Salary-Use Reports

The Salary-Use Report is how a grantee certifies, once a year, how grant funds were applied to staff salaries. It fulfills the reporting obligation in your Grant Agreement and gives the grantor a reconciled, attested record of how the money was used.

Open it from your Dashboard — click the Salary Report button. This page covers both filing a report as a grantee and how grant staff review submitted reports.

For grantees — filing a report

When reports are due

Reports are annual: each one covers a calendar year, January through December. The report for a year is due in the following year, by the due date the grantor sets (March 31 unless they have chosen another date). You owe a report for each year your organization received grant funding, starting with the year your agreement was accepted and the grant approved.

Ergatas emails a reminder as the due date approaches: first about 30 days before it, then every two weeks until the report is filed (up to four reminders). Reminders go to your organization's managers on Ergatas and to the person who accepted the grant agreement. Filing the report stops them.

Your reports list

The Salary Report page opens on a list of the reports your organization has already filed, showing each report's year, status, and its sent, applied, and variance totals. Click View to open a filed report read-only, or Add new report to start a new one.

Starting a report

Choose your Grantee organization and the Reporting year you are reporting on (for example, 2026). Your organization must have an accepted grant agreement on file — if it doesn't, the form tells you so and you'll need to accept the agreement first. Once a year is selected, the form shows which agreement version you are certifying against and pre-fills each worker's "sent for salary" amount from the donations your workers received that year.

The salary ledger

Fill in the ledger, one row per employee or role:

  • Employee / role — the person (or role) funded by the grant.
  • Sent for salary — pre-filled from your donation records for the period.
  • Applied to salary — the amount you actually applied to that person's salary. (This is the figure you enter.)
  • Variance — calculated for you as sent − applied.
  • Explanation — appears and becomes required whenever a row's variance isn't zero. The row is highlighted until you explain the difference.

Use + Add employee to add rows and the × button to remove one. A totals row sums sent, applied, and variance. If you'd rather not list individual names (for example, to respect local data-protection rules), check Role-based mode — names then stay in your own records and only roles are reported.

The reconciliation banner

As you enter figures, a colored banner shows where you stand:

  • Balanced — every dollar sent was applied to salary.
  • Unspent balance — you were sent more than you applied; per the agreement the difference is explained, carried, or returned.
  • You applied more than was sent — you topped up from other funds; confirm you are certifying only the grant funds here.

Certifying and submitting

Under Certification, check the two confirmation boxes (that each person performed the funded charitable role, and that the amounts are accurate and the funds were used solely for the charitable purpose), then type your full name to sign. The Submit report button stays disabled until every applied amount is entered, every non-zero variance has an explanation, both boxes are checked, and you've signed — a hint tells you what's still missing. After you submit, you'll see a confirmation with a reference ID.

Corrections

Filed reports are permanent and can't be edited. If you need to correct one, file a new report for the same period — the earlier one is kept as superseded. Keep your detailed payroll records; the grantor may ask to see them.

For grant staff — reviewing reports

Submitted reports feed the compliance record for each grantee. Each report is bound to the agreement version it certifies against and is stored write-once with a server timestamp and secure hash, so it stands as durable evidence of how funds were used. When you conduct an annual review, the reconciliation status of the period's reports (balanced, unspent balance, or issues) is part of what the board weighs before renewing. For the full lifecycle, see the Grant Compliance Overview.