The Robert Wood Johnson Foundation Reporting Instructions: An Overview

When the Robert Wood Johnson Foundation awards a grant, the grantee is required to comply with certain narrative and financial reporting requirements. This document provides an overview of the Robert Wood Johnson Reporting Requirements. It includes instructions, guidelines, templates and the procedures necessary for proper reporting practices. The following documents can be found on the Injury Free Coalition for Kids website - Resources: Reporting

Injury Free Reporting –
Overview: / Overview of the RWJF and NPO reporting requirements and a table summarizing the reporting schedule.
Six -Month Reporting Instructions: / Instructions on preparing and submitting the Six –Month Progress and Financial Report.
Annual Reporting Instructions: / Instructions and guidelines on preparing and submitting theAnnual Narrative Report, Annual Financial Report and Annual Bibliography.
Final Reporting Instructions: / Instructions and guidelines on preparing and submitting the Final Narrative Report, Final Financial Report and Final Bibliography.
RWJF Grantee Reporting Instructions: / The official RWJF Grantee Reporting Instructions. The document includes instructions on preparing and submitting the Annual Narrative Report, Annual Bibliography, Final Narrative Report and Final Bibliography.
RWJF Financial Reporting Practices: / An official RWJF document detailing the Foundation’s requirements for proper financial reporting practices.
RWJF Budget Revision Guidelines: / Official RWJF document provides guidelines for making budget revisions to the RWJF approved budget.
Financial Report Template: / A pre-formatted template to be used in preparing the Six- Month Financial and Annual Financial reporting.
Budget Revision Template: / A pre-formatted template to be used if you exceed or do not meet the approved budget subtotal for Personnel, Other Direct Costs, Equipment, or Consultant/Contractual Agreements by more than 5%.
Social/Program Grid: / Describes injury prevention programs, interventions and activities implemented at an Injury Free site. It lists the dates of the program/event, coalition affiliates, target population, number of participants and number of products distributed during an event.
Technical Assistance Grid: / Log of technical assistance provided to hospital staff, coalition members, etc or received by the Injury Free site and its outcomes.
Leverage Grid: / Describes the sources of other funding and support.
Injury Surveillance Reporting Grid: / Summarizes data and evaluates the interventions conducted at Injury Free site.

SIX – MONTH PROGRESS REPORT

AND SIX –MONTH FINANCIAL REPORT

In multi year grants from the Robert Wood Johnson Foundation, each grant year is divided into two reporting periods. Period 1 covers the first six months of the reporting year and period 2 covers the second half of the year. The Six – Month Progress Report and Six –Month Financial Report are for NPO use ONLY.

Six-Month Progress Report:(For NPO ONLY)

The Six- Month Progress Report addresses summary and detail questions about the Injury Free Coalition for Kids program.

Two (2) grids: Social/Program Grid and Technical Assistance Grid summarize the program activities of each site.

The information provided on the Six–Month Progress Report and the grids helps the NPO aggregate information about the coalition and helps the NPO determine which sites require technical assistance.

Send 1 hard copy of the Six- Month Progress Report and Grids to the NPO and e-mail a copy to DiLenny Roca at , 30 days from the end of period 1.

Six-Month Financial Report: (For NPO ONLY)

The purpose of the Six-Month Financial Report is to monitor your spending pattern and to allow for disbursement of additional funds, if required.

Report expenses incurred against the RWJF projectduring the first six months of the grant year.

A Financial Reporting Template is available on the Injury Free web site for your use. ( under Resources: Reporting)

Send a hard copy to the NPO and e-mail a copy to DiLenny Roca at f the Six-Month Financial Report, 30 days from the end of period 1.

ANNUAL REPORTING:

NARRATIVE REPORTS, FINANCIAL REPORTS AND BIBLIOGRAPHY

Annual Narrative reports together with Annual Financial Reports are the principle means by which the Foundation and the NPO stay informed about your project. At the end of each grant year of a multi-year grant, you are required to submit Annual Narrative and Annual Financial Reports.

Annual Narrative Report:

The Annual Narrative Report is comprised of four questions.

RWJF requires two (2) copies of the Annual Narrative Report.

NPO requires 1 hard copy and 1 electronic copy of the Annual Narrative Report and the corresponding grids.

Annual Reporting Grids: (NPO ONLY)

Four (4) grids: Social/Program Grid, Technical Assistance Grid, Leverage Grid and Injury Surveillance Reporting Grid summarize the injury prevention program and fund-raising activities.

Annual Bibliography:

File the Annual Bibliography with the Annual Narrative Report, if applicable.

The purpose of the Annual Bibliography is to inform RWJF and the NPO of the products produced during the reporting period.

The Annual Bibliography covers published work relating to injury prevention produced, during the current grant year, by Injury Free Coalition for Kids program staff members.

See Grantee Reporting Instructions (Pg. 17-27) on to see what grant products can be included in the Annual Bibliography.

Send two (2) copies of the Annual Bibliography and two (2) copies of any dissemination materials/products that were created in the reporting year.

Send a hard copy and an electronic copy of the Annual Bibliography to the NPO and two (2) copies of any dissemination materials/products.

Annual Financial Report:

Submit the Annual Financial Report with the Annual Narrative Report.

It is requested that any budget categories exceeding five percent of the approved budget amount be explained when the financial report is submitted.

Send 2 hard copies of your Financial Report to the Foundation.

Send 1 hard copy and 1 electronic copy of the Annual Financial Report to the NPO.

FINAL REPORTING:

NARRATIVE, FINANCIAL AND BIBLIOGRAPHY

The Final Narrative Report and Final Financial Reports replace the Annual Narrative Report and Annual Financial report at the end of the final year of the multi year grant. It is a substantive record of all the activities conducted in all the years of your grant and how they met the goals set forth in your proposal.

Final Narrative Report:

The Final Narrative Report replaces the Annual Narrative Report in the final year of the multi year grant and addresses all the activities and accomplishments of the entire multi-year grant, not just the final year.

Send two copies of the Final Narrative Report to the RWJF.

Send onehard copy and electronic copy to the NPO, thirty days after the end of the grant

Final Bibliography:

Provide a Final Bibliography with the Final Narrative Report.

The Final Bibliography is a comprehensive catalog of the products (e.g. books, journal articles, reports, brochures, Web sites), national regional events (e.g. conferences and workshops) and published presentations and testimony your project produced.

Copies of any disseminated materials/products (books, book chapters, articles, reports, audiovisual and computer software) not previously submitted should be included.

Send two copies of the Final Bibliography and two copies of those materials (grant products) that have been produced in the final reporting year.

Send a hard copy and an electronic copy to the NPO with the final Narrative Report, along with two copies of any disseminated materials/products.

Final Financial Report:

A Final Financial Report is due at the same time as the Final Narrative Report.

As with the Annual Financial Report, we request that any budget categories exceeding five percent of the approved amount be explained when the financial report is submitted.

You must also file a budget revision.

BUDGET REVISIONS

Expenses under the RWJF grant are expected to follow your approved budget.

RWJF recognizes that it may become necessary to exceed the approved amounts on individual line items.

  • You are permitted to reallocate funds among existing line items provided you do not exceed the budget category by more than 5%.

Major categories are: Personnel, Other Direct Costs, Equipment, Purchased Services, and Technical Assistance.

  • If a major category is overspent within the 5% limit of the approved budget no explanation or justification is required. (RWJF may ask for an explanation on individual line items).
  • If you exceed the 5% category limit, you must request a budget revision.
  • Although you may overspend any category by 5%, you must remain with the total approved budget per year unless a budget revision has been approved.

When changes in your grant result in a need for additional line items, and/or when you anticipate spending in excess of any approved budget categories by more than 5% you must request a budget revision

  • A budget revision includes a budget narrative and a line-item budget worksheet.
  • Budget Narrative
  • A Budget Narrative Sample is provided for your use by the NPO. (See – resources: Reporting.)
  • A budget narrative must be provided for each line for which there is a change.
  • Explain why a revision is warranted
  • How the revised budget relates to the project
  • How the proposed amounts were determined.
  • Line-Item Budget Worsheet
  • A budget revision template is provided for your use by the NPO. (See – resources: Reporting.)
  • A budget revision request must have a line item budget with three columns showing:
  • The entire current approved budget for that year.
  • the requested changes to each line item as appropriate (plusses and minuses)
  • The desired revised distribution.
  • Expenses Incurred (to date)

Things to Remember

  • In the budget narrative only explain the line items that change. Line items for which expenses have been incurred cannot be deleted from your budget.
  • A new line item or deletion should be explained in your budget narrative.
  • Revisions to personnel line items may change the approved amount for fringe benefits. The proposed fringe benefits should be recalculated and stated in the budget narrative section.
  • A minor revision of your budget can be requested over the telephone. This method of approval is generally appropriate for revisions in the “Other Direct Costs” category.

What to Do

  • Send the formal request for revision, budget revision form and budget narrative to DiLenny Roca-Dominguez for review and approval.
  • Once approved, she will send it to the Foundation with her recommendations.

UNEXPENDED FUNDS

Unexpended grant funds remain in the grant account and are not automatically carried forward to the next budget period.

You may request that unexpended funds from previous budget period s be used in subsequent budget periods.

A revised budget and budget narrative must be submitted that outlines the use of these funds.

GRANT EXTENSIONS

If you need extra time to complete your project you can request a grant extension.

Extensions must be programmatically justified – no extension is automatic. A written request must be provided to the Foundation.

The request must be accompanied by a comprehensive explanation of why the extension is needed and what will be accomplished during the extension period.

The dates of the extension period should be explicitly stated.

You can also request that unexpended funds from previous budget periods be used to extend the award beyond the original end date.

If unexpended funds are being applied to the extension period, a separate budget and budget narrative are required.

In both instances, the proposed activities must be consistent with the original objectives of the award.

Discuss your intentions to request a grant extension with the NPO and provide a copy of the written request.

PURCHASED SERVICES

The National Program Office and the Foundation must review all subcontracts.

The subcontract must contain the name of the subcontractor; the dates of the subcontract; the dollar amount of the subcontract with a line item budget; and what the deliverables will be.

You may also submit a memorandum containing this information if a copy of the subcontract is not available.

All subcontracts or memoranda with the pertinent information must be submitted to the National Program Office for review. Once the National Program has reviewed the subcontract, the final version must be sent to the Foundation for review and formal written approval.

The Foundation and the NPO each require one copy of the subcontract or memorandum.

When sending reporting documents to the Robert Wood Johnson Foundation and the NPO use the following contact:

Injury Free Coalition for Kids® 11/29/18

The Robert Wood Johnson Foundation Reporting Instructions: An Overview

Joann Baquilod

Grants Administrator

The Robert Wood Johnson Foundation

Route 1 & College Road East

Princeton, NJ08543-2316

Tel (609) 627-7587

Fax (609) 419-8325

Email

Sally Jacko, RN, MPH

Deputy Director

Columbia University/SPH

Injury Free Coalition for Kids

722 West 168th Street, Rm. 1711

New York, NY10032

Tel (212) 342-0517

Fax (212) 342-0519

Injury Free Coalition for Kids® 11/29/18

The Robert Wood Johnson Foundation Reporting Instructions: An Overview

Report / Reporting Period / Due / RWJF
Requires: / NPO Requires:
Six-Month Progress Report:
Includes narrative questions
2 Grids: Social/Program Grid and Technical Assistance Grid / Period 1: / 30 days after the end of the reporting pd / None / Send 1 hard copy and 1 electronic copy of the Progress Report and Grids
Six-Month Financial Report:
Spreadsheet / Period 1: / 30 days after the end of the reporting period / None, unless stated by NPO / Send 1 hard copy and 1 electronic copy
Annual Narrative Report:
Narrative questions plus 4 grids: Social/Program , Technical Assistance, Leverage and Injury Surveillance Grids / Period 1 & Period 2 of each grant year / 30 days after the end of the reporting period / 2 copies
NO GRIDS / 1 hard copy and 1 electronic copy of the Annual Narrative Report and grids
Annual Bibliography: cumulative
To accompany the Annual Narrative Report (if applicable) / Period 1 & Period 2
of each grant year / 30 days after the end of the reporting period / 2 copies / 1 hard copy and 1 electronic copy
Dissemination materials/products: Articles, videos, reports, audiovisual and computer software, newsletters / Period 1 & 2
of each grant year / 30 days after the end of the reporting period / 2 copies / 2 copies
Annual Financial Report: Spreadsheet / Period 1 & 2
of each grant year / 30 days after the end of the reporting period / 1 Hard Copy / 1 electronic copy for review and approval
Final Narrative Report:
Narrative questions plus 4 grids:
Social/Program Grid, Technical Assistance, Leverage and Injury Surveillance Reporting Grids / Entire multi-year grant / 30 days after the end of the grant / 2 copies
NO GRIDS / 1 hard copy and 1 electronic copy of Final Narrative Report and
grids
Final Bibliography: cumulative / Entire multi-year grant / 30 days after the end of the grant / 2 copies / 1 hard copy and 1 electronic copy
Dissemination materials/products: Articles, videos, reports, audiovisual and computer software, newsletters / Entire multi-year grant / 30 days after the end of the grant / 2 copies / 2 copies
Final Financial Report: spreadsheet / Entire multi-year grant / 30 days after the end of the grant / 1 Hard Copy / 1 electronic copy for review and approval

Injury Free Coalition for Kids® 11/29/18