SparkWell Grant Reporting: What to Submit and What to Expect

When you receive a grant from Anti Entropy, you report how you used the funds. Anti Entropy relies on these reports to confirm the funds were spent for charitable purposes and to meet its obligations to donors, funders, and regulators.

When your report is due

Your grant agreement sets the due date and the period the report covers. Some grants require one report; others require check-ins or partial reports before a final report. For SparkWell projects, your SparkWell Program Manager will send you the reporting form before the deadline. If you are unsure of your deadline, check your agreement, ask your Program Manager, or contact support@antientropy.org.

What to prepare

Have the following ready before you start the form:

• Identifying information. Your legal name and tax identification number (such as a company or charity registration number, an EIN, or a national tax number). Individuals using a personal tax number provide only the last four digits.
• Grant details. The grant name or reference (grant date, etc.), the total grant amount, and the reporting period dates.
• Spending totals. The amount spent during the reporting period and the total spent to date.
• A narrative of the work the grant supported (see below).
• Supporting documents (see below).

Writing the narrative

The form asks for a summary of activities and outcomes. Aim for 200 to 500 words that cover:

• What you did. The main activities, projects, or programs the grant funded. Focus on the work or spending that furthered the grant purpose or your charitable mission.
• What you produced or achieved. Concrete outputs and results, with numbers where you have them.
• How the money was used. The main spending categories and how they compare to your budget or plan. You can keep this short if you provide adequate supporting documents.
• What changed. Any significant/material/meaningful departure from the original plan, and why.
• What comes next. For partial reports or unspent funds, how you will use the remaining money.

Write for a reader who knows your mission but not your day-to-day work. Plain, factual statements are better than promotional language.

Supporting documents

Supporting documents show that the spending totals in your report are accurate.

Acceptable documents include:

• A profit and loss statement or income statement for the grant period that only includes the grant funds; the report is specifically about the grant funds and how they were spent, not all your spending of funding.
• A spending report or transaction export from your accounting system
• A budget vs. actual comparison
• Receipts or invoices for significant expenses

Minimum requirements. Submit at least one financial document that:

• Covers the full reporting period
• Shows the grant funds received and the expenses paid from them
• Supports the spending totals you entered on the form
• States the currency used, with the exchange rate if it is not US dollars
• Is in English, or includes an English translation or summary

Do not upload a bank statement unless the grant was the only money in that account. Statements that mix funds make it harder to show how you used the grant.

Also on the form

The form asks you to:

1. Confirm the funds were spent only for the grant purpose.
2. Confirm the funds were used only for charitable purposes.
3. State whether this is a final report, a check-in, or a partial report.
4. Sign electronically by typing your name and title and checking the signature box.

To upload documents, you must sign in with a Google account. If you do not have one, submit the form without uploads and email your documents to your Program Manager.

If funds remain unspent

The final report asks whether you spent all funds. If not, you choose one of two options:

• Return the unspent funds. Anti Entropy will send return instructions.
• Request an extension. Provide a proposed new end date and your plan for the remaining funds. Extensions require Anti Entropy's written approval.

What happens next

Anti Entropy reviews each report and may follow up with questions or ask for more documentation, including receipts for specific expenses. Respond within the time your grant agreement specifies, or within 30 days if it does not say.

Keep records showing how you used the grant for at least four years, or longer if your local law requires it. Anti Entropy may request them for tax filings, audits, or funder reporting.