Funding: Monitoring

Monitoring arrangements

We monitor all grants to make sure that organisations account for how they use the funding. Monitoring levels will vary depending on the amount of grant we have awarded. We expect all funded organisations to send us at least the following documents while they are receiving grant aid.

• Three-monthly monitoring reports
• Annual financial accounts within 28 days of them being completed, and not later than six months after the end of the accounting financial year.
• An annual report
• Minutes of the annual general meeting.

Monitoring standards for funded organisations

• Clearly defined monitoring processes and procedures
• A schedule setting out monitoring requirements for funded services including performance indicators, evidence needed and a timetable for reporting.

Monitoring returns at least every three months to include:

• information on inputs, outputs and outcomes;
• relevant equalities monitoring of service users and employees;
• reporting significant risks; and
• reporting complaints.

Quality as

• You must have insurance, or be working towards, a quality-assurance standard relevant to the services being delivered.
• Arrangements must be in place to access the views of service users.
• You will send us a report that shows the views of service users about the services you are providing.

Financial management

• You will send us a signed copy of your annual audited accounts.
• You will send us a schedule of all spending and income related to the funding agreement.

Monitoring and audit visits

• There will be at least one visit a year, unless there is a risk-management procedure for deciding when site visits will be carried out.
• There will be full access to all financial and performance information.
• Where possible, we will work together with other audit and monitoring inspections.