Grant Budgets, Match, Award Setup, Reporting, and Closeout

A proposal budget is another version of the project narrative. If a promised artist, evaluation step, accommodation, or report has no resources, the plan is not credible.

Build from work

For each activity:

unit × quantity × rate = cost

Example:

Cost	Calculation	Amount
artist fees	4 artists × 40 hours × $55	$8,800
artist travel	4 × 220 miles × current approved rate	calculate
materials	72 participants × $48	$3,456
access	interpretation/transport/assistants	$3,200
staff	0.18 FTE loaded compensation	$11,700
evaluation	60 hours × $50	$3,000
facility	documented allocable project cost	$2,400
communications	design/printing/ads	$1,800
contingency	only if funder permits	$1,200

Verify rates, math, allowability, and indirect treatment. Do not use contingency if prohibited.

Direct and indirect cost

• Direct: identifiable with the project—artist fee, materials, project coordinator time.
• Indirect/common: organization-wide administration, accounting, IT, occupancy, governance.

Use the funder’s current rules and a consistent allocation method. Never charge the same cost twice or shift a grant-disallowed cost into another award without basis.

If a funder caps administration, the cost does not disappear. Show how unrestricted resources or other lawful sources support it and decide whether the project remains worthwhile.

Match

Suppose a $30,000 award requires 1:1 match:

total project ≥ $60,000
grant = $30,000
eligible non-federal/other match = $30,000, under actual rules

The Wisconsin Arts Board FY2027 overview says CCP uses 1:1 match with at least half of match in cash ¹. For a $6,000 request, a simplified plan would need $6,000 match, at least $3,000 cash—then verify which sources and in-kind values qualify.

The NEA Grants for Arts Projects page describes a 1:1 cost share/match for current awards ². Federal sources generally cannot be assumed eligible as match to another federal award.

Maintain a match ledger:

Source	Cash/in-kind	Amount	Eligible?	Committed?	Documentation	Used elsewhere?
participant fees	cash	$8,000	verify	forecast	registration ledger	no
donor gift	cash	$10,000	verify restriction	yes	gift record	no
volunteer service	in-kind	$4,000	verify role/rate	forecast	signed logs	no
facility	in-kind/direct	$3,000	verify method	yes	allocation	no

Never count the same match twice.

Cash-flow test

Reimbursement grant:

• project spends $18,000 in months 1–3;
• report submitted day 90;
• payment arrives day 135;
• other receipts do not cover the gap.

The project needs at least $18,000 plus operating cushion before reimbursement. A balanced grant budget can cause a cash crisis.

Require:

• draw/reimbursement schedule;
• documentation lead time;
• receivable risk;
• bridge source and authority;
• restriction on using other donor funds temporarily;
• downside if payment is delayed.

Award acceptance

Do not assume application approval equals authority to accept every term.

1. compare notice/contract with submitted scope and budget;
2. identify changed amount, conditions, match, period, reporting, publicity, IP/data, records, procurement, audit, termination, repayment;
3. obtain legal/CPA/insurance review where needed;
4. document authorized acceptance;
5. preserve signed award and approved application/budget;
6. avoid starting before allowability/start date is confirmed.

Award kickoff

Bring program, finance, development, executive, communications, evaluation, and partner owners together.

Create:

• project/grant code;
• budget by approved category;
• allowable/unallowable guide;
• time and procurement documentation;
• restriction and cash schedule;
• match ledger;
• deliverable/outcome calendar;
• reporting and board dates;
• modification authority;
• partner/subrecipient/vendor responsibilities;
• records retention;
• public credit/brand rules;
• risk and incident escalation.

Every owner should answer: What evidence will I produce, where, and by when?

Monthly reconciliation

Compare:

• general ledger to grant budget;
• program outputs to narrative;
• payroll/time to charged effort;
• procurement/contract evidence;
• match ledger;
• cash received/receivable;
• restricted balance;
• milestones/outcomes;
• forecast and needed amendment.

Flag:

• category variance;
• late start or scope change;
• lower participation;
• staff vacancy;
• match shortfall;
• disallowed/unsupported cost;
• partner delay;
• overspending before approval;
• duplicated cost.

Obtain written funder approval before changes when required. A friendly program officer conversation is not always an amendment.

Reports

Strong report:

1. restates approved purpose;
2. gives outputs with denominators;
3. reports outcomes and method;
4. explains variance/setbacks;
5. reconciles budget and match;
6. shares participant/partner evidence ethically;
7. describes adaptations and remaining work;
8. supplies required attachments;
9. submits through authorized process;
10. stores acceptance/feedback.

Never adjust numbers to match the proposal. Explain reality.

Closeout and board learning

Close only after:

• final program and financial reports accepted;
• receivable collected;
• match documented;
• equipment/property obligations recorded;
• restrictions released correctly or balance plan approved;
• partner obligations complete;
• records retained;
• final accounting reconciliation;
• sustainability decision;
• findings corrected.

Board closeout memo:

promised · delivered · outcome · total cost and unrestricted subsidy · compliance issues · assets/liabilities continuing · funder relationship · lessons · renew/stop/redesign

Winning is not the finish. A well-administered award builds trust and institutional memory.