Prepare grant reporting, settlement and post-submission checks

Reconcile approved budgets, spending and results, then track sending, receipt, review, corrections and payment separately.

Author: EVENTODIT Editorial Team
Published: 2026-10-29T23:25:52+09:00
Updated: 2026-10-31T11:07:15+09:00
Original URL: https://eventodit.com/en/stories/event-grant-reporting-evidence-reconciliation.html

Practical summary

Key decision: Check agreement deadlines and eligible costs, reconcile evidence and results, and confirm submission and payment status.

Responsible roles / intended readers: Event organisers, planners, reporting and settlement leads

Record / next task: Submission requirements, expense reconciliation, results evidence, submission and correction records.

Basis of information: Southwark Council and Korea’s Personal Information Protection Commission; direct access to the K-MICE 2026 guidance remains unverified. Tables and timeline are editorial examples.

Editorial review: 2026-10-29

Check submission terms and responsibilities first

Before the event ends, review the award decision, agreement, guidance for the relevant year and approved changes together. Record the result and financial report formats and submission channel, reporting period, eligible costs, deadline and how it is calculated, and approval procedures for budget or programme changes. Assign an owner for each document and a contact for the funder.

Deadlines vary by programme. Check the applicable deadline and its starting point directly in the agreement and current guidance for the specific award, including Daejeon Tourism Organization’s 2026 guidance where relevant. Do not apply a previous programme’s deadline as a common rule.

If several bodies fund an event, check each programme’s restrictions on claiming the same cost twice and record who bears each cost. For joint hosts, agree who submits, pays costs, obtains evidence and counts attendees; ask the funder about unresolved conditions.

Reconcile approved budget, actual spending and evidence item by item

For each cost, compare the approved category and amount, contract and payment amounts, grant and own-fund contributions, tax treatment, and the type and availability of evidence. A contract records an agreement, an invoice a request for payment, and a transfer record an actual payment. Check the evidence combination required by the funder; do not enter an invoiced amount as a confirmed payment.

Do not mark unpaid costs, amounts awaiting supplier confirmation or missing evidence complete. Check approval for budget or plan changes and ask the funder when it is unclear. Do not independently declare an expense eligible.

This fictional example illustrates the comparison; its amounts and statuses do not represent an actual award.

| Item | Approved amount | Actual payment | Evidence held | Status and next action |
| --- | --- | --- | --- | --- |
| Venue hire | To confirm | Transfer record checked | Contract, invoice and transfer record | Ask funder which evidence is required |
| Printing | To confirm | Being checked | Invoice and output photographs | Check payment record and funding acknowledgement |
| Budget category change | Change approval to confirm | Payment after change being checked | Change request | Ask funder about approval |

Record the plan and actual results side by side

Compare the approved purpose and programme with actual dates, location, activities, outputs and attendance. Distinguish registrations from actual attendance and record the source and deduplication method for each count. Check organisations, photographs, publicity and feedback where required; verify permission to use photographs and presentation materials. Mark unsupported or unverified results as unconfirmed.

The UK Southwark Council’s Culture Together programme is an overseas example of checking progress and actual results against activity plans and intended outcomes. Interim reporting can depend on the award conditions, but the same documents and process are not thereby mandatory for Korean programmes.

Track sending, receipt, review, corrections and payment separately

Sending a file, funder acknowledgement, review and correction requests, and actual payment are distinct facts. Mark each status only when confirmed. Corrections can occur repeatedly and some grants are paid before the event, so do not assume this table is a fixed sequence for every award.

| Status | Meaning | Evidence to confirm |
| --- | --- | --- |
| Sent | The owner sent the submission | Submission time and file version |
| Received | The funder confirms receipt | Receipt number or acknowledgement |
| Under review | The funder confirms review is underway | Status notice and check time |
| Correction requested | The funder requests information or changes | Request, deadline and resubmission record |
| Review complete | The funder confirms review is complete | Completion notice |
| Paid | The grant actually reached the account | Proof of receipt |

If the funder requests repayment or an explanation after settlement, confirm and record the basis and deadline. Do not imply acknowledgement guarantees payment.

Record evidence checks and correction requests

Enter each actual cost and required document separately. Keep the submitted file version and storage location together with the record.

| Cost item | Approved budget | Contract amount | Paid amount | Grant and own funds | Evidence and availability | Status and next action |
| --- | --- | --- | --- | --- | --- | --- |
|  |  |  |  |  |  |  |

For each correction request, record the date received, owner, deadline and resubmission history. Separately confirm funder receipt and response after resubmitting.

| Received | Request | Owner | Reply deadline | Resubmission time and version | Funder confirmation |
| --- | --- | --- | --- | --- | --- |
|  |  |  |  |  |  |

Check personal information and retention

Attendance lists, contact details and photographs may contain personal information. Confirm the basis and channel for the information requested by the funder, and provide only what is necessary. Record internal access rights, transmission and encryption, purpose and permitted use, retention and deletion owners.

Korea’s Personal Information Protection Commission discusses data minimisation and access controls for online surveys and prize events. Do not apply that example wholesale to every award; separately establish the legal basis for the event and submission. Check the agreement, applicable law and funder guidance for retention, and record who deletes or securely disposes of information after retention is no longer required.

Illustrative checkpoints before and after submission

These are practical examples. Adjust the actual deadline and sequence to the award agreement.

| Timing | Check | Owner |
| --- | --- | --- |
| Before event | Award terms, deadline and budget change approvals | Operations lead |
| During event | Attendance evidence, photos and outputs | On-site operations |
| Immediately after | Collect evidence, reconcile costs and organise results | Settlement lead |
| Before submission | Funder form, personal information and submission review | Reporting lead |
| After submission | Receipt, corrections, review and payment status | Reporting lead |

**Final check before use:** Before submitting the report and settlement, compare the agreement’s deadline and eligible conditions, costs and evidence, and the basis for results. Assign responsibility for confirming receipt, review, corrections and payment afterwards.

Scope and limitations

This is EVENTODIT’s practical proposal informed by the UK Southwark Council and Korea’s Personal Information Protection Commission. The Daejeon Tourism Organization’s 2026 guidance on K-MICE is provided as a reference, but direct access failed and its deadline and detailed conditions remain to be checked. Tables and timings are editorial examples rather than required funder forms. Verify deadlines, eligible costs and submission documents against the specific agreement and current guidance; do not apply an overseas programme’s process unchanged in Korea.

The eligible scope, decision authority, payment timing and actual results of any particular award have not been established.

Use the form for the next handover

Use the [Grant evidence, submission and correction log](/en/templates/grant-reporting-evidence.html) for the records described here. The XLSX contains Blank, Example and Instructions sheets. Write your event in Blank; the fictional example is a guide to what to enter.

Reconcile approved, contracted and paid amounts by award/cost ID; leave payment unknown without evidence. Check grant/own contributions, tax, double claiming and required evidence against the agreement.

Settlement sends evidence by cost ID and submitted/corrected versions to the reporting lead. Reporting hands unresolved funder decisions, payments and repayments to finance.

Application conditions

Deadlines, eligible costs, required documents and payment timing differ by award; use the agreement and current funder guidance.

Unconfirmed information

The eligibility, authority, payment timing and results of a particular award have not been established.

Sources

K-MICE · Daejeon Tourism Organization 2026 guidance · direct access not verified
https://k-mice.visitkorea.or.kr/mice/upload/regionalcvb/2026/cvb_support_06.pdf

Southwark Council · Culture Together grants monitoring and evaluation
https://www.southwark.gov.uk/community-engagement/grants-and-funding/culture-together-grants-fund/how-we-monitor-and-evaluate

Personal Information Protection Commission · Personal information guidance for online surveys and prize events
https://pipc.go.kr/np/cop/bbs/selectBoardArticle.do?bbsId=BS210&mCode=C020020000&nttId=11962