GRANT MANAGEMENT & ACCOUNTING CHECKLIST

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--- PRE-AWARD & GRANT ACQUISITION ---
[ ] Grant Name/Opportunity Title
[ ] Application Deadline
[ ] Grant Type (Federal, State/Local Government, Private Foundation, Corporate Grant)
[ ] Required Documents for Submission (Project Proposal, Budget Justification, Letters of Support, Organizational Certifications)
[ ] Eligibility Assessment Notes
[ ] RFP/Grant Guidelines Upload
[ ] Pre-Award Approval

--- GRANT AGREEMENT & COMPLIANCE REVIEW ---
[ ] Grant Award Start Date
[ ] Grant Expiration Date
[ ] Funding Type (Federal, State/Local Government, Private Foundation, Corporate Grant)
[ ] Compliance Requirements (Monthly Financial Reporting, Quarterly Progress Reports, Annual Audit Required, Specific Equipment Tracking, Sub-recipient Monitoring)
[ ] Key Grant Restrictions & Limitations
[ ] Upload Signed Grant Agreement
[ ] Compliance Officer Verification

--- BUDGET SETUP & FUND ACCOUNTING ---
[ ] Grant Project Name
[ ] Grant Reference ID/Code
[ ] Grant Start Date
[ ] Grant End Date
[ ] Total Approved Budget Amount
[ ] Funding Source Type (Government Grant, Private Foundation, Corporate Sponsorship, Individual Donor)
[ ] Accounting Segments to Allocate (Personnel Costs, Equipment, Travel, Supplies, Sub-awards)
[ ] Approved Grant Budget Document

--- GRANT EXPENDITURE & DOCUMENTATION ---
[ ] Expense Description
[ ] Expenditure Amount
[ ] Expense Category (Personnel/Salaries, Equipment & Supplies, Travel, Sub-award/Sub-contract, Other Direct Costs)
[ ] Transaction Date
[ ] Supporting Documentation
[ ] Compliance Checkpoints (Cost is allowable under grant terms, Cost is properly allocated to project, Budget availability confirmed, Documentation is attached)
[ ] Approving Officer Signature

--- TIME & EFFORT REPORTING ---
[ ] Reporting Period Start Date
[ ] Reporting Period End Date
[ ] Staff Members Involved (Project Manager, Research Staff, Administrative Support, Technical Personnel)
[ ] Total Hours Allocated to Grant
[ ] Timesheet/Effort Logs
[ ] Employee Attestation
[ ] Supervisor Approval

--- FINANCIAL MONITORING & RECONCILIATION ---
[ ] Reconciliation Date
[ ] Total Grant Expenditure to Date
[ ] Remaining Budget Balance
[ ] Budget Variance Status (Within Budget, Under Budget, Over Budget)
[ ] Reconciled Accounts (Cash/Bank Account, Accounts Payable, Accounts Receivable, Grant Revenue, Project Expenses)
[ ] Variance Explanation Notes
[ ] Supporting Reconciliation Report
[ ] Reviewer Authorization

--- GRANT REPORTING & DELIVERABLES ---
[ ] Reporting Deadline
[ ] Report Type (Quarterly Financial Report, Annual Financial Report, Mid-Year Progress Report, Final Grant Report)
[ ] Required Attachments (Updated Budget vs Actuals, Narrative Progress Report, Receipts & Invoice Samples, Personnel Time Logs)
[ ] Executive Summary of Progress
[ ] Finalized Report Document
[ ] Authorized Officer Approval

--- GRANT CLOSEOUT & POST-AWARD AUDIT ---
[ ] Grant Completion Date
[ ] Final Report Status (Drafting, Submitted, Approved by Donor)
[ ] Closeout Tasks Completed (All final invoices paid, All payroll allocations finalized, All equipment/assets transferred or disposed, Final financial report submitted, Grant period officially closed in ERP)
[ ] Final Audit Documentation
[ ] Post-Grant Summary & Lessons Learned
[ ] Grant Manager Approval

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