Head Start Non-Federal Match (20%) Tracking Log

This log records the contributions a Head Start grantee or delegate counts toward the required 20% non-federal match for a program year. It captures both cash and in-kind items, along with the support needed to show how each entry was valued and why it is allowable. The goal is to keep a single audit trail instead of scattered spreadsheets and emails.

It is usually prepared by finance, grants management, or program administration and reviewed by someone who can certify match eligibility. The certifier should understand the program year target, the source of each contribution, and whether the item is counted only once. If your organization uses delegated sites, local staff may submit entries, but central review should confirm consistency.

Update it as contributions are received or documented, not only at year-end. Regular entry helps you track the cumulative match to date and the remaining match needed before the close of the program year. A monthly review is common, but higher-volume programs may need a weekly cadence.

Cash entries are monetary contributions that can be deposited or otherwise traced through financial records. In-kind entries are non-cash contributions such as donated space, supplies, or volunteer time, and they need a clear valuation method and basis. The template separates these fields so you can document each type appropriately instead of forcing both into one note field.

Attach source records that support the contribution, such as deposit references, donation letters, time sheets, valuation worksheets, or other proof of receipt and value. The exact documents depend on the contribution type, but the key is that the record should support allowability and the amount counted. If a contribution includes PII, keep the notice and handling consistent with your internal privacy process.

The log creates a clear audit trail by tying each contribution to a date, source, description, valuation basis, and supporting documents. It also records whether the item was counted elsewhere, which helps prevent double counting. That structure makes it easier to answer reviewer questions without reconstructing the history from scratch.

Yes. You can add site identifiers, funding source tags, or reviewer fields if your program needs more routing detail. Many organizations also add conditional logic so in-kind fields appear only when the contribution type is non-cash, which keeps the form shorter and easier to complete.

Common mistakes include leaving valuation support blank, mixing cash and in-kind details in one field, and counting the same contribution more than once. Another frequent issue is failing to update the cumulative total after each entry, which makes the remaining match amount unreliable. This template is designed to reduce those errors by separating the required fields.