As a CHCF grantee, you may be required to submit progress and financial reports. Additionally, if you plan to publish with CHCF, you are required to submit a detailed outline of your paper before you begin writing and adhere to the Grantee Publication Checklist available below.
Guidelines and templates are provided below. Please refer to your grant or contract agreement for specific requirements and submission deadlines. All reports should be submitted online through CHCF’s Grants Portal.
It is the grantee’s responsibility to notify CHCF about any delays in reporting. If the delay changes the end date of the project, a no-cost extension must be requested.
Progress Reports
Progress reports provide information on the activities, challenges, and accomplishments of a project. Progress reports are not meant for publication.
Financial Reports, Invoices, and Expense Reports
CHCF typically requires financial reports for projects for which a line-item budget was submitted and approved. Financial reports should be completed using CHCF’s Financial Report Template (link below) or a similar spreadsheet. The first column of the report should reflect the approved budget for the project. If the template does not provide enough lines for each budget item, please insert additional lines and use additional pages rather than combine line items. (Note: Any line-item changes in excess of 10% or $1,000 must be approved by CHCF. Refer to your grant agreement for details.)
- CHCF Financial Report Template (Excel) for nonprofit entities (unless an invoice is requested). Refer to your grant agreement.
CHCF requires invoices and/or expense reports for grants and contracts that are fee for service (time and materials) or fixed fee. Please refer to your grant or contract agreement for details.
- Invoice templates (select one):
- CHCF Fee for Service Invoice Form (Excel) For consulting firms with multiple staff billing for services based on number of hours provided.
- CHCF Fixed Fee Invoice Form (Excel) For engagements that are fixed fee based on deliverables provided or other fixed terms.
- CHCF Combined Invoice and Activities Form (Excel) For independent contractors who are not separately providing activity reports. Includes date of services provided, number of hours billed, and a brief description of activities.
- CHCF Expense Report Form (Excel) should be submitted along with receipts for out-of-pocket expenses. Original receipts are preferred.
CHCF Publications
Grantees who are planning to publish with CHCF are required to submit a detailed outline as a deliverable and adhere to the CHCF manuscript style guidelines provided in the Grantee Publication Checklist. Grantees are required to submit the completed checklist with their manuscript.
Other Forms and Guidelines
- California Tax Withholding Notice (PDF) should be submitted to for-profit organizations and individual consultants located outside of California.
- CHCF Travel and Expense Guidelines for Grantees, Contractors, and Consultants (PDF): All grantees, consultants, and contractors who use CHCF funds for expenses must adhere to this policy.
- Logo and Guidelines: The California Health Care Foundation’s brand includes our iconic logomark and clean logotype. We offer this self-serve page for grantees and other partners to easily access our logo files for sanctioned applications.
Questions about these resources may be directed to CHCF Grants Administration.