Reporting Requirements

RSF requires annual narrative and financial reports for all core and pipeline grants. For two-year grants, the interim report is due one year after the start of the grant and the final reports for all grants are due two months after the grant end date. For a two-year grant, the second payment will be released once the interim reports are approved.

The narrative reports must be completed by the Principal Investigator and should detail the progress of the project during the reporting period and include information on any media mentions, articles, presentations, or other materials associated with the project.

Annual budget reports must be completed by a designated representative of the Organization on the RSF budget template provided in the grantee portal and show actual expenditures against the approved budget categories and the balance on the Grant. Organization representatives should contact grantsmgt@rsage.org to request access to the reports in the grantee portal. Any substantive deviations from the original budget that were not approved by RSF must be explained as part of the reporting and typically require a budget reallocation request.

All reports must be submitted via rsf.fluxx.io. Please see attached document for instructions: [link]

How can I request an extension for my report(s)?

Extensions for reports are granted on a case-by-case basis. If you need an extension, please contact us at grantsmgt@rsage.org with your request prior to your report’s due date.

What happens if a report is not submitted by its due date?

Failure to submit reports in a timely manner could lead to delayed grant payments. If you don’t think you will be able to submit a report by its due date, please contact us at grantsmgt@rsage.org to request an extension.

Where can I find the template for the financial report?

Navigate to the appropriate report in the grantee portal. The financial reporting template can be found in the section "Reporting Template for Download."

Does an interim financial report have to cover 12 months of actuals?

No. The first interim report is due one year after the start of the grant. We understand that actuals covering the full twelve months will not yet be available at that point. We are happy to accept reports covering the first 11 months of the grant. Please indicate the time period covered by the budget report in the reporting template.

Who should submit the reports in Fluxx?

Narrative reports should be submitted by the Principal Investigator. Budget reports should be completed by a designated organization representative, and can be uploaded to the report record by any individual with access to the grant, as long as the contact info for the individual completing the report is provided in the template.

How can my grant administrator obtain access to the reports?

To obtain access to the reports in Fluxx, administrators will need to create a Fluxx account using the following link: https://rsf.fluxx.io/apply/adminregistration. Once the registration is approved by RSF, they will be able to access the grant, along with any reporting requirements, on their portal.

I’m in the process of requesting an amendment for my grant. How does this affect my reporting requirements?

Reporting requirements are typically updated when a grant is amended. Once a grantee is notified that their amendment has been approved, they should log into their Fluxx portal to review any changes to these requirements. Broadly speaking, reports are impacted as following:

• No-Cost Extensions: when no-cost extensions are granted, an additional set of interim reports is added to the grant.
• Budget Reallocations: depending on when a budget reallocation is requested, grantees may be asked to provide the most current expenditures on the grant. In such cases, financial reports may be updated.
• Organization Transfers: for this type of amendment, grantees will need to submit a final budget report.