The Grant Reporting Prompt Pack

You are reviewing a nonprofit's expense export before grant reports are prepared. Below are (1) our active grants, with each funder's allowable-cost rules and reporting period, and (2) the expense export for the quarter.

Do the following:

1. Assign every row to a grant using its grant code. If the code is missing or doesn't match an active grant, mark the row UNASSIGNED.
2. Flag any row a funder would likely reject. Check for:
   - Costs the funder's rules list as unallowable or restricted
   - Invoice or transaction dates outside the grant's reporting period
   - Missing or invalid grant codes
   - Possible duplicate charges
   - Charges to a budget line the grant doesn't include
3. Return a table of every row with these columns: Row #, Date, Vendor, Amount, Grant, Flag (Yes/No), Reason, Rule it conflicts with.
4. After the table, list only the flagged rows, most serious first. For each, suggest a fix: reclassify to unrestricted, move to the correct period, or request the missing grant code.
5. End with totals by grant, before and after the suggested fixes.

Apply only the rules I have provided. If you are unsure whether a cost is allowable, flag it as NEEDS REVIEW and explain why. Do not guess.

ACTIVE GRANTS AND RULES:
[PASTE EACH GRANT: FUNDER NAME, GRANT CODE, REPORTING PERIOD, ALLOWABLE AND UNALLOWABLE COSTS, BUDGET LINES]

EXPENSE EXPORT:
[PASTE THE EXPORT ROWS, INCLUDING THE HEADER ROW]

Below is an expense export and the reporting period for a grant report.

Reporting period: [START DATE] to [END DATE]

For every row, compare the invoice date, service date (if listed) and posting date against the reporting period. List every row where the cost appears to belong to a different period. For each, give: Row #, Vendor, Amount, Invoice date, Posting date, Period it appears to belong to, and why.

Also list any rows where the description mentions a month or date range that doesn't match the posting date (for example, "June rent" posted in September).

If a row has no invoice or service date, list it separately as CANNOT CONFIRM PERIOD.

Do not change any amounts. Only identify and explain.

EXPENSE EXPORT:
[PASTE EXPORT ROWS WITH HEADERS]

Below are our grant codes with what each grant funds, and an expense export.

Part 1: For every row with a missing or invalid grant code, suggest the most likely grant based on the vendor, description, program and amount. Give: Row #, Vendor, Amount, Suggested grant code, Confidence (High / Medium / Low), Reason. If no grant fits, suggest UNRESTRICTED and say why.

Part 2: Review rows that do have a grant code. List any where the expense doesn't seem to match what that grant funds, with a one-line explanation.

Part 3: Draft a short, friendly message I can send to the staff members who submitted the low-confidence items, asking them to confirm the correct code. Use [STAFF NAME] placeholders.

Only use the grant descriptions I provide. These are suggestions for our finance team to confirm, not final coding.

GRANT CODES AND WHAT EACH FUNDS:
[PASTE GRANT CODES AND DESCRIPTIONS]

EXPENSE EXPORT:
[PASTE EXPORT ROWS WITH HEADERS]

Review the expense export below for charges that may be duplicated or incorrectly split.

Look for:
1. Same vendor and same amount within [NUMBER] days of each other
2. Same invoice number appearing more than once
3. One invoice split across multiple grants where the split totals more or less than the invoice amount
4. The same cost charged to two different grants
5. Round-number charges with vague descriptions (for example, "$500.00 – supplies") that may need backup

Return a table: Group #, Row numbers involved, Vendor, Amounts, Why it looks suspicious, What to check (invoice, receipt, approval).

Rank by dollar amount at risk, highest first. If you find nothing in a category, say so.

EXPENSE EXPORT:
[PASTE EXPORT ROWS WITH HEADERS]

Our organization splits shared costs across grants using this method:

[DESCRIBE YOUR ALLOCATION METHOD, FOR EXAMPLE: "Rent is allocated by square footage: Program A 40%, Program B 35%, Admin 25%." OR "Salaries are allocated by timesheet percentages below."]

[PASTE TIMESHEET PERCENTAGES OR ALLOCATION TABLE IF APPLICABLE]

Below are the shared-cost rows from our expense export.

For each shared cost:
1. Show what the allocation should be under our method.
2. Show what was actually charged to each grant.
3. Flag any difference greater than [$ AMOUNT OR %].
4. Show the corrected amounts.

Then give a summary table: Grant, Charged, Should be, Difference.

Use only the method and percentages I provided. Show your math for each row so our accountant can check it.

SHARED-COST ROWS:
[PASTE ROWS]

Below are the issues found while reviewing this quarter's expenses for grant reporting.

Combine them into one action list for our finance lead. Remove duplicates where the same row was flagged more than once.

For each item give:
- Priority (Fix before reporting / Fix this month / Note for the file)
- Row # and vendor
- Amount
- Grant affected
- The problem in one sentence
- Suggested action (for example: reclassify to unrestricted, move to Q[X], get receipt, confirm code with [STAFF NAME])
- Suggested correcting journal entry, if one is needed (debit / credit / amount / memo)

End with a summary: number of items, total dollars affected, and net change to each grant's reported spending.

These are suggestions for review. Mark any item where you weren't sure as NEEDS DECISION.

FLAGGED ITEMS:
[PASTE OUTPUT FROM PREVIOUS PROMPTS]

Build this quarter's financial report for [FUNDER NAME] in their format.

Grant period: [START DATE] to [END DATE]
This report covers: [QUARTER OR DATES]

Step 1. Map every expense below to the funder's budget lines. If an expense doesn't clearly map, list it separately as UNMAPPED instead of forcing it into a line.

Step 2. Fill in the funder's format exactly. For each line show: Approved budget, Spent this period, Spent to date, Remaining, % of budget spent.

Step 3. Read the numbers. Compare each line's % spent to the % of the grant period that has passed. Then:
- List any line spending faster than the grant period is passing. Estimate when it will run out at the current pace.
- List any line spending much slower, which may suggest an under-spend.
- If any line is on pace to run out before the grant ends, recommend whether to request a budget modification now, and say which lines could fund it.

Step 4. Write a 3–5 sentence summary of the report for our executive director.

Show your math. Use only the numbers I provide. If a number is missing, write [MISSING: what's needed] instead of estimating.

FUNDER'S REPORT FORMAT / LINE ITEMS:
[PASTE THE TEMPLATE OR LIST OF BUDGET LINES]

APPROVED GRANT BUDGET BY LINE:
[PASTE BUDGET]

SPENT IN PRIOR PERIODS (CUMULATIVE BY LINE):
[PASTE, OR WRITE "FIRST REPORT"]

THIS PERIOD'S EXPENSES FOR THIS GRANT:
[PASTE CLEANED EXPENSE ROWS]

Today is [DATE]. Below are our active grants with budget, spent to date, and grant period for each budget line.

For every grant and line, calculate:
- % of budget spent
- % of grant period elapsed
- Burn ratio (% spent ÷ % elapsed)
- Projected date the line runs out at the current pace (or "Won't run out")
- Projected unspent amount at grant end, if spending is slow

Return one table sorted by risk: lines running out earliest first, then lines with the largest projected unspent amount.

Then list the top 5 issues in plain English, with a recommended action for each (request a budget modification, slow spending, accelerate spending, ask for a no-cost extension).

Show the formula you used. Use only the data provided.

GRANTS, BUDGET LINES, SPENT TO DATE, GRANT PERIODS:
[PASTE]

We need to request a budget modification from [FUNDER NAME] for grant [GRANT NAME / NUMBER].

The issue: [DESCRIBE, FOR EXAMPLE: "Participant support is 37% spent after one quarter of a 12-month grant because enrollment exceeded projections."]

The change we want: [DESCRIBE, FOR EXAMPLE: "Move $X from Supplies to Participant Support."]

Please produce:

1. A revised budget table: Line, Original budget, Proposed change, Revised budget, Spent to date. Confirm that the total grant amount does not change (unless I say it should).
2. A short request to the program officer (under 250 words) that:
   - States the request in the first sentence
   - Explains why, using only the facts I gave you
   - Shows how the change supports the grant's goals
   - Notes that total funding is unchanged
   - Offers to discuss
3. A list of anything the funder may ask that I haven't answered, so I can prepare.

Follow these funder rules on modifications, if provided: [PASTE OR WRITE "NONE PROVIDED"]

Use only the facts and numbers given. Use [BRACKETS] for anything you don't know.

CURRENT BUDGET VS ACTUALS:
[PASTE]

[FUNDER NAME] requires an explanation for any budget line that varies more than [THRESHOLD, e.g. 10%] from the expected spending for this point in the grant.

Grant period elapsed: [X]%

1. Identify every line over the threshold, in either direction.
2. For each, write a 2–3 sentence explanation using only the program notes below. Each explanation should say what happened, why, and what we expect next (for example, "spending will catch up in Q3 when the cohort starts").
3. If the notes don't explain a variance, write [NEED EXPLANATION FROM PROGRAM STAFF: what to ask] instead of inventing a reason.

Tone: factual and calm. No apologies, no spin.

BUDGET VS ACTUALS:
[PASTE]

PROGRAM STAFF NOTES:
[PASTE NOTES, EMAILS, OR BULLET POINTS]

Grant [GRANT NAME] requires a match of [AMOUNT OR RATIO] over the grant period [START] to [END].

Below are the match sources we've recorded so far, including cash and in-kind.

1. Total the match to date by type (cash, in-kind volunteer time, donated goods, other).
2. Compare it to the requirement and to where we should be at this point in the grant period.
3. Flag any match item that may not count, based only on these funder rules: [PASTE MATCH RULES OR "NONE PROVIDED"]. For example: items without documentation, items already used as match for another grant, or volunteer time without a stated hourly rate.
4. List the documentation needed for each item (timesheets, donor letter, valuation).
5. If we're behind, say how much match we need per remaining month to meet the requirement.

Use only the numbers provided. Show your math.

MATCH RECORDS:
[PASTE]

Below are (1) the totals from our draft grant report for [FUNDER NAME] and (2) the general ledger totals for the same grant and period.

1. Build a tie-out table: Report line, Report amount, GL amount, Difference.
2. For each difference, list the most likely causes (timing, reclassifications not yet posted, mapping differences, allocations, rounding).
3. Mark each line as TIES, EXPLAINED DIFFERENCE, or UNEXPLAINED.
4. List the specific entries or rows I should check to resolve each UNEXPLAINED difference.

Do not adjust any numbers to make them match. Only compare and explain.

DRAFT REPORT TOTALS:
[PASTE]

GL TOTALS FOR THIS GRANT AND PERIOD:
[PASTE]

ADJUSTMENTS ALREADY MADE THIS QUARTER (IF ANY):
[PASTE OR "NONE"]

Write the narrative section of our grant report for [FUNDER NAME].

THE RULE: Use only the facts provided below. Do not invent numbers, outcomes, quotes, names, or dates. Anywhere you would need a fact I haven't given you, insert a bracket describing exactly what's needed, for example: [NUMBER OF FAMILIES SERVED THIS QUARTER] or [DATE THE NEW SITE OPENED].

Instructions:
1. Answer each of the funder's questions below in order, under its own heading.
2. Stay within these word limits: [WORD LIMITS OR "NONE"].
3. Tone: [CLEAR AND WARM / FORMAL / PLAIN-SPOKEN]. Write for a program officer who reads many reports: lead with results, keep sentences short, no jargon.
4. Connect progress to the goals in our original proposal where the facts support it.
5. If something didn't go as planned, say so plainly and state what we're doing about it, using only the facts provided.

After the draft, list every bracket you inserted in one checklist, so our development director can fill them in quickly.

FUNDER'S NARRATIVE QUESTIONS:
[PASTE QUESTIONS]

GOALS FROM OUR PROPOSAL:
[PASTE GOALS / OBJECTIVES]

FACTS, NUMBERS, AND NOTES FOR THIS PERIOD:
[PASTE PROGRAM DATA, STAFF NOTES, MEETING NOTES]

Below are the outcomes and targets we committed to in our grant agreement with [FUNDER NAME], and our program data for this period.

Build a table with: Outcome, Target, Achieved this period, Achieved to date, % of target, Status (On track / Ahead / Behind / Not started), Note.

For "Status", compare % of target achieved to % of the grant period elapsed ([X]%).

For each "Behind" outcome, write a one-sentence note using only the facts provided. If the data doesn't explain why, write [REASON NEEDED].

If our data doesn't measure an outcome exactly as the funder defined it, flag it instead of approximating.

OUTCOMES AND TARGETS:
[PASTE]

PROGRAM DATA:
[PASTE]

Below are raw notes from our program staff about the period [DATES].

Turn them into a fact sheet I can use for grant reporting:

1. Group facts by category: participants served, activities completed, outcomes, challenges, staffing changes, partnerships, other.
2. Keep every number exactly as written. Note which staff member or note each fact came from.
3. Flag any facts that conflict with each other.
4. Flag vague statements that a funder would want quantified (for example, "lots of families came" → "How many families?").
5. End with a list of follow-up questions to send to program staff.

Do not add, round, or infer any facts.

RAW NOTES:
[PASTE NOTES]

Write a short impact story (about [WORD COUNT] words) for our report to [FUNDER NAME], based only on the facts below.

Rules:
- Use only the facts provided. Do not add quotes, feelings, or details that aren't in the facts.
- Do not include the person's real name, exact age, street, school, or anything else that could identify them unless I confirm we have written consent. Use a changed first name and say so in a note.
- If a quote is included in the facts, keep it word for word. If no quote is provided, don't create one.
- Keep the tone respectful. Focus on what changed and the program's role, not on hardship.

Consent status: [WE HAVE WRITTEN CONSENT TO SHARE / NO CONSENT, ANONYMIZE FULLY]

After the story, list any details I should double-check with program staff before sending.

FACTS OF THE STORY:
[PASTE]

Below is a narrative we already wrote for [FUNDER A]. Adapt it for [FUNDER B].

1. Answer [FUNDER B]'s questions in their order, under their headings.
2. Stay within their word limits: [LIMITS].
3. Use only facts that appear in the original narrative or the additional facts below. Do not add new claims.
4. If [FUNDER B] asks something the original doesn't cover, insert [NEEDED: what's missing].
5. Make sure numbers reflect [FUNDER B]'s grant only, not the whole program. Where the original uses program-wide numbers, flag it: [CHECK: is this program-wide or this grant only?].

ORIGINAL NARRATIVE:
[PASTE]

[FUNDER B]'S QUESTIONS:
[PASTE]

ADDITIONAL FACTS SPECIFIC TO [FUNDER B]'S GRANT:
[PASTE OR "NONE"]

Review our draft report for [FUNDER NAME] before submission.

1. Check it against every requirement below. Return a checklist: Requirement, Met / Not met / Partly met, Where in the report, What's missing.
2. Compare every number in the narrative to the financial report and outcomes table. List any that don't match.
3. List every remaining [BRACKET] or placeholder.
4. Flag any claim in the narrative that isn't supported by the data included in the report.
5. Check word limits for each section.
6. List anything a program officer might question, and how to address it.

Do not rewrite the report. Only review.

FUNDER'S REPORTING REQUIREMENTS:
[PASTE FROM GRANT AGREEMENT OR REPORTING GUIDELINES]

DRAFT REPORT:
[PASTE]

Our program officer at [FUNDER NAME] sent this question:

"[PASTE THEIR QUESTION]"

Below is the relevant budget line, the expenses behind it, and what our team knows.

Draft a reply that:
1. Answers the question directly in the first two sentences.
2. Explains with specific numbers from the data provided.
3. If an expense was charged in error, says so plainly and states the correction we've made or will make.
4. Lists the backup documents we'll attach (invoices, receipts, approvals, timesheets).
5. Is under 200 words, warm and professional.

Use only the facts provided. Use [BRACKETS] for anything I need to confirm.

Then, separately, list any follow-up questions the funder might ask next.

BUDGET LINE AND EXPENSES:
[PASTE]

WHAT OUR TEAM KNOWS:
[PASTE]

Spending on grant [GRANT NAME] from [FUNDER NAME] is behind schedule.

Grant period: [START] to [END]. Today: [DATE].

Draft an explanation for the funder that:
1. States the amount and percentage under-spent, by line.
2. Gives the reasons, using only the facts from program staff below.
3. Presents a month-by-month spending plan for the rest of the grant showing how we'll use the funds, based on the plan below.
4. If the plan won't use all funds by the end date, says so honestly and suggests options (budget modification, no-cost extension), as appropriate.

Keep it under 300 words. Tone: transparent, confident, not defensive.

Then show the spending plan as a table and check that it adds up to the remaining balance.

BUDGET VS ACTUALS:
[PASTE]

REASONS FROM PROGRAM STAFF:
[PASTE]

OUR CATCH-UP PLAN:
[PASTE]

[FUNDER NAME / AUDITOR] has requested supporting documentation. Their request:

"[PASTE THE REQUEST]"

Below are the expenses they selected.

1. For each expense, list the documents typically needed to support it, based on its type: invoice, receipt, proof of payment, purchase approval, timesheet, contract, allocation calculation, travel log.
2. Note any expense that may be harder to support (no grant code, shared cost, unusual vendor, cash payment) and what extra explanation we may need.
3. Create a tracking table for our team: Expense, Documents needed, Who gathers it [STAFF NAME], Due date, Status.
4. Draft a short cover note to send with the documents.

Apply only the requirements in their request. If they listed specific documents, use their list.

SELECTED EXPENSES:
[PASTE]

[FUNDER NAME] has questioned or disallowed this cost:

FINDING: [PASTE THE FUNDER'S FINDING OR EMAIL]
EXPENSE DETAILS: [PASTE]
WHAT HAPPENED: [PASTE OUR TEAM'S EXPLANATION]
OUR POSITION: [WE AGREE IT'S UNALLOWABLE / WE BELIEVE IT IS ALLOWABLE BECAUSE...]

Draft:
1. A response to the funder (under 250 words).
   - If we agree: acknowledge it, state how we've corrected it (for example, moved to unrestricted funds), and give the date.
   - If we disagree: explain respectfully why, citing the specific grant terms or approvals I provide. Do not cite rules I haven't given you.
2. A corrective action plan: what caused the error and what process change prevents it (for example, a grant-code check before purchases are approved). Include an owner and date for each step, using [BRACKETS].
3. A one-paragraph internal summary for our executive director.

GRANT TERMS OR APPROVALS THAT APPLY:
[PASTE OR "NONE"]

We need to request a no-cost extension from [FUNDER NAME] for grant [GRANT NAME].

Current end date: [DATE]
Requested new end date: [DATE]
Unspent balance: [AMOUNT]
Reason: [DESCRIBE]

Draft:
1. An extension request (under 300 words) that states the request and new date up front, explains the reason using only the facts given, shows what's been accomplished so far, and confirms no additional funds are requested.
2. A revised timeline: remaining activities, with dates, through the new end date.
3. A spending plan for the unspent balance by budget line and month. Check that it totals the unspent balance.
4. A list of anything in the funder's extension rules we haven't addressed.

Funder's extension rules (deadline to request, required form, etc.):
[PASTE OR "NONE PROVIDED"]

Use [BRACKETS] for anything you don't know.

PROGRESS AND SPENDING TO DATE:
[PASTE]

Our program officer from [FUNDER NAME] has a [SITE VISIT / CHECK-IN CALL] on [DATE].

Using the materials below, prepare a one-page brief for our team:

1. The 5 numbers everyone should know (spent to date, % of budget, participants served, key outcome progress, anything off-track).
2. The 8 questions the program officer is most likely to ask, based on our latest report and open issues, with a short, factual answer for each. Use only the facts provided; use [BRACKETS] where we need to prepare an answer.
3. Any issue we should raise ourselves before they ask, and how to frame it.
4. Who on our team should answer which topics: [LIST STAFF AND ROLES].
5. Two things worth highlighting that align with the funder's stated priorities.

LATEST REPORT:
[PASTE]

OPEN ISSUES (BUDGET, TIMELINE, FINDINGS):
[PASTE OR "NONE"]

FUNDER'S PRIORITIES (FROM THEIR WEBSITE OR GUIDELINES):
[PASTE]