Category: Policies and Procedures

by Erin MurphyDecember 3, 2025

3 Sample Grant Proposal Templates to Help You Win Funding

If you’ve ever stared at a blank grant proposal and felt your pulse rise, you’re not alone. Writing a complex federal grant can require 100+ hours, and even foundation proposals take 10–20 hours to complete. In today’s uncertain funding landscape, the pressure to secure grant revenue is only intensifying—yet “blank page anxiety” and the fear of making compliance errors often slow proposals before they start.

Most templates on the internet focus solely on storytelling. But a competitive proposal is more than a compelling narrative; it’s a financial business case. Solid grant writing requires understanding the standard anatomy of a proposal, how to make your financial narrative airtight, and how to avoid mistakes that later affect grant compliance, audit readiness, and grant management. 

In this guide, we’ll break down the eight core components of a winning proposal and provide a downloadable template to get you started.

Table of Contents

Stay compliant. Stay confident. Grant Compliance Expert has you covered with real-time insights. Click to get started.

The Anatomy of a Standard Grant Proposal

Below are the essential components of a strong grant proposal. While this is the standard order, always prioritize and follow the funder’s specific request for proposal (RFP) sequence. 

1. Cover Letter

The cover letter introduces your request and confirms basic compliance details such as eligibility, program alignment, and total funding sought. It should reference the funder’s program name and opportunity number (if applicable) and briefly highlight the outcomes your project will deliver.

While it allows for a more personal tone than the narrative, it must remain precise and professional. A strong cover letter signals organizational readiness, responsiveness to the RFP, and an understanding of the funder’s priorities—all without repeating the full proposal.

2. Executive Summary

The executive summary provides a concise preview of the entire proposal and is often reviewed first. It should clearly outline the problem, your proposed solution, the population served, expected outcomes, and the total funding request.

This section must be data-grounded and tightly aligned with both the program design and the budget. For competitive grants, it may also reference required performance measures or priority criteria. A well-crafted executive summary helps reviewers quickly understand feasibility and fit before reading the full narrative.

3. Statement of Need

The Statement of Need is the evidence base of your proposal. Funders expect recent, local, and credible data, ideally from recognized sources such as:

  • Federal datasets
  • State agencies
  • Academic institutions
  • Prior evaluations

This section must quantify the population affected, document existing service gaps, and identify the systemic barriers your program addresses. 

Reviewers also look for a clear problem-to-solution pathway; in other words, the need you present must logically require the specific activities you propose. Avoid generalized claims, outdated statistics, or national data that lacks local relevance—these weaken feasibility and risk assessment.

Also, a strong Statement of Need not only justifies the project but also guides cost assumptions in your budget, especially in areas like staffing levels, service volume, and evaluation scope.

4. Goals and Objectives

Goals and objectives establish the performance framework for the entire project. Goals articulate broad, long-term change, while objectives define quantifiable, time-bound results that can be measured consistently during post-award monitoring.

Well-crafted objectives include three components:

  • Target population (who)
  • Desired change (what)
  • Timeframe and quantity (how much, by when)

For federal grants, objectives must be aligned with performance measures, ensuring the project’s success can be validated with both programmatic and financial data. Weak or vague objectives often lead to budget revisions, reallocation restrictions, or challenges during federal site visits.

5. Methods and Program Design

The program design details the operational mechanics of the project: staffing plan, service delivery model, timeline, partnerships, and required resources. This is where reviewers assess whether your organization has the capacity, infrastructure, and internal controls to manage the award.

A strong design includes:

  • A timeline (ideally with milestones that connect to measurable outputs)
  • Clear staff roles that directly align with personnel costs
  • Identification of partners and procurement needs (which must follow the funder’s procurement rules)
  • A feasibility demonstration: reviewers should be able to “see” how the project will run day-to-day

This section directly informs your budget: any activity not referenced here should not appear in your cost structure.

6. Evaluation Plan

Your evaluation plan demonstrates accountability and ensures funders you can verify outcomes with reliable, replicable methods. Funders expect a balance of:

  • Quantitative metrics (output & outcome data, performance indicators, participant tracking)
  • Qualitative evidence (interviews, focus groups, case studies)

The evaluation must include both data collection methods and data ownership, who collects, who analyzes, and how data is stored compliantly.

For federal grants, evaluation plans must align with OMB standards for evidence, and any costs associated with third-party evaluators or assessment tools must appear in the budget narrative. Poorly aligned evaluation plans are a frequent cause of denial or post-award corrective action plans.

7. Budget and Budget Narrative

The budget is the financial engine of your proposal and the first place reviewers check for feasibility. It must align with the program design and comply with cost principles such as 2 CFR Part 200 for federal grants (which, according to Thompson Grants’ federal grant checklist, governs everything from allowable costs to subrecipient monitoring). Every cost must be allowable, allocable, reasonable, and necessary—and the budget narrative must show exactly how each figure was calculated.

Break costs into standard categories, such as

  • Personnel (which should list job titles, FTE percentages, and salary bases)
  • Fringe (which must show your rate methodology
  • Travel (which requires purpose, destination, and calculation details)
  • Equipment and supplies (which should have distinguished equipment from $5,000 up)
  • Contractual (which you should justify contractor rates with deliverables and hours)
  • Other direct costs
  • Other indirect costs (specify if you’re using a NICRA, the 10% de minimis, or a funder-required rate)

A strong budget narrative not only strengthens competitiveness, it sets the foundation for compliant grant management, financial reporting, and a clean audit.

8. Organizational Background

Your organizational background demonstrates why you are a low-risk, high-capacity grantee. Highlight core elements such as leadership experience, programmatic expertise, financial controls, prior grant performance, and the systems you use to manage awards. Funders want to see evidence that you can deliver results and meet reporting, procurement, and audit requirements.

This section should directly reinforce your ability to execute the project described in the narrative and manage the budget you’ve proposed. Demonstrating stable governance, strong internal controls, and a track record of compliance strengthens reviewer confidence.

Need help getting started with your grant proposal?

Thompson Grants has you covered with three sample grant proposal templates that can be adapted to your unique needs. Plus, they’re completely free to use and download!

Access the sample grant proposal templates

Grant Proposal FAQs

How do I write a simple grant proposal for beginners?

Grant proposals don’t have to be complicated! Follow these steps to launch your grant proposal:

  • Start with the budget. Budgeting first forces clarity about staffing, units of service, and the scale of activities, elements that are often unclear when starting from a narrative.
  • Create modular building blocks. Draft reusable paragraphs for mission, population served, organizational capacity, and core programs. Update only the parts that must be tailored.
  • Validate allowability. Before writing, confirm that the items you plan to request (staff, equipment, indirect) are permitted under the RFP or federal cost principles.

What is the most common reason grant proposals are rejected?

The primary reason, beyond eligibility errors, is budget-to-narrative misalignment. This happens when the scale of the project described cannot be supported financially. This might look like:

  • A proposal claims it will “serve 500 participants” but budgets for one part-time staff member.
  • A narrative emphasizes data collection but allocates $0 to evaluation tools.
  • A project requires licensed clinicians, but salaries are budgeted below market rates.

Funders view these inconsistencies as red flags for financial instability, weak planning, or future audit issues. However, you can avoid these issues by conducting a line-by-line review. Before submission, physically trace the connection between your text and your numbers. If you find an activity in the text that isn’t in the budget—or an expense in the budget that isn’t justified in the text—you have found a misalignment that needs correcting. 

Once you’ve completed this step, ensure that you conduct the same walkthrough with key decision-makers at your nonprofit to ensure nothing falls through the cracks.

Can I use AI to write a grant proposal?

Yes, but only as a productivity assistant, not a research tool. It’s important to distinguish between the acceptable and risky uses of AI in grantwriting.

Acceptable AI Use Cases

  • Restructuring text to match character limits
  • Condensing repetitive sections
  • Generating outlines
  • Converting bullet points into cohesive paragraphs
  • Drafting alternative phrasing for readability
  • Formatting citations

Risky AI Use Cases

  • Generating statistics or “local need” data
  • Describing populations using generalized or assumed information
  • Inserting fictional budget numbers
  • Fabricating evaluation results or evidence tiers

Bottom line: AI can improve clarity and speed, but all data, numbers, and facts must come from your organization, public data, or the RFP.

How long should a grant proposal be?

It varies widely based on the funder:

  • Letter of Inquiry (LOI): Typically 1–2 pages; some portals cap at ~4,000 characters.
  • Foundation Proposals: Usually 5–10 pages but can be longer for capacity-building or multi-year requests.
  • Federal Proposals: 40–100+ pages including attachments, mandatory forms (SF-424, budgets, résumés), logic models, and appendices.
  • Online Submission Portals: Highly restrictive; many give each section a character limit (e.g., “1,500 characters including spaces”) forcing precise, modular writing.

Always follow the exact format, font, spacing, margin, and file naming requirements in the RFP. Deviations lead to administrative rejection.

What is the difference between a grant proposal and a grant application?

Think of the grant proposal as your strategic pitch—it consists of the persuasive narrative and the budget that convince the funder your project is worth the investment.

The grant application, however, is the complete package. It houses your proposal plus the critical compliance infrastructure that proves your organization is capable of managing the funds. This includes mandatory evidence such as:

  • Board roster
  • 501(c)(3) determination letter
  • Audited financial statements
  • Indirect cost rate agreement
  • Work plan or logic model
  • Procurement or travel policies
  • Letters of support
  • Match documentation

In other words, a brilliant proposal is useless inside an incomplete application. Far too many high-scoring narratives are disqualified simply because the application packet was missing a single attachment.

Do I need a professional grant writer to win funding?

Not always. Many small nonprofits win grants internally, especially when they have strong outcome data, clear financial documentation, and a well-designed program.

However, professional help becomes valuable when:

  • The opportunity is federal or highly technical
  • The RFP requires detailed evaluation or evidence tiers
  • You must coordinate across multiple departments
  • The organization has previously failed compliance checks or audits

Regardless of who writes it, the proposal must follow the RFP exactly, including formatting, required attachments, and section order.

Wrapping Up

Using modular sample templates doesn’t just save time, it ensures your financial narrative aligns with your programmatic goals, protecting you from “unrealistic budget” rejections. But remember: winning the award is only the beginning of the grant lifecycle.

Once the award letter arrives, the clock starts on grant compliance, reporting deadlines, allowable cost rules, procurement requirements, and post-award monitoring. A well-written proposal—one that clearly defines indirect costs, allowable expenses, and evaluation metrics—makes your future audits cleaner and reduces administrative burden.

Explore more resources and training opportunities:

About the Author

Erin Murphy

Erin Murphy, MBA, is the Vice President of Marketing at Thompson Grants, where she leads strategic initiatives to expand the organization’s reach and impact. She leads initiatives that connect grant professionals with expert guidance, training, and tools designed to simplify compliance and strengthen funding strategies. Erin combines her background in marketing with a passion for supporting nonprofits, governments, and institutions as they navigate the complex world of grants management.

Maximize your funding and minimize your mistakes. Thompson Grants' Grants Compliance Expert simplifies grants compliance from pre-award to audit. Click here to start a free trial!
by Erin MurphyOctober 28, 2025

Secure Federal Grants with This Complete Audit Checklist

If the thought of a federal grant audit makes your pulse quicken, you’re not alone. For many grant-funded organizations, the process can feel like navigating a maze of regulations, documentation requests, and compliance standards—often under the looming pressure of potential penalties or the dreaded “high-risk grantee” label.

At the center of this complexity lies the OMB’s Uniform Guidance (2 CFR Part 200)—the federal government’s framework for managing grants and ensuring accountability. It governs everything from allowable costs to subrecipient monitoring (more on that later), and it’s the foundation every grant manager must understand before audit season begins.

This article isn’t just another procedural checklist. It’s a strategic guide designed to help you think like an auditor, anticipate problem areas, and confidently demonstrate compliance. Whether you’re preparing for your Single Audit or strengthening your internal controls, this checklist will help you:

  • Gather the right documentation and evidence of compliance
  • Identify and address potential red flags before the auditor does
  • Strengthen financial management systems
  • Reduce the risk of disallowed or questioned costs

By the end, you’ll have a roadmap to turn audit preparation from a source of stress into a strategic advantage—keeping your organization trusted, compliant, and ready to secure future federal funding.

Stay compliant and stay confident. Grants Compliance Expert has you covered with real-time insights. Click to get started,

Federal Grant Audit FAQs 

Navigating a federal grant audit can feel daunting—even for experienced grant managers. To help you prepare, here are key answers to the most frequently asked questions, based on Thompson Grants’ Single Audit Requirements Guide and the OMB’s Uniform Guidance.

What is a Single Audit?

A Single Audit is a comprehensive review that combines a financial statement audit with an assessment of compliance with federal program requirements. According to Thompson Grants’ guide, “A single audit is a rigorous review that combines a financial statement audit with an assessment of compliance with federal program requirements. It is required for any non-federal entity that spends $1 million or more in federal awards during a fiscal year for fiscal years starting Oct. 1, 2024.”

It’s called a “single” audit because it consolidates all of a grantee’s federal programs into one review rather than requiring separate audits for each award. A properly conducted Single Audit helps prevent:

  • Loss of funding
  • Repayment of disallowed or misused funds
  • Heightened audit scrutiny
  • Damage to organizational reputation

Ultimately, the Single Audit ensures public funds are spent responsibly and transparently.

Who is required to have a Single Audit?

As of October 2025, any non-federal entity—including nonprofits, universities, hospitals, and local governments—that expends $750,000 or more in federal awards during a fiscal year must undergo a Single Audit. This threshold will increase to $1 million for fiscal years ending on or after September 30, 2025, reducing the burden on smaller entities while maintaining oversight of larger, higher-risk grantees.

The threshold applies to total federal expenditures, not individual awards. Subawards and pass-through funds all count toward this total.

What’s the difference between a recipient, subrecipient, and contractor?

When a federal agency awards a grant, it places its trust and funds in the hands of the nonprofit, which is officially referred to as the Prime Recipient. This recipient is now 100% accountable for every dollar and every project goal.

However, complex programs are rarely executed by one organization alone. Complex Recipient nonprofits might need to partner with other organizations to deliver services or secure resources.

The moment a recipient decides to pay one of these outside entities with federal grant money, they must make a critical classification. Understanding these functions (and noting them on your audit paperwork) is critical. Here are the roles to remember:

  • Recipient (Prime Recipient): Receives federal funds directly from an agency and is responsible for programmatic and financial compliance.
  • Subrecipient: Receives a subaward from a recipient to carry out part of a program and may also require a Single Audit if their federal expenditures exceed the threshold.
  • Contractor (Vendor): Provides goods or services for the recipient but does not perform programmatic functions. Contractor payments are not subject to Single Audit requirements, though procurement rules still apply.

Misclassifying these relationships is one of the most common Single Audit findings, so ensure your team understands these roles.

How should grantees select an auditor?

Choosing your auditor is one of the most important procurement decisions your organization will make. You aren’t just hiring an accountant to check your math; you are hiring a technical expert to test your compliance with the complex federal regulations. 

Furthermore, a low-quality audit that is late or gets rejected by the government can put your organization in “high-risk” status and jeopardize future funding. A good auditor, on the other hand, can be a vital, long-term partner in strengthening your internal controls.

When selecting an auditor, follow these best practices:

  • Develop a clear statement of work and timeline
  • Issue a formal Request for Proposals (RFP)
  • Evaluate bids based on experience and qualifications—not just price
  • Ensure the auditor is independent and qualified in Single Audits

Also, remember that auditors who have prepared an organization’s indirect cost proposal or cost allocation plan cannot perform the audit due to conflict of interest.

Where and when do I submit my Single Audit Report?

Completed audit reports must be submitted to the General Services Administration’s Federal Audit Clearinghouse (GSA FAC) within the earlier of:

  • 30 days after receiving the auditor’s report, or
  • Nine months after the end of the fiscal year.

Late submissions can delay reimbursements, trigger added scrutiny, or jeopardize future funding eligibility.

Never miss a compliance update! Get started with our Single Audit Information module. Click to access now.
Federal Grant Audit Checklist

Federal Grant Audit Checklist

0 of 18 items completed (0%)

Financial & Compliance Documentation

Are financial statements prepared in accordance with GAAP?
Do you have a complete Schedule of Expenditures of Federal Awards (SEFA) that aligns with your general ledger?
Are supporting documents—like invoices, receipts, and contracts—organized and accessible?
Have you documented internal controls to prevent fraud and misuse?
Are all account reconciliations current and reviewed regularly?

Resource Management

Are all costs charged to federal awards allowable, reasonable, and necessary under 2 CFR §200.403?
Can you provide accurate time and effort reports for employees working on federal programs?
Are payroll allocations supported by certifications or system-generated reports?
Do you have a process for reviewing indirect cost rates and ensuring alignment with approved cost allocation plans?

Procurement & Subrecipient Monitoring

Does your procurement policy comply with 2 CFR §200.317–§200.327?
Can you provide records of competitive bids or sole-source justifications?
Have you verified subrecipient eligibility and issued compliant subaward agreements?
Do you monitor subrecipients through reports, site visits, or reviews?
Are there procedures for addressing subrecipient audit findings?

Reporting & Record Retention

Are all financial and performance reports accurate and submitted on time?
Are reports reviewed and reconciled before submission?
Do you retain records for at least three years after final reporting per 2 CFR §200.334?
Are electronic records securely stored with restricted access?
Congratulations!
You’re ready for a Single Audit.
Discover more insights with our ultimate guide

Completing this checklist not only helps you prepare for your next audit—it reinforces sound financial management and positions your organization for continued federal funding success.

Best Practices for Managing Federal Grant Audits 

A checklist is only one part of audit readiness. Long-term success depends on strong systems, clear communication, and an organizational mindset built around compliance.

Best practices for audit readiness (as explained below)

1. Implement a Culture of Compliance

Move beyond “audit season” thinking. Build compliance into daily operations across departments—from finance to program delivery. Maintain current policies, update documentation regularly, stay updated on federal grant news, and discuss compliance as part of routine reviews. Also, ensure your grant management tech is compliant by working with product experts.

When compliance is continuous, you’ll always be audit-ready rather than scrambling at the last minute.

2. Embrace Technology for Efficiency

Manual spreadsheets can’t keep pace with today’s complex grant environment. They are prone to typos, broken formulas, and version-control nightmares. More importantly, they lack the clear audit trail required to show auditors who approved an expense and when. This makes it incredibly difficult to prove you have strong internal controls.

Investing in a dedicated fund accounting or grant management system is a cornerstone of modern grant stewardship. These tools are designed to enforce compliance, streamline the process of tracking expenses by specific grants, prevent staff from accidentally coding a cost to the wrong award, and can generate accurate, real-time reports (like the SEFA).

  • Track expenses by grant
  • Automate reports
  • Flag unallowable costs
  • Centralize key records

This technology isn’t just a time-saver; it’s a tangible demonstration to your auditor that your controls are systematic and reliable.

3. Conduct an Internal Mock Audit

The worst time to find a weakness is when the external auditor is sitting in your office! Conducting a “mock audit” or internal self-assessment several months before the real one is the single best way to ensure a “no surprises” experience. Have a staff member—ideally one who is independent of the day-to-day grant accounting—use the official Compliance Supplement to test a sample of transactions.

Review your procurement files, timekeeping records, and subrecipient monitoring checklists. Are the required documents actually there? Is the math correct? This process gives you invaluable time to identify and implement corrective actions for any issues you find. Walking into an audit with a problem you’ve already identified and started fixing is far better than being caught unaware.

4. Focus on the Human Element

A successful audit depends as much on communication and organization as it does on documentation. Your relationship with your auditor should be professional and transparent, not adversarial. Remember, they are on a tight deadline, and a disorganized client costs them time, which can increase your audit fees and strain the relationship.

The key here is to be proactive. Reach out early to clarify timelines and expectations. When they send the “Prepared by Client” (PBC) list, provide all requested materials promptly and in an organized digital format. Also, if you know there’s a problem (e.g., you discovered a misspent cost), don’t hide it. Disclose it proactively, along with the corrective action plan you’ve already put in place. This transparency builds trust and signals that you are a competent, responsible steward of federal funds.


Preparing for a federal grant audit doesn’t have to be daunting. By understanding the Single Audit process, maintaining organized documentation, and promoting a culture of compliance, your organization can approach audits with confidence.

Audits aren’t just a compliance requirement—they’re an opportunity to demonstrate accountability and strengthen your organization’s reputation.

About the Author

Erin Murphy

Erin Murphy, MBA, is the Vice President of Marketing at Thompson Grants, where she leads strategic initiatives to expand the organization’s reach and impact. She leads initiatives that connect grant professionals with expert guidance, training, and tools designed to simplify compliance and strengthen funding strategies. Erin combines her background in marketing with a passion for supporting nonprofits, governments, and institutions as they navigate the complex world of grants management.

You’ve got federal funds—we’ve got your back. Join the Single Audit Information Service and turn compliance from stressful to second nature. Click to start your trial.
by Erin MurphySeptember 18, 2025

Nonprofit Organization Financial Grant Resources: A Guide

Grants offer a powerful way for nonprofit organizations to advance their missions, but they are much more than just another source of funding. Beyond providing essential financial support, securing a grant lends credibility to your work and increases your visibility among stakeholders. Plus, grants can provide a stable foundation for financial sustainability and help diversify your revenue streams, unlike individual donations or earned income, which often fluctuate. 

However, this stability comes with expectations. Successfully winning and managing grants requires significant effort, a clear strategy, and a firm commitment to compliance. This guide will walk you through the resources and best practices needed to navigate the grant landscape effectively.

Need to find your best-fit funding? Access over 180,000 Grantor Profiles in one simple solution. Click to try Grantscape.

Types of Grants and Funding Sources

Navigating the grant landscape begins with understanding the different types of funders and the grants they offer. Each source has unique motivations, requirements, and benefits, so knowing where to look is key to building a successful grant strategy. The four primary sources of grant funding for nonprofits are government agencies, private foundations, corporations, and community foundations. Let’s explore these deeper:

Types of grants and funding sources (as explained below)
  • Government grants are available at the federal, state, and local levels. These grants use public funds to address specific societal needs, from public health to infrastructure. Federal grants, often found on platforms like Grants.gov, are typically large but come with strict compliance and reporting rules. State and local grants are usually smaller and more focused on regional issues, but they still demand rigorous oversight. While complex, government funding can provide significant, long-term support for programs that align with public priorities.
  • Private foundations are non-governmental entities established to support charitable activities via grants. This category includes independent foundations (often funded by a single family, like the Bill & Melinda Gates Foundation), which pursue specific missions, and operating foundations, which run their own charitable programs. Private foundations offer more flexibility than government grants and often seek innovative solutions to social problems. Building relationships with program officers is often crucial for securing funding.
  • Corporate giving programs are managed by for-profit companies as part of their corporate social responsibility (CSR) initiatives. Funding priorities are frequently aligned with the company’s industry, values, or geographic footprint. These grants may come with co-marketing opportunities and employee volunteer engagement, offering benefits beyond just financial support.
  • Community foundations and regional funds pool donations from various sources to support a specific geographic area. They possess deep knowledge of local challenges and award grants to nonprofits addressing those needs. For organizations with a strong local focus, community foundations are an excellent resource, as they are invested in seeing their immediate area thrive.

List of Key Financial Grant Resources for Nonprofits

Finding the right grant opportunities requires knowing where to look. The internet is filled with databases and directories, but a targeted approach will save you time and increase your chances of success. That’s why we’ve curated a list of essential resources, from comprehensive federal portals to niche foundation directories, designed to help you find funding that aligns with your mission.

Featured Resource: GrantScape

GrantScape brings unparalleled advantages to nonprofits searching for funding. First and foremost, GrantScape helps you uncover new funding opportunities by offering the most comprehensive and up-to-date grant database available. Its powerful filters let you customize your grant alerts so you can choose what types of grants you want to see and how often you’re notified—and only the most relevant opportunities get delivered directly to your inbox.

What truly sets GrantScape apart is its level of detail: it covers far more data points and grant opportunity details than any other source, helping you drill down to the grants that matter to you. Never miss a deadline again, thanks to automatic notifications for upcoming submission dates. Its robust search tools ensure you’re seeing the full landscape—not just a limited subset—broadening your access to available grants.

Plus, GrantScape’s save and share features make team collaboration simple: save opportunities, download details, and circulate them among stakeholders with ease. You’ll gain access to elusive information on private funders, giving you deeper insights into potential funding sources. 

Whether you’re just getting started or looking to refine your grant strategy, GrantScape makes it simple to identify the best-fit opportunities and move ahead with confidence.

Need to find your best-fit funding? Access over 180,000 Grantor Profiles in one simple solution. Click to try Grantscape.

Federal / Government Resources

Grants.gov

As the official, centralized portal for all U.S. federal grant opportunities, Grants.gov is an essential starting point for any nonprofit seeking government funding. It consolidates listings from every federal agency into a single, searchable database. You can search for grants by keyword, category, or agency and subscribe to receive notifications for new opportunities that match your criteria. Its true value lies in being a one-stop shop for the entire federal application process, from finding the announcement to submitting your final proposal.

SAM.gov Assistance Listings

The System for Award Management (SAM.gov) features Assistance Listings, the official catalog of all federal financial assistance programs. This resource goes beyond grants to include loans, insurance, and other types of support. 

Nonprofits can use SAM.gov to research the full scope of federal aid available for their sector. By searching the listings, you can identify relevant programs, understand their objectives, and learn about eligibility requirements before a specific funding opportunity is even announced, giving you a strategic head start.

USA.gov Grants and Loans

For those new to federal funding, USA.gov provides a clear and simple guide to the landscape. It explains the different types of government funding and helps you determine if your organization is eligible. 

While it doesn’t host applications itself, USA.gov serves as a trusted directory, leading you to official channels like Grants.gov. Also, it demystifies the complex world of federal aid and prevents nonprofits from falling for scams or misleading third-party sites.

Private and Foundation Resources

Candid’s Foundation Directory Online (FDO)

FDO is a premier subscription-based database for researching private foundations. It provides detailed profiles of U.S. foundations, including their giving priorities, past grantees, and key decision-makers. 

Nonprofits use FDO to create highly targeted prospect lists by filtering foundations based on subject area, geographic focus, Form 990 data, and grant size. Its power is in the depth of its data, allowing you to move beyond basic searches and truly understand a funder’s patterns and preferences.

ProPublica Nonprofit Explorer

ProPublica’s Nonprofit Explorer is a free, searchable database of nonprofit tax filings. It offers a user-friendly interface for quickly looking up a foundation’s financial details, including total assets and annual giving. It’s a quick and efficient tool for conducting initial due diligence on potential funders or researching organizations similar to your own to see who is funding their work.

Community Foundation Locator

Hosted by the Council on Foundations, this directory helps you find community foundations serving your specific geographic area. These foundations focus on local needs and are often more accessible than large national funders. By using the locator to identify and research your regional community foundation, you can tap into a vital source of local support and build relationships with funders invested in your immediate community.

Corporate and Other Resources

Double the Donation

While primarily known for matching gift software, Double the Donation’s database is also a valuable resource for identifying corporate giving programs and volunteer grants. Many companies offer grants to organizations where their employees volunteer. Nonprofits can use this resource to discover new corporate partners and unlock revenue by encouraging their existing volunteer base to apply for these grants on their behalf.

Charity Navigator’s Corporate Giving Resources

Charity Navigator provides guidance and curated lists of top corporate social responsibility (CSR) programs. This resource helps nonprofits understand what motivates corporate funders and identify companies whose values align with their own mission. It’s a great tool for researching potential corporate sponsors and finding links to their giving program guidelines and application portals.

America’s Charities

This organization helps connect nonprofits with workplace giving campaigns. By becoming a member of America’s Charities, organizations gain access to a network of corporate partners and their employee engagement programs. This provides a streamlined way to receive funding from thousands of employees through payroll deductions, expanding your donor base and securing a consistent source of revenue.

Sector-Specific Resources

National Endowment for the Arts (NEA) Grants

The NEA is the primary federal agency supporting arts and culture organizations across the United States. Its website is the go-to resource for nonprofits in the arts sector seeking federal funding. The NEA offers grants for specific projects, from dance performances to public art installations, and provides detailed guidelines to help organizations prepare competitive applications.

National Institutes of Health (NIH) Grants

As the world’s largest public funder of biomedical research, the NIH is the essential resource for nonprofits in the medical and public health fields. Its website offers a comprehensive database of funding opportunities for research, training, and career development. Organizations can search for grants related to specific diseases or health topics and find extensive resources to guide them through the rigorous application process.

Chronicle of Philanthropy Grants Listings

The Chronicle of Philanthropy, a leading news source for the nonprofit world, maintains a regularly updated list of grant opportunities from major foundations and corporations. This resource is valuable for staying current on new funding initiatives and RFPs (Requests for Proposals). Subscribing to their updates ensures you are among the first to know when a new grant that fits your mission becomes available.

How to Choose the Right Grant Opportunities

Finding grant opportunities is only the first step; selecting the right ones is what leads to success. A disciplined evaluation process prevents wasted effort on applications that are a poor fit. Before you start writing, assess each opportunity against four critical criteria.

  1. Ensure strong mission and program fit. The proposal must directly support your existing, board-approved programs and strategies. If you find yourself having to invent a new program just to qualify for the funds, it’s not the right grant. Chasing money that pulls you away from your core mission is a common pitfall that can strain resources and dilute your impact.
  2. Honestly evaluate your capacity and compliance readiness. Do you have the staff bandwidth to manage the grant’s reporting requirements? Are your data collection and documentation systems prepared for the funder’s demands? Even a perfectly aligned grant can lead to failure if your organization lacks the internal capacity to manage it effectively.
  3. Gauge financial alignment. You’ll need to scrutinize budget allowability and funding mechanics closely. Start by mapping your project costs to the funder’s categories, checking for disallowed expenses, and understanding any cost-share requirements or caps on indirect costs. 
  4. Conduct a quick time and return-on-investment (ROI) check. Estimate the hours required to write the proposal—typically 15-25 for foundation grants and over 80 for complex federal grants. Weigh that effort against your realistic probability of winning by reviewing the funder’s 990s to see their past grantees and average award sizes. This simple go/no-go decision will save your most valuable resource: time.

Best Practices for Managing Grant Funding

Strong post-award management ensures compliance, builds trust with funders, and sets the stage for future support. A structured approach from start to finish is key to navigating this process effectively.

Set up your grant management structure before the funds even arrive. Create restricted codes in your accounting system to track spending, build a reporting calendar with all due dates and owners, and clearly assign roles for the program lead, finance lead, and grant manager. Once the award is official, hold a kickoff meeting to review the project scope, budget rules, data collection plan, and any match or procurement requirements.

Also, be sure to implement firm spending controls and documentation practices. Require pre-approval for major costs, meticulously save all receipts and timesheets tied to grant codes, and separate financial duties to ensure accountability. 

Monitor your budget closely with monthly reviews comparing actuals to projections, and track your burn rate to stay on course. If issues arise, proactive reporting with clear narratives and clean financials is crucial for maintaining funder confidence.

Grant Closeout Best Practices

Don’t drop the ball as you approach the grant closeout phase! Ensure your team:

  • Archives all records: Ensure that every document, receipt, report, and communication related to the grant is securely stored. This helps prepare your organization for future audits and simplifies information retrieval for renewals or new applications.
  • Holds a debrief meeting: Bring together your team to discuss what went well and what challenges arose during the grant period. Document these lessons learned to improve your processes for future funding opportunities.
  • Expresses gratitude to the funder: Send a thoughtful thank-you letter or email to show appreciation for their support. Highlight key outcomes from the grant and your plans for ongoing impact, strengthening the relationship for possible future funding.
  • Plans for next steps: Use the closeout phase to outline logical next actions, such as applying for renewal, seeking multi-year support, or exploring new funding partnerships based on your experience.

As you build your repertoire of nonprofit financial grant resources, keep in mind that new opportunities emerge every day. To stay updated, check out our Grants News and subscribe to Grants Compliance Expert. That way, you’ll never miss the perfect funding opportunity for your nonprofit, and you’ll have the tools needed to manage funding.

Discover the grants that help you grow with Grantscape! Click to start searching today.
by Erin MurphyFebruary 27, 2025

Mastering Grant Compliance: An Ultimate How-To Guide

Navigating the complexities of grant compliance is no small task. For organizations receiving grants, it’s crucial to adhere to regulations and requirements to ensure continued funding, reduce risks, and avoid penalties. However, with shifting priorities under the new administration, staying compliant can feel like a moving target.

This guide will walk you through the fundamentals of successful grant compliance, including:

Grant Compliance FAQ

Best Practices for Ensuring Grant Compliance

How to Find Grants Compliance Resources

Stay compliant. Stay confident. Grant Compliance Expert has you covered with real-time insights. Click to get started.
Continue reading “Mastering Grant Compliance: An Ultimate How-To Guide”
by Timika RileyAugust 8, 2023

Effectively Training Your Higher Education Staff on Grant Rules and Regulations

Compliance with federal governmentwide grant requirements and awarding agency policies and directives are critical for institutes of higher education (IHE). These grants often provide institutions with essential funding for research, student support services, and more. Failure to comply with the terms and conditions of these grants can potentially lead to severe consequences, including the repayment of funds and legal action. That’s why all staff members and faculty involved in grant management should undergo training and stay up-to-date to maintain compliance. IHEs often receive awards from multiple agencies, which necessitates keeping abreast of the requirements and policies of each funding agency. A comprehensive training program can offer both new and experienced members of your college or university the tools they need to succeed when implementing your programs using federal grant funding.

Be aware that managing a grant is not solely the responsibility of the IHE accounting or financial department or program officer. Numerous participants contribute to overseeing a grant-awarded project or program, including sponsored program administration, research administration, budget preparers, project managers, and more. In larger institutions, department chairs also hold a crucial role in determining the level of staff involvement in research and development. They also play a vital role in securing seed funding for faculty to compete effectively for external funding. In smaller institutions, academic deans often take on this responsibility. Ensuring compliance is a multifaceted effort that involves various departments. 

For IHEs that receive federal funding through Title IV, effectively overseeing financial reporting and recordkeeping can be a top priority. These funds significantly impact the institution’s budget because they represent a substantial source of revenue. They support various research projects, educational programs, and services, including student financial aid, academic support services, and institutional infrastructure. Failure to comply with Title IV regulations can lead to penalties, including fines, sanctions, or loss of access to these funds.

For IHEs that receive Department of Education grant funding, here are some key considerations and programs:

  • Drug-free schools and campuses regulations: IHEs must certify that they have implemented programs to prevent the use of illicit drugs and the abuse of alcohol by students and employees.
  • Free inquiry rule: IHEs must offer First Amendment protections and take action to prevent discrimination.
  • Higher Education Emergency Relief Fund (HEERF) program: Many IHEs received greatly needed COVID-19 emergency relief funding through HEERF and are continuing to take steps to manage these funds effectively.
  • Federal mandates: IHEs must comply with mandates from the Department of Education and other federal agencies under various laws.
  • Emergency Assistance to Institutions of Higher Education: This program provides emergency assistance to institutions and students and has its compliance requirements.
  • Title III Part A Programs – Strengthening Institutions: This program helps IHEs to become self-sufficient and expand their capacity to serve low-income students by providing funds to improve and strengthen their academic quality, institutional management, and fiscal stability.
  • Predominantly Black Institutions Program: IHEs must meet basic and program-specific eligibility requirements to qualify for funding under this program.
  • Educator Preparation Program: IHEs offering educator preparation programs must comply with state-specific regulations, including licensure endorsement requirements.

Another vital agency that awards grant funds to IHEs is the National Institutes of Health (NIH) within the Department of Health and Human Services. NIH is crucial in advancing scientific research and promoting educational opportunities for students. In addition to federal statutes, regulations, and appropriations acts, IHEs must adhere to ethical guidelines to ensure that research is conducted safely and responsibly and that the work is impactful and trustworthy.


Register for the Virtual Federal Grants Forum for Institutions of Higher Education: September 13-14, 2023

Various tools and resources help grantees stay in compliance, such as the HECA Compliance Matrix. This helpful tool highlights critical federal laws and regulations that colleges and universities must follow to ensure they operate within legal limits. Understanding the intricacies of these laws can be challenging, but with the Compliance Matrix, it’s all laid out in an easy-to-read format, complete with concise summaries of each requirement. Aside from online tools, customized training programs are the most effective way to ensure your institution maintains compliance. Through targeted grants training, teams can become more adept at understanding and adhering to complex regulations, enabling them to build more efficient systems and processes. Not only does this result in better compliance with grant guidelines, but it can also lead to more successful grant applications. Investing in customized grants training for your team can help you leverage these benefits and successfully manage your grants program.

By taking advantage of customized, expert-led grants compliance training for your IHE staff from our experienced consultants here at Thompson Grants, you can guarantee that your institute is one step ahead in meeting its obligations and furthering its mission. Our training provides an easy way to bring your employees up to speed on critical information, such as key requirements and guidance for compliance with applicable laws and regulations – all while providing support along the way.

1US Department of Education (ED). (2023, March 13). President’s FY 2023 budget request for the U.S. Department of Education. Home. https://www2.ed.gov/about/overview/budget/budget23/index.html

Please note: This blog post is not official or legal guidance. Recipients should consult the federal awarding agency regarding whether the Uniform Guidance applies to a particular federal award. Subrecipients should consult with the pass-through entity. Thompson Grants is not a grantmaking organization and does not award grants.

by Timika RileyJuly 12, 2023

Preserving Trust and Accountability: The Importance of Grants Integrity for Every Grants Professional

Integrity is the foundation of any successful organization, especially in grants management. Grants are a critical source of funding for many nonfederal entities, and taking steps to oversee grants administration effectively is essential to ensuring that funds are used correctly, efficiently, and in compliance with all applicable regulations. When applying for a grant or cooperative agreement, nonfederal entities generally know their applications will be judged on recipient risk and the proposal’s merits. Recipient integrity is just as important when awarding agencies evaluate who will receive an award for financial assistance.

In this blog, we will discuss the importance of maintaining grant integrity and the steps that program managers and grant managers can take to ensure they maintain proper program compliance integrity. Readers should be aware that the Office of Management and Budget (OMB) is considering potential revisions to the uniform guidance and other guidance within Title 2 of the Code of Federal Regulations during 2023, which could ultimately affect requirements related to program integrity once this year’s revisions become effective.

Upholding Ethical Standards: The first step in maintaining grant integrity is ensuring that your entity supports ethical standards in all operations. This includes adhering to the highest standards of conduct regarding financial reporting, recordkeeping, and hiring and training personnel. Ethical conduct is essential for maintaining the trust of donors and the public and ensuring that your organization follows all applicable regulations and guidelines.

Complying with Regulations: Grants are subject to a myriad of regulations and policies at the federal, state, and local levels. As a result, program and grant managers must stay current on these regulations and policies and take steps to ensure that their organizations comply with all applicable rules. Failure to comply with regulations can result in losing funding, negative press coverage, and even legal action.

Proper Governance: Organizations like non-profits must have appropriate governance structures to maintain grant integrity. This includes having a board of directors overseeing the organization’s finances, operations, and compliance with regulations. Good governance also requires that entities have a robust system of internal controls in place to prevent fraud, waste, and abuse.

Grant Reporting: Accurate and timely reporting is a crucial component of grants management. Grant managers must ensure that all reporting requirements are met and that all financial and programmatic information is accurate and complete. Failure to meet reporting requirements can result in the loss of funding and can damage an entity’s reputation.

Ongoing Monitoring: Finally, maintaining grant integrity requires constant monitoring of an entity’s operations, finances, and compliance with regulations. This includes conducting regular internal audits and risk assessments and taking corrective action when necessary. By staying vigilant and taking proactive steps to maintain integrity, grant managers can help ensure that their entity uses grant funding for its intended purposes and comply with all applicable regulations.

In conclusion, ensuring grant integrity is crucial for any entity that receives grant funding. Upholding ethical standards, complying with regulations, implementing appropriate governance mechanisms, conducting accurate and timely reporting, and constant monitoring are all vital elements of maintaining grant integrity. To help grant managers maintain compliance and stay aware of the latest grant developments, visit thompsongrants.com to access our resources. Thompson Grants offers valuable tools and information to help organizations manage grants confidently and successfully. Explore our resources now and take your grant management to new heights!

Please note: This blog post is not official or legal guidance. Recipients should consult the federal awarding agency regarding whether the Uniform Guidance applies to a particular federal award. Subrecipients should consult with the pass-through entity. Thompson Grants is not a grantmaking organization and does not award grants.

by Timika RileyJuly 12, 2023

Stay Ahead of the Curve: Top Strategies for Meeting Grant Requirements and Maintaining Compliance in 2023

It is vital for recipients of federal financial assistance to meet regulatory requirements and ensure the effective and efficient use of federal funds for their intended purpose ― to benefit the public. While this can be daunting, non-compliance with the Uniform Guidance can result in costly penalties, such as the revocation or reduction of grant funding, and the potential suspension or debarment from federal funding opportunities in the future, which could damage an organization’s reputation. In this blog, we will explore the importance of successful compliance in managing federal grants and how to achieve it. 

Here are five key steps for successful grant compliance:

  1. Understand the Grant Agreement: Before managing any grant funds, it’s crucial to understand the grant agreement fully. The grant agreement is a legal financial assistance instrument between a federal awarding agency and a nonfederal entity. Before grantees accept award funds, they should carefully review the terms and conditions of the grant, including the reporting and compliance requirements and any potential exceptions under the grant program as allowed by federal statute. Understanding the grant agreement increases the likelihood that grant recipients will comply with the terms and conditions of the award and encourage program success.
  2. Implement a Compliance Plan: Once the grant agreement is understood, grantees should develop an internal compliance plan. A compliance plan, in writing, provides an overview of the grant requirements, the timeline for each requirement, personnel responsibilities, the importance of recordkeeping, how compliance will be monitored, and the potential consequences of an audit finding for noncompliance.
  3. Provide Regular Training: According to an annual grants managers’ survey conducted by REI Systems, NGMA, and George Washington University, grant management training remains a top priority for organizations. All employees involved in grant-funded activities should receive regular training on grant requirements and the organization’s compliance plan. Training should include reviews on overall grant compliance, financial management, procurement, sub-recipient monitoring, and record-keeping; this training is especially critical for new employees. Even highly experienced professionals in the field should regularly attend training to stay current with the ever-changing regulatory environment and to remain compliant.
  4. Maintain Accurate Records: Expenditures of federal funds require grantees to keep comprehensive records for all grant-related activities. Documents must be complete and detailed so the organization can efficiently respond to audits or requests for information from funding agencies. Additionally, accurate recordkeeping increases transparency and accountability in the grantee’s organization between agencies and the public.
  5. Conduct Regular Monitoring and Internal Audits: The Uniform Guidance at §200.501 requires nonfederal entities to have a system of internal controls to ensure compliance with federal regulations and the terms of the grant agreement. Although not required under the Uniform Guidance, internal audits can be a critical part of maintaining a robust internal control system, and organizations should consider conducting such internal reviews regularly to ensure the effectiveness of the control environment. Grantees should review the requirements outlined in the grant agreement and consider the organization’s risk assessment when determining the frequency of internal audits.

Complying with federal grant regulations is of utmost importance to ensure the success of a grant program. By following these five critical components outlined in this blog, grantees can better manage their federal funds and reduce the risk of penalties or serious single audit findings. It is important to remember to continuously plan, communicate effectively, conduct regular training, monitor progress and maintain accurate records throughout the grant’s lifespan. With over four decades of experience, Thompson Grants can assist your team by providing comprehensive and easily understandable compliance guidance. Learn how to manage your federal funding like a pro. Contact Thompson Grants today.

Please note: This blog post is not official or legal guidance. Recipients should consult the federal awarding agency regarding whether the Uniform Guidance applies to a particular federal award. Subrecipients should consult with the pass-through entity. Thompson Grants is not a grantmaking organization and does not award grants.

THOMPSON GRANTS

COMPLIANCE

TRAINING

RESOURCES

TOP BLOGS

CONTACT


HELP

Copyright © Thompson Grants, a division of CBIS. All rights reserved.