EOFY Grants Checklist: What to Do Before 30 June

The end of the financial year is one of the most demanding periods in the grants calendar. Acquittals are due, reporting periods are closing, funding agreements are expiring and new budgets are being set. For organisations managing grants on either side of the table, the six weeks leading up to 30 June can make or break your compliance position for the year. This checklist covers what grantmakers and grant recipients should be working through before 30 June. 

For grantmakers: what to do before 30 June

If your organisation designs, funds or administers grant programs, the end of financial year is when you need to confirm your programs are compliant, your documentation is complete and your data is in order ahead of any audit or reporting obligation.

Acquittal and compliance

Review all active grant agreements and confirm which acquittals are due by or shortly after 30 June. Chase any outstanding acquittal submissions from grantees and document your follow-up. Where acquittals have been received, complete your assessment and record the outcome. If any grantees have unspent funds, confirm whether your funding agreement specifies what happens to those funds and action accordingly.

Documentation and record keeping

Confirm that all grant decisions made during the financial year are fully documented, including assessment recommendations, decision-maker approvals and any departures from recommendations. Check that variation requests received during the year have been processed, approved and recorded. Ensure all correspondence with grantees is captured in your grants management system rather than sitting in individual email inboxes.

Reporting and publishing

Confirm that all grant awards made during the financial year have been published within the required timeframes. For Commonwealth entities, this means checking your GrantConnect obligations. For state-funded programs, check your relevant state framework requirements. Review your program data for accuracy before it is captured in annual reporting.

Planning ahead

Review any grant programs due to open in the new financial year and confirm guidelines, assessment processes and decision-maker delegations are in place. Identify any programs requiring evaluation before they are extended or expanded and schedule accordingly. Use the ANAO grants administration audit lessons as a self-assessment reference if your program has not been reviewed recently.

For grant recipients: what to do before 30 June

If your organisation receives grant funding, whether you are a local council, NFP, community organisation, university, health service or sporting club, 30 June is when you need to confirm your financial records are clean, your reporting is on track and your obligations under each funding agreement are met.

Financial reconciliation

Reconcile all grant expenditure against your funding agreement budgets. Confirm that funds have been spent on eligible activities and that you have documentation to support every line item. Identify any unspent funds and check your funding agreement for what is required, whether that is returning funds, seeking a variation or carrying them over with approval.

Reporting obligations

Review each active funding agreement and confirm what progress or financial reports are due at or after 30 June. Draft any outstanding reports now rather than waiting until the deadline. Where milestone reporting is tied to payment schedules, confirm milestones have been met and evidence is documented.

Documentation and audit readiness

Confirm that records for all grant-funded activities are complete, accessible and stored in a way that would satisfy an audit. This means invoices, timesheets, delivery evidence and any other documentation specified in your funding agreement. Check whether any of your funding agreements require an independently audited financial statement and build in lead time to arrange this before the deadline.

Relationship and variation management

If project scope, timelines or budgets have shifted during the year, confirm whether a formal variation has been approved by your grantor. If not, initiate that conversation now rather than flagging it at acquittal. Use EOFY as an opportunity to update your grantor on program progress, particularly if your next funding round or relationship renewal is on the horizon.

Make EOFY easier next year

The organisations that move through EOFY with the least friction are the ones that have been capturing the right information throughout the year, not the ones scrambling to reconstruct records in June. Purpose-built grant management software keeps your documentation, reporting and acquittal obligations in one place so that end of financial year becomes a checkpoint rather than a crisis. Download the print-ready EOFY Grants Checklist PDF to share with your team, or get in touch with SurePact to see how the platform supports your grants management across the full grant management lifecycle.