Digital Imaging Grant Reporting Forms Illinois State Library

Save the appropriate report form to your computer prior to filling in the various fields. The PDF does not automatically save, so be sure to save occasionally. Attach the completed report to an e-mail message and send by the deadline to: For more information about the digital imaging grant reporting forms, please call 1-800-665-5576 extension 2.

Quarterly Financial and Narrative Report

Reporting requirements start and end based on the terms of the contract (June/July 2018 to June 30, 2020) with the Quarterly Financial and Narrative Reports due 15 days after the end of each quarter during the grant period.

Quarterly Financial and Narrative Reports Schedule
Quarter: Report is Due:
June/July – September 30, 2018 October 15, 2018
October 1 – December 31, 2018 January 15, 2019
January 1 – March 31, 2019 April 15, 2019
April 1 – June 30, 2019 July 15, 2019
July 1 – September 30, 2019 October 15, 2019
October 1 – December 31, 2019 January 15, 2020
January 1 – March 31, 2020 April 15, 2020
April 1 – June 30, 2020 July 15, 2020

Encumbrance Report

This final financial report is required if grant funds are encumbered (obligated) at June 30, 2020. The Encumbrance Report documents the liquidation of obligated grant funds during the 45 days after the end of the grant period. If all grant funds have been disbursed at June 30, 2020 the Encumbrance Report is not required. The Encumbrance Report is due August 15, 2020, but may be submitted as soon as all obligated grant funds are liquidated.

Budget Amendment

A grantee may be required to request a budget amendment if the over-expenditures across all budget lines are anticipated to total more than 10% of the grant award. This is considered a significant variance from the approved budget. It is a grantee's responsibility to request a budget amendment, to align the budget and anticipated actual costs, before a significant variance occurs. The Budget Amendment Request may be submitted anytime during the grant period but no later than 60 days prior to the end of the grant period.

Informational Webinar


If you have questions or need assistance in completing any of the grant reports, please call 800-665-5576, Option 2 or email