What do you do if your grant administration deadlines are missed?

If you miss grant administration deadlines, it's crucial to take immediate action to minimize the impact. First, contact the grant administrator to explain the situation and request an extension if possible. Provide documentation for any extenuating circumstances and develop a corrective action plan if an extension is not granted or if the missed deadline has already caused negative consequences. Implement the plan as soon as possible and monitor progress closely. Keep the grant administrator informed of your progress and any challenges encountered. Missed deadlines can have serious consequences, so it's essential to take immediate action to address the issue and prevent future missed deadlines.

If an grant administration deadline is missed, two key factors are at play that is , lack of proper internal compliance enforcement framework and leadership and management sluggishness to oversight role. Immediate remedial action has to be taken with the grants provider to first meet the grant requirements including discussions and submission of all requirements. Secondly internal institution capacity strengthening of the structures and systems to avert future recurrence of such non compliance.

Grant Reporting is usually non negotiable. If you are facing delays or inherited a delayed project, communicate to the funder as soon as possible. Create a schedule for the reporting that needs to occur and give dates for completion. Work with your management team to get back on track with feasible deadlines.

Among federal grants and most state grants while financial, program, and status reports have very clearly delineated deadlines, among most federal agencies there is flexibility providing there are no surprises from the Grantee. This means that as long as there is ongoing communication between the Grantee and the federal agency when situations arise which can result in delays in reporting usually the federal agency will not have a problem with a delay. The key is to keep the federal agency updated before report deadlines. Indeed, the more information shared the better because federal agencies would welcome the chance to contribute ideas and potential solutions to obstacles and impediments for timing submission of required reports.

The key word is be "proactive". If a deadline is missed immediately go into a response and recovery mode meaning identify the reasons for missing the deadline, assess the ramifications, and develop a proposed corrective action plan. It is also better to be frank and forthright even if the missed deadline is because you forgot the deadline or were overwhelmed by requirements as grant administrator. Of course, it is always best for you to catch the missed deadline and notify the Grantor but, even if it is the Grantor notifying you first about the deadline always respond honestly, humbly, and thoroughly. Keep in mind that deadlines are usually connected with tracking progress of a grant so be sure in the response to address timeline status.

Once a solution to the delay has been discussed and a reporting schedule is acceptable to the executive team, it is your job to ensure that the applicable departments can implement the timeline. State your expectations and due dates. Be open to receiving feedback on reporting issues and support the team to deliver the data on time. Have routine check ins to keep your team on task.