A US federal grant is not just an amount received: you have to track a budget split into categories, tie every expense to the right line, watch over a period with a start and an end, and prepare financial statements by set deadlines. This application keeps that file, for organisations that receive a federal award in the United States.
Who the application is for
For organisations based in the United States that receive one or more federal awards — nonprofits, local authorities, institutions — and that need to track their budget, their expenses and, where relevant, their own subrecipients under US federal rules. This application is built around that regulation: it is not meant for a grant received in another country.
What the application does
- Keeps the register of each award: federal identifiers, agency, period of performance, federal share and required match, with a flag on expired periods.
- Splits the budget into categories and ties every expense to one, with the federal share entered separately from the total amount.
- Flags an expense falling outside the period of performance or a category running over budget, without ever refusing the entry or deciding eligibility on your behalf.
- Calculates, in its full edition, indirect costs using a negotiated rate or a de minimis rate, on a base you build line by line.
- Keeps, in its full edition, the register of cost share and subrecipients, with their required disclosures and a count of the ones still missing.
- Prepares, in its full edition, the periodic financial statement worksheets, with their deadline calculated automatically from the chosen period.
Day to day
- Register the award with its federal identifiers, its period of performance and its budget split into categories.
- Tie each expense to its category, entering the federal share separately from the total amount.
- Regularly log a progress point: a declarative rate and a dated narrative.
- In the full edition, keep cost share, subrecipients and their monitoring acts up to date through the year.
- At the deadline, pull the register's amounts into the financial statement worksheet, review them, then copy them onto the official form.
What the application does not do
- It never decides that an expense is eligible or that a cost-share contribution is acceptable: it counts, it flags, it does not conclude.
- It does not determine that an audit is required: it adds up the federal shares it knows about and compares them to a configured threshold, leaving a field for what it cannot count.
- It does not submit or sign anything with a federal agency: its financial statement sheets are worksheets, to be reviewed before copying onto the official form.
- It has not been tested through a real filing with a federal agency: have your adviser check a first file before relying on it.
- US federal regulatory values change: it does not replace the advice of your adviser or of the relevant federal agency.
Free and full editions
The free edition already keeps the register of awards, their period of performance, their budget by category, linked expenses and progress points. The full edition installs on top without losing anything, and adds indirect costs, cost share, subrecipients and their monitoring, drawdowns, periodic financial statement worksheets, the audit threshold finding and connections to public federal services.
Getting started
First gather the award notice for each grant and its official budget breakdown. Then check, with your adviser, the regulatory values currently in force for your fiscal year — they do change and should not be left at a previous year's figures. Finally register the award and its budget, then tie expenses to it as they occur.
Going further
To find out whether this application suits your business and how to activate it, compare the plans or write to us.