Information for Current Grantees

Congratulations on your grant! This page is where current grantees can find up-to-date information about reporting, payments, and grant changes.

If you do not find the information you need here, please do not hesitate to reach out to your foundation contact for more information. 

Payment Schedules

Payment timelines will depend on the type of grant you are applying for, the type of organization the award was made to, and the amount awarded. We attempt to balance grantee need, while aiming to minimize risk to our endowment. Minimizing risk to our endowment allows us to protect our grant commitments in the event of stock market volatility or an economic downturn. If circumstances beyond our control require us to change the schedule noted below, we will notify applicants and awardees as soon as possible.

If the timing of your project necessitates a different date for receipt of funds, it must be requested at the time of application. We are never able to promise funds prior to April 1, though we do our best to pay grants prior to the deadlines noted below.

 All payment release schedules noted below are also contingent on the Foundation having the necessary signed paperwork at least ten business days before the anticipated funding date.

PAYMENT RELEASE SCHEDULES

We understand that planning is critical to the work our grantees do, and ask that if you have a date that you need funding by that is different than the dates below to please include it in your application. If your grant is approved, we will communicate to you at the time of grant approval whether we can meet your required date. Otherwise, grants will be paid according to the timeline below.

PROJECT GRANTS

  • Under $50,000: By April 1
  • Over $50,000: Most often paid in multiple installments, with the first payment by April 1, and fully paid by October 1
  • To Universities: By July 1

GENERAL OPERATING GRANTS

  • Under $50,000: By April 1
  • Over $50,000: Most often paid in multiple installments, with the first payment by April 1, and fully paid by October 1

CAPITAL CAMPAIGNS AND ENDOWMENTS

  • By October 1

ORGANIZATIONAL DEVELOPMENT GRANTS

  • Date may be requested at the time of application, with April 1 as the earliest payment date
Grant or Budget Changes

The Baugh Foundation tries to be flexible with budgets and projects, and understands that new expenses may come up or money may need to be reallocated to a different spending category to successfully complete a project. In general, we require you to obtain approval from the Foundation only if the scope of your project has changed significantly. If the aims and outcomes of your project are the same as when you applied, you are free to move money between existing spending categories without prior approval if those spending categories are legal expenditures for 501(c)(3) organizations and are to further a charitable purpose.  

Reporting

To adhere to philanthropic best practices, the Baugh Foundation is adding requirements for narrative and financial reports for all grants for our 2023-2024 cycle. Our goal is to share lessons, learnings, and impact. The Baugh Foundation firmly believes that challenges, roadblocks, and failures must be openly acknowledged and discussed to move forward. We value honest communication about the challenges partners are facing, and do not expect partners to report success after success.

Narrative Reports

Starting with the 2023-2024 grant cycle, we will be asking all grantees to reflect on lessons learned, events that have been significant to your work, changes that you believe may result within the next year or so because of the work conducted under the grant, ways in which you believe that the work performed will help the organization achieve its long-term goals, and/or challenges or surprises you have encountered during the most recent reporting period.

Reports must be submitted based on the schedule specified in each Grant Notification Letter, and templates will be provided. The Foundation recommends that narrative reports be no more than 1-3 pages long. For continuing grants, narratives must be submitted prior to, or at the same time as renewal requests. Grantees will be provided with additional detail upon grant approval.

Financial Reports

To comply with philanthropic best practices, the Baugh Foundation requests that all grantees submit an organizational budget and, if requesting project support, a project budget breakdown at the time of application. Should your grant be approved, we will also require a budget-to-actuals report at the end of each grant year showing what you anticipated you would spend versus what you spent on the project.

For project grants, budget narratives should be included with both final reports and renewal requests, with brief explanations of each budget line item. End-of-grant-year reports should include the same categories as the initial proposal, with any unbudgeted spending accounted for on a new line.

To make financial reports as simple as possible, we welcome you to use your own organizational budget formatting and do not require a specific format. For grantees who would like help formatting, we will offer an optional template.

General Support grants are not required to submit financial reporting.

Site Visits and Meetings

We are a family foundation and do limited scheduled site visits. We do love to visit with grantees when we are in town, or for a special occasion or event. If you have a meeting that you would like to request that we attend, please do not hesitate to reach out to us.

 We are also always happy to answer questions via email or schedule a phone call for questions or updates. It is not necessary to have in-person meetings with us to receive grants, and in the spirit of the work being the most important thing, we would encourage grantees to use their limited funding and time for their critical daily work rather than coming to visit us. If you would like to schedule a meeting, please reach out to your foundation contact. 

Grant Extensions

Nonprofit partners with money left over at the end of a project grant period are eligible to apply for a no-cost extension (NCE) if additional time is needed to complete activities. An NCE extends the project end date beyond the original grant period to allow grantees to spend down any money remaining in the grant. An NCE does not provide any additional funding, and typically lasts less than 12 months.

 NCE requests must be submitted a minimum of 6 weeks before the end of the grant period. If grants are eligible for renewal, remaining funds must be subtracted from the budget request for the following year’s budget. If the timeline of your project has changed and unspent funds will be required during a different grant year instead, please discuss your options with your foundation point of contact.

Renewal Requests

For our 2024 grant cycle, we are introducing Renewal Requests for grantees who hold a current, active grant with the Baugh Foundation and are requesting a renewal for the same grant, and a similar grant amount as the previous year (within 110% of previous year’s request).

Instead of submitting a Letter of Intent, please submit a “Renewal Request”. We ask that if your request last year was for both project and general support, that you categorize your renewal request under general support for 2023- 2024.

Acknowledging or Tagging the Foundation on Social Media

We are always happy for you to share the news about your grant in any way that feels authentic for you. If you are listing us as a sponsor of a project or event, please list us as the Eula Mae & John Baugh Foundation.

Please also feel free to tag us on Facebook (https://www.facebook.com/baughfoundation) or send quick email updates with links to press articles—we love hearing about the work you all are doing!

We begin accepting letters of intent for the 2025 cycle July 1, 2024. 

Letters of intent are due by September 1, 2024.

The Baugh Foundation will notify organizations by September 30, 2024 whether or not they are invited to submit a full application.

Full applications are due December 15, 2024.

Organizations will be notified of funding decisions by January 31, 2025.