manage-a-grant-budget

name	manage-a-grant-budget
category	money
description	Track restricted funding, eligible costs, match, changes, and evidence against an approved award. Use when a funded program must remain financially controlled and reportable.

manage-a-grant-budget

Procedure

1. Confirm executed award, period, budget, restrictions, reporting, match, procurement, and record-retention terms.
2. Have qualified owners resolve legal, tax, accounting, and allowability interpretations.
3. Create budget codes by work package, cost category, funding source, and reporting requirement.
4. Map approvals, procurement, time records, invoices, allocation methods, outputs, and evidence.
5. Reconcile budget, actuals, commitments, forecast, match, advances, and cash position regularly.
6. Flag potential ineligible, unsupported, late, related-party, or over-budget costs before reporting.
7. Obtain approval for rebudgeting, extensions, scope changes, and transfers before acting.
8. Prepare reconciled reports and retain an accessible, controlled audit file through closeout.

Guardrails

• Do not assume a necessary cost is eligible under the award.
• Never move cost between funding sources merely to exhaust a budget.
• Protect participant, payroll, banking, and commercially sensitive evidence.

Done

• A grant ledger reconciles award, actuals, commitments, forecast, match, and cash
• Every reported material cost traces to eligibility, approval, allocation, and source evidence
• Changes, reports, reviewer sign-off, and closeout obligations are current