Nonprofit Grant Reporting Calendar and Deadline Management

Missed grant reporting deadlines damage funder relationships and can trigger grant clawbacks. This monthly reporting calendar review ensures all upcoming deadlines are identified, data is being collected, and reports are prepared well in advance of submission dates.

Industry: Nonprofit
Frequency: Monthly
Estimated Time: 2 hours
Role: Grants Manager
Total Items: 28

Upcoming Deadline Tracking

Track all upcoming reporting deadlines.

Grant reporting calendar updated with all active grant deadlines?
All reports due in next 90 days identified with status?
Funder online portals checked for reporting requirements?
Calendar alerts set 30 and 60 days before each reporting deadline?
Extension requests submitted for any reports where timeline is at risk?

Data Collection for Reports

Ensure data collection is current.

Program performance data being collected systematically for all grant-funded programs?
Financial expenditure data current and reconciled for report preparation?
Outcome measurement data compiled for each performance period?
Subcontractor or partner reporting submitted on time for pass-through reports?
Data quality checks completed before report preparation?

Report Preparation

Prepare pending grant reports.

Narrative portions of pending reports drafted?
Financial reports prepared by finance team for submission?
All reports reviewed internally by supervisor before submission?
Required attachments (financial statements, photos, sign-in sheets) compiled?
Report versions controlled to prevent submission of draft?

Funder Communication

Maintain proactive funder communication.

Any program challenges or changes communicated to funders proactively?
Program officer contact information current for all active grants?
Non-reporting relationship touches with key funders this month?
New grant opportunities from current funders identified and tracked?

Submission and Documentation

Document report submissions.

Submission confirmations saved for all reports submitted this month?
Copies of submitted reports archived in grant files?
Funder acknowledgments of report receipt tracked?
Funder feedback on reports reviewed and addressed?

Grant Pipeline and Prospecting

Update grant pipeline.

Grant pipeline updated with new opportunities and status changes?
New grant prospecting activity this month documented?
Grant renewal applications prepared for grants ending within 6 months?
Grant revenue forecast updated based on pipeline status?
Grant pipeline report prepared for board development committee?

Related Nonprofit Checklists

Related Grant Management Checklists

Why Use This Nonprofit Grant Reporting Calendar and Deadline Management?

This nonprofit grant reporting calendar and deadline management helps nonprofit teams maintain compliance and operational excellence. Designed for grants manager professionals, this checklist covers 28 critical inspection points across 6 sections. Recommended frequency: monthly.

Frequently Asked Questions

What does the Nonprofit Grant Reporting Calendar and Deadline Management cover?

This checklist covers 28 inspection items across 6 sections: Upcoming Deadline Tracking, Data Collection for Reports, Report Preparation, Funder Communication, Submission and Documentation, Grant Pipeline and Prospecting. It is designed for nonprofit operations and compliance.

How often should this checklist be completed?

This checklist should be completed monthly. Each completion takes approximately 2 hours.

Who should use this Nonprofit Grant Reporting Calendar and Deadline Management?

This checklist is designed for Grants Manager professionals in the nonprofit industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.

Can I download this checklist as a PDF?

Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.