Report on Multi Year Grants and Configure Budget Alerts

Grant dates can cross organizational, state, and federal fiscal years. Reports and alerts should use the grant's own award period while also supporting the accounting periods required for financial reporting.

Multi-year tracking

Maintain the grant beginning and ending dates independently from the organization's fiscal year. Where required, record state or federal fiscal-year references and separate budget periods. Transactions continue to use their accounting dates, allowing the same activity to be reported by accounting period, grant period, grant year, and award-to-date.

Common grant reports

• Budget versus actual by grant, period, account, cost category, project, or program
• Original budget, revisions, commitments, expenditures, and available balance
• Direct costs, overhead, and other allocated costs
• Reimbursable costs, submitted billings, receipts, and outstanding reimbursements
• Matching requirements and recorded match activity
• Current-period, fiscal-year, grant-year, and life-of-award activity
• Upcoming reporting deadlines, compliance requirements, and grant closeout status

Budget alerts

Salesforce automation can notify designated users when spending reaches a defined threshold or when the remaining grant budget falls to 20 percent. The organization can configure the percentage, calculation basis, recipients, timing, escalation rules, and notification method.

Recommended alert controls

• Define whether the threshold uses posted expenditures only or includes open commitments.
• Specify whether the alert measures budget consumed or budget remaining.
• Send alerts to the grant owner and financial reviewer responsible for the award.
• Prevent repeated notifications from obscuring new exceptions by defining reminder and escalation timing.
• Review threshold settings after amendments, budget revisions, or material grant-term changes.

Configuration note: Grant-management features require an appropriate Salesforce-native grant-management application and configuration. GoldFinch Accounting supplies the related accounting, purchasing, expenditure, billing, and reporting functions.