Grant Modifications and Matching Payments
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Matching Grants: Payments and Modifications
The Foundation recognizes that project circumstances may change over the life of a grant, suggesting a need to modify a grant timeframe or other terms. For spendable grants, grantees should refer to the guidelines below. For endowment grants, grantees should consult with program staff. See Modification of Matching Terms for instructions on modifying the terms of a matching grant.
Grantees are expected to promptly inform the Foundation in writing of any significant changes in project staffing, organizational leadership, scheduling, or budgeting, when such changes occur during the grant period. The Foundation reserves the right to suspend the use of grant funds if the change is considered material to the success of the grant.
Requests for grant modifications considered by the Foundation include: (1) extension of the grant period to permit additional time to complete supported activities; (2) reallocation of funds from one budget category to another; (3) rollover of funds from an older Foundation grant into a newer grant given for the same purpose; and (4) transfer of grant funds from the original grantee to another organization.
A grantee wishing to modify a grant should:
- Contact program staff with a brief written summary of the proposed modification. No additional documentation should be submitted at this stage.
- If invited to do so, complete and submit the appropriate grant modification request form and all required attachments (details below).
- Wait for written Foundation approval before undertaking any proposed change to grant terms.
- If the request is approved, account for the modification in terms in subsequent reporting.
Please see below for additional instructions and required documents for each type of modification.
After the initial communication with program staff (see above), a grantee may be asked to complete the Foundation's "Extension and/or Reallocation Request Form" (PDF) and submit it along with: (1) a written request from the principal investigator or other relevant official, (2) a financial report detailing all spending on the grant to date, and (3) a revised budget, using the Foundation's "Revised Budget and Financial Report," explaining the proposed use of funds going forward. Grantees should save an electronic copy of the revised budget and use it for all subsequent reporting.
Please note: The expenditure of any interest earned on the grant should be accounted for in grantee reporting, but no advance approval is required for the allocation of interest to an existing budget category.
After the initial communication with program staff (see above), a grantee may be asked to complete the Foundation's "Rollover Request Form" (PDF) and submit it along with: (1) a written request from the principal investigator or other relevant official, (2) financial reports detailing all spending to date on each of the grants affected by the rollover, and (3) a revised budget for the newer grant, using the Foundation's "Revised Budget and Financial Report," explaining the proposed use of combined funds going forward. Grantees should save an electronic copy of the revised budget and use it for all subsequent reporting on the newer grant. Approval of the rollover will close the earlier grant, for which no further reporting will be required.
Please note: The Foundation does not use the term "rollover" to refer to any acceleration or deferral of budgeted funds between reporting periods. No advance approval is required to accelerate or defer the use of budgeted funds from one reporting period to the next, so long as the total spending in each budget category over the life of the grant is consistent with the original approved budget. Nevertheless, all such spending variances from the original budget should be accounted for in reporting.
After the initial communication with program staff (see above), a grantee may be asked to complete the Foundation's "Transfer Processing Form" (PDF) and submit it along with: (1) a narrative report by the principal investigator covering activities since the previous interim report; (2) a letter from the transferring organization requesting and/or agreeing to accept the transfer; (3) a financial report indicating the current balance of funds and expenditures to date, also completed by the transferring organization; (4) a letter from the receiving organization accepting the transfer and agreeing to abide by the grant terms; and (5) a revised budget, using the Foundation's "Revised Budget and Financial Report," covering remaining activities, also completed by the receiving organization. The receiving organization should save an electronic copy of the revised budget and use it for all subsequent reporting.
Please note: Once a transfer request has been submitted, spending on the grant should be suspended until the Foundation's formal written approval of the transfer has been received.
For grants with a matching component (see Matching Grants), the Foundation's award letter sets forth the terms for payments, including the matching ratio, the timeframe for raising matching funds, and the payment installment amounts. The Foundation will issue payments upon recript of satisfactory evidence that a match, or a portion of a match as specified in the award letter, has been made.
In order to request a release or payment of matching funds, a grantee should complete the Foundation's "Matching Funds Request Form" (PDF) and submit the documentation required to evidence receipt of the matching contributions.
Only newly received gifts of cash or securities, in hand, valued at the time of transfer, and designated for the Foundation-supported project, can qualify as matching contributions. Pledges do not qualify.
To evidence contributions of $5,000 or more, the Foundation requires:
- Copies of all canceled checks, bank statements showing wire transfers or receipt of credit card payments, and/or signed documentation verifying the transfer of securities and their market value.
- Clear evidence that a donor's intent is to meet the Foundation's match, either by the donor's indication on the check, a letter from the donor to the grantee demonstrating such intent, or, in the case of an unrestricted donation, a designation from the grantee's governing board or senior official that the donation is to meet the Foundation's matching requirements.
To evidence contributions of less than $5,000, the Foundation requires:
- A list of all donations, including name of donor and date, amount, and form of donation (e.g., check, wire transfer, credit card, security, etc.), with a signed statement from a senior authorized official restricting all such donations to the Foundation match. Where amounts are less than $5,000, the Foundation does not also require canceled checks, evidence of wire or credit card payment, or separate documentation verifying security transfers.
If a grantee seeks to alter the timeframe for the completion of a matching condition, the grantee should contact program staff with a brief written summary of the request. The grantee may then be invited to elaborate the reasons for the request (including the challenges in meeting the match and the prospects of satisfying proposed amended terms) and to submit a signed financial report indicating the current balance of the grant, the progress of the matching effort, and total expenditures to date. The Foundation does not routinely consider or approve more substantial changes to the material terms of a matching grant.