RTOT Grant Application Training Series Session 3 - Grant Reporting and the FY27 RTOT Application_03042026 - Mar 04, 2026
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What is the purpose of this RTOT Grant Application Training Session?
Excellent. Welcome everybody. Um I am Barb Lawrence. I'm the grants manager within the Department of Finance and Procurement and the Division of Grants internal audit and financial analysis. Um at the county. Welcome to everyone, uh to our Application Training Series. This is session three around our RTOT grant application process. Today's training will be cover the R T O T um application, the agenda today. Um includes reporting elements required of the grant program. Introduction of the FY twenty seven R T O T grant manual. And then the review of the um Loudoun County's grants management system uh called UNA. Today with me I have Christine Powers. She is Loudon County's uh ARPA coordinator. She sits in the same division as I do.
And we also have Jennifer Christie from Visit Louden who is the director of marketing at Visit Louden. With that I will Prior to that For any questions, we will have time at the end for you to ans ask any questions. However, If you have a question along the way, we encourage you to either raise your hand or put a question in the chat um and we'll answer it um along the way. So with that, I'll turn it over to Christine and we'll get started.
Good morning, everyone. Thank you for joining today. We're gonna go over basic grant reporting first. So this is a continuation of the first two sessions of just general grant application training.
Why is grant reporting essential for trust and accountability?
Um so this is to finish up those sessions and go over general grant reporting. So the function of grant reporting, um, we talked a lot about your uh budgets and data collection in previous training. And what that does is help to establish trust between you and your funder and your accountability for the funds that you've been granted. And it demonstrates that the expenses and activities that you were funded under the grant were justified and impactful. So the um more details of these are are in session two of those presentations so that can be available. Barb mentioned earlier that we have those links of the recording and the PowerPoint available on our website. In the post award phase of the grant cycle, reporting is a crucial component of grant management.
It accomplishes all three of the goals of a grant, establishing trust, justifying expenses, and demonstrating impact. But it is also a requirement under the grant terms. Grant reporting can provide funders with additional insight into existing gaps in service that exceed the capacity of their own grant, and it may be an additional service area that needs new funding. And lastly, grant reporting can strengthen your organization's reputation as an effective grant steward and increase the likelihood that you may receive funding from that funder in the future. So key terms at the time of your grant award or even before you apply, you would be made aware of reporting requirements of that grant. Often it's in the notice of funding opportunity or grant manual.
Every grant report will be guided by the project proposal and grant agreement. So as part of your agreement, you're given a period of performance where all funded project activities must be completed. You may have project benchmarks outlined within your project, but all activities should be completed within that performance uh period. You should understand the reporting requirements that you've been given by the funder. They may require that you provide quarterly reports, mid year and final reports, or just one singular final report. You may be required to submit these report along with specific deliverables outlined in your grant agreement in order to receive um any next grant installment depending on the payment plan.
Or you may be required to include financial documentation as part of the reports to receive reimbursements for a project expenses if that's the type of grant that you have. The time frame you are reporting is the reporting period. If you're submitting a quarterly report, for example, the time frame you would be reporting on is three months of that grant period. It may be calendar or fiscal year based. If you are submitting a final report, the reporting period would be the same as the performance period, so that entire grant period.
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Agenda
8 items
1
What is the purpose of this RTOT Grant Application Training Session?
0:08–1:56
2
Why is grant reporting essential for trust and accountability?
1:56–9:43
3
What are the key reporting requirements and timelines for RTOT grants?
9:43–16:30
4
Which best‑practice tips improve the quality of grant reports?
16:30–22:08
5
How does the RTOT program support tourism initiatives in Loudoun County?
22:08–30:02
6
What steps are involved in completing the RTOT online application?
30:02–35:49
7
How should applicants build and justify their RTOT budget and attachments?
35:49–41:38
8
When are the application deadline, award notification, and final reporting due?
41:38–48:26
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