When receiving the good news that you have been successful in securing grant funding, completing, and claiming for the grant, might be the last thing on your mind. However, a little bit of forward planning, will help ensure future grant drawdowns and the final claim are processed smoothly.
These top tips from the AIM Programmes team are intended to help members in receipt of our grants, but this advice can be applied to other funding programmes too.
- Acknowledge and accept the grant funding, use the opportunity to spread the good news and share details about your project. AIM provides support with acknowledging grants and guidance can be found on our website.
- Share the good news with your team. The project leader should ensure that colleagues are made aware of what the funding is provided for and the timeline of the project.
- Create a project folder and add into it images, quotes, and receipts throughout the delivery of your project. This will make sure you have the information in one place to prepare your monitoring forms and grant claims. If you are working with partners or colleagues, ensure they have access to the folder too.
- Read and use the templates and monitoring forms, to keep a record of expenditure, volunteer hours and impact throughout the delivery of your project. This will help you prepare feedback and grant claims, as you will have the information ready to complete the forms instead of trying to remember what ‘X’ said and how long ‘Y’ volunteered for.
- Change is natural as projects develop and evolve. Remember to contact the funder if the project you are delivering no longer matches the project for which the funding was provided for. The funder will need to agree and authorise any changes being made to the project before additional funding is committed.
- Talk to us, AIM is a flexible funder, and we will work with you to ensure your project outcomes are realised. If you find your expected spend needs to change; please don’t wait for us to reach out to you to find out why your project has stalled. Contact us and we will work with you to resolve the problem. Keep in mind you may want to apply to the same funder again in the future, and funders remember those that maintain communication and make good claims!
- Talk to us if your project timeline is being stretched, don’t wait for us to reach out to you to find out why your project is overrunning. There is often the opportunity, depending on the grant, to extend deadlines by a few months. The grants terms and conditions will detail the deadline for funding claims to be submitted and who to contact if you experience problems beyond your control.
- Manage the reporting timeline and ensure reports and final claims are prepared and sent in good time.
- Celebrate your success and share news of the project’s completion. Use the opportunity to thank the grant funders and create a new media buzz and interest in your organisation.
- Check your claim contains all that the funder has asked for before submitting it for payment. You will find a handy checklist is included on the claim forms for grants administered by AIM.