For a grant that will run anywhere from twelve to eighteen months, made with one single payment, we only require, in general, one final report toward the end of the grant period.
For a multi-year grant, on which the Foundation is making more than one payment, we require and review an interim report toward the end of each one-year period before any funds are released for a subsequent year, and a final report toward the end of the final grant year. Your program officer will also arrange site visits and/or other meetings as necessary over the course of the grant period.
Your grant transmittal letter will include the organizational benchmarks and anticipated results that you have included in your proposal to the Foundation and discussed and agreed upon with your program officer. We want to hear about your progress—in bullet format—toward achieving these results, as well as about other achievements that you may wish to highlight.
We also want to hear about challenges you faced and about what you learned along the way or intend to do differently in the future. [This information is important for us as we work to improve our own grantmaking practice, including improving the questions we ask as we review proposals. We also believe it can be helpful to our grantees as they reflect on their own work.]
We will also ask you to attach a line-item budget that shows how our funds were used, indicating unspent funds, if any, and a copy of your most recent audited financial statements.
Final reports are due at or before the end of the grant period, as indicated in the Foundation’s grant transmittal letter and in the email you will receive from us well before the report’s due date.
Final reports for grants that are ending, but for which there is the possibility of renewal, and for which the grantee would ideally like to have contiguous funding, are due 10 - 12 weeks before the end of the grant; we will be in touch with you about the actual due date. While we realize that this may seem early in the grant period, we cannot consider a renewal request without a final report on the prior grant, and we need two to three months to determine if consideration of a renewal proposal is appropriate, and complete the due diligence on all the requests scheduled for any given docket, including making site visits, in time to allow for review by our Trustees.
If you have not completed the work you set out to achieve during your grant period at the time your final report is due, but have a high level of certainty that all the work will be completed before the actual end of your grant year, then we ask that you include in your report what you expect to have accomplished by the grant end date. A brief supplemental report containing an update on your work, a summary of results achieved, and any final deliverables may be emailed to the Foundation in the course of your discussions with your program officer closer to the actual end of your grant.
If, however, you do not expect to have completed a material deliverable or other portion of your work by the end of the grant period, we would ask that you contact your program officer to discuss the potential for or necessity of requesting a no-cost extension on your grant in order to allow you to complete the work.
Use your log-in and password to access the grantee portal in Fluxx.
Click on “Upcoming Reports” in the “Reports” section and then click on the appropriate card for the type of report (“Interim” or “Final”) that you are submitting.
You can begin work on your report at any point in your grant cycle, but please remember to save your work before leaving the screen. Be sure to click “submit” when you are ready to send the report to us, either at the due date indicated in our email or as discussed with your program officer.