Grant Expense Review & Prior Approval
BCYF requires grantees to obtain prior approval for equipment purchases with a unit cost of $1,000 or more or international travel. BCYF encourages grantees to seek review before incurring expenses whenever there is uncertainty regarding allowability or when planned expenditures differ significantly from the approved budget.
Prior approval is required before incurring:
- Equipment purchases with a unit cost of $1,000 or greater.
- International travel funded by BCYF grant funds.
Budget modifications are not required. However, when an organization plans to spend significantly more or less than budgeted within a budget category, or is uncertain whether an expense is allowable, submitting a request for review is strongly encouraged. Receiving guidance before making a purchase helps ensure expenses are allowable and reduces the likelihood that expenses will later be rejected.
Approval indicates that BCYF has reviewed the proposed expense based on the information provided and determined that it appears to be an allowable use of grant funds and aligns with the approved program. Prior approval confirms that the proposed purchase is eligible to proceed, but it does not guarantee final approval of the expense. All expenses remain subject to standard financial review and documentation requirements when submitted.
Review Process
- Requests are reviewed by your Program Officer.
- Once approved by your Program Officer, requests receive a secondary review.
- If additional information is needed, the current request will be closed. Please submit a new request after addressing the reviewer's comments.
- Approved requests will receive a PDF approval record to retain for your grant files.
- Please allow up to 5 business days for your request to be approved.