NGO Budget, Grant & Donor Reporting Model

Business challenge

An education NGO reporting to several donors needed each grant tracked against its own budget and rules, and a clear view of how much shared cost the grants actually recover.

Outcome

The finance team can answer donor questions grant by grant, and the board can see that grants recover less than half of shared support costs and how reserves would hold up if a grant payment were delayed.

Overview

A budgeting and donor-reporting model for an education NGO funded by four institutional donors, a corporate foundation and individual giving. Six grants carry their own budgets, conditions, eligible-cost rules and overhead caps. Payroll and costs are charged to grants, shared support costs are allocated across programmes, and restricted and unrestricted funds roll forward into a statement of financial activities, balance sheet and cash flow, with grant-by-grant budget-versus-actual reporting for donors. How to use this model: On the Dashboard sheet, choose the year in cell D5 and the case in I5 (approved plan, funding pressure or delayed grant receipts); pick the grant at the top of the Grant Review sheet to compare its spending with the approved budget over the grant's life; on the Annual Review and Statements sheets, see budget against actual, the statement of financial activities, balance sheet and cash flow; grant terms sit on the Grant Register and Donor Rules sheets, and costs on the Payroll and Cost Inputs sheets.

Approach

Every grant carries its budget lines, eligible costs and overhead cap. Staff time and costs are charged to grants, support costs are allocated across programmes, and restricted and unrestricted funds roll forward into the statements. A checks sheet confirms that funds, allocations and grant limits reconcile.

Capabilities

Skills

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