How to Log a Grant Action

Grant tracking is essential for foundation-funded organizations. This guide covers logging grants your organization has received, including amounts, funding sources, and grant terms.

What is a Grant Action?

A Grant action records funds received from foundations, government agencies, corporations, or institutional funders. Unlike donations, grants:

• Usually involve a formal application process
• Have specific reporting requirements
• May come with restrictions or conditions
• Often involve grant periods or funding cycles

When to Log a Grant?

Log a grant application when:

• Grant application is submitted/due
• Grant approval notification is received
• You're tracking the relationship with a funder

Log a grant payment when:

• Funds have been received (or when they are expected)

Step 1: Add Grant Application Actions

1. Click 'Action +' button.
2. You can opt to use either 'Add Manual Action' or ‘Add Blueprint Action’. Using a Blueprint Action that has been set to include all required fields will save time and provide consistency to your process.
3. From the Action Type dropdown, select the appropriate Action Type. For an application, this is likely to be ‘Letter’ or ‘Note’.
4. Add Campaigns and Note information as needed.
5. Add the Application as an attached file.
6. Create any follow up Actions needed to ensure that important deadlines are met.

Step 2: Add Grant Payments

1. Click 'Action +' button.
2. You can opt to use either 'Add Manual Action' or ‘Add Blueprint Action’. Using a Blueprint Action that has been set to include all required fields will save time and provide consistency to your process.
3. From the Action Type dropdown, select ‘Donation Made’.
4. Add Campaigns and Note information as needed.

Basic Grant Details

As you create your Actions, information you may want to track can include:

Constituent/Funder: The foundation, government agency, or corporation providing the grant.

Grant Name: Official name of the grant (e.g., 'Smith Foundation Community Grant').

Grant Amount: Total dollars awarded.

Date Received: When was the grant notification received or funds deposited?

Grant Terms and Restrictions

Grant Period: Fiscal or calendar dates covered by the grant (e.g., 1/1/2025 to 12/31/2025).

Funding Use: General or specific purpose (e.g., 'Education Programs', 'Youth Services').

Restrictions: Any conditions, reporting requirements, or limitations.

Administrative Fields

Fund Designation: Which fund or cost center receives this grant?

Program/Department: Which program or department manages this grant?

Grant Manager: Who is responsible for compliance and reporting?

Notes: Additional context, such as next report date or special conditions.

Multi-Year Grants or Installment Grants

If a grant spans multiple years:

• Log as an unverified Donation
• Indicate payment schedule (e.g., '$100k in Year 1, $100k in Year 2')
• As payments are received, verify them and add payment details, etc.

Important Practices

Once a grant is logged:

• Add reminders for grant-related reports or deliverables
• Use Related Actions or Linked Items to track grant-related expenses or programs
• Keep grant award letter and agreements linked in your document management system

• Tip 1: Use Actions to record the grant officer's contact and next compliance report date.
• Tip 2: For grants with specific programs, log detailed funding use information.
• Tip 3: Some foundations prefer thank-you letters within 30 days; note this in Actions.
• Tip 4: Track multi-year grants carefully; they may have different reporting cycles.