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 with the Quarterly Financial and Narrative Reports due 15 days after the end of each quarter during the grant period.

The following elements should be included in each quarterly report:

Quarterly Financial and Narrative Reports Schedule
Quarter: Report is Due:
July 1 or contract starting date – September 30, 2021 October 15, 2021
October 1 – December 31, 2021 January 15, 2022
January 1 – March 31, 2022 April 15, 2022
April 1 – June 30, 2022 July 15, 2022
July 1 – September 30, 2022 October 15, 2022
October 1 – December 31, 2022 January 15, 2023
January 1 – March 31, 2023 April 15, 2023
April 1 – June 30, 2023 or contract ending date July 15, 2023

Encumbrance Report – Due August 15, 2023

This final financial report is required if grant funds are encumbered (obligated) at June 30, 2023. 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, 2023 the Encumbrance Report is not required. The Encumbrance Report is due August 15, 2023, but may be submitted as soon as all obligated grant funds are liquidated.

Budget Amendment – Due no later than May 1, 2023

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.


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