Grant Match and In-Kind Contribution Documentation Log
Track each grant match and in-kind contribution in one place, with source, valuation, documentation, and eligibility fields that support cost-share reporting and audit review.
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Overview
This template is a grant match and in-kind contribution log for documenting non-federal cost share tied to a specific award. It gives you one place to record the grant identification, contribution source, date, quantity or hours, valuation basis, supporting evidence, and eligibility checks before the amount is claimed.
Use it when your award requires match, when a funder allows in-kind contributions, or when you need a clean audit trail for donated services, goods, or volunteer labor. The structure helps you show what was provided, how it was valued, and why it counts under the award terms. It is especially useful when multiple people contribute to the same grant and you need to prevent duplicate counting or unsupported estimates.
Do not use this log as a catch-all for every donation your organization receives. If a contribution is not tied to the award, is outside the award period, lacks documentation, or is not allowable under the grant terms, it should not be entered as eligible cost share. This template also should not replace your finance system or official award file; it is the working record that supports those systems and makes review easier.
Standards & compliance context
- This template supports grant cost share documentation by separating source, valuation, and eligibility fields so reviewers can test allowability against award terms.
- The log follows data minimization principles by collecting only the fields needed to substantiate the match or in-kind claim.
- If the log includes names, emails, or other PII, provide a clear disclosure about how the information will be used and who can access it.
- For public-facing or self-service intake, make sure the form meets WCAG 2.1 AA expectations with labeled fields, clear validation, and accessible error messaging.
- If the contribution relates to services or staffing, keep the record consistent with the minimum-necessary principle and avoid collecting sensitive personal details that are not required.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
What's inside this template
Grant and Award Identification
This section ties every contribution to the correct award so the match can be reviewed against the right period, agency, and cost share requirement.
- Grant Name
- Award or Project Number
- Funding Agency or Pass-Through Entity
- Award Period Start Date
- Award Period End Date
-
Required Cost Share Amount
Enter the required match or cost share amount for this award.
Contribution Entry Details
This section captures what was contributed, by whom, when, and in what quantity so the record is specific enough to verify later.
- Contribution Type
-
Contribution Source Name
Enter the organization, department, or individual source. Do not include unnecessary PII.
-
Contribution Description
Describe the goods, services, volunteer time, or cash provided.
- Contribution Date
-
Quantity or Hours
Use hours for volunteer labor or quantity for donated goods, if applicable.
- Unit of Measure
Valuation and Amount
This section shows how the claimed amount was calculated, which is essential for proving the contribution was valued consistently and fairly.
- Valuation Basis
-
Valuation Method Details
Explain the basis used to determine the value claimed and any rate source or calculation reference.
-
Claimed Amount
Enter the dollar amount being claimed toward match or cost share.
-
Confirmed as Non-Federal Source
Confirm the contribution is not federal funds unless specifically allowed by the award terms.
Documentation and Evidence
This section holds the proof behind the claim so reviewers can trace the entry back to source records instead of relying on memory or summaries.
-
Supporting Documents
Upload receipts, timesheets, invoices, donation letters, rate sheets, or other evidence.
-
Documentation Summary
Briefly summarize what the attached evidence shows and how it supports the claimed amount.
-
Documentation Complete
Confirm the supporting documentation is sufficient to support audit review.
Allowability and Eligibility Checklist
This section tests the entry against award rules and helps prevent ineligible, duplicated, or out-of-period contributions from being claimed.
- Contribution Occurred Within the Award Period
-
Allowable Under Award Terms
Confirm the contribution is allowable under the grant agreement and applicable sponsor rules.
-
Not Previously Claimed for Another Match
Confirm the same contribution has not been counted toward another award or cost share requirement.
- Meets Organizational Cost Share Policy
-
Eligibility Notes
Add any exceptions, approvals, or clarifications related to eligibility or allowability.
Preparer Certification and Submission
This section identifies who prepared the log and creates accountability for the accuracy and completeness of the submission.
-
Prepared By
Enter the name of the preparer for the audit trail.
- Prepared By Title
- Prepared By Email
-
Certification of Accuracy
I certify that this entry is accurate, complete, and supported by documentation to the best of my knowledge.
How to use this template
- Create a new log entry for each grant or award and fill in the grant name, award number, funding agency, award period, and required cost share amount.
- Enter each contribution as a separate record with the contribution type, source name, description, date, quantity or hours, and unit of measure.
- Document the valuation basis and method details so the claimed amount can be traced back to a rate, market value, or approved calculation.
- Attach or reference supporting documents, then summarize what the evidence shows and mark whether the documentation is complete.
- Check the allowability fields against the award terms, confirm the contribution is not used for another match, and add any eligibility notes.
- Have the preparer certify the entry with name, title, and email before moving the log into your grant file or review workflow.
Best practices
- Use one log entry per contribution event so the source, date, and valuation stay easy to verify.
- Record the contribution as close to the date received as possible to avoid missing documentation and memory-based estimates.
- Choose a field type that matches the data, such as numeric input for hours or quantity and a date picker for contribution date.
- State the valuation method in plain language, including any rate source or approved schedule used to calculate the claimed amount.
- Keep supporting documents linked to the entry, such as time sheets, donation letters, rate sheets, or receipts.
- Mark required versus optional fields clearly so preparers do not over-collect information that is not needed for the award.
- Use conditional logic to show extra valuation or eligibility fields only when a contribution type needs them.
- Review entries before submission to catch duplicate match claims, missing source confirmation, or contributions outside the award period.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What is this template used for?
This template is used to document non-federal match and in-kind contributions tied to a specific grant or award. It captures the source, date, quantity or hours, valuation basis, supporting documents, and eligibility checks in one record. Use it when you need a clear audit trail for required cost share or match reporting.
Who should complete the log?
It is usually completed by the grant manager, finance staff, or program staff who track allowable match and in-kind support. The preparer should be someone who can confirm the award terms and verify that the contribution has not been counted elsewhere. A supervisor or compliance reviewer may then validate the entry before submission.
How often should entries be added?
Add entries as contributions are received or as soon as the supporting documentation is available. Waiting until the end of the award period increases the risk of missing dates, incomplete evidence, or duplicate counting. Regular updates also make it easier to compare claimed amounts against the required cost share amount.
What kinds of contributions belong in this log?
Use it for cash match, donated goods, donated services, volunteer hours, and other in-kind contributions that are allowable under the award terms. Each entry should clearly show how the amount was valued and why it qualifies as non-federal source support. If a contribution cannot be tied to the award or documented properly, it should not be logged as match.
What are the most common mistakes with cost share logs?
Common mistakes include using an unsupported valuation method, leaving out source documentation, and recording contributions outside the award period. Another frequent issue is counting the same contribution toward more than one grant or match requirement. This template helps prevent those problems by separating eligibility, valuation, and evidence fields.
Can this template be customized for different grant programs?
Yes. You can add program-specific fields for rate cards, volunteer role descriptions, indirect cost treatment, or agency-specific approval notes. Keep the structure aligned with the award terms and remove any fields that collect data you do not need, following data minimization principles.
How does this log support audits or monitoring reviews?
It creates a consistent record of what was contributed, how it was valued, and what evidence supports the claim. That makes it easier to answer reviewer questions about allowability, source confirmation, and documentation completeness. A clear certification field also shows who prepared the log and when.
Should this be linked to other systems?
It can be paired with grant management, finance, document storage, or time-tracking tools if your process needs it. The most useful integrations are those that preserve the audit trail, such as linking to scanned receipts, volunteer time sheets, or valuation worksheets. If you integrate it, keep the log as the single source of truth for the final claimed amount.
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