Grants:PEG/Create financial report

This page documents a process of the WMF Project and Event Grants program. Return to the Grants:PEG page at any time for more information!

Please do not edit this page. If you have a suggestion, please create a discussion page.

This page will help you create a good financial report to include in your report on your project funded through the WMF Grants Program. The report should make it clear to the reader exactly what you spent project funds on, and it should be easy for the reader to compare this to your approved project budget.

How to create a budget table

You have a few options:

Use our template by following the instructions below.
Create your own template, it must include the following information at a minimum:
1. Budget categories and item descriptions for budgeted and actual expenses
2. Total cost per line item (including currency) for budgeted expenses
3. Unit, number of units, and cost per unit for actual expenses
4. Total cost per line item (including currency) for actual expenses
Use a tool like excel2wiki to convert your budget table from another format.

If you have questions about how to create a financial report that matches your needs, please contact grants at wikimedia dot org.

How to create a financial report using our template

To create a simple financial report using our template, follow these three steps

Step 1

Start by copying and pasting this template exactly as shown in the box below:

{{Grants financial report simple}}

Step 2

For each line item, copy and paste the following code (you may include as many lines as you need):

| your expense number here
| your budget category here
| your item description here
| your unit here
| your number of units here
| your actual cost per unit here
| your actual total cost here
| your total budgeted cost for this item here
| your currency here
| your notes here
|-

Step 3

Finally, copy and past the code below on a new line to end your table:

|}

Example of how to use the table

You type

{{Grants financial report simple}}
| 1
| Office supplies
| Notecards
| 1 Package
| 5.00
| 5
| 25.00
| 23.50
| EUR
| We received a EUR 1.50 discount on notecards and so came in under budget.
|-
| 2
| Office supplies
| Toner
| 1 Cartridge
| 50.00
| 2
| 100.00
| 80.00
| EUR
| We got a good deal on this toner and so came in under budget.
|-
| 3
| Food & Beverages
| Snacks for Day 1
| Per person
| 4.00
| 40
| 160.00
| 160.00
| EUR
| 
|-
| 4
| Food & Beverages
| Snacks for Day 3
| Per person
| 4.00
| 40
| 160.00
| 160.00
| EUR
|
|-
| 5
| Prizes & Awards
| WikiExample Tshirts
| 1 Shirt
| 5
| 5.00
| 30.00
| EUR
| We realized we needed another shirt for our guest speaker.
|-
|}

You get

Number	Category	Item description	Unit	Number of units	Actual cost per unit	Actual total	Budgeted total	Currency	Notes
1	Office supplies	Notecards	1 Package	5.00	5	25.00	23.50	EUR	We received a EUR 1.50 discount on notecards and so came in under budget.
2	Office supplies	Toner	1 Cartridge	50.00	2	100.00	80.00	EUR	We got a good deal on this toner and so came in under budget.
3	Food & Beverages	Snacks for Day 1	Per person	4.00	40	160.00	160.00	EUR
4	Food & Beverages	Snacks for Day 3	Per person	4.00	40	160.00	160.00	EUR
5	Prizes & Awards	WikiExample Tshirts	1 Shirt	5	5.00	25.00	30.00	EUR	We realized we needed another shirt for our guest speaker.

Notes

Note on currency: The budget should be presented in the currency the grantee is requesting. If desired, the grantee may provide equivalents in USD, EUR, or another currency in order to help others read the budget request. However, this is not required. In cases when a grantee may be spending grant funds in multiple currencies, a column for each currency, and for the currency the grantee is requesting should be provided, with references to the exchnage rates used.