Budget reporting
Frequently Asked Questions
Q. What are the required reporting documents?
A. Here are the required documents:
- Financial reporting: Financial Guidelines and Reporting Requirements
- If your budget changes: Grant Budget Revision Guidelines
- If you hire a subcontractor: RWJF Contractual Agreements Guidelines
Q. What financial reports do I need to file?
A. All grantees are required to submit annual and final financial reports. Grantees with awards over
$200,000 are asked to submit financial reports every six months. RWJF creates a financial reporting form from
your budget for use when reporting expenditures. You may use the form provided or recreate the format using your own spreadsheet program. Financial reports are due 30 days after the end of each reporting period. Please use this form: Financial Guidelines and Reporting Requirements
Q. Do I need to submit an annual budget?
A. All grantees will be required to submit reports to the Foundation on a regular basis, but not all grantees need to submit an annual budget. Submitting annual budgets is not required unless you are submitting a budget revision and/or asking to carry forward unused funds to a future year of your project. Budget revisions are addressed in the Grant Budget Revision Guidelines under "Guidelines for requesting revisions to approved grant budgets."
Q. When and how do I revise my budget?
A. Your budget will need to be revised in these circumstances:
- if you anticipate spending in excess of 105 percent of an approved budget category
- when you need to add a new line item or adjust your line-item distribution because of a change in your project
- if you wish to carry forward unused funds from a prior period.
Please send your request to your RWJF grants administrator, your program officer and to your national program office (if applicable). More information is provided in our Budget Revision Guidelines.
Q. What information does RWJF require when subcontracts are included in a grant budget?
A. When subcontracts are included in your budget, RWJF requires either a fact sheet or copy of the actual subcontract showing the subcontractor's name, the contract dates, and the dollar amount of the subcontract, budget and the deliverables. If this information was not provided at the time your budget was negotiated, it must be provided prior to expending any funds for the subcontract. If a subcontract is to be amended, we need to see a copy of the amendment or a memorandum explaining what elements are being changed. Please refer to the RWJF Contractual Agreements Guidelines for additional information.
Q. When an aspect or part of the project exceeds its budget, what additional guidelines, forms and information are necessary ?
A. When changes in your grant project result in the need for additional line items, and/or when you anticipate spending in excess of any approved budget categories by more than 5 percent, you will need to request a revision to your approved grant budget. These budget categories are Personnel, Other Direct Costs and Purchased Services. The Grant Budget Revision Guidelines will assist you in preparing your budget revision. If you have any questions, please contact your grants administrator.