Healthcare Foundation of Northern Lake County
Grant Reporting Requirements
 

The Healthcare Foundation of Northern Lake County requires interim progress reports and final reports on all of its grants. The interim progress reports are due six months after a grant is awarded to your organization. The final reports must be received and approved by the Foundation before any subsequent proposals will be reviewed. Both interim and final reports should include a narrative report, an updated Program Objectives Form, and a financial report.

Narrative Reports
Interim and final narrative reports should describe specifically the progress made toward reaching the goals of the project. General activity reports or summaries contained in annual reports do not fulfill this requirement. Narrative reports should include, but not be limited to, a description of the project, how staff was involved in carrying out the project activities, and the impact it had on project participants. Any changes in the project's implementation as described in the original proposal should be fully discussed, offering insight as to why and how the project was adapted.

Program Objectives Form
The Program Objectives Form submitted with the original proposal should be updated and included with the interim and final reports. Utilize the Form's fourth column, to update the Form for the interim report and the fifth column for the final report. Insert information that updates the baseline data provided in the original proposal. (Provide additional details such as activities undertaken, challenges, and successes in the narrative report.) When submitted with the final report all five columns on the Form should be complete.


Financial Reports
Interim and final financial reports should follow a standard, three-column format. The first column should outline the project budget as it was estimated in the proposal. It should contain specific line items for relevant expenses.

The second column should outline the actual project expenditures and should maintain the same format and line item breakdowns as the projected budget column. Together, these columns provide a point of comparison between estimated and actual costs, as well as the financial context for project activities described in the narrative reports.

The third column should provide details on how the Healthcare Foundation of Northern Lake County's grant was allocated. Line item breakdowns should be provided. The chart below offers an example of this format. (The fourth column is not always needed and is explained below in further detail.)

Reporting Deadlines and Renewed Requests
The interim progress reports for grants are due six months after a grant is awarded to your organization. Final reports must be received and approved by the Foundation before any subsequent proposals will be reviewed. For organizations submitting proposals to be reviewed one year from their last grant, the final reports will cover a ten-month period rather than a full twelve months in order to meet the proposal and materials deadline. In such cases, the narrative report should discuss all activities that have occurred in the grant period to date, with a description of the projected activities for the remaining months covered by the grant. Financial reports should include, when necessary, a fourth column describing how and when the remaining funds will be expended. The sample financial report below uses an example of this optional fourth column.

Sample Financial Report
Organization X
Program Name—Budget & Financial Report
Date

Expense Description 

Estimated Program Budget

Actual
Program Expenditures

Healthcare Foundation of Northern Lake County Grant Expended

Remaining Healthcare Foundation Grant to be expended by xx/xx/xx

Salaries

$35,000

$35,000

$10,000

$5,000

Transportation

7,500

8,100

4,000

0

Supplies

1,500

1,375

1,000

0

Total:

$44,000

$44,475

$15,000

$5,000