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: 

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

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.