An association's grant financial report form is an official document, enabling you to demonstrate in a transparent way the appropriate use of funds allocated by the state, local authority, foundation, company or other organization that has awarded you a grant. This document is generally required at the close of a project or at the end of the grant period, and is designed to ensure that public or private funds are used responsibly.
Perhaps you're wondering what it contains, when you should fill it in and why? You'll find the answers to your questions in this article.
What does the financial report form contain?
The precise content of the cerfa 15059*02 form may vary according to the requirements of the subsidizing entity, but it generally includes the following information:
- Your basic data: your association's name, address, grant reference number, grant period, and other identifying information.
- A financial statement: this details the state of your finances, listing income and expenditure linked to the project or grant period. You'll also find sources of funding, administrative costs, personnel costs and even the cost of a pro association account, for example.
- A narrative report: in addition to the financial aspect, this form often includes a narrative section. Here, you can explain in detail how the grant funds were used. Describe the actions taken, the results achieved, the difficulties encountered, and the final impact.
- Supporting documents such as invoices, receipts, contracts, pay slips and other proof of expenditure are required to substantiate the financial information you have previously provided.
- Compliance with grant conditions: the form may include a section in which you confirm that your association has scrupulously complied with all the conditions of the grant, particularly with regard to project objectives, deadlines, progress reports, etc.
- The signatures of the authorized representatives of your association and the granting organization. These signatures attest to the accuracy of the information provided.
- Submission date: be sure to date the form to indicate when you submitted it.
As the legal representative of your association, it is crucial that you complete this form carefully, including all the required information. Inappropriate use of funds or non-compliance with grant requirements can have serious consequences, such as full repayment of funds already received, ineligibility for future funding, and civil or even criminal prosecution.
When do you need to fill in this form?
When you need to complete a grant financial report form will depend on the guidelines issued by the grant-awarding organization. In general, when an association is awarded a grant, the funder will specify deadlines for financial reporting in the grant conditions. It is essential to respect this deadline to avoid possible sanctions or revocation of the grant.
To complete the financial report properly, it is necessary to keep accurate accounts of all grant-related expenses. Be sure to collect invoices, receipts and other supporting documents in good time.
As a general rule, the Grant Financial Report form is required at the end of the grant period, which often coincides with the end of your association's financial year. The report can be submitted online, electronically or by post. Be sure to follow the instructions provided by the granting organization for a smooth procedure.
Why such a form?
It is common practice to ask your association for a financial report on a grant for several reasons:
- To guarantee transparency, it's important to establish a relationship of trust between the organization awarding the grant and you as the beneficiary association. This financial report provides proof that the money has been spent in accordance with the agreed conditions and objectives.
- To assess the impact of your project or actions. Granting organizations appreciate being able to measure the results of their support.
- The quality of your financial management reflected in this report can positively influence future decisions regarding potential grants. Sound and responsible financial management is an asset in securing ongoing funding.
- Finally, financial monitoring is an effective means of preventing fraud or any inappropriate use of grant funds, including the management of association expenses. It is a crucial measure for preventing abuse and maintaining the integrity of the grant process.