Grant Fund Expense Report
I. General Information
Grant Name:
Grant Number:
Reporting Period:
Grantee Organization:
Report Prepared By:
Date Prepared:
II. Revenue/Funding
Item | Amount | |
|---|---|---|
Beginning Fund Balance: | ||
Grant Funds Received: | ||
Other Funding Sources (Source 1): | ||
Other Funding Sources (Source 2): | ||
Total Funds Available: | $0.00 |
III. Expenses Breakdown
Personnel Costs:
Salaries using Annual Rate:
Position | % Time Dedicated to Grant | Number of Pay Periods in Year | Number of Pay Periods in Reporting Period | Annual Rate | Total Cost | |
|---|---|---|---|---|---|---|
Program Coordinator | 100 | 4 | 3 | $45,000.00 | $33,750.00 | |
Total: | $33,750.00 |
Salaries using Hourly Rate:
Position | % Time Dedicated to Grant | Hours Worked | Hourly Rate | Total Cost | |
|---|---|---|---|---|---|
Project Manager | 50 | 7 | $60.00 | $210.00 | |
Total: | $210.00 |
Fringe Benefits:
Employee Name/Position | Benefit Type | Cost for Reporting Period | |
|---|---|---|---|
Total: | $0.00 |
Consultant Fees:
Consultant Name | Services Provided | Hourly Rate Amount | Hours Worked | Total Cost | |
|---|---|---|---|---|---|
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
Total: | $0.00 |
Supplies:
Category | Item Description | Quantity | Unit Cost | Total Cost | |
|---|---|---|---|---|---|
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
Total: | $0.00 |
Travel:
Trip Purpose | Destination | Airfare | Lodging | Meals | Mileage | Other Expenses | Total Cost | |
|---|---|---|---|---|---|---|---|---|
$0.00 | ||||||||
$0.00 | ||||||||
$0.00 | ||||||||
$0.00 | ||||||||
$0.00 | ||||||||
$0.00 | ||||||||
$0.00 | ||||||||
$0.00 | ||||||||
$0.00 | ||||||||
$0.00 | ||||||||
Total: | $0.00 |
Equipment:
Description of Equipment | Quantity | Unit Cost | Total Cost | |
|---|---|---|---|---|
$0.00 | ||||
$0.00 | ||||
$0.00 | ||||
$0.00 | ||||
$0.00 | ||||
$0.00 | ||||
$0.00 | ||||
$0.00 | ||||
$0.00 | ||||
$0.00 | ||||
Total: | $0.00 |
Contractual Services:
Contractor Name | Services Provided | Contract Amount | Amount Paid During Reporting Period | |
|---|---|---|---|---|
Total: | $0.00 |
Other Direct Costs:
Expense Description | Amount | |
|---|---|---|
Total: | $0.00 |
Indirect Costs:
Indirect Cost Rate (%):
Base for Indirect Cost:
Total Indirect Costs:
IV. Summary
Total Funds Available:
Grand Total for Expenses:
Ending Fund Balance:
Form Template Instructions
Form Template Instructions
Please remove Form Template Instructions before publishing this form
This form is a comprehensive Grant Fund Expense Report, designed to capture all the essential financial information about how grant funds were used during a specific reporting period. Here's a breakdown of the insights it provides:
Purpose:
- Accountability: The primary purpose is to hold the grantee organization accountable for how they spent the grant funds. It demonstrates that the money was used for the purposes outlined in the grant agreement.
- Transparency: The report provides transparency to the grantor, allowing them to see a detailed breakdown of expenditures.
- Financial Management: It helps the grantee organization itself track its spending and manage the grant funds effectively.
- Compliance: The report ensures compliance with grant regulations and reporting requirements.
Structure and Content:
The form is logically structured, starting with general information, then moving to revenue/funding, detailed expenses, and finally a financial summary.
General Information: This section identifies the grant, the grantee, and the reporting period. It provides context for the financial data.
Revenue/Funding: This section shows the total funds available for the reporting period, including the beginning balance, new grant funds received, and any other funding sources.
Expenses: This is the core of the report. It requires a detailed breakdown of expenses by category. The categories should align with the budget approved by the grantor. Common categories include:
- Personnel Costs: Salaries, fringe benefits, and consultant fees. This section often requires the most detail, as it relates to how staff time was used on the project.
- Supplies: Costs of materials and supplies needed for the project.
- Travel: Expenses related to project-related travel.
- Equipment: Purchases of equipment. Grants often have specific rules about equipment purchases.
- Contractual Services: Payments to contractors for services provided.
- Other Direct Costs: Any other project-related expenses not covered in the above categories.
- Indirect Costs: Costs that are not directly related to the project but are necessary for the organization to operate (e.g., administrative overhead). These are often calculated as a percentage of direct costs.
Total Expenses: This is the sum of all expenses across all categories.
Financial Summary: This section provides a high-level overview of the financial status, showing the total funds available, total expenses, and the resulting ending fund balance.