UC-465
Ineligible Cost Screening & Donor Reports
Tests each cost against the grant's eligibility rules before the report goes out, names what is ineligible, and drafts the donor return.
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The Challenge
A donor report is late or a cost is ruled ineligible and the next tranche is held. It persists because grant conditions live in signed PDFs and only the grant manager has ever read them.
How It Works
- Reads grant agreements, budget schedules, the general ledger, timesheets and field reports.
- Tests each cost line against the eligibility rule that governs it and grades the exposure.
- Puts the ineligible-cost list to the grant manager before the donor report is submitted.
What It Removes
- Re-reading grant agreements to find each condition
- Manual extraction of ledger lines per donor report
- Diary-keeping of reporting dates across grants
Input Data RequirementsGrant agreements and amendments, approved budgets, general ledger and cost allocations, timesheets, field activity reports, donor report templates
Output FormatIneligible-cost list per grant with the governing clause, a drafted donor report with its evidence, and a live condition and deadline register
“We lost a tranche because one cost line breached a condition nobody had read since signing”