Reporting Instructions

Grantee must provide Gaia Fund with a financial and program report on the activities funded within 14 months of receipt of a grant award (for a one-year grant) or 26 months (for a two-year grant) or at the time of reapplication, whichever is sooner. An annual report will suffice if the Gaia Fund grant is for general support.

For specific program or project grants, please include the following:

1. REPORT LETTER

Attach a letter of no more than six pages detailing your work under the grant. Include goals achieved along with notable challenges, any measurable outcomes, and any changes to grant program or staff.

2. PROJECT BUDGET REPORT

Attach a report on all project revenue and expenditures for the grant period, including any variance between budgeted amounts and actual expenses.

3. ORGANIZATION BUDGET REPORT

Attach a report on all organization revenue and expenditures for the grant period, including any variance between budgeted amounts and actual expenses.

4. ORGANIZATION BALANCE SHEET

Attach a balance sheet for the most recently completed fiscal year.

Please note that an organization/project that has received funding for five or more consecutive years may not be eligible for consideration for renewed funding until after a minimum two-year hiatus. Please consult with the Sahar Momand, Grants Manager of Programs prior to applying for renewed funding.

All reports should be submitted using our online

Grants Management Portal

When you are ready:

1. LOG IN

Log in to the grants portal using your email address and password.

2. SAVE OFTEN

Save frequently using the “Save Draft” button on the application page, as the form will not auto-save your work. This will also enable you to logout and return to your work.

3. REPORT FORM

Select the Grants Report to Complete icon to access the report form and click the grant report link.

4. SUBMIT

When you have completed the report and uploaded the required attachment(s), click Submit.

Need Assistance?

If you have questions about submitting your grant report, please contact Sahar Momand, Grants Manager at smomand@pfs-llc.net.