PBIF Reporting

All grantees are required to submit reports and other information to LSC. Pro Bono Innovation Fund grantees have additional reporting requirements that must be submitted to LSC by the due dates provided as part of the acceptance of the award.

Reporting Overview

All Pro Bono Innovation Fund (PBIF) that must be submitted to LSC by the due dates provided as part of the acceptance of the award:

  1. A progress report that provides information on the grant effort.

  2. A report on spending on your grant.

Here is an example of what a 24-month PBIF grant looks like:

Example of 24-month PBIF report

The format of your report will depend on your grant year. Recipients of PBIF grants awarded before 2021 will follow a different reporting process and format than PBIF grants awarded in 2021 or later cycles. The reporting process for each is outlined below.

PBIF Grant Recipients (2018-2020)
Progress Reports

Per the Special Grant Terms and Conditions, grantees are required to submit Progress Reports every six months throughout the duration of the grant. These Progress Reports seek to gauge progress and assess the implementation of PBIF grant deliverables within the reporting period. Typically, Progress Reports consist of the following items:

  • Milestone and Narrative Questions

  • Financial Report

  • Narrative Report (for FINAL Progress Reports only)

Pro Bono Innovation Fund grantees can expect to receive their individualized templates on or around the reporting period end date via email. To submit a completed Progress Report along with any relevant materials (e.g., resumes, MOUs, marketing materials, press releases, etc.), grantees will use the submission link provided in the same email.

Grantees receive four weeks to complete a Progress Report, which includes the Milestone Report and Financial Report. Grantees receive an additional four weeks (a total of eight weeks) to complete a FINAL Progress Report, which includes a Milestone Report, Financial Report, and Final Narrative Report.

Payment Schedule

Pro Bono Innovation Fund grantees receive an initial payment at the start of the grant term. Subsequently, they receive grant payments upon approval of a timely submitted Progress Report that shows satisfactory progress on project activities. Any delay in submitting your Progress Report may result in a delay in grant payment.

PBIF Grant Recipients (2021 and Beyond)
Progress Reports

Per the Special Grant Terms and Conditions, grantees are required to submit Progress Reports every six months throughout the duration of the grant. For PBIF grants that started in 2021, these reports will be submitted through LSC's unified grants management system, GrantEase. While Progress Reports and Payment Requests must be submitted every six months through the duration of the grant, they are initiated, completed, and submitted separately in the system.

At a high level, Progress Reports are focused on grant implementation and accomplishments made during the reporting period. To assist grantees with preparing their Progress Reports, the Pro Bono Innovation Fund Team has developed a Resource Guide. Additionally, a webinar was held to review the guidance, walk through GrantEase, and answer any questions.

PBIF grantees must submit Progress Reports no later than 30 days after each reporting period end date.

Payment Requests

Per the Special Grant Terms and Conditions, grantees are required to submit Payment Requests every six months throughout the duration of the grant. For PBIF Grants that started in 2021, these requests will be submitted through LSC’s unified grants management system, GrantEase. Grantees will provide LSC with Special Grant expenditures made during the payment period. The system will not allow grantees to request payments that exceed approved budget categories without prior approval from LSC. Grantees do not need to upload receipts or other documentation to support the Payment Request. 

While Progress Reports and Payment Requests must be submitted every six months throughout the duration of the grant, they are initiated, completed, and submitted separately in the system. However, any delay in submitting your Progress Report may result in a delay in grant payment. You may request and be approved for advance payments under special circumstances. Please reach out to your PBIF Program Counsel for more information.

To assist grantees with preparing their Payment Requests, the Pro Bono Innovation Fund Team has developed a Resource Guide. Additionally, a webinar was held to review the guidance, walk through GrantEase, and answer any questions. 

PBIF grantees must initiate Payment Requests of expenses incurred no later than 30 days after each reporting period end date. 

Modification/Amendment Overview

Implementation of your grant effort can often require changes and adjustments to your original approved plan. To support Pro Bono Innovation grantees in remaining nimble in their implementation efforts, PBIF allows for the amendment or modification of your grant effort’s goal, objectives, milestones, and budget allocations.  

The format of your request and required submissions will depend on your grant year. Recipients of PBIF Grants awarded before 2021 will follow a different process and format than PBIF Grants awarded in 2021 or later cycles. Recipients of PBIF Grants awarded in 2021 or later cycles will follow a new set of processes for submitting Progress Reports and Payment Requests through GrantEase, LSC’s unified grants management system. Recipients will also request modifications and extensions through the system. Guidance on these new policies and procedures is outlined below.
 

PBIF Grant Recipients (2018, 2019, 2020)
Project Plan Modification

Per the Special Grant Terms and Conditions, if you wish to modify your Project Plan (e.g., move, alter, or eliminate Goals, Objectives, or Milestones) in any way, you must email your PBIF Program Counsel for your Special Grant. Grantees must make Project Plan changes before the end of the reporting period in which the change is scheduled to be completed.

Budget Modification

Per the Special Grant Terms and Conditions, PBIF grantees may make non-material changes to their Special Grant budget but must obtain LSC’s preapproval when:

  • Cumulative Changes exceed 10 percent of the total grant amount and $10,000.00;

  • Changes to an individual line item in the budget exceed 20 percent of the affected line item;

  • Changes to the scope of the project are made.

If you need to modify your budget, you must submit a request in writing via email to your PBIF Program Counsel. In the email, please state 1) what allocations you are proposing to modify in the budget and 2) what caused the need for the budget modification. The PBIF Program Counsel will notify you of the approval or disapproval, and if approved, a modified budget will be created and shared.  

If you discover a budget variance for which you should have requested LSC’s preapproval but did not, please contact your PBIF Program Counsel immediately. 

No-Cost Extension

PBIF grantees may request a no-cost extension per the Special Grant Terms and Conditions. This allows the grantee additional time beyond the grant term to continue accomplishing Special Grant goals and expending grant funds at no additional cost to LSC. To initiate a formal request, you must notify your PBIF Program Counsel via email at least 30 days before the end of the grant term. Your PBIF Program Counsel will ask for written programmatic justification, a revised Project Plan for the proposed period of the extension, and a revised overall budget. All no-cost extensions will require LSC management approval. 

PBIF Grant Recipients (2021 and Beyond)
Performance Plan Modification

Per the Special Grant Terms and Conditions, PBIF grantees may initiate modifications of any approved Goal, Objective, and Milestone within GrantEase.

  • Modifications to Goals or Objectives, if approved, will result in the issuance of a new Grant Award requiring signatory approval of grantee leadership (Executive Director and Board Chair).

  • Modifications to Milestones do not result in a new grant agreement.

To initiate a Performance Plan Modification, you must email your PBIF Program Counsel for your Special Grant.

Budget Modification

Per the Special Grant Terms and Conditions, PBIF grantees can initiate modifications of an approved budget within GrantEase. Modifications that require a movement of funds in any amount from one “category” to another, if approved, will result in the issuance of a new Grant Award requiring signatory approval of grantee leadership. 

The four budget categories in GrantEase are 1) Personnel; 2) Project Expenses; 3) Contracts and Subgrants; and 4) Indirect Costs. Modifications within a single category do not result in the issuance of a new grant agreement. 

To initiate a Budget Modification, you must email your PBIF Program Counsel for your Special Grant. 
 

Grant Term Modification

Per the Special Grant Terms and Conditions, PBIF grantees may request a period (grant term) amendment. This amends the grant timeline and allows the grantee additional time beyond the grant term to continue accomplishing Special Grant goals at no cost to LSC. 

To initiate a Grant Term Modification, you must email your PBIF Program Counsel for your Special Grant.
 

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Should you have any questions or need assistance, please reach out to the PBIF team.

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