Reporting

After receiving state directed grant funds from OSBM, all grant recipients are required to report quarterly on the grant-funded project. Recipients will provide a quarterly report until all the grant funds are expended.

Reporting Dates

April 10 for expenditures made January 1 – March 31
July 10 for expenditures made April 1 – June 30
October 10 for expenditures made July 1 – September 30
January 10 for expenditures made October 1 – December 31

If a report due date falls on the weekend, the submission deadline is automatically extended until Monday.

What to Report

Grant recipients will report two things every quarter:

1. Expenses / Interest Earned
2. Quarterly Performance Report (PDF)

A Quarterly Performance Report is due even if there are no expenses and/or interest to report.

Audit Requirements

Grant Recipients should use the TOTAL amount they received in state directed grants to determine if they have reached the $500,000 threshold to trigger Level III reporting requirements, which includes the Yellow Book audit, also known as General Accepted Government Auditing Standards. Please see 09 NCAC 03M.0205 for more information.

Any organization that “receives, holds, uses, or expends State financial assistance in an amount equal to or greater than five hundred thousand dollars ($500,000) within its fiscal year” should have a single or program specific audit completed annually. Audits must be submitted within nine months of the end of the recipient’s fiscal year.

Grant recipients may choose to do a program specific audit that would only include the directed grant funds to meet grant reporting requirements. A program specific audit is more cost effective.

If the organization already conducts a single audit, that may be submitted to meet the annual grant reporting requirement if the grant funds are included in the scope of the audit.

All audits should be done in accordance with the General Accepted Government Auditing Standards.

There is not a specific compliance supplement, however you should audit to the grant contract. 

The North Carolina State Treasurer provides guidance to local governments on audits, including sample RFPs and a list of firms offering audit services.

For more details on audit requirements, including requirements specific to Community Colleges and Universities, please review this additional guide. 

How to Report

OSBM has created a unique online reporting form for each grant recipient to report and upload information, such as the Quarterly Performance Report. The designated point-of-contact for each organization will receive this reporting form link. Multiple people in the organization can then report information using the form. The organization point-of-contact is able to review the information after it is submitted. The point-of-contact is responsible for reporting any corrections to OSBM via  NCGrants@osbm.nc.gov.  

This reporting link will go out to organizations that have received their grant funds by April 1. 

If you are unsure who the point-of-contact is for your organization, please email NCGrants@osbm.nc.gov. 

Upcoming Training

Use the buttons below to register for a Quarterly Reporting Training and Q&A Session.

April 4, 10 a.m. Quarterly Reporting Training with Q&A

April 11, 10 a.m. Quarterly Reporting Training with Q&A

April 18, 10 a.m. Quarterly Reporting Training with Q&A

Reporting training resources

Video of Quarterly Reporting Training webinar.

Reporting Training presentation - review the slides from our reporting training webinar

How to upload the Quarterly Performance Report - a video on how to upload the report using Smartsheet

Tips for Reporting

1. Maintain good records for expenses, including invoices, cancelled checks. The state can request to review the records at any time. Recipients must keep these records for five years after the completion of the grant contract term.
2. Recipients are responsible for making sure subrecipients comply with all grant requirements. Recipients are responsible for reporting on all expenditures including those subgrantee funds. OSBM recommends paying subrecipients on a reimbursement basis for this reason. Ensure grant subrecipients maintain required document and records too.