Grant Administration & Reporting Resources
GRANT ADMINISTRATION & REPORTING RESOURCES
Grant Administration Overview
Congratulations on receiving a grant from the M.J. Murdock Charitable Trust! We hope it serves your mission, strategic objectives, and project goals well. Once a grant has been awarded, there are several reports that must be submitted to ensure it is executed successfully. This process is referred to as grant administration and will be overseen by the same program director that processed your grant proposal. The intent of the process and the purpose of each of the reports is to help you execute the grant in a manner that is consistent with the Grant Agreement and the specific goals outlined in your application for the project and the organization. Furthermore, it is an opportunity to identify specific learnings that arise from all aspects of the project including planning, implementation, and the initial outcomes that may present themselves. Hopefully, these learnings will inform your organization’s activities for all future projects.
Below is an overview of the grant administration process that outlines the life cycle of a grant. All of the reports require certification by the organization’s leadership. All of these reports are scheduled and populated in your Grants Portal at the time of the grant award, and it is the responsibility of the grantee to complete and submit reports when they are due, when a payment is required, or when a material project update has occurred. The timing of reports marked as Tentative may be changed as needed to reflect the timing of the project’s implementation.
LIFE CYCLE OF A GRANT
1. Grant Agreement—After the Trustee decision to award a grant, the grantee will receive a Grant Agreement (GA) that outlines the particulars of the grant, including whether or not any contingencies or conditions were placed on it. The GA must be signed by the organization’s leader and a board member.
2. Project Update Report—Used to relay information about the organization, its leadership, the project, and material updates that affect the grant, the Project Update Report (PUR) is available in the Grants Portal to be submitted at any time during the grant administration process. This is to be used when a payment is not needed, but a material project update has occurred that needs to be communicated with your program director. A PUR is automatically scheduled for your grant when it is awarded so that you can easily access it through the Grants Portal. If you never have need for it, you do not need to submit this report.
3. Progress Report—The Progress Report (PR) is used to request grant dollars eligible for disbursement. In this report, you will be asked to report on progress to date, or since the last report submitted, how previous Trust monies were spent (if applicable), and how the requested dollars will be used. A PR is used to request a payment of funds for which no conditions are required. Payments are made at the end of each month, and a PR should be received by the due date listed on the report in the Grants Portal to allow for internal Trust processing of the request.
4. Conditions Met Report—If a condition was placed on the grant, such as a match requirement, contingency, or a specific reporting expectation, a Conditions Met Report (CMR) must be submitted to demonstrate how that condition was met before the funds can be requested. There is typically a deadline included in the GA for a stated condition; these dates are firm and cannot be modified or extended without special permission, which should be initiated by the Project Update Report (detailed above), after a conversation with your assigned program director. The CMR may be submitted as soon as the condition has been met. A CMR may also be used to request a payment for conditional funds when the stated conditions have been met. In that instance, payments are made at the end of each month, and a CMR should be received by the due date listed on the report in the Grants Portal to allow for internal Trust processing of the request.
5. Final Report—As soon as all Trust grant funds have been expended—usually no later than a year following the final distribution of Trust funds—the organization is required to submit a Final Report (FR) that demonstrates how the funds were used. The FR also provides an opportunity to share the results and impact of the grant award. Once the FR is received and approved, the organization will receive a final confirmation from your assigned program director, and the file will be officially closed.
Administration Documents and Resources
Review the full administration overview to learn about the types of grants awarded and grant payments for each strategic project category.
- Grant Administration Overview
- Instructions for Completing Grant Administration Forms
- Reporting for Staff, Construction & Equipment Grants
Progress Report Samples
- Progress Report Comparative Budget Sample – Equipment
- Progress Report Comparative Budget Sample – Program and Staff, Year 1
- Progress Report Comparative Budget Sample – Program and Staff, Year 2
- Progress Report Comparative Budget Sample – Program and Staff, Year 3