A grant receivable record tracks a grant you are pursuing or have already been awarded, from first research through reporting.

Create The Record

1. Go to Grant Management > Grants Receivable.
2. Click Add New.
3. Fill in the two required fields, marked with an orange asterisk: Grantor and Grant Title. The grantor has to exist first, so add them under Grantors if they are not there yet.
4. Set Grant's Current Status to where the grant actually is right now.
5. Click Save All Changes & Continue to keep working, or Save All Changes & Exit when you are done.

Save early. Once the record exists you can come back and fill in the rest as the grant progresses, which is how most of these get built anyway.

The Money

• Grant Amount: what you are asking for, or what you were awarded.
• Floor Amount and Ceiling Amount: the range a funder will consider, useful while you are deciding what to request.
• Funding Amount (Actual): what actually came in, which is often not what you asked for.
• Installment Amount and Installment Frequency: for grants paid out in pieces rather than one cheque.

The Dates

These are what drive the Grant Calendar, so it is worth filling them in properly.

• Due Date: the application deadline.
• Date Submitted: when you sent it.
• Notification Date: when you expect to hear back.
• Start Date of Funding and End Date of Funding: the grant period.
• Report Due Date: when the funder expects your report. Missing this is how organizations lose repeat funding.

Classifying It

• Grant Type and Grant Category: your own classifications, for grouping and reporting.
• Fiscal Year and Current or Future Grant: where it sits in your financial planning.
• Chapter, Division, and Department: which part of your organization it belongs to.
• Assigned to Team Member: who owns it. Fill this in, because an unowned grant is an unwritten grant.
• Delivery Method and Grant URL/Website: how it gets submitted and where the funder's information lives.

The Funder's Contact

Record your person at the funder with Contact Name, Contact Email, and Contact Phone, so whoever picks the grant up next is not starting from scratch.

The Narrative

• Grant Description: what the grant is for.
• Funding Purpose: what the money will do.

Special Conditions

Further down the page are switches for the conditions attached to a grant. Turn one on and its detail fields appear:

• Match Required with a Match Amount.
• Multi-Year Grant with a Grant Start Year and Grant End Year.
• Renewable Grant with a Renewal Date.
• Restricted Grant and Challenge Grant, each with a description and requirements box.
• Project Grant with a Corresponding Project.

Set these while the award letter is in front of you. Reconstructing a funder's conditions a year later is nobody's idea of a good afternoon.