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Progress Report Template Excel Bill Melinda Gates Foundation Progress Report Financial Report Template

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Progress Report Template Excel Bill Melinda Gates Foundation Progress Report Financial Report Template Powered By Docstoc
					Bill & Melinda Gates Foundation
Progress Report - Financial Report Template
v8.2 9-Feb-2011

INSTRUCTIONS
The two worksheets following, titled 'Report Information' and 'Financial Inputs' are for data entry specific to progress reports. Do not use these worksheets when submitting your original budget proposal .
Data entry cells are in indicated in yellow
        1 Report Information (Tab 2)
           Enter ALL information requested; most information will be contained in the "Grant Agreement Letter".
           The template will accommodate up to 10 objectives; please contact your Business Analyst or Program Coordinator if you have more than 10 objectives.
           Be sure to enter the Reporting Year; without this information, the variances will not calculate properly.
           All information entered on this page will transfer to the "Financial Inputs" tab.

        2 Financial Inputs (Tab 3)
           The worksheet is protected except for yellow data entry cells noted below:.

                          A) Approved Budget by Year (Data Entry Column C-G)
                          Enter the most recently approved grant budget by year in the yellow data entry cells. This information can be found in the document titled "Appendix B Budget Worksheet" from your approved proposal.
                          The budget amount of "Grand Total Costs" in cell H127 should match the total award amount from your grant agreement letter.

                          Only approved information can be entered. DO NOT use this form for budget reallocation requests.
                                     For grants approved in 2008 or later, summary data for expenditures by objective can be found at the bottom of worksheets 4. through 10 in "Appendix B Budget Worksheet" from the final proposal
                                     For grants approved prior to 2008, summary data for expenditures by objective can be found in the "activity" worksheets. The current "objectives" are what used to be called "Major Activities".
                                     Enter the budget for all grant years as applicable either by re-entering the information or by copying the cells and pasting the values into the yellow cells
                                     To copy and paste values: 1. Select appropriate cells as directed above from the approved budget 2. right-click and choose 'copy' from the menu 3. Select the yellow cells in the Financial Inputs tab
                                     that you want to paste into 4. Right click and select paste values from the menu

                          B) Actual / Projected Expenditures by Year (Data Entry Column J-N)
                          Enter actual expenditures for the report year in the yellow data entry cells.
                          Enter projected expenditures in the yellow data entry cells for future years (this should not exceed the total approved budget - this form may NOT be used for budget supplement requests).
                          The total amount of actual plus projected expenditures in cell O127 should match the total approved budget in cell H127.
                          Review variances if they exist and double-check to ensure accuracy of entered information. Be sure to report on any variances in excess of 10% per budget category in the progress report narrative.
                          Please Note: The foundation retains the right to request additional budget detail on expenditures within any budget category.

           C) Interest Earnings
           Enter any interest earned on unspent grant funds, enter as a positive number. If $0 interest earnings is reported, please explain why in the progress report narrative.
           Enter any expenditures from interest earnings, enter as a positive number.

           D) Grant Payments
           Enter grant payments received from the foundation.
           E) Calculation of Unspent Grant Funds and Interest Earnings
           This section automatically calculates the unspent cash on hand based on the data entered (grant payments plus interest earnings less expenditures).

           SUBMISSION
           Please save the file with the following naming convention: GrantID_FinclRpt_PeriodEnding. FOR EXAMPLE: "12345_FinclRpt_103109.xls " with the report period ending in mm/dd/yy format.
           Save the Financial Report in Excel format (financial reports may not be submitted as .PDF files) and submit the report by email along with your narrative Progress Report and other documents as required.

           QUESTIONS? Please contact your Program Coordinator if you have any questions.




            File: 34ad3cfa-a24e-41a2-a08d-31dee58529f9.xls                                                           Tab: Progress Report Instructions
                                                                                                                                Page 1 of 5                                                                                        Printed: 7/12/2011 10:36 AM
Bill & Melinda Gates Foundation
Financial Report Template
v8.2 9-Feb-2011


GENERAL AND OBJECTIVE INFORMATION
                                                              Enter information in blue data entry cells -Click on an input cells for additional information
                                                              ALL CELLS ARE REQUIRED
                                            Organization Name
                                                   Project Title
                                                       Grant ID
                  Principal Investigator/Project Manager Name
                            Reporting Year (Enter 1 through 5) 1
                   Financial Reporting Period: From Start Date
                                                   To End Date
                   Are any expenses estimated (Enter Yes/No)
                             Report Completed by (Name, Title)
                                          Report Prepared Date




         File: 34ad3cfa-a24e-41a2-a08d-31dee58529f9.xls               Tab: Report Information
                                                                            Page 2 of 5                                                        Printed: 7/12/2011 10:36 AM
Bill & Melinda Gates Foundation                                                                                   Organization Name:        0
Financial Report Template                                                                                                 Project Title:    0
v8.2 9-Feb-2011                                                                                                               Grant ID      0                   PI/Proj Mgr:       0
                                                                                                                        Reporting Year      1
                                                                                                   Reporting Period: From Start Date        1/0/1900              To End Date 1/0/1900
                                                                                                       Report Completed by (Name):          0                                                                         Report Date: 1/0/1900

GRANT EXPENDITURES                                                       Approved Budget By Year                                                                     Actual / Projected Expenditures By Year                                                                          Variance
                                                                    Enter from Approved Budget Worksheet                                                                       Enter Actual or Projected spend                                               Current Reporting Year                    Cumulative
                                                                                                                                                                                                                                                                                                             Cumulative
                                                                                                                                                                                                                                                                               Current Year    Cumulative       Actual
                                                                                                                                                                                                                                      Total Actual /       Current Year         Variance %       Actual      Variance %
 Totals by Budget Category and Activity         Year 1          Year 2       Year 3       Year 4         Year 5          Total Budget         Report Yr 1       Projected Yr 2     Projected Yr 3   Projected Yr 4   Projected Yr 5     Projected           Variance $        (Explain >10%)   Variance $  (Explain >10%)

Total Direct FTE                                          0              0            0            0                0                   0                   0                  0                0                0                0                    0                  0                                 0
          Objective 1                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 2                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 3                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 4                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 5                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 6                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 7                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 8                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 9                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 10                                                                                                                  0                                                                                                              0                  0                                 0
          Project Management                                                                                                            0                                                                                                              0                  0                                 0

Total Direct Travel                                       0              0            0            0                0                   0                   0                  0                0                0                0                    0                  0                                 0
          Objective 1                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 2                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 3                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 4                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 5                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 6                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 7                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 8                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 9                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 10                                                                                                                  0                                                                                                              0                  0                                 0
          Project Management                                                                                                            0                                                                                                              0                  0                                 0

Total Direct Consulting                                   0              0            0            0                0                   0                   0                  0                0                0                0                    0                  0                                 0
          Objective 1                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 2                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 3                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 4                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 5                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 6                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 7                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 8                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 9                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 10                                                                                                                  0                                                                                                              0                  0                                 0
          Project Management                                                                                                            0                                                                                                              0                  0                                 0

Total Direct Supplies & Other >$10k                       0              0            0            0                0                   0                   0                  0                0                0                0                    0                  0                                 0
          Objective 1                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 2                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 3                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 4                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 5                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 6                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 7                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 8                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 9                                                                                                                   0                                                                                                              0                  0                                 0
          Objective 10                                                                                                                  0                                                                                                              0                  0                                 0
          Project Management                                                                                                            0                                                                                                              0                  0                                 0




               File: 34ad3cfa-a24e-41a2-a08d-31dee58529f9.xls                                                                                Tab: Financial Inputs
                                                                                                                                                  Page 3 of 5                                                                                                                       Printed: 7/12/2011 10:36 AM
Bill & Melinda Gates Foundation                                                                                       Organization Name:        0
Financial Report Template                                                                                                     Project Title:    0
v8.2 9-Feb-2011                                                                                                                   Grant ID      0                   PI/Proj Mgr:       0
                                                                                                                            Reporting Year      1
                                                                                                       Reporting Period: From Start Date        1/0/1900              To End Date 1/0/1900
                                                                                                           Report Completed by (Name):          0                                                                         Report Date: 1/0/1900

GRANT EXPENDITURES                                                           Approved Budget By Year                                                                     Actual / Projected Expenditures By Year                                                                          Variance
                                                                        Enter from Approved Budget Worksheet                                                                       Enter Actual or Projected spend                                               Current Reporting Year                    Cumulative
                                                                                                                                                                                                                                                                                                                 Cumulative
                                                                                                                                                                                                                                                                                   Current Year    Cumulative       Actual
                                                                                                                                                                                                                                          Total Actual /       Current Year         Variance %       Actual      Variance %
 Totals by Budget Category and Activity                Year 1       Year 2       Year 3       Year 4         Year 5          Total Budget         Report Yr 1       Projected Yr 2     Projected Yr 3   Projected Yr 4   Projected Yr 5     Projected           Variance $        (Explain >10%)   Variance $  (Explain >10%)
Total Direct Supplies & Other <$10k                             0            0            0            0                0                   0                   0                  0                0                0                0                    0                  0                                 0
          Objective 1                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 2                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 3                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 4                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 5                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 6                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 7                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 8                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 9                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 10                                                                                                                      0                                                                                                              0                  0                                 0
          Project Management                                                                                                                0                                                                                                              0                  0                                 0

Subtotal of Modified Direct Costs (MDC)                         0            0            0            0                0                   0                   0                  0                0                0                0                    0                  0                                 0
Allowable Indirect Costs on MDC                                                                                                             0                                                                                                              0                  0                                 0
Subtotal of Modified Direct Costs and Indirect Costs            0            0            0            0                0                   0                   0                  0                0                0                0                    0                  0                                 0

Total Sub-Contracts                                             0            0            0            0                0                   0                   0                  0                0                0                0                    0                  0                                 0
          Objective 1                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 2                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 3                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 4                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 5                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 6                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 7                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 8                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 9                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 10                                                                                                                      0                                                                                                              0                  0                                 0
          Project Management                                                                                                                0                                                                                                              0                  0                                 0
          Indirect of Subcontractors                                                                                                        0                                                                                                              0                  0                                 0

Total Sub-grants to Others Organizations                        0            0            0            0                0                   0                   0                  0                0                0                0                    0                  0                                 0
          Objective 1                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 2                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 3                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 4                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 5                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 6                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 7                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 8                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 9                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 10                                                                                                                      0                                                                                                              0                  0                                 0
          Project Management                                                                                                                0                                                                                                              0                  0                                 0
          Indirect of Subgrantees                                                                                                           0                                                                                                              0                  0                                 0
Subtotal of Sub-grants/contracts                                0            0            0            0                0                   0                   0                  0                0                0                0                    0                  0                                 0
Allowable Indirect Costs on Sub-awards                                                                                                      0                                                                                                              0                  0                                 0

Total Equipment                                                 0            0            0            0                0                   0                   0                  0                0                0                0                    0                  0                                 0
          Objective 1                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 2                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 3                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 4                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 5                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 6                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 7                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 8                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 9                                                                                                                       0                                                                                                              0                  0                                 0
          Objective 10                                                                                                                      0                                                                                                              0                  0                                 0
          Project Management                                                                                                                0                                                                                                              0                  0                                 0

TOTAL DIRECT COSTS                                              0            0            0            0                0                   0                   0                  0                0                0                0                    0                  0                                 0



               File: 34ad3cfa-a24e-41a2-a08d-31dee58529f9.xls                                                                                    Tab: Financial Inputs
                                                                                                                                                      Page 4 of 5                                                                                                                       Printed: 7/12/2011 10:36 AM
Bill & Melinda Gates Foundation                                                                                         Organization Name:            0
Financial Report Template                                                                                                       Project Title:        0
v8.2 9-Feb-2011                                                                                                                     Grant ID          0                   PI/Proj Mgr:       0
                                                                                                                              Reporting Year          1
                                                                                                         Reporting Period: From Start Date            1/0/1900              To End Date 1/0/1900
                                                                                                             Report Completed by (Name):              0                                                                         Report Date: 1/0/1900

GRANT EXPENDITURES                                                              Approved Budget By Year                                                                        Actual / Projected Expenditures By Year                                                                            Variance
                                                                         Enter from Approved Budget Worksheet                                                                            Enter Actual or Projected spend                                                  Current Reporting Year                   Cumulative
                                                                                                                                                                                                                                                                                                                         Cumulative
                                                                                                                                                                                                                                                                                           Current Year    Cumulative       Actual
                                                                                                                                                                                                                                                 Total Actual /        Current Year         Variance %       Actual      Variance %
 Totals by Budget Category and Activity         Year 1             Year 2          Year 3       Year 4         Year 5          Total Budget             Report Yr 1       Projected Yr 2     Projected Yr 3   Projected Yr 4   Projected Yr 5      Projected            Variance $        (Explain >10%)   Variance $  (Explain >10%)
TOTAL INDIRECT COSTS                                       0                0               0            0                0                   0                       0                  0                0                0                0                     0                   0                                 0
GRAND TOTAL COSTS                                          0                0               0            0                0                   0                       0                  0                0                0                0                     0                   0                                 0

TOTAL DIRECT COSTS BY OBJECTIVE
          Objective 1                                     0                 0               0            0                0                 0                         0                  0               0                0                0                      0                   0                                 0
          Objective 2                                     0                 0               0            0                0                 0                         0                  0               0                0                0                      0                   0                                 0
          Objective 3                                     0                 0               0            0                0                 0                         0                  0               0                0                0                      0                   0                                 0
          Objective 4                                     0                 0               0            0                0                 0                         0                  0               0                0                0                      0                   0                                 0
          Objective 5                                     0                 0               0            0                0                 0                         0                  0               0                0                0                      0                   0                                 0
          Objective 6                                     0                 0               0            0                0                 0                         0                  0               0                0                0                      0                   0                                 0
          Objective 7                                     0                 0               0            0                0                 0                         0                  0               0                0                0                      0                   0                                 0
          Objective 8                                     0                 0               0            0                0                 0                         0                  0               0                0                0                      0                   0                                 0
          Objective 9                                     0                 0               0            0                0                 0                         0                  0               0                0                0                      0                   0                                 0
          Objective 10                                    0                 0               0            0                0                 0                         0                  0               0                0                0                      0                   0                                 0
          Project Management                              0                 0               0            0                0                 0                         0                  0               0                0                0                      0                   0                                 0

          TOTAL                                           0                 0               0            0                0                 0                         0                  0               0                0                0                      0C                  0                                 0




                                                                  Interest Earnings on Unspent Grant Funds                                                                          Expenditure of Interest Earnings                                                    Interest
PROJECT INTEREST INCOME                                  Interest Income on Unspent Grant Funds for Each Reporting Year                                            Describe Actual Expenditures of Interest Earnings in Narrative                                       Balance

                                                                                                                                                                                                                                                    Total
                                                                                                                                  Total                                                                                                          Cumulative
                                                                                                                                                                                                                                                                       Total Unspent
                                                                                                                               Cumulative                                                                                                       Expenditures              Balance
                                                                                                                                Interest                                                                                                        from Interest             Interest
                                                  1                  2               3            4               5             Earnings                      1                 2                  3                4                5            Earnings               Earnings
                                                                                                                                              0B                                                                                                             0 D                      0


                                                                                Grant Payments to Date
                                                               Enter payments received from Gates Foundation By Year
PAYMENTS RECEIVED                                                            (Leave Future Years Blank)
                                                                                                                                 Total
                                                                                                                               Payments
                                                  1                  2               3            4               5            Received
                                                                                                                                              0A


CALCULATION OF UNSPENT GRANT FUNDS AND INTEREST EARNINGS                                                                                          Ref Above
     Total Grant Payments Received To Date                                                                                                 0      A
     Plus: Total Interest Income Received To Date                                                                                          0      B
     Less: Total Grant Expenditures to Date                                                                                                0      C
     Less: Total Interest Income Expended to Date                                                                                          0      D
     Equals: Unspent Grant and Interest Funds on Hand                                                                                      0




               File: 34ad3cfa-a24e-41a2-a08d-31dee58529f9.xls                                                                                          Tab: Financial Inputs
                                                                                                                                                            Page 5 of 5                                                                                                                         Printed: 7/12/2011 10:36 AM

				
DOCUMENT INFO
Description: Progress Report Template Excel document sample