Grant Risk Assessment: Best Practices for Nonprofits

Every grant comes with risks. Proactive risk assessment helps you identify potential issues before they become problems that threaten your funding or organization.

This guide walks through grant-specific risk assessment.

Why Risk Assessment Matters

The Stakes Are High

Grant risks can lead to:

• Funding clawbacks and repayment
• Audit findings and increased scrutiny
• Damage to funder relationships
• Harm to your organization's reputation
• Legal and compliance issues

The Benefits of Assessment

Regular risk assessment:

• Identifies issues while fixable
• Prioritizes where to focus attention
• Supports resource allocation decisions
• Demonstrates good governance
• Reduces surprise audit findings

Types of Grant Risks

Compliance Risk

The risk of failing to meet grant requirements.

Examples:

• Missing reporting deadlines
• Spending on unallowable costs
• Inadequate documentation
• Failure to meet match requirements
• Violating procurement rules

Financial Risk

The risk of financial problems related to grants.

Examples:

• Cash flow gaps from delayed reimbursement
• Over-reliance on single funder
• Budget overruns
• Inability to sustain programs post-grant
• Cost disallowances

Operational Risk

The risk of failure to deliver grant objectives.

Examples:

• Staff turnover in key positions
• Inadequate infrastructure
• Technology failures
• Subrecipient performance issues
• Insufficient capacity

Reputational Risk

The risk of damage to your organization's reputation.

Examples:

• Audit findings made public
• Program failures reported
• Negative publicity
• Damaged funder relationships
• Loss of community trust

Conducting Risk Assessment

Step 1: Identify Risks

For each grant, consider:

Compliance questions:

• Do we understand all requirements?
• Can we meet all deadlines?
• Are our systems adequate for tracking?
• Do we have capacity for oversight?

Financial questions:

• Is the budget realistic?
• Can we manage cash flow?
• Do we have adequate match?
• What if costs increase?

Operational questions:

• Do we have the right staff?
• Is our infrastructure adequate?
• Can partners deliver?
• What could go wrong?

Step 2: Assess Likelihood and Impact

For each identified risk, you may use a simple internal scale. The scores in this example are illustrative judgments, not measured probabilities or industry benchmarks:

Risk	Likelihood (1-5)	Impact (1-5)	Risk Score
Missed quarterly report	2	3	6
Staff turnover	3	4	12
Cash flow shortage	2	5	10
Budget overrun	3	3	9
Audit finding	2	4	8

Risk Score = Likelihood x Impact in this optional internal model. Neither GAAP nor 2 CFR Part 200 mandates this formula or the thresholds below.

Step 3: Prioritize Risks

If you adopt this model, define and approve your own response bands. The following bands and actions are an illustrative internal choice:

Priority	Risk Score	Action Level
High	15-25	Escalate under the organization's approved process
Medium	8-14	Monitor and consider mitigation
Low	1-7	Monitor on the organization's normal cadence

Step 4: Develop Mitigation Strategies

For each high and medium risk:

• What can we do to reduce likelihood?
• What can we do to reduce impact?
• Who is responsible?
• What resources are needed?

Risk Assessment by Grant Phase

Pre-Award Risk Assessment

Before accepting a grant, consider:

• Can we meet all compliance requirements?
• Is the budget realistic?
• Do we have adequate staff?
• Does the timeline work?
• What's the real cost of this grant?

Red flags to watch for:

• Requirements you've never managed before
• Unrealistic timelines
• Budgets that don't cover true costs
• High indirect restrictions

Implementation Risk Assessment

During the grant, monitor:

• Budget vs. actual spending (over/under)
• Progress toward outcomes
• Staff capacity and turnover
• Subrecipient performance
• Emerging compliance issues

Warning signs:

• Spending significantly behind schedule
• Key staff departing
• Partner problems
• Documentation gaps
• Scope creep

Closeout Risk Assessment

As grant ends, verify:

• All funds will be spent properly
• Final reports can be completed
• Documentation is complete
• No pending compliance issues
• Sustainability plan in place

Sample Risk Register

The entries and scores below are fictional examples. Create a register using risks, owners, and ratings approved by your organization:

ID	Grant	Risk Description	Category	Likelihood	Impact	Score	Mitigation	Owner	Status
1	Grant A	Quarterly report missed	Compliance	2	3	6	Calendar reminders, early prep	J. Smith	Monitored
2	Grant A	Program Manager leaves	Operational	3	4	12	Cross-train staff, document procedures	Director	Active
3	Grant B	Cash flow gap	Financial	2	5	10	Line of credit, invoice promptly	Finance	Active
4	Grant B	Match shortfall	Compliance	2	4	8	Monthly tracking, identify new sources	Finance	Monitored

Common Grant Risks and Mitigations

Risk: Missed Deadlines

Mitigations:

• Master calendar with all due dates
• Reminders set early enough for the work and review required
• Assign specific responsibility
• Build in buffer time

Risk: Unallowable Costs

Mitigations:

• Pre-approval for unusual expenses
• Training for staff on allowability
• Review before payment
• Regular expense audits

Risk: Documentation Gaps

Mitigations:

• Document as you go
• Regular file reviews
• Checklists for required documentation
• Audit readiness checks

Risk: Staff Turnover

Mitigations:

• Cross-training
• Written procedures
• Knowledge documentation
• Succession planning

Risk: Budget Overruns

Mitigations:

• Monthly budget monitoring
• Early warning thresholds
• Budget modification procedures
• Reserve funds

Risk: Match Shortfall

Mitigations:

• Monthly match tracking
• Multiple match sources
• In-kind documentation systems
• Early identification of gaps

Board and Leadership Role

Board Oversight

As a governance recommendation, tailor board reporting to materiality and assigned responsibilities. The board may receive:

• Summary of high-risk grants
• Report on risk mitigation progress
• Notification of significant issues
• Annual risk assessment summary

Leadership Responsibility

Management should:

• Conduct regular risk assessments
• Allocate resources to mitigation
• Report significant risks to board
• Create risk-aware culture

Integrating Risk Assessment

With Grant Management

Include risk in:

• Grant acceptance decisions
• Staffing allocations
• Budget development
• Performance monitoring
• Board reporting

With Organizational Risk Management

Connect grant risks to:

• Enterprise risk management
• Internal audit priorities
• Insurance coverage decisions
• Strategic planning

Federal risk assessments are role-specific

Do not confuse an organization's internal grant-risk register with required federal assessments. Federal agencies assess applicant risk under 2 CFR 200.206. A pass-through entity must evaluate each subrecipient's risk of noncompliance to determine appropriate monitoring under 2 CFR 200.332, considering factors such as experience, prior audits or monitoring, personnel or system changes, and federal monitoring results. The regulation does not prescribe the 1–5 scoring model above.

Tools and Templates

Risk Assessment Checklist

Use before accepting grants:

Compliance:

• We understand all requirements
• We can meet all deadlines
• We have adequate systems
• We have required expertise

Financial:

• Budget is realistic
• Indirect rate is adequate
• We can manage cash flow
• Match is achievable

Operational:

• We have adequate staff
• Our infrastructure is sufficient
• Partners are capable
• Timeline is realistic

Monthly Risk Review

Quick check during implementation:

• Any new risks emerged?
• Any risk levels changed?
• Are mitigations working?
• Any issues need escalation?

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How GrantLink supports this today

GrantLink helps by organizing allocations backed by QuickBooks Online, budget lines, fund receipts, funding shares, documents, report outputs, and activity history. It supports audit preparation, but it does not replace funder guidance, accounting policy, or professional review.