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GRANTS & RFPsPROGRAMSBROWSE TOPICSABOUT CHCFMY ACCOUNT
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This page provides guidelines on the reports required as a condition of CHCF grants and contracts. Grantees should refer to their specific grant or contract agreement for details on the types of reports required and submission deadlines. Report guidelines and forms are available at the bottom of this page under Document Downloads. Reports may be submitted electronically to the primary CHCF staff assigned to your grant or contract. It is the grantee's responsibility to notify CHCF about any delays in reporting. If the delay changes the end date of the project, a no-cost extension must be requested. If you have a question that is not addressed below, please contact grants@chcf.org. Grantee Narrative Reports Narrative reports provide information on the activities, challenges, and accomplishments of a project. Two types of narrative reports may be required by your contract:
Financial Reports CHCF requires financial reports on grants and contracts for which a line-item budget was submitted and approved. For short term projects, usually only a final financial report will be due at the end of the project. For long term and multi-year projects, financial reporting is usually due for defined reporting periods, such as every six months. Please refer to the grant or contract agreement for details. Financial reports should be completed on CHCF's Financial Report Template or a similar spreadsheet. The first column of the report should reflect the approved budget for the project. If the template does not provide enough lines for each budget item, please insert additional lines and use additional pages rather than combine line items. Questions about financial reporting may be directed to Gillian Cervero, grants manager, at grants@chcf.org or 510.238.1040, ext. 106. If the budget for a project changes during the course of the project, and these changes exceed the acceptable limit as stipulated in the agreement of 10% per line-item or $1,000 (whichever is greater), please request approval in writing (or by email) to the CHCF program officer assigned to the grant or contract. The request should include the reason the changes are being requested and a budget worksheet that shows the approved amounts in one column and the revised amounts in the following column. Invoices and Expense Reports CHCF requires invoices for grants and contracts that are fee-for-service (time and materials) or fixed-price. Expense reports are required for reimbursement of expenses incurred in fee-for-service agreements. Invoices should reflect any advance CHCF payment received and include: a brief description and date of services provided; the number of hours billed if applicable; and the amounts of out-of-pocket expenses incurred. Expense reports, along with receipts for out-of-pocket expenses, must be submitted in order to be reimbursed. Original receipts are preferred. Grantees may use their own invoice and expense report templates, provided that the information listed above is included. Reports and Manuscripts for Publication For grantees who are preparing reports or manuscripts for potential CHCF publication, please refer to the CHCF Report Guidelines and Stylesheet below. Adherence to these guidelines will speed the editorial and production process following submission. Downloads |
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