Requirements for Financial Reporting

CRD Small Grants Project

To Grantees:

1. A grantee must submit a Financial Report at the completion of your project.

2. The Financial Report must start with a Summary Page. The Summary Page gives the totals per each line item of what was granted and what you actually spent. For example:

Granted Spent
Communications Costs $500 4500 RMB

At the bottom of the Summary Page, put the “Grand Total” of the full amount you received under the Grant Sub-agreement and the actual total of what you spent.

3. To make your final accounting easier, throughout the term of the Grant we suggest you establish separate folders or boxes for each line item. When you pay out on an item and receive the receipt, paste or tape the receipt on a plain piece of paper, write the total at the bottom of the document, and put the document in the appropriate file or box organized by line item. For example: On Jan. 5, 2005, you bought 10 books totaling 400 RMB. The purchase is authorized under your Communications Costs line item. You take the 400 RMB receipt and put it in your Communications Costs receipt folder or box.

4. When it comes time to adding up everything you have spent under the Grant for the Financial Report, please do the following:

(1). Take all the receipt documents you have been keeping in the appropriate folder or box organized by line item and add up all the amounts to get a total for expenditures under that line item.

(2). Do the same for all receipts saved for each line item.

This will give you the subtotals for your spending under the Sub-Agreement.
You will list those subtotals on your Financial Report’s Summary Page.

Please Note:
a. If you do not have the original receipt, you may submit a copy.
b. If you did not receive a receipt for the item you spent, please certify on a piece of paper: What amount was spent; What the amount was spent for; and that you certify the amount was correct.

* Please remember that you must keep a receipt (or copy of receipt) for any expenditures, which we may ask you to submit; please submit copies of receipts for equipment expenditures of or above $200.

(Last Updated: February 27, 2006)