Accepted Projects/Programs & Quarterly Progress Reporting

We appreciate that you want to get the word out about your project/program! We are in support of your efforts and require you to use the TOT-TBID Dollars At Work logo and other assets to educate your stakeholders about the role of funding in your success. To provide you with everything you will need, we created a toolkit that includes relevant logos, and copy to include in blogs, social media posts, press releases and more. Please make sure to read through it here. 

Quarterly progress reports are written progress reports on your project/program. Templates for these reports will be sent to you from the NTCA via Submittable. Quarterly reports typically include the following items:

• Executive summary: What do you want to tell the public about what you did or achieved during the quarter? 
• Objectives, Tasks and Milestones accomplished during the quarter: You outlined objectives and tasks in your application that were captured in your contract. Refer to these objectives and tasks so the progress made during the quarter is clear. 
• Funding request amount for the quarter: How much are you requesting for the next quarter from TBID or TOT funds? 
• Budget vs Actual Form: This excel form should match what you have in your contract. Please indicate what you budgeted for this quarter and what you actually spent. 
• Budget/Expenditure Narrative: Please detail your spending for the quarter. Why did you spend less or more as compared to your budget? Be clear in your explanation of any variance. 
• Monitoring and Evaluation: Describe the key performance indicators and outcomes achieved during this quarter. Make sure to compare to the key performance indicators and outcomes included in your contract. Detail any communication or engagement you conducted with stakeholders or the community.  
• Challenges and Mitigation: Outline any challenges encountered during the quarter and how they were handled. 
• Next Quarter Plans: What are you planning to get done in the next quarter? 
• Photos/Videos: Please upload high-resolution photos or videos from work accomplished during the quarter.
• Invoice Upload: Upload an invoice that includes supporting documents (receipts, invoices from contractors, etc.). A template is provided for use on the form, but if you have a different invoice template, feel free to use that. Please ensure there is a summary page that includes the total amount requested as the first document. 

The quarters follow NTCA’s fiscal year (July 1- June 30)

• Quarter 1 (July 1- September 30) 
• Quarter 2 (October 1- December 31)
• Quarter 3 (January 1- March 31) 
• Quarter 4 (April 1- June 30) 

A quarterly progress report form will be sent to you to complete at the end of each quarter. You will have a month to complete the report. For example, for Quarter 2, you will receive a quarterly progress report request through Submittable on December 31. The deadline for submission of the Quarter 2 progress report is January 31. 

The reporting deadlines for each quarter are: 

• Quarter 1 Deadline: October 31^st 
• Quarter 2 Deadline: January 31^st 
• Quarter 3 Deadline: April 30^th 
• Quarter 4 Deadline: July 31^st 

The NTCA will do its best to process your quarterly report as soon as possible. Per the contract, the NTCA has a month after the quarterly deadline to process your quarterly report and cut a check for reimbursement for TBID funds. The same process applies to Placer County for TOT funds. 

You are strongly encouraged to attend one of the workshops so that we can walk you through the quarterly progress report and answer any questions you may have. A workshop is on January 15.

For additional information or assistance, please contact the NTCA team at [email protected] or Tara Hetz at [email protected].

Tips for Success:

• Google Chrome is the recommended browser for Submittable
• Make sure to add your collaborators to your submission to help fill out the application and future progress reports. Check out the article on how to invite collaborators and an article on what to do when you receive a request from Submittable.