Claiming and reporting your grant
Each time you claim your grant, you need to submit a progress report. These reports allow us to monitor how things are going (practically and financially) and identify useful lessons. We’re keen to celebrate your achievements and understand your challenges.
If anything significant changes during the project, contact your Grant Manager as soon as you can. Maybe the project is taking longer than planned or you want to use the funding in a different way than originally agreed. You’ll need approval for this. We’ll do our best to help and be flexible.
Choose the grant programme relevant to you to find out about how to claim and submit progress reports.
Preservation and conservation grants
Claiming
- We pay preservation and conservation (previously known as preservation and scholarship) grants retrospectively.
- You must make a claim within a year of accepting the offer. You need to claim the total grant within two years (unless specified otherwise in your offer letter). If you need longer, contact the Director: sue@thepilgrimtrust.org.uk.
- Submit your claim by logging on to Flexi-Grant. You will find step by step instructions on what to do. You will need to submit a progress report with each claim.
- You will need evidence of expenditure. For example, copies of paid invoices, architect’s certificates, management accounts or redacted payroll information relating to salaries.
- We only pay against invoices dated after you accepted our grant.
- We aim to make payments within 10 working days (assuming evidence and reports are in order). They go to the bank account you specified when you accepted our offer.
- If you have any issues claiming your grant, contact the Director: sue@thepilgrimtrust.org.uk.
Reporting
- You will need to provide a final report at the end of the grant period. If your grant is paid in instalments, you will also need to provide a short progress report with each claim.
- All reports are accompanied by claims. There’s no deadline or schedule for reports. You can submit a report whenever you wish to make a claim.
- We’re keen to learn from your work and experiences to better improve our grant making. We recognise that things don’t always go according to plan, so please be open with us about your experiences.
- We’ve supplied a progress report template in Flexi-Grant, but you can upload your own report if you prefer, provided it answers all the questions in our reporting template.
Young women’s mental health grants
Claiming
- We pay young women’s mental health grants in instalments.
- You can claim the first instalment of your grant as soon as you are ready.
- Subsequent claims can be made annually, as detailed in your grant award letter.
- When claiming grants, you need evidence of expenditure.
- For your first grant instalment, you need to show that your project has begun, for example by submitting a signed contract of employment, payslips or invoices for project activities.
- For later instalments, examples of suitable evidence are copies of paid invoices, management accounts or redacted payroll information relating to salaries.
- Submit your claim by logging on to Flexi-Grant. You’ll find step by step instructions on what to do.
- Submit progress reports with all your later claims.
- We only pay against invoices dated after you accepted our grant.
- We aim to make payments within 10 working days (assuming evidence and reports are in order). They go to the bank account you specified when you accepted our offer
- Any issues claiming your grant, please contact the Grants Manager: sonja@thepilgrimtrust.org.uk.
Reporting
- This programme was launched in 2021 and the full reporting format will be developed in collaboration with grant holders and an external evaluator.
- Grant holders who need to claim the first instalment of their grant can do so without a report.
Important information on claiming
Any grants not claimed within the time detailed in your offer letter can be withdrawn.
To request an extension, contact your Grant Manager.
“We are a ‘stepping stone’ funder, supporting early stages of development, enabling an organisation to help unlock funding from other sources or identify a sustainable use for a historic building.”