Grant Tracking Worksheet & Explanation

The “Grant Tracking Worksheet” is a tool that your Fund Advisory Committee can use to track grants awarded from Endowment Accounts during the fiscal year.  (Amounts committed in prior years but not paid as of fiscal year end should be tracked on a separate worksheet for that fiscal year.)

Using this worksheet or something similar provides your FAC with the remaining balance of the fiscal year endowment payout amount that is available to grant.  Please use a separate sheet for each endowment account. 

The fiscal year Endowment Payout Amount and any Endowment Payout Amount carried over from a prior year will be provided to the FAC on the quarterly fund statement. 

Watch this 14-minute video on how complete the Grant Tracking Worksheet.

Download the Sample Grant Tracking Worksheet.  (pdf) (xls)
Download the Grant Tracking Worksheet. (xls)

The Grant Tracking Worksheet includes the following information for the endowment account.  (Follow along using the bold numbers at the left of the form.):

1. Affiliated fund name.  Use this line to customize the form with your affiliated fund’s name.


2. Endowment account name.   Use this line to customize the form with the name of endowment account being tracked using this worksheet.  Create a different “Grant Tracking Worksheet” for each endowment account you wish to track. 


3. Fiscal year.   The Nebraska Community Foundation’s fiscal year begins on July 1 and ends on June 30.  This line allows you to note which fiscal year you are tracking for the endowment account.  For example:  Fiscal year 2011 begins on July 1, 2010 and ends on June 30, 2011. 


4. FY 2011 endowment payout amount.   The endowment payout amount for the current fiscal year appears on your quarterly fund statement.  Enter the amount shown on your fund statement for the endowment account. 


5. Amount carried forward from the previous fiscal year.   Affiliated funds can carry over unused endowment payout amounts from the previous fiscal year if you notify NCF.  If you have notified NCF of an endowment payout amount to be carried over from the previous fiscal year, enter that amount.


6. Total available to grant.   The total amount your affiliated fund has available to grant from the endowment account is calculated for you based on the information you enter in #4 and #5 above.  This amount is the total amount your affiliated fund can grant from this endowment account. 


7. Grants already paid in current fiscal year.   Use this section to keep track of the grants you have paid from this endowment account during the fiscal year in question.  Be sure to enter the grant amounts as negative numbers.  The total amount of your grants already paid in the current fiscal year will be calculated for you in the “Subtotal” column. 


8. Current fiscal year grants committed not yet paid (but to be paid out of current year payout).   Sometimes it is not possible to pay a grant that was awarded during the current fiscal year until after the fiscal year ends.  This section will help you track these “future” grants that have been already awarded.  Enter the expected date of payment, a description of the grant to be paid, the fiscal year in which the grant will be paid and the grant amount.  Again, the total amount of your grants that are committed but not paid will be shown in the “subtotal” column. 


9. Amount available to carry forward or reinvest into the endowment. This line will automatically calculate the amount you can carry forward to the next fiscal year or that you can reinvest into your endowment. 


10. Amount FAC wants to carry forward (cannot be > A above).   Here you can input the amount you wish to carry forward to the next fiscal year. 
    
    Carry forward is the amount of the Endowment Payout Amount that is not granted (committed) during a fiscal year that is set aside and carried forward to be granted (committed) in a subsequent year.  Any amount carried forward that is not disbursed or committed by the end of the following fiscal year will be automatically reinvested in your endowment account.
    
    Notify your development staff contact in writing by mid-May of the amount to be carried forward to the next fiscal year. 


11. Amount to be reinvested (A minus B).   The reinvested amount is the amount of the Endowment Payout Amount that is not committed and not carried forward.  This amount will remain a part of the assets of the endowment account and will be included in the asset base calculation NCF uses to determine the endowment payout amount in future years.