Contents 

• Overview
• Step-By-Step Instructions
  • Progress Report Schedule Field
    • Set Up the Progress Report Schedule field
  • Disbursement Schedule Field
    • Set Up the Disbursement field
• Next Steps
• Related Articles

Overview

This guide shows Program Admins how to set up the Progress Report Schedule and Disbursement Schedule fields on an Award Agreement Template.

📌 Note: Progress Report Schedule and Disbursement Schedule are two of the four default fields on every Award Agreement Template. Both are optional — your program may use one, both, or neither. If you don't need one, hide it instead of setting it up. See ➡️ Creating and Publishing Award Agreement Templates.

Who can edit and publish Award Agreement Templates:

• Organization Owners
• Client Admins
• Program Owners
• Program Managers

Step-By-Step Instructions

Progress Report Schedule Field

A progress report is an update awardees submits during their award period, showing they're meeting the terms of the agreement. In the Progress Report Schedule field, you build a schedule of the reports you require — setting a name, reporting period, report form, and due date and time zone for each one. 

💡Tip: If your award doesn't require progress reports, hide this field — see ➡️Hide Default Fields above.

Set Up the Progress Report Schedule field

1. Click anywhere inside the field to make it editable. When the field is editable, a dotted line and field label will appear around it. 
    
2. Select a time zone from the Time Zone dropdown. This sets the time zone used for the due date of the reports awardees submit.
   
   

3. Complete the report rows 

• Each report row has three icons available:

Save: Save the report.

Preview: Preview the report form and schedule details.

Delete: Remove the report.
 

• For each report you want to include in the agreement, complete the following:
  
  

1. Report Form: Select a post-award report form from the dropdown. 
   
   ⚠️IMPORTANT: If no post-award report forms have been published, nothing will show in this dropdown.  (Please see the article titled ➡️ Create New Post Award Report Form for more information about creating that form.)
   
   📌Note: A published post-award report form can be used multiple times over many reporting periods.
    
2. Report Name: Enter a name for the report.  
    
3. Reporting Period: Select the date range this report covers using the calendar dropdowns. (For example, a report capturing first quarter data may have a reporting period of January 1 to March 31)
    
4. Due by: Select the due date and time using the calendar and time dropdowns. (The time is associated with the Time Zone selected above)
5. Save the report: Click the checkmark icon to save the report.
   
   ⚠️IMPORTANT: After a report is saved, it cannot be edited.  If a mistake is made and the report needs to be changed, it needs to be deleted, then a new one created with the correct information.
    

• To add another report, click + Add Report and repeat the steps above.
  
  
   
• When all reports are scheduled for this specific agreement template, click Save in the upper-right corner of the field.
  
  
   

Disbursement Schedule Field

A disbursement is a payment sent to an awardee as part of their award. In the Disbursement Schedule field, you build a schedule of the payments  — setting a title, dependencies (if any), amount, duration, and initiate date for each one.

💡Tip: If your award doesn't require progress reports, hide this field — see ➡️Hide Default Fields above.

Set Up the Disbursement field

1. Click anywhere inside the field to make it editable. When the field is editable, a dotted line and field label will appear around it. 
   
   
    
2. Complete the disbursement rows

• Each disbursement row has two icons available:

Save: Save the dependency.

Preview: Preview the report form(s) dependent for the payment. 

Delete: Remove the dependency.
 

• For each disbursement you want to include in the agreement, complete the following:

1. Title: Click into the Title field and enter a name for the disbursement. Click outside the field to save the name. 
   
   
    

2. Dependencies: Click the paper clip icon in the Dependencies column to set dependencies (if required). 

   A dependency is a report form an awardee must submit before the disbursement is released. if no dependencies are needed, this field can be left blank.
   
   ⚠️IMPORTANT: Dependencies are only available if you've set up the Progress Report Schedule field above. If you do not have any progress reports added to your schedule, nothing will open when you click the paperclip icon. 
   
   

a. In the pop-up, select the checkbox next to any report(s) that must be submitted before the disbursement can go out.

b. Click Add Report Form to confirm. 



The number of dependencies added appears next to the paper clip icon in the Dependencies column. 

3. Amount: Enter the disbursement amount.

4. Duration of Disbursement: Select the date range the disbursement is valid for using the calendar dropdowns. This is the time period when the awardee can use the funds.

📌Note: Duration is mostly used for grants. For example, a grant covering the 2026–2027 school year might use a duration of July 1, 2026 to June 30, 2027. If the disbursement is a one-time payment — common with scholarships — set the duration to match the day the payment goes out. For example, if you're sending a one-time scholarship payment on August 1, 2026 set the duration to 08/01/2026 to 08/02/2026.

5. Initiate: Select the date the disbursement will begin or be sent using the calendar dropdown. 

6. Save the disbursement: Click the checkmark icon to save the disbursement. 

⚠️IMPORTANT: After a disbursement is saved, it cannot be edited.  If a mistake is made and the disbursement needs to be changed, it needs to be deleted, then a new one created with the correct information.


 

• To add another disbursement, click + Add Disbursement and repeat the steps above.
  
  
   
• When all disbursement are scheduled for this specific agreement template, click Save in the upper-right corner of the field.
  
  

📌Note: Disbursement schedules within the same Award Agreement Template can have different dependencies (including no dependencies), duration of disbursement, and initiate dates.
 

Next Steps

Once you've set up the fields you need here, see ➡️ Creating and Publishing Award Agreement Templates to finish setting up your template. 

Related Articles

➡️ Creating and Publishing Award Agreement Templates
➡️ Designate Award Offers and Agreements
➡️ Create New Post Award Report Form

 

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