The first step in project compliance is thoroughly reading and understanding your grant agreement — including all conditions, reporting timelines, eligible and ineligible expenses, and any restrictions on how funds may be used. Many organizations skip this critical step and discover compliance gaps mid-project when it is costly to correct. Set up a project tracking system from day one — a simple spreadsheet that maps your approved workplan milestones against actual progress, with columns for completion status, notes, and evidence collected. Maintain meticulous financial records from the first day you receive funds: keep receipts, separate grant funds from operating funds where required, and reconcile your spending against the approved budget monthly.
Narrative reporting — whether interim or final — should tell the story of your project’s progress honestly and compellingly. Proactive communication with funders is one of the most underrated compliance strategies. If your project encounters a delay or change in scope, contact your funder before the reporting deadline — do not wait until the report is due to disclose problems. Most funders will work with you if you communicate early and honestly. Know what to do when things go off-plan: document the reason for the change, assess the impact on deliverables and budget, and request a project amendment if required. SMAJ’s compliance and reporting team can manage all of these functions on your behalf — keeping your organization in good standing with every funder, every reporting period.