Reporting Requirements

The W. M. Keck Foundation relies on grant reporting to evaluate progress toward the vision and goals we share with each of our grantees. Grant reports offer the opportunity to learn from grantees’ successes and challenges and provide invaluable context to continually refine Foundation grantmaking. Information in the grant reports is carefully reviewed by Foundation staff.

 

Grantee Responsibilities

In accepting an award from the W. M. Keck Foundation, all grantees have consented to comply with the Foundation’s requirements for awarded grants. Please refer to the Grantee Responsibilities for details.

Reporting Procedures

What to submit...

All grantees are required to submit an interim progress report on an annual basis and a final report once all goals have been met (or the project is otherwise complete) and monies expended, including interest earned on the grant award. Each report contains a narrative on progress (or final results) and a financial accounting on the interest earnings and expenditure of grant funds. All grantees must submit their reports utilizing the Foundation’s Report Forms, which can be downloaded from the website.

Please make sure that the narrative report and the financial report are submitted in one email via the designated institutional liaison.

When to submit...

Grantees are expected to report on yearly activities according to the proposed Project Time Period, which usually coincides with the Foundation’s funding cycles in June and December. For grantees that have received payment, the Grant Reporting Schedule is as follows for the duration of the grant:

Grant Reporting Schedule

Paid Grants:
Grant Cycle*Reporting PeriodDue Date
June July 1 – June 30 July 31
December January 1 – December 31 January 31

*Date of Grant Award Letter

If either due date falls on a weekend, the deadline is extended to 4:30 p.m. (PT) on the following Monday. Deadlines are based on Pacific Time.

Payment Contingencies

If payment of the award is contingent on the grantee meeting certain condition(s) as stipulated in the grant award letter, the Foundation requests that an update letter be submitted every six months until the condition(s) have been met. Contingency updates are due as follows:

Grant CycleDue Date
June November 1, then May 1
December May 1, then November 1
An update letter must address the following points:
  • Progress on meeting the conditions for payment
  • Project timeline
  • Revised project budget (if applicable)
  • Update on fundraising

If the condition is met prior to the update letter due date, required documentation can be submitted at that time. Once the condition(s) have been met and payment has been received, the grantee will be notified when the first interim progress report is due. On a case by case basis, the grantee will be notified in writing if the Foundation requires information and/or reports on a different schedule.

How to submit…

Download and complete the Financial Report Form and Interim Progress or Final Report Forms. Email your report forms and other documents according to the instructions of the appropriate grant program:

  • Research: This email address is being protected from spambots. You need JavaScript enabled to view it.
  • Undergraduate Education: This email address is being protected from spambots. You need JavaScript enabled to view it.
  • Southern California: This email address is being protected from spambots. You need JavaScript enabled to view it.
If you are unable to submit the report by email, please send it to:

W. M. Keck Foundation
550 South Hope Street
Suite 2500
Los Angeles, CA 90071

When to contact us…

Grantees are encouraged to contact their Program Director during the course of the grant if significant programmatic or financial events transpire that positively or negatively affect the institution, project and/or key personnel.

Changes in Scope or Key Personnel

Contact the Foundation immediately should the grantee:

  • become aware that the purposes for (and/or implementation of) the grant have become impracticable;
  • wish to terminate the charitable project funded;
  • wish to redirect the purpose of the grant; or
  • make a change in lead personnel.
Alterations to the Approved Grant Budget

Prior Foundation approval must be sought should the grantee wish to make alterations to the approved grant budget totaling 10% or more in any budget category. If the grantee wishes to make alterations to the grant budget, the Request for Grant Budget Reallocation Form must be submitted for approval. A request for grant budget reallocation can be submitted at any time during the course of the grant. Please submit the request to the appropriate grant program’s email address and put “Request for Grant Budget Reallocation” in the subject line.

 

Reporting Forms

Please make sure that the narrative report and the financial report are submitted in one email via the designated institutional liaison.

Research Program (Medical Research and Science & Engineering Research)

Financial Reports

Interim & Final Financial Report (Research)

Request for Grant Budget Reallocation (Research)

Interim Progress Report

Interim Narrative Progress Report (Research)

Final Report

Final Narrative Report (Research)

 

Undergraduate Education Program

Financial Reports

Interim & Final Financial Report (Undergraduate Education)

Request for Grant Budget Reallocation (Undergraduate Education)

Interim Progress Report

Interim Narrative Progress Report (Undergraduate Education)

Final Report

Final Narrative Report (Undergraduate Education)

 

Southern California Program

Financial Reports

Interim & Final Financial Reports (Southern California)

Request for Grant Budget Reallocation (Southern California)

Interim Progress Reports

Interim Narrative Progress Report (Southern California)

Final Reports

Final Narrative Report (Southern California)

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