PROJECT COMPLETION AND REPORTING GUIDELINES
When
the project has been completed, a final report (narrative and
financial) of the LF grant funds must be submitted. Final disbursement
of project funds will be made to the grantee within thirty (30) days
after the final report has been approved by the Active Projects
Administrator and notification sent to the Treasurer.
The final report to the Latvian Foundation consists of a narrative and financial report, and copies of any project outcomes.
All
expenditures – receipts, invoices, etc. must be sent electronically
(scanning the appropriate documents) to the Active Projects
Administrator at lfvietnieks@gmail.com.
The Active Projects Administrator will verify that the items submitted
reflect those outlined in the budget and direct the LF Treasurer to make
a payment to the Grant Recipient. The Treasurer will make the payment
within thirty (30) days upon direction by the Active Projects
Administrator. Funding will only be provided after expenditures are accounted for.
Upon completion of the project, the Grant Recipient must provide the following:
Narrative Report
Provide a narrative account of the project – describing the results of the project, its accomplishments, successes and failures;
confirm that the project was completed in accordance with the application submitted;
confirm
that the Latvian Foundation has been recognized as a supporter of the
project and that LF’s logo has been displayed (for e.g. on a book cover,
on a website, on Facebook);
explain where any materials created by the project will be retained (in a library, museum, etc.);
Financial Report
The financial report includes a compilation of expenses and services used to complete the project.
This should reflect the categories and estimated amounts submitted in
the proposal budget. It includes only those expenditures that relate to
the LF grant awarded to the project, not to the cost of the project as a
whole. Please see link to download the necessary form.
receipts – should be organized in chronological sequence, and should correspond to the budget
expenditures – should be only those described in the application
expenditure
amounts – can be shown in the original currency, but must be calculated
in U.S. dollars and rounded to the nearest dollar.
Copy of the Completed Project to be Kept by LF
In
cases when the project’s output relates to books, manuscripts,
programs, videos or CDs, one copy of these materials are to be given to
the Active Projects Administrator for the LF archives. If the completed
project did not result in a physical product, such as a conference, a
concert, a restoration, etc, then copies must be provided of promotional
materials, media reports, articles or interviews about the project for
LF’s archives.
The
Latvian Foundation would also be very pleased to receive any other
materials of interest that relate to the project (such as photos,
interviews, documents, etc.) and can be used by LF in its promotional
and informational materials. Your project’s success is a Latvian
Foundation success! We hope you will allow us to share your successes
with our membership and the public.
A non-binding request
In
some cases when a project is completed under budget or results in
profits, the grantee has voluntarily returned a portion or all of the
funding back to the Latvian Foundation. While this is not a requirement,
LF invites its grantees to consider this as an option because it will
provide more funding opportunities for others in the future.