Advancement · Grants & Funding

Every match dollar,
valued and backed up.

Record each contribution as it happens: volunteer hours and the rate behind them, donated space, goods and services and how their value was set. The log checks each against the federal tests for cost share and keeps a running total against what the award requires.

Log a contributionWhat you get
$19one-time · every device you sign in on
Buy · $19

Included with Caveat Classroom and Whole-school licenses. Or get it in the Grant writer’s desk, $49 for 32 items.

Match contributions

The worked example is four made-up contributions to an after-school award: volunteer tutoring, a library room, donated laptops and a cash gift on hold until its source is confirmed. Entries save on this device only.

Loading the contribution form. If nothing appears, turn on JavaScript.

What you get

Advancement · Grants & Funding$19 · included with Classroom and Whole-school licenses

What you finish with
An entry per contribution with the award, required match, date, source and kind; hours and rate for volunteer time or a value and its basis for everything else; six federal tests and two kinds of paperwork; the value worked out, flags for missing values, a federal source and a weak volunteer rate; a total per award of match that passes every test, against what is required, with anything on hold.
Who it is for
Grants managers, program directors and finance staff at schools, districts and nonprofits that must document cost share or in-kind match.
Format
Browser log with a saved entry per contribution. Prints an entry, the whole log or a blank form; downloads a spreadsheet (.csv); exports and imports a file.
Access
$19 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the Grant writer’s desk ($49) and the Advancement Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The Grants & Funding space in Caveat Advancement.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Enter the match required from the award notice once.
  2. Log each contribution in the month it happens, not at year end.
  3. For volunteers, collect signed sign-in sheets and use your pay rate for similar work.
  4. Check the six tests; anything that fails goes on hold, not into the total.
  5. Print the log with your financial reports.

Log a contribution

Counting toward the match

Building to a $20,000 matchVolunteersSpaceLaptopsOn holdrequired $20,000$10,050 countedBuilding to a $20,000 matchLaptopsOn holdrequired $20,000$10,050 countedSpace: library room, $2,250
The cash would cover the gap on its own, which is exactly why its source needs checking before anyone counts it.

The federal tests

Under 2 CFR 200.306, cash and in-kind contributions count as cost share when they are verifiable from your records, not counted on another federal award, necessary and reasonable for the project, allowable under the cost principles, not paid for by the federal government under another award (unless a statute allows it), and in the approved budget where the agency requires that.

Valuing in-kind gifts

Volunteer services are valued at the rate you pay for similar work, or the rate in the local labor market if you have no such staff. Donated supplies are valued at fair market value when given. Donated use of space is valued at the fair rental value of similar space. Keep the evidence behind every number.

Sources

  1. Code of Federal Regulations, 2 CFR 200.306, Cost sharing (ecfr.gov), including the valuation rules for volunteer services, donated supplies, equipment and space.
  2. Code of Federal Regulations, 2 CFR 200.1, definitions of cost sharing or matching and third-party in-kind contributions (ecfr.gov).
  3. Code of Federal Regulations, 2 CFR 200.403, Factors affecting allowability of costs (ecfr.gov).
  4. U.S. Department of Education. Uniform Guidance resources for grantees (ed.gov), on documenting cost share.

The worked example is made up. Rules are stated in general federal terms; your award terms and your auditor decide what counts. It is not accounting advice. Nothing you type is sent to Caveat. Support: team@caveatacademic.com.