Forms and Policies

Financial Management Spreadsheet (FMS)

As part of the award application process, you will be asked to complete a budget. Complete the Application Budget worksheet of the Financial Management Spreadsheet (FMS) and submit the entire spreadsheet document with the application.

Download the FMS just one time. If you are awarded funding, the same FMS submitted with your application will be used throughout the entirety of the award. 

We strongly encourage all applicants, grantees, and contractors to view the webinar explaining how to best utilize the FMS.

The FMS will be used when:

  • Providing an updated budget based on award agreement instructions
  • Reporting expenses in an ongoing award as part of status reports
  • Requesting changes to your budget during an award
  • Reporting expenses as part of a final report

Examples of completed forms:

Managing Your Grant

Complete and submit reports and requirements using the Chesapeake Bay Trust Online Grant System that is accessed with the same username and password used when you applied.

  • Timesheet Template
    If your award includes funds for personnel, you may be required to submit timesheets as backup documentation for personnel costs. Use this template if your organization does not provide a timesheet template or if your organization’s timesheet does not allow for tracking of personnel time by job code.
  • Award Revision Requests
    If you would like to request approval for a significant change in project scope (defined in your Award Agreement as a change in project intent, personnel, or timeline, including no-cost extension requests) or budget (defined as a greater than 10% increase in expenses in one of the 7 high level budget categories or the addition of one of the 7 high level budget categories that was not represented in your original budget), you will use the Award Revision Request requirement in your online portal. Requests to significantly change the budget must be accompanied by a requested revised budget.  Fill out the Budget Revision worksheet of your Financial Management Spreadsheet.
  • Progress Report
    Some awardees will be asked at certain intervals to provide short narrative updates about how their projects are going.  These progress reports do not need to be accompanied by any financial information.  The form is available in your online portal.  Refer to your award agreement about whether a more detailed, progress report narrative is required for completion and upload with this requirement.
  • Status Report Narrative
    Select the form from this link that matches your award program. Complete this form for any required status reports listed in your award agreement, and upload it as an attachment in the Status Report requirement in your online portal. You will also need to add information on the Expenses worksheet of your Financial Management Spreadsheet and upload the file.
  • Final Report Narrative
    Select the form from this link that matches your grant program. Complete this form at the end of your project as outlined in your award  agreement and upload it as an attachment in the Final Report requirement in your online portal. You will also need to add information on the Expenses worksheet of your Financial Management Spreadsheet and upload it.

Other Important Documents and Forms

Indirect and Fringe Benefits Guidance Policy – This document provides definitions, guidance, and policy for your application and the management of your award.

Letter of Commitment Guidance and Policy – This document provides the definition, guidance, and policy for a Letter of Commitment that will be considered during the application review process.

Blank W-9 – Required form for contractors.