Managing a Grant

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If you need additional assistance, please contact Foundation staff at fluxxusers@mellon.org or at (212) 500-2484 during business hours 9:00 a.m. – 5:30 p.m. EST.

Reporting 

Mellon requires regular narratives reports and financial reports for all grants. The reporting schedule for each grant can be found in the grant agreement and in the Grantee Portal. Automatic email notifications are sent to key grant contacts prior to upcoming report due dates. Please contact program staff if you need to discuss modifications to your reporting schedule.  

Narrative and financial reports should be submitted through the Fluxx, Mellon’s Grantee Portal. Please consult the Foundation’s Grant Reporting Guidelines as well as our guide to Submitting Grant Reports for additional instructions and information. 

Financial Reporting

Financial reports should be specific to the grant budget. If your organization has multiple grants from Mellon, separate reports must be provided for each grant. Grantees are required to use the same budget categories used in the grant proposal, making it possible for line-by-line comparison of the approved budget and actual expenditures. 

For grants approved from April 2018 onward, please use the Grant Budget: Financial Reports section of the Grantee Portal to submit financial reports. For grants approved prior to April 2018, please use the original proposal budget template or the most recently approved revised budget template, which can be attached to the narrative report record in the Grantee Portal.

Grant Modifications

We recognize that circumstances change over the life of a grant. Mellon asks that grantees inform our staff of any significant changes in project staffing, organizational leadership, scheduling, or budgeting during the grant period. When these changes impact a project such that a modification to the grant timeframe or other terms is needed, please contact program staff and request advance written approval to modify the grant terms. 

Types of grant modifications include: 

  • extension of the grant period to permit additional time to complete supported activities; 
  • reallocation of funds to permit spending in a manner different than that described in the original budget (e.g. from one budget category to another); 
  • rollover of funds from an older Foundation grant into a newer grant awarded for the same purpose;
  • extension of the matching period to permit additional time to satisfy a matching condition; and 
  • transfer of grant funds from the original grantee to another organization.  

Please note: Mellon’s staff do not regularly consider requests to alter the basic purpose of a grant or requests that seek to modify endowment grants or matching conditions. Grantees should consult with program staff about any such requests, as they may require Board review and approval. 

Requesting a Modification

If you need to modify a grant, please send a brief email to program staff summarizing the proposed modification. Program staff will determine whether to invite a formal modification request through the Fluxx Grantee Portal.


Matching Grants 

For grants with a matching component, the grant agreement sets forth the terms for payments, including the matching ratio, the timeframe for raising matching funds, and the payment installment amounts. To request a release or payment of matching funds, please submit a Matching Funds Request, including required documentation and evidence of contributions (which may include copies of canceled checks, bank statements, donor letters, and/or signed statements from authorized officials, etc.), via the Reports section of the Grantee Portal. 

Read more about Matching Grants in our Grantmaking Policies.


Organizational Information 

To facilitate grant management, please ensure that organizational contact and banking information is up to date. For more information, please see the guides below.