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solomon@reliant.org

If this is your first time submitting a grant report with our new form, please watch this tutorial instructional video. 



Grant Reports are submitted on the original Grant Request Form that you submitted (Expense Grant Request Form/ Stipend Grant Request Form), using the corresponding tab for the reporting period, and require the following information: 

  • Receipts (when applicable- see the new standard for details) for all expenditures from that reporting period. 
  • A few sentences explaining the ministry accomplishments that were accomplished with the grant monies during that reporting period. This can be written on the form or included with a link to a prayer letter. 
  • An itemized list of expenditures with amounts, corresponding receipts, and a description of the ministry purpose of each expenditure. The total amount of the disbursement needs to be reported. 
    • If a grant is requested for stipends, the report must include a verification statement receipt from that individual indicating that the money was received.

Reliant reserves the right to withhold future grants if an organization or individuals fails to submit these reports in a timely manner. Deadlines and more details are outlined in the reporting standards drop-down below. 

Grant Reporting Standards

Reporting Standards

Reliant requires periodic accounting of the usage of the grant funds and oversees and evaluates the completion of grant reports. The Fund Custodian for the church/project fund is responsible for submitting grant reports and agrees to comply with the grant reporting and monitoring requirements as outlined below. The Fund Custodian also agrees to communicate with Reliant about any problems or post-disbursement changes.

Grant Reports:

After expenditures occur, grant reports are submitted on the same grant request used to request the original grant disbursement. The Grant Report is located on a tab of the Grant Request Form. 

Report Submission Timeline: Grant reports must be submitted periodically based on the type of grant issued. 

  • One-Time Grant Report Due Date: Reports may be submitted as early as possible after expenditure, but no later than three months after receiving the monies. 
  • Recurring Monthly Grant Report Due Dates: Reports must be submitted twice a year, reporting on a six-month period. For monies received January-June, the report is due by July 31, and July-December the report is due by January 31. The report is required for any months that recurring grants are received within that six-month period. For example, if a grant is received February-May, those expenses must be reported for the period report due by July 31.

In the event that the submission due date cannot be met, Reliant will allow up to a 15-day grace period.

IMPORTANT: If grant reports are not received by their due date, Reliant will not issue additional grants from the Fund until grant reports are current.


Grant Reports Include the Following:

  • Description of purchases/expenses and the ministry activities to which they aligned. For recurring grants, the description can simply refer to the recurring grant name/title. 
  • Significant post-disbursement usage changes
  • Project milestones on how the grant monies supported the goals of the church/ministry describing ministry accomplishments and/or local impact. The milestones can be shared in a paragraph on the grant report or can be described within a prayer letter that should be linked to the report. 
  • Receipts for purchases/stipend distribution according to the guidelines below:
    • Receipts (see receipt content requirements below) are uploaded into a Google folder and linked to the grant report.
    • Receipts are required to be submitted for expenses:
      • Greater than $75 US dollar, except for hotel/lodging receipts, which are required regardless of the amount. 

  • Verification statements (see Hand-Written Receipts in the drop-down below) are required from each Designated Grantee for total stipend disbursement received during the timeframe for each grant report submission.

Receipt Content Requirements

Receipts must include the following itemized details:

  • What was purchased
  • Total amount paid
  • Date
  • Name of individual (only if applicable to the receipt, such as for a flight, hotel, rental car, etc.)
  • Name of the company (or person) that was paid
  • All amounts listed on the receipt should be accurate to the amount given to a vendor. If the amount that is being submitted on the form is greater than (for example from a tip) or less than (for example if a lower rate was negotiated or only reimbursing a portion of the receipt) the amount for the item listed on the receipt that is submitted, please add a note to the top of the receipt explaining why the request for submission is a different amount than what is printed on the receipt.
Hand-Written Receipt/Verification Statement

Hand-Written Receipts/Verification Statements

When unable to obtain a formal itemized receipt (such as in the case of stipend distribution), hand-written receipts in the form of a verification statement are acceptable, as long as they contain the information outlined below.

If a hand-written verification statement with a signature is unattainable, an email verification statement can be sent from the individual who received monies via personal email to the Fund Custodian to be used as the "hand-written receipt".

For ExpenseFor Stipend

Example verification statement: “I, (name of worker of a business), received this (total amount) via (type of payment) from (Fund Custodian name) to cover the cost of (expense) in which they participated or purchased from me on (date). -(Signature), (Phone or Email)”. 

  • Name of individual/worker of a business who received the payment  for product or services
  • Total amount paid
  • Include type of payment (check #, cash, etc)
  • Name of Fund Custodian making the purchase
  • What was purchased
  • Date
  • Signature of the individual/worker receiving payment
  • Include contact info (phone or email) if payment was made to an individual rather than a business

Example verification statement: “I, (name), received this stipend disbursement (amount) on (date) from (NGO or Fund Custodian name) to conduct ministry activities as described in the Stipend Agreement. -(Signature)”. 

  • Designated Grantee Name
  • Acknowledge stipend was received
  • Total amount of Stipend(s)
  • Date (may be a specific date or a date range (Jan 2023-June 2023))
  • Name of NGO or Fund Custodian distributing the stipend
  • Signature of Designated Grantee
Receipts from Mobile/Banking App

Receipts from Mobile/Banking App

For receipts from mobile apps (such as Venmo, Square, Apple Pay, PayPal, Google Wallet, or a banking app, etc.), Fund Custodian should be sure to include a clear description in the memo or "what's it for?" section of the transaction, to document what expense the payment is related to. The grant report should also include any information required for a valid receipt that is not visible on the mobile app "receipt" (see the guidelines above for what details must be included on the itemized receipt or hand-written receipt for it to be acceptable.) Please see the section below for details on receipts needed for shared expenses.

Receipts for Shared Expenses

Receipts for Shared Expenses

If a grant expense is used to pay an individual for a portion of an expense that requires a receipt (and the portion exceeds the $25/$75 guidelines), he/she will need to submit two receipts. This includes both a copy of the original receipt with the total expense amount listed from the individual who collected the money and paid for the total expense, as well as a hand-written or mobile/banking app receipt for the portion paid to the individual. These two receipts provide Reliant with sufficient documentation of the transactions. The grant report should include all details required for the hand-written or mobile/banking app receipts, as detailed above. 


Instructions for Filling Out the Grant Report

Open the original Grant Request Form. Project Fundraising will have added new tabs:

  • Disbursements tab to track all the disbursements for the reporting period
  • Grant Report(s) for the Fund Custodian to use to report on disbursements

Navigate to the tab "Grant Report" in the grant request and confirm the report is for the correct reporting period. 

Add the link to a Google folder that contains receipts/verification statements related to this reporting period. (See Expense Receipt Google Folder for instructions). The Google folder needs to be shared with projectfundraising@reliant.org.  

  • Name each receipt file added to the Google folder as a number. (Example Receipt 1, Receipt 2)
  • Receipts are needed for amounts greater than $75 US dollars, except for hotel/lodging receipts, which are required regardless of the amount. 

Reliant no longer accepts receipt submissions sent via email to the project fundraising team. We are moving into the world of automated submissions and now require that everyone submit all receipts via a Google folder link included on the grant report tab of the grant request form. These receipts may be photos of printed receipts, PDFs, or receipts embedded within emails.

In a few sentences, explain the ministry accomplishments unique to this reporting period. If you have a prayer letter from the reporting timeframe that outlines ministry accomplishments, you may add the link to the prayer letter instead of writing out the ministry accomplishments.

Reliant no longer accepts prayer letters sent via email to the project fundraising team as submissions for the grant report. We are moving into the world of automated submissions and now require that everyone submit prayer letters for reporting via a Google folder link included on the grant report tab of the grant request form so that it is all submitted in the same location.

Totals

The total boxes show three amounts:

  • The amount of monies that were disbursed in this reporting period which need to be reported.
  • The amount reported for this period on the itemized list at the bottom. 
  • The difference between those two numbers to highlight any outstanding balance. If you have reported the entire balance of the disbursement for that reporting period, then this amount will be $0. There should be no outstanding balance once the report is complete. However, if there is a small outstanding balance that is specifically due to currency exchange rates, you can disregard the remaining balance. 

List of Expenditures

Add the month/year that the receipt/verification statement was received. This must be a current or past month, and this column must be completed for the currency exchange formula to populate at the end of the row.

  • For Stipend Grants, verification statements are required from each Designated Grantee for the total stipend disbursement received during the timeframe for each grant report submission. Fund Custodians may decide to gather verification statements for each month's disbursement or one verification statement for the total amount in this reporting period. For reporting, use the month that the verification statement was signed. 

Add receipt number. Use the number that you assigned to the corresponding receipt file name in the Google receipt folder. If a receipt was not needed (amount under $75) write N/A in the box.

Add Item Purchased. Please explain what type of item was purchased.

  • If this was a stipend, just write "stipend."

Add Expense Description. Explain how this specific expense is related to the ministry purpose of the fund.

Add Currency of Expense. This is the currency listed on the receipt.

Add Expense Amount in the currency you just selected. 

The USD converted amount will automatically convert into US Dollars.

To submit the completed grant report, add a Google comment to the document that says "Grant report submitted" and tag projectfundraising@reliant.org. 


The project fundraising team will change the status message at the top of the form:

  • Received. The form was completed properly, nothing else is needed from the fund custodian for this reporting period. 
  • Changes to be made. The project fundraising team will tag the fund custodian to communicate what additional information is needed to complete the report. 
  • Grace Period. The report was not submitted by the deadline. The project fundraising team will tag the fund custodian to remind them of the 15-day grace period to submit the report. 
  • On Hold. The report was not submitted by the end of the grace period. Grant disbursements will be placed on hold until a grant report is submitted.

If this is a recurring grant, the project fundraising team will add a new grant report tab to the same grant request form for the next reporting period. 





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