What a grant utilisation schedule should show

A useful grant schedule is not a dump of every invoice. It is a bridge between the grant letter, the ledger, and the activity the grant was meant to fund.

At minimum, list: grant reference, approved amount, spending period, cumulative spend to date, commitments not yet posted, and remaining balance. Against each sampled invoice, note the activity code and the paragraph of the grant letter that justifies the spend.

Schools that prepare this before a grant utilisation review spend far less time answering follow-up questions. Those that wait until the auditor arrives often discover that capital items sat inside an operating grant line for months.