Quarterly reports are a snapshot in time. The quarterly meeting is an opportunity to review the previous quarter and grant performance in its totality. The review is conducted on all grant criteria to see if your organization is on track and has a plan to complete the grant goals in the timeframe given.
The review helps determine if:
- Your organization is on track to complete the number of homes/EUs you committed to
- You are on time and on budget
- The building participants are contributing at least 40 percent of the labor
- You are meeting all the grant conditions
Quarterly reports must be completed and entered into SHARES or via your reporting method each quarter and are due as follows:
| Quarterly Reporting Period | Report Submission Deadline |
| January 1 – March 31 | April 15 |
| April 1 – June 30 | July 15 |
| July 1 – September 30 | October 15 |
| October 1 – December 31 | January 15 |
Quarterly review meetings are held after the report submission deadlines and the quarterly reports should be disseminated by the dates listed above regardless of the meeting date. Quarterly reports are submitted to the USDA Rural Development state office, the USDA Rural Development grant manager (or Rural Development staff who oversees your grant) and your T&MA contractor.
Required documentation for quarterly reports and quarterly review meetings:
- Form Exhibit B of 1944-I and/or SHARES Quarterly Report
- Narrative/cover letter including current progress, delays or difficulties, 523 funds drawn to date, and if you will finish your homes/E.U.’s on time and within budget.
- Updated Implementation Schedule if modified
- Family recruiting statistics
- Most recent Section 523 Budget to Actual Report
- List of all Section 502 Loan applicants who you received eligibility determinations from Rural Development (approved or denied) during the quarter
