Tracking Funding Shares and Match Requirements

The grant Funding Shares tab separates how a cost or contribution is funded from which grant it belongs to. It brings together effective expense allocations, local contribution records, funder requirements, evidence and review status, and a reconciliation summary.

Accounting boundary: Funding-share categories are GrantLink reporting classifications. GrantLink does not write them back to QuickBooks. A local contribution is not a QuickBooks transaction, deposit, expense, or journal entry, and it should not duplicate a cost already represented by a QuickBooks Online expense allocation.

For background on defensible match methods, see Tracking Match and Cost Share for Grants. For source allocation workflow, see Allocating Transactions to Grants.

Configure Organization Defaults

An organization admin opens Settings > Funding shares at /settings/funding-shares. This page controls every grant's classification defaults; it does not assign a transaction to a grant.

Choose a Tracking mode:

• Manual — GrantLink users classify funding shares on each allocation. This is the default.
• QuickBooks Online signal — QuickBooks fields fully determine the funding share.
• Hybrid review — QuickBooks Online suggests a share, reviewers approve or override before reporting.

For QuickBooks Online signal or Hybrid review, choose one QuickBooks source: QuickBooks Online Class, QuickBooks Online Customer, QuickBooks Online Project, Custom field, or QuickBooks Online Account. A Custom field configuration also requires the exact synced field name. These choices read existing synced values; they do not alter the source transaction or its QuickBooks Online coding.

Under Review rules:

• Require evidence for match defaults on. Cash and in-kind shares stay flagged until evidence is attached or explicitly waived.
• Count unreviewed shares toward totals defaults off. Leave it off unless your review policy permits unreviewed QuickBooks Online signals to count.

Select Save settings. Configuration and QuickBooks Online value mappings are admin-only server operations. Members can work with grant-level requirements and contributions; Viewers are read-only.

Add Grant Requirements

1. Open a grant and select Funding Shares.
2. Expand Requirements and select Add or Add requirement.
3. Enter the requirement name, type, and positive required amount. Add an optional ratio and notes.
4. Save the requirement.

Requirement types are Cash funding share, In-kind funding share, Total non-federal, Unrecovered indirect, Program income, and Other local share. Use Edit, Archive, or Restore from Requirement actions as the award changes. Archived requirements remain in the list but do not contribute to the active required total.

When active requirements exist, GrantLink sums their required amounts. If none exist, it uses the grant's Match Required amount as a fallback. If neither exists, required total is zero and the page says No requirements set yet. Explicit requirements take precedence over the fallback; do not maintain both as additive amounts.

Record Contributions and Evidence

Use Contributions for cash or in-kind support that is not already tracked as a QuickBooks Online expense allocation:

1. Select Add or Add contribution.
2. Complete Source, Contribution type, and a positive amount.
3. Choose the compatible funding-share category and, when useful, link the contribution to a requirement.
4. Add a contribution date and description.
5. For in-kind support, enter quantity, unit, rate, and Rate basis. GrantLink can calculate amount as quantity × rate, rounded to cents. A counted in-kind contribution must have a rate basis.
6. Attach supporting files under evidence, or retain an existing attachment while editing.
7. Save, then review the row's Status, Evidence, and Amount.

Contribution types include Cash, Third-party cash, Volunteer services, Donated goods, Donated space, Donated equipment, Unrecovered indirect, and Other in-kind. The type constrains which funding-share categories are valid.

Uploaded files are stored as grant documents and linked to the local contribution. With no files, evidence starts Missing; attaching files sets it to Attached. An authorized writer can explicitly set evidence to Waived. Evidence supports the classification but does not by itself establish allowability or change QuickBooks.

Review Contributions

The contribution row menu supports review outcomes and evidence updates. Eligibility states are Unreviewed, Eligible, Ineligible, Submitted, Accepted, and Rejected. Review changes record reviewer and time. A later material edit to source, amount, type, valuation, requirement, description, or date resets a previously reviewed contribution to Unreviewed, because the prior review covered different facts.

By default, Eligible, Submitted, and Accepted match shares count. Ineligible and Rejected do not. Unreviewed counts only when the admin has enabled Count unreviewed shares toward totals. Missing evidence remains visible as an exception even when another status would otherwise count.

Viewer access is read-only. Some grant-tab action affordances may still render, but Viewer writes are rejected by the shared mutation boundary; do not rely on button visibility as authorization.

Read the Funding Shares Tab

The top Non-federal match card shows:

• eligible amount secured of required amount;
• percentage satisfied and amount to go, or Match satisfied.;
• segments for Cash, In-kind, Unrecovered indirect, Other local, and Program income;
• All reviewed or the amount that needs review.

Expand Requirements for per-requirement progress. Expand Audit detail for Share breakdown, source, eligibility and evidence breakdowns, mapping coverage, and up to 25 current review exceptions. Typical exceptions are Needs funding-share classification, Missing funding-share evidence, and Awaiting finance review.

Calculations use effective, reportable grant allocations plus local contributions. For an allocation, a specific funding-share amount overrides its allocation amount; otherwise GrantLink uses the effective allocation amount. Rejected, reversed, and pending allocations do not enter the summary. Requirement-specific contributions satisfy their linked requirement; unlinked records are classified by funding-share type. The summary enforces one reporting currency rather than silently combining unlike currencies.

For an as-of report, allocations use the QuickBooks Online transaction date and contributions use contribution date, falling back to their record dates; undated legacy allocations remain included rather than disappearing silently.

Current QuickBooks Online and Local Effects

• Changing Tracking mode, QuickBooks source, review rules, or a funding-share classification changes GrantLink only.
• classifications derived from QuickBooks Online read synced Class, Customer, Project, Custom field, or Account values. Grant assignment still comes from the grant's QuickBooks mapping.
• Manual contributions and their evidence are local GrantLink records, separate from QuickBooks Online expense allocations.
• Manual overrides remain authoritative during mapping backfills.
• Submitted, Accepted, and Rejected funding-share lines are locked against mapping backfill.
• Correct source-controlled names or coding in QuickBooks and sync again; do not create a local contribution merely to conceal a source error.

Verified QuickBooks Online Value-Mapping Limitation

Current feature-flag boundary: The QuickBooks Online value mappings section is controlled by FUNDING_SHARE_VALUE_MAPPING_ENABLED and defaults off. When the flag is off, admins can select a non-manual mode and QuickBooks Online source, but the observed-value mapping table, coverage diagnostics, and Apply mappings to existing allocations controls are hidden. Do not assume that choosing QuickBooks Online signal or Hybrid review exposes value mapping in the current deployment.

When the flag is enabled, QuickBooks Online value mappings shows All QuickBooks Online values, Unmapped, and Mapped views; mapped and unmapped dollars; conflicts; coverage; and a backfill preview. The table shows only the highest-dollar observed values within its display cap and explicitly reports less-active values as hidden. A 100% display message means every observed value returned by diagnostics has a mapping; new synced values can still appear for review.

Before selecting Apply mappings, review the preview. It reclassifies only allocations derived from QuickBooks Online or left unset. It skips manual overrides and Submitted, Accepted, or Rejected lines. Mapping and backfill activity changes GrantLink reporting classifications only and never writes the selected funding-share value to QuickBooks.

Reconcile Before Reporting

1. Confirm the active requirement total agrees with the award and amendments.
2. Reconcile expense allocations backed by QuickBooks Online to the Ledger and grant Allocations tab.
3. Reconcile each local contribution to independent evidence and verify it is not already represented by a QuickBooks Online allocation.
4. Clear Unreviewed, Needs review, and Missing evidence exceptions under Audit detail.
5. Confirm archived requirements and rejected or ineligible shares are excluded intentionally.
6. Compare counted match, amount remaining, and per-requirement progress to your controlled workpaper.
7. Preserve reviewer support and apply your organization's allowability, valuation, and segregation-of-duties policies.

GrantLink calculates and preserves reporting context; it does not determine whether a contribution is legally allowable, replace the award terms, or replace accountant and funder review. See Working with Your Accountant for a broader close and review workflow.