Preparing reports is one of the key stages of cooperation with grant organisations. Each donor sets out in detail, within their programme, the format in which a researcher must report on the results of their study, thereby confirming the effective use of the funding provided. Which form of reporting is used most frequently? Are publications required for this? We discuss this in more detail in today's article.
Why does grant reporting matter?
It should not be assumed that cooperation with a donor ends once funding has been received. On the contrary, this is merely the starting point for further work, which will continue throughout the entire period of the project's implementation.
For a researcher to be able to successfully apply for other grant programmes in future, their reporting history must be impeccable. This is because, when reviewing a candidate's application, donors assess not only the concept of the research, but also the candidate's previous experience in implementing grants. In particular, they pay attention to compliance with reporting deadlines, the intended use of funds, and the completeness of the reporting documentation provided.
| Reporting form | What it includes |
|---|---|
| Narrative report | A description of the work carried out, the results achieved, and compliance with the stated objectives |
| Financial report | A detailed breakdown of expenditure with supporting documents |
| Budget compliance report | A comparison of planned and actual expenditure by line item, with explanations of any deviations |
| Grant audit | An independent check of the intended use of funds for the specific project |
| Publications and dissemination of results | Articles, conference abstracts, monographs – the results of the research |
| Impact indicators | The changes brought about by the research results |
| Communication and publicity | Mentions in the media, on social networks, and at public events (if stipulated by the terms of the grant) |
| Procurement | The purchase of equipment or services using grant funds |
Donors usually set out their reporting requirements in detail. Some may require only the presence of a publication with the research results, while others require several documents relating to the use of funding and a detailed description of the work carried out. It therefore all depends on the funder's rules and the format of your project.
What to pay attention to when preparing reports
- Keep records from the very first day of the project. Save receipts, contracts, certificates of completed work, and other supporting documents immediately after each transaction, rather than trying to find them the day before the deadline. This is crucial, since it is difficult, and sometimes impossible, to reconstruct such information retrospectively, particularly where minor expenses or verbal agreements with contractors are concerned.
- Read the grant agreement carefully as soon as it is signed. This document sets out the precise reporting forms, submission deadlines, communication channels with the donor, and the format for submitting documents. If any provisions of the agreement are unclear, it is better to clarify them with the grant manager at the start of the project, rather than trying to work them out while preparing the report.
- Agree any deviations from the budget in advance. If actual expenditure under a particular line item differs from what was planned, for example, due to changes in exchange rates, the cost of services, or shifting research priorities – inform the donor of this immediately, rather than at the point of submitting the report. Most funders permit the reallocation of funds between budget lines, but only where this has been agreed in advance.
- Meet the established deadlines. Even a minor delay in an interim report can affect further funding, complicate the disbursement of the next tranche, or affect the researcher's or organisation's reputation in the donor's eyes. Deadlines should therefore be monitored systematically, and all necessary information submitted on time.
- Appoint someone responsible for reporting if you are working in a team. Where several people are working on a project, it is worth determining in advance who is responsible for gathering documents, preparing the narrative section, and handling the financial calculations. This approach significantly reduces the risk of information being lost in the process.
A lack of structure when preparing grant reports has negative consequences for the researcher and the project team. It can lead to a requirement to repay part or all of the grant, or to the organisation or researcher being placed on the donor's blacklist, which effectively closes off access to that fund's future programmes.
If you need assistance with a publication for grant reporting purposes, get in touch with Scientific Publications. Our specialists will select a journal for you that meets the funder's requirements, carry out an audit of the article, and provide support at every stage of the process. Would you like to find out more? Fill in the form below, and our manager will contact you to arrange a free consultation. Together to to the new academic achievements!
