As 2025 concludes, grant recipiants shift their focus to reporting, compliance, and planning for upcoming grants. Developing a thorough year-end process keeps your program in good standing, reduces audit risk, and optimizes your organization for future funding opportunities. Reference this checklist to stay organized and make sure nothing is overlooked.

 

1. Review Your Grant Agreement

First, review your grant agreement before finalizing year-end reports. Confirm all performance requirements, financial thresholds, reporting schedules, and evaluation expectations. Complete any deliverables that are due by December 31 or during a specific reporting period. Ensure your final reporting is consistent with funder expectations.

2. Update Financial Records

Accurate financial documentation is crucial for compliance.
Make sure to:

• Reconcile expenses against the approved budget

• Verify allowable and unallowable cost categories

• Confirm match or cost share requirements

• Prepare documentation for reimbursements

• Identify remaining funds and plan year-end spending if permissible

Cross check your financials with Uniform Guidance requirements for all federal awards.

3. Confirm Data Accuracy and Outcomes

Program data must be complete, up to date, and supported by evidence. Review:

• Enrollment and participation records

• Outcome measures

• Demographic data

• Service delivery logs

• Evaluation reports

• Survey or assessment results

A quick data audit helps ensure your performance report is accurate and defensible.

4. Gather Required Documentation

Funders often require attachments such as:

• Sign in sheets

• Invoices and receipts

• Timesheets

• Memoranda of Understanding

• Subrecipient documentation

• Updated policies and procedures

Organize these into a shared folder so your team can access them easily during audits or reporting.

5. Complete Progress and Performance Reports

Most year-end reports include:

• Narrative updates on progress toward goals

• Outputs and outcomes achieved

• Challenges encountered

• Adjustments to work plans

• Success stories or community impact highlights

Start early to reduce last minute pressure and allow time for internal reviews.

6. Evaluate Program Performance

End of year is the perfect time to step back and assess what worked well and what needs to be strengthened. Consider:

• Did you meet performance targets

• How effective were your strategies

• What barriers affected implementation

• What feedback did participants or partners share

• Where additional training or staffing may be needed

An honest assessment strengthens future applications and continuous improvement planning.

7. Prepare for Audits and Monitoring

Even if you are not currently scheduled for monitoring, building a strong documentation system now will save time later. Ensure your team is ready to provide:

• Clear financial trails

• Evidence of program activities

• Updated organizational policies

• Subrecipient oversight files

• Signed certifications

Being audit ready demonstrates strong stewardship of grant funds.

8. Communicate with Your Funder

Use year end as an opportunity to maintain strong relationships.
Share:

• Key accomplishments

• Early data on impact

• Any concerns or anticipated changes

• Program needs for next year

Proactive communication builds trust and supports smoother renewals or future awards.

9. Set Goals for the Next Program Year

Based on your data and evaluation findings, outline goals for the coming year. Identify:

• New strategies

• Staffing or partnership needs

• Budget adjustments

• Training or technical assistance needs

Planning ahead gives your team clarity and aligns your resources with the outcomes you want to achieve.

10. Celebrate Your Wins

Grant work is demanding. Take time to acknowledge staff, partners, and program accomplishments. Sharing success stories internally and externally reinforces morale and helps you communicate your impact to funders and the community.

 

A well organized year end process keeps your grant on track and positions your organization for continued funding. By reviewing your agreement, organizing documentation, and strengthening your data and reporting, you build confidence in your program and demonstrate clear impact. If you need help with reporting or evaluation support, REA Analytics is here to help.