Handle changes and close out
Managing a grant variation request
Proposed changes and approved changes must remain distinct.
Antony Draper Advisory · Practical grant administration
Start with one real case
Track requested scope, source evidence, submission status and the authorised decision.
Keep the agreement reference and the operating action distinct. Identify the person with authority to confirm the requirement, the record that supports your current understanding and any unresolved question. Compare the intended control with what actually happened at the last relevant deadline.
An illustrative situation
The team starts using a revised budget before approval has been confirmed.
This is a hypothetical example, not a client result or a statement about every funder.Keep the boundary clear
A request does not change the funding agreement by itself.
This is general operating guidance, not an audit, compliance certification, accounting opinion or legal interpretation. Use the specific agreement, the organisation’s authorised owners and appropriate specialist advice for decisions beyond routine administration.
Your control working notes
Record the following against the actual case. The notes do not calculate a diagnostic score or confirm compliance.
| Prompt | Notes from the case |
|---|---|
| Which obligation and source reference? | |
| Who owns the action and approval? | |
| What evidence is current? | |
| What remains unknown? | |
| Which decision is needed, and by when? |
Check whether the control works
A new folder, calendar or checklist is preparation. Test whether the next suitable case has a named owner, usable evidence and an effective review route. Keep missing information visible and record any remaining exception. A completed administrative task is different from proof that the underlying obligation has been met.
See the wider grant control picture
The existing Grant Control Risk Check is a self-reported starting point for investigating your operating controls. You do not need to upload grant agreements or beneficiary information to use it.
Explore the Grant Control Risk Check →