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Grant reporting is now submitted within a tab of the grant request. The report will include:Reports are submitted on the original Grant Request Form, using the corresponding tab for the reporting period. Grants Reports will require the following: 

  • Receipts 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 reportedThe amount expensed and receipts showing each expenditure that totals up to the grant amount. 
    • If a grant is requested for stipends, the report must include a verification statement receipt from that individual indicating that the money was received.
    A few sentences explaining the ministry accomplishments (or attach a link to a prayer letter) on what the grant monies accomplished during that reporting period
    • .

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. 

...

Instructions for Filling Out the Grant Report

UI Steps
UI Step

Open the grant request with 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 this reporting period. Go to the tab "Grant Report" in the grant request and confirm you are viewing the report is for the correct reporting period. 

UI Step

Add a the link to a Google folder that houses your 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. 
Info

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

UI Step

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

Info

Reliant will no longer accept 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 are now requiring require that everyone submit prayer letters for reporting reporting via a Google folder link in included on the grant reporting report tab of the grant request form so that it is all submitted all in the same location.

UI Step

Totals

The total boxes show the three amounts:

  • The amount of monies that were disbursed in this reporting period
and the amount that has been added as reported to the report. It will also show the
  • 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. 
UI Step

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 filled in order completed for the currency exchange formula to populate at the end of the row to be correct.

  • Verification 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. You can Fund Custodians may decide to have gather verification statements for each month's disbursement or one verification statement for the total amount in this reporting period. Use For reporting, use the month that the verification statement was signed. 

Add receipt number. Use the number given 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 . Please explain what type of item was purchased.

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

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

Add Currency of Expense- this is what is . This is the currency listed on the receipt/what was distributed to the designated grantee.

Add Expense Amount in the currency you just listedselected. 

The USD converted amount will automatically convert into US Dollars.

UI Step

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


UI Step

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
At the top of the grant report tab you will see a report status that will alert you when the report has been received or if it has not been completed
  • .
UI Step

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