Financial Management Spreadsheet

Download the Financial Management Spreadsheet just one time. You will use/modify the same file for the duration of your award.

Financial Management Spreadsheet Template (Blank)

We strongly encourage all applicants, grantees, and contractors to view a webinar explaining how to best utilize the Financial Management Spreadsheet.

Financial Management Spreadsheet Instructional Webinar

Forms and tools needed during the APPLICATION PROCESS:

As part of the award application process, you will be asked to complete a budget. Use the Application Budget worksheet of the Financial Management Spreadsheet downloadable above.

Complete the budget application tab of this spreadsheet and submit the entire spreadsheet document with the application.

If you are awarded funding, the same Financial Management Spreadsheet submitted with your application will be used throughout the entirety of the award. It 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:

Forms and tools needed for AWARD  MANAGEMENT:

Online Grant System – Complete and submit reports and requirements using the Chesapeake Bay Trust Online Grant System account that is accessed through the link https://www.GrantRequest.com/SID_1520 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.

Progress Report Form – Some awardees will be asked at certain intervals to provide short narrative updates about how their projects are going, called “Progress Reports.”  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 Forms – 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 online form in your online portal, accessed via the same weblink used as when you applied (also included  in your award agreement). You will also need to add information on the Expenses worksheet of the Financial Management Spreadsheet from the link above and upload the file. If you have ever used this form for your project before (i.e., you applied for your award using the Financial Management Spreadsheet after January 2018 or have submitted a Budget Revision Request), locate this form on your own computer system and fill out the Expenses worksheet.  (The Application Budget worksheet should already be filled out.)  If you have never used this form before (i.e., you applied prior to January 2018), download the Financial Management Spreadsheet from the link above and follow the instructions in the Overview, Application Budget Instructions, and Expenses Instructions tabs.

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 Form that is available to you 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 the Financial Management Spreadsheet. If you have ever used this form for your project before (i.e., you applied for your award using the Financial Management Spreadsheet after January 2018), locate this form on your own computer system and fill out the Budget Revision worksheet.  (The Application Budget worksheet should already be filled out.)  If you have never used this form before (i.e., you applied for prior to January 2018), download the Financial Management Spreadsheet from the link above and follow the instructions in the Overview, Application Instructions, and Budget Revision Instructions tabs.

Forms needed when CLOSING OUT A GRANT:

Final Report Forms – 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 online form in your online portal, accessed via the same weblink used as when you applied (also included  in your award agreement). You will also need to add information on the Expenses worksheet of the Financial Management Spreadsheet and upload it.  If you have ever used this form for your project before (i.e., you applied for your award using the Financial Management Spreadsheet after January 2018 or have submitted a Budget Revision Request), locate this form on your own computer system and add information to the Expenses worksheet.  (The Application Budget worksheet should already be filled out.)  If you have never used this form before (i.e., you applied for prior to January 2018), download the Financial Management Spreadsheet from the link above and follow the instructions in the Overview, Application Budget Instructions, and Expenses Instructions tabs.

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.