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  • Writer's pictureBrian R. Schobel, CPA

Essential Accounting Tips for Managing Grants and Sponsored Projects


Effective financial management is crucial for successfully handling grants and sponsored projects. Here are streamlined tips to ensure compliance and optimize your funding usage.


Understand Grant Specifications

  • Know Restrictions: Familiarize yourself with what the funds can and cannot cover.

  • Deadlines and Audits: Keep track of all reporting deadlines and understand audit requirements to ensure compliance.


Dedicated Accounting Practices

  • Separate Tracking: Use separate accounts or specific codes for each grant to simplify monitoring and reporting.

  • Document Everything: Maintain detailed records of all financial transactions to support audits and reports.


Budget Wisely

  • Detailed Planning: Create comprehensive budgets that consider all potential costs, aligning them with the grant’s goals.

  • Review Regularly: Continuously compare actual spending against your budget and adjust as needed.

Maintain Regular Reporting

  • Internal Updates: Generate periodic internal financial reports to keep all stakeholders informed.

  • Grantor Communication: Submit accurate financial reports to the grantor as required, showcasing proper fund utilization.

Cash Flow Management

  • Prompt Invoicing: Invoice reimbursable expenses quickly to maintain steady cash flow.

  • Reserve Funds: If possible, keep a reserve to manage delays in fund disbursements.


Stay Audit-Ready

  • Compliance Checks: Regularly ensure all financial activities comply with grant conditions.

  • Clear Audit Trails: Keep an organized record of expenditures with all necessary documentation.


Leverage Technology

Specialized Software: Implement accounting software designed for grant management, which can automate many aspects of financial tracking and reporting.


By integrating these practices, you can enhance financial transparency, meet grant requirements, and prepare for successful project execution and future funding.

These strategies not only help in adhering to funder guidelines but also in building a robust framework for managing complex financial landscapes associated with grants and sponsored projects. Check us out:

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