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All CHCF grants and contracts include deliverables and reporting (in some cases the deliverable is an invoice detailing services provided). View our Reporting Guidelines for more information.
Frequently Asked Questions
If you have a question that is not addressed below, please contact grants@chcf.org.
Q1. If I have a problem or question about completing the Foundation’s financial reporting form, whom should I contact?
A1. Contact Lisa Kang, CHCF grants director, at grants@chcf.org. or 510.238.1040 ext. 113.
Q2. What are the guidelines for submitting a re-budget request to CHCF?
A2. Permission to make any major changes in the approved budget (line items added or deleted or transfers among line items that amount to $1,000 or 10 percent of the approved line item amount, whichever is larger) must be requested in writing, and CHCF approval obtained before such changes are implemented. The request should include enough information for CHCF to determine if the adjustment is appropriate. Example: The approved project budget included a travel budget of $25,000. The project is implemented and more project activities are handled by conference call than by actual travel but also there is a greater need for personnel to follow up on a survey. The grantee wants to shift $10,000 from the travel category to the personnel category. A formal request directed to CHCF program staff is required.
Q3. The deliverable on my project will be delayed. Do I need to notify CHCF of that delay?
A3. Yes. It is the grantee/contractor’s responsibility to notify CHCF about delays in project deliverables. This can be handled informally for short delays (by phone or email). Generally a delay of 30 days or more requires a written request to CHCF for a no-cost extension. This request should state the reason for the delay and the new date that project deliverable(s) can be expected. Based on your correspondence and discussion with CHCF staff, a no-cost extension letter may be processed. If a payment is contingent on a delayed report, changing the date of a deliverable will affect the date the contingent payment will be released. If a no-cost extension is processed, it will outline the new dates for the deliverable(s) and contingent payment(s). The no-cost extension letter becomes a binding revision to the original agreement. Note: In some cases CHCF may delay a project. If that happens, CHCF will be responsible for notifying the grantee of the new timeline and deliverable schedule for the project.
Q4. What is the process for transferring a grant from the original grantee to a new entity?
A4. The first step is to notify CHCF staff in writing why there is a need to transfer the grant and what impact, if any, the change will have on the project. If the transfer is approved by CHCF, the existing grant must be closed out prior to the transfer. Any overdue reporting must be received before an existing grant can be closed, and CHCF must receive a final financial report of grant funds spent to date and a copy of the check transferring any remaining funds to the new entity. The project director provides CHCF with contact information and tax ID information for the new organization that will be responsible for the grant. Following receipt and review of financial close out from the original grantee, the CHCF grants department will notify the new entity that the transfer is complete. The transfer may include a revised timeline and deliverable and payment schedules.
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