights.
For US federal grants, many requirements come from the Uniform Guidance at 2 CFR Part 200, which covers cost principles, financial management, reporting and audits. The award terms tell you which parts apply.
Set up your systems on day one
Separate tracking. Use a separate account code, class or project in your accounting system for each award, so every cost can be traced.
Time records. If salaries are charged to the grant, keep records showing time spent on the project. Many funders require timesheets or equivalent documentation.
Document everything. Keep invoices, receipts, contracts, quotes, proof of payment and approvals. Store them where others can find them.
Calendar every deadline. Reports, claims, and the end of the eligible cost period. Missing a report can delay payments.
Assign responsibility. Name who prepares, reviews and submits each report.
Financial reports and claims
Financial reports show what you spent compared with the approved budget. Claims request payment, usually with supporting documentation. Common expectations:
- Costs fall within the approved categories and dates.
- Costs are reasonable, necessary and allocable to the project.
- Your share or matching contribution is documented if required. See our cost share guide.
- Indirect costs follow the approved rate or method. See our indirect cost rates guide.
Progress reports
Progress reports describe what you did and what you achieved against the plan. Good reports:
- Follow the funder's template and answer every question.
- Compare actual outcomes to targets with numbers where possible.
- Explain delays or changes honestly and describe your response.
- Include stories or examples where the funder welcomes them.
Funders value candour. A report that explains a problem and a plan reads far better than one that hides it.
Changes to the project or budget
Projects change. Most agreements require prior approval for certain changes, such as:
- Moving money between budget categories beyond a threshold.
- Changing the scope or objectives.
- Changing key personnel.
- Extending the end date.
Ask early, in writing, and explain why. Do not spend on an unapproved change and hope for approval later.
Acknowledging the funder
Many agreements require you to credit the funder in publications, signage or announcements, sometimes with specific wording or logos. Check the requirements before you publish.
Audits and monitoring
Funders may review your records during or after the project. In the US, non-federal entities that spend federal awards above the threshold in 2 CFR 200 Subpart F must have a single audit. Canadian contribution agreements also commonly include audit and access-to-records clauses. Clean records make reviews routine.
Closeout
At the end of the project you usually submit a final financial report, a final progress report and sometimes asset or intellectual property reports. Unspent funds may need to be returned. Keep records for the retention period in your agreement, which often runs several years after closeout.
Common compliance mistakes
- Charging costs incurred before the start date or after the end date.
- Mixing grant spending with general operations without clear allocation.
- Missing timesheets for salaries charged to the grant.
- Making major changes without approval.
- Submitting reports late.
- Losing documentation.
Frequently asked questions
What happens if I submit a report late? Payments may be held and the funder may add conditions. Contact the funder before the deadline if you will be late.
Can I keep unspent grant money? Usually not. Agreements typically require unspent funds to be returned or redirected with approval.
How long should I keep records? As long as your agreement requires. Check the retention clause.
Good reporting is part of good grant seeking. Funders renew and recommend organizations that deliver, document and communicate well.
Before you apply: a quick checklist
- Read the current official program page and applicant guide, not a summary of last year's version.
- Confirm you are eligible: organization type, size, location and years in operation.
- Confirm your project is eligible: the activities and costs the program actually funds.
- Classify the money: grant, repayable contribution, loan, tax credit or service.
- Work out your share: cost share, matching funds and the cash you need before reimbursement.
- Note the intake window or deadline and the time zone, and plan to submit days early.
- Ask the program contact any question you cannot answer from the guide.
- Do not start spending until you have a signed agreement or written approval.
Mistakes that sink otherwise good applications
- Applying to a program that does not fit, in the hope that reviewers will stretch the rules. They rarely do.
- Copying last year's application without checking what changed in the guide.
- Vague outcomes. Say what will change, for whom, and how you will measure it.
- A budget that does not match the narrative. Every cost should connect to an activity you describe.
- Submitting at the last minute, when portals are busy and there is no time to fix errors.
Keep exploring on GrantSift
Find the programs that fit you
Official program pages are the source of truth, but finding them is the slow part. GrantSift pulls grants and funders from official sources such as Grants.gov and Government of Canada open data into one searchable database covering the US and Canada across every sector. Each listing links back to the official page, and paid plans unlock funder contacts, deadlines you can track, and filters that match programs to your business or organization. Search grants on GrantSift or see plans and pricing.