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Annual reporting

Frequently Asked Questions

  1. What is annual reporting?
  2. What is an annual narrative report?
  3. What financial reports do I need to file?
  4. How do I submit a narrative report?
  5. What are bibliographies?
  6. Are bibliographies necessary when delivering an annual report?
  7. What is the difference between an Annual Narrative Report and a Final Narrative Report?
  8. Can I request an extension to the end date?
  9. What do I do if I need more time to complete a report or to provide information to RWJF?
  10. What if the project director and the institution intend to relocate to another institution?
  11. What if the project changes scope or objective?
  12. What is required for annual reporting?

  1. What is annual reporting? (Answer last updated on Nov 14, 2008)

    Grantees of RWJF are responsible for reporting to the Foundation on a semi-annual and annual basis through financial reports, annual narrative reports and a bibliography.

  2. What is an annual narrative report? (Answer last updated on Nov 14, 2008)

    Annual narrative reports are filed at the end of each year of a multiyear grant, usually at the same time as the annual financial report. These reports, together with the annual financial reports, are our principal means of staying informed about your project. Please refer to the Grantee Reporting Instructions: Annual Narrative Reporting form for additional information.

  3. What financial reports do I need to file? (Answer last updated on Nov 14, 2008)

    All grantees are required to submit annual and final financial narrative reports. Grantees with awards over $200,000 are asked to submit expenditure reports every six months. RWJF creates a financial reporting form from your budget that you are to use when reporting expenditures to us. You may use the form provided or recreate the format using your own spreadsheet program. Financial reports are due 30 days after the end of each interim and annual budget period and at the end of the grant. Please refer to the Financial Guidelines and Reporting Requirements for more information.

  4. How do I submit a narrative report? (Answer last updated on Nov 12, 2008)

    In a narrative, you answer a series of questions to inform RWJF about how your project is meeting its established goals, activities you have engaged in to date to meet those goals and any that have not been completed on schedule, and other issues you are addressing. We expect you to report to us any changes from the planned activities that were described in your proposal. Upon reading your answers to these questions, your program officer may contact you for additional information. We also ask you to submit a bibliography of any materials produced during the grant. For more information, please refer to the Grantee Reporting Instructions: Annual Narrative Reporting form.

     

  5. What are bibliographies? (Answer last updated on Nov 14, 2008)

    Bibliographies are a comprehensive catalog of the following materials from your project:

    • publications, such as books, journal articles, reports, brochures or Web sites;
    • national/regional events, such as conferences and workshops; and
    • published presentations and testimony.

    If you produced any of these materials, a bibliography must be provided with your Annual Narrative Report or Final Narrative Report.

    The Annual Bibliography or Final Bibliography is a separate document from your Narrative Report. It is submitted to your grants administrator when you file your Annual or Final Narrative Reports:

    • The Annual Bibliography covers grant products produced in the reporting period.
    • The Final Bibliography is a record of all the products produced during the life of your project, if applicable.

    Neither bibliography covers all categories of grant products requested by RWJF. Please see this form: Grantee Reporting Instructions: Bibliography Formatting and Submission which includes categories of entries and entry formats.

       

  6. Are bibliographies necessary when delivering an annual report? (Answer last updated on Nov 12, 2008)

    If you have produced materials covered under our bibliographic request, then yes, a bibliography must be provided with your final report. A bibliography is a comprehensive catalog of the following materials from your project:

    • publications, such as books, journal articles, reports, brochures or Web sites;
    • national/regional events, such as conferences and workshops; and
    • published presentations and testimony.
    Please refer to Grantee Reporting Instructions for additional information.  

  7. What is the difference between an Annual Narrative Report and a Final Narrative Report? (Answer last updated on Nov 12, 2008)

    Annual Narrative Reports are filed at the end of each year of a multiyear grant, usually at the same time as the annual financial report. These reports, together with the annual financial reports, are our principal means of staying informed about your project. For projects lasting more than one year, Annual Narrative Reporting helps us to stay informed about your project. During the course of your grant, the Annual Narrative Reports you submit are treated as confidential documents.

    Your Final Narrative Report covering the entire grant period is filed at the end of your grant. For multiyear grants, it takes the place of the Annual Narrative Report in the last year of the grant. If your grant is one year or less, you will file only a Final Narrative Report. It is a substantive record both of the activities conducted during the entire grant period and how they met the goals set forth in your proposal, and of the accomplishments of the project.

    Information from your final narrative report may be used to summarize the results or findings of the project, both in the RWJF Grant Results reports(see Grant Results under "Publications and research"), published on this site, and in other Foundation-related publications.

     

  8. Can I request an extension to the end date?

    Please refer to Extension of Award Guidelines for guidelines on how to prepare a request to extend the ending date of a grant. Please note that extensions to awards are reviewed for both financial and programmatic appropriateness and are not automatically granted.

  9. What do I do if I need more time to complete a report or to provide information to RWJF?

    To request a change in the due date for submission of reports and/or project deliverables, instructions can be found at RWJF Guidelines for Extension of Due Dates.

  10. What if the project director and the institution intend to relocate to another institution?

    If the project director and the institution plan to relocate to another institution, contact your program officer for instructions. This should be done prior to relocating.

  11. What if the project changes scope or objective? (Answer last updated on Nov 13, 2008)

    If you are contemplating any changes in project scope or objectives, contact your RWJF program officer and (if applicable) national program office. Such changes must be approved in advance and in writing. Any changes that impact the budget may require a budget revision. See Budget Revision Guidelines for more information.

     

  12. What is required for annual reporting? (Answer last updated on Nov 12, 2008)

    Here are the required documents:

    Grantees of a national program: These RWJF instructions are in addition to and do not replace the reporting requirements of your national program office. For national program office reporting requirements, please contact your national program office.

    If you have questions about the reporting requirements, please contact us.

     

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