Guided worksheet

Grant Acquittal Planner

Reconstruct what was funded, what was delivered, what changed and what evidence must be supplied.

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Question 1 of 10

Funder

Use the name shown on the grant approval letter or online portal.

Which organisation awarded the grant?What contact, portal or programme name should be recorded?

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Example Community Trust

Question 2 of 10

Grant reference

This links the acquittal to the original approval. Check emails, letters and the funder portal.

What is the official grant reference?Where was it verified?

What still needs checking or deciding?

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ECT-2026-01482

Question 3 of 10

Amount received

Use the bank record, not the amount originally requested. Note any GST treatment if relevant.

How much was actually received and when?Did it differ from the approved or requested amount?

What still needs checking or deciding?

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$9,750 received 14 March 2026

Question 4 of 10

What was delivered

Use dates, locations and completed items. State any approved changes rather than hiding them.

What was actually delivered?How does delivery compare with the approved scope?

What still needs checking or deciding?

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Purchased 40 helmets and 10 equipment bags, trained eight volunteers and delivered 18 weekly sessions from April to August.

Question 5 of 10

Outputs

Outputs are direct quantities: sessions, participants, items purchased, volunteers trained or events held.

What countable activity or product was delivered?What records verify each number?

What still needs checking or deciding?

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18 sessions, 92 participants, 50 equipment items issued and eight volunteers trained.

Question 6 of 10

Outcomes

Outcomes are effects, not activities. Use comparison data, feedback or observed change where possible.

What changed because of the project?What evidence supports that conclusion?

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Weekly capacity increased by 30%, equipment-related cancellations stopped and 78% of surveyed families reported lower participation barriers.

Question 7 of 10

Expenditure summary

List costs by category and ensure they reconcile to invoices and bank payments.

How was the grant spent by category?Do the totals reconcile to the grant, invoices and bank records?

What still needs checking or deciding?

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Equipment $8,940; volunteer training $600; delivery supplies $210. Total $9,750. All invoices and bank evidence attached.

Question 8 of 10

Variances

Be direct. State whether the funder approved the change and what happened to any unspent money.

What differed from the approved plan?Was approval obtained and what evidence records the decision?

What still needs checking or deciding?

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Supplier delay moved completion by three weeks. A lower equipment price created a $210 underspend, which the funder approved for delivery supplies by email on 9 June.

Question 9 of 10

Evidence attached

Use a checklist so invoices, bank records, photos, attendance data and approval emails are not omitted.

What evidence is attached?Does each claim and expenditure line have support?

What still needs checking or deciding?

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Invoice schedule, bank statement extracts, six labelled photos, attendance summary, survey results and approved variance email.

Question 10 of 10

Authorisation

Include name, role, approval date and any committee minute reference.

Who prepared, checked and approved the report?What date and governance record confirms authorisation?

What still needs checking or deciding?

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Prepared by treasurer; reviewed by programme lead; approved by committee on 12 September 2026, minute 6.2.

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