2. What should I do if my institution does not allow me forming a separate bank account as described in the grant agreement?

We will accept the organization forming a separate restricted line that records income and expenses associated with the grant.

3. What should a grantee do if the project incurs delays, problems or needs to be revised, or foresees that its benchmarks will not be achieved within the grant period?

Please remember that communications with your program officer is key to the partnership of grantee and funder. As soon as the grantee realizes that the project is not on track or will fall short of benchmarks, please contact your program officer. Discuss the situation and what actions are planned, and determine what information needs to be conveyed in writing for the files. If the grantee seeks a no-cost extension of the grant to achieve benchmarks please let the program officer know of the anticipated date for grant completion. "Working together, there is no problem that can not be solved!"

4. What should I do if I foresee budgetary needs that will create variances in budgeted line items?

There can be many reasons for budgetary variances, ranging from underestimating income or expense items, underestimating volumes or unexpected delays. If this is in the first six months of a grant, please notify your program officer and discuss the situation. If realized in preparation of the six-month progress report, describe the issues in the budget narrative, cite the line items in the financial report and request changes for the remainder of the grant. Any changes among line item expenses from the original budget greater than 10% must be approved by the Foundation before those funds are expended. However, the grantee will not be awarded additional funds if the project goes over budget.

5. Can I submit a new grant request before completing the initial grant for a project and can I renew a grant?

In most cases you must submit a year-end evaluation report before a new request for funding can be submitted. If you can adequately report on the grant achievements, or if the achievements were achieved before the end of the grant period, you may submit the year-end report before the actual end date and at that time, submit a new grant request. No, we do not renew grants; you must submit a new grant request and the purpose or scope of the project should be different.

6. In the progress report and end of grant report, why do you require the Grantee to list all income and expenses that relate directly to the grant-funded project?

In the final evaluation report, please identify funds remaining and reasons for the unspent funds (i.e. less expenses than expected, delayed hiring, etc.). Then describe how you propose to use the funds that are consistent with the initial grant's goals. The program and assessment officers will consider your request, communicate their acceptance or discuss alternative plans. If a Grantee's project cannot or will not be completed, this should be immediately conveyed to the program officer in writing. At that time use or return of the unspent grant funds will be discussed, however, the grantee should not apply the remaining grant funds to other projects or other activities.

7. What do I do if I have funds left in the grant at the end of the grant period or if the grant cannot be completed?

In the final evaluation report, please identify funds remaining and reasons for the unspent funds (i.e. less expenses than expected, delayed hiring, etc.). Then describe how you propose to use the funds that are consistent with the initial grant廣 goals. The program and assessment officers will consider your request, communicate their acceptance or discuss alternative plans. If a Grantee廣 project cannot or will not be completed, this should be immediately conveyed to the program officer in writing. At that time use or return of the unspent grant funds will be discussed, however, the grantee should not apply the remaining grant funds to other projects or other activities.

8. Why does HFNJ request that grantee廣 perform evaluation of the project?

The funding organization, HFNJ:

• has an interest in the project making a positive impact on the health of the community and achieving its benchmarks for the beneficiaries;
• has a direct interest in determining just how the program works, obstacles faced along the way, outcomes achieved effectively and efficiently, and the project廣 impact on the overall organization; and,
• has an interest in how the project will be sustained.

9. How should project evaluation be described to the Foundation in interim and end-of-grant reports?

The HFNJ will closely review your responses to the Six Months/ Interim End of Grant Evaluation Questionnaires. In particular, the financial income and expenses of the grant will be reviewed and the project will be reviewed to assess if benchmarks were achieved:

• OUTPUT (number of activities, types and number of beneficiaries of services, etc.)
• IMPACT on the beneficiaries, organization and community, proving the project廣 worth and that changes occurred as a result of the project
• Sustainability of the project.

10. What should I do, send in an incomplete report on time, or send in a complete report later than the deadline mentioned in the Foundation letter?

The progress report should give the foundation a clear picture of grant-funded project activities, in the past and any anticipated events that could impact completion of the project. The Foundation will send out the interim, six-month and end of grant questionnaires about two months before their deadlines. By meeting Foundation deadlines, a timely review and dispensing of subsequent funding can occur.

11. What do I do if I have information that relates to the impact of the program but it does not seem to fit into one of the report questions?

The reporting questions do not cover every meaningful issue that affects your program. If you have a question about what to include in your report, please discuss this with the assessment officer. We are here to help you make the report the best it can be.

12. Who, from the grantee agency, should attend the year-end site visit?

The end-of-year site visit can be held at the project廣 site or at the Foundation廣 office, depending upon what will best highlight the project and its impacts. Participants in the visit should include 2-3 individuals who are directly involved in the project: staff members, beneficiaries and appropriate family members, organization leaders or Board members. Attendees should be prepared to describe the results of the grant and/or tour the site in about 20 minutes, followed by a question and answer period regarding the program and financials, for approximately 20-30 minutes.

13. Should I supply multiple copies of my reports, placed in ringed-binders?

The HFNJ only requires a single stapled copy of the mid - year and final reports. Be sure to attach the cover sheet with the questions as it provides important grant information.

14. What if my grant is awarded funds for supplies only- should I use the sample template?

No, this is only one sample. Please itemize your budgeted supplies as listed in your proposal and compare actual expenses to budgeted expenses. A similar case might be regarding a grant for salaries only. Please list all funded individuals and compare actual to budgeted expenses.