Managing Multi-Year Grants

Many grants span multiple years, each with distinct budget periods. This guide covers how to effectively manage them in GrantLink.

Multi-Year Grant Structures

Single Award, Multiple Periods

Some grants have:

• One total award amount
• Multiple budget periods (years)
• Separate budgets per period
• Carryforward rules between periods

Annual Renewals

Other grants are:

• Awarded one year at a time
• Renewal is not guaranteed
• Each year is essentially a new grant

Setting Up Multi-Year Grants

Option 1: Single Grant with Periods

For grants with guaranteed multi-year funding:

1. Create one grant with the total award amount
2. Set the full grant period (all years)
3. Create budget categories for the entire grant
4. Use the Reporting Cycles feature to track by period

Pros: Single view of the entire grant Cons: Can't easily see year-over-year comparison

Option 2: Separate Grants Per Year

For annual renewals or when funders require:

1. Create a separate grant for each year
2. Name them consistently (e.g., "Foundation Grant 2024", "Foundation Grant 2025")
3. Link them to the same funder

Pros: Clear separation, easier period reporting Cons: More grants to manage

Carryforward Tracking

When unspent funds carry forward:

Recording Carryforward

1. Close out the prior period
2. Document the carryforward amount
3. Add it to the next period's budget (if using separate grants)
4. Or note it in the current grant's records

Carryforward Policies

Understand your funder's rules:

• Automatic - Funds automatically carry forward
• Approval required - Must request permission
• Limited - Only a percentage can carry
• No carryforward - Unspent funds are returned

Year-Over-Year Reporting

Funders often want to see:

• Annual spending by category
• Cumulative spending to date
• Remaining funds across all years
• Progress against multi-year goals

GrantLink's reporting can generate these views.

Best Practices

1. Document the structure - Note how periods work in grant details
2. Track carryforward - Don't lose track of rolled-over funds
3. Plan ahead - Anticipate end-of-year spending needs
4. Communicate early - If carryforward approval is needed, request it early
5. Review at period end - Reconcile before starting a new period

How GrantLink supports this today

GrantLink helps by organizing QBO-backed allocations, 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.