Is an electronic signature valid on this statement?

Yes. Electronic signatures are generally legally valid under the ESIGN Act and UETA when the signer shows intent, consent, attribution, and an ability to retain the record. Confirm the recipient accepts e-signatures and whether stronger authentication is required.

What if I discover a mistake after submission?

Promptly notify the recipient and provide a corrected statement with an explanation and supporting documentation. Many funders permit amended filings; follow the funder’s procedures to avoid audit findings or penalties.

Which supporting documents are most commonly requested?

Auditors and funders typically request invoices, receipts, canceled checks, payroll records, and bank statements that directly substantiate line-item expenses listed on the statement.

Do I need a notarized signature or witness?

Most financial use statements do not require notarization, but some funders or state filings may require notarization or witness signatures; verify the award terms and applicable state rules before finalizing.

How long must I keep the statement and attachments?

Retention depends on the funding source and regulatory requirements: keep records at least three years for tax purposes, longer for certain federal awards, and six years for some HIPAA-related records.

What authentication methods reduce dispute risk?

Use multi-factor signer authentication (email plus SMS or identity proofing), capture a detailed audit trail, and store the signed PDF and metadata to support attribution and nonrepudiation.

Electronic Signature
Templates
Finance
Financial Statement of Use

Financial Statement of Use

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

FINANCIAL STATEMENT OF USE

Entity Information

Entity Name Employer/Tax ID Primary Address

Contact Person

Phone

Email

Reporting Period and Funding Source

Reporting Period: From through .

Source of Funds (Grant, Loan, Investment or Internal)

Total Funds Received

Date Received

Account or Reference

Detailed Use of Funds

List each expenditure paid from the funds reported above. Attach supporting documentation for each line item where required.

Date	Category	Description	Amount (USD)

Subtotal of Listed Expenditures Adjustments / Reimbursements Total Funds Used Remaining Balance

Supporting Documentation and Attachments

Check all documents included with this Statement of Use. Retain originals and provide copies as required under funding terms.

Invoices Bank Statements Receipts Contracts / Subagreements Other (describe below)

If Other, describe attachments

Certification and Representations

The undersigned certifies that the information contained in this Financial Statement of Use and any attached documentation is true, complete, and accurate to the best of the undersigned’s knowledge. Funds reported herein were expended for allowable purposes under the governing award, contract, or internal authorization. Expenditures identified are supported by contemporaneous records and source documentation retained in accordance with applicable record retention requirements.

The undersigned acknowledges that false statements, omissions, or misrepresentations in this document may constitute grounds for recovery of funds, termination of funding, and may subject the entity and responsible individuals to civil and criminal penalties under applicable law. The undersigned agrees to make supporting records available for audit or review upon reasonable request by the funder or authorized oversight authority.

Certification Checkbox I certify under penalty of perjury and on behalf of the entity named above that the statements made in this Financial Statement of Use are true and correct. Additional Notes or Explanations

Authorized Representative (Print):

Title:

Signature:

Date Signed:

Contact Phone for Representative:

What a Financial Statement of Use Is and When it Applies

A Financial Statement of Use documents how funds were spent or allocated for a specific project, grant, loan, contract, or program period. It provides an itemized accounting of receipts and expenditures, ties expenses to budget line items, and records the source and use of funds. The statement typically includes an authorized certification attesting that funds were used according to the governing agreement and applicable law. Organizations submit it to funders, auditors, or regulators as part of compliance, reporting, and closeout procedures.

Why a Clear Statement of Use Matters

A precise Financial Statement of Use establishes transparency for stakeholders, supports audit readiness, reduces the risk of disputed charges, and documents compliance with funding terms and applicable regulations.

Who Prepares and Relies on a Financial Statement of Use

Typical users include finance officers, grant managers, compliance teams, and external auditors who require a formal, auditable record of spending.

Nonprofit organizations managing grants and donor-restricted funds and needing audit-ready documentation for funders and board review.
Government agencies and prime contractors reporting disbursements, subrecipient use, and program expenditures for oversight and compliance.
Private companies and lenders monitoring loan proceeds, covenant compliance, and use-of-proceeds reporting for credit events.

Assigning responsibility for preparation, approval, and retention ensures the statement integrates with internal controls and external reporting cycles.

Essential Elements to Include for Audit-Grade Records

Include structured line items, source identification, date ranges, narrative justification, approval evidence, and cross-referenced supporting documents to make the statement verifiable and audit-ready.

Line items

Provide itemized expense entries with unique identifiers and ledger references so each expenditure traces to a budget line and accounting record for reconciliation.

Funding source

Record the original funding source, award or contract number, and any restrictions or cost-share requirements that affect allowable spending and reporting.

Reporting period

Specify the exact start and end dates for the report period; clear periods prevent overlap or omission and determine which receipts are in scope.

Narrative justification

Summarize the purpose of each major expenditure and how it advances program objectives or satisfies contract/grant terms, linking to budget categories.

Authorized approvals

Include printed name, title, signature, and date of the approving official to establish delegation, signatory authority, and accountability for reported use.

Supporting files

Attach invoices, receipts, bank statements, timesheets, and any procurement documents that substantiate each line item and satisfy funder audit criteria.

Required Information Typically Collected

Full legal name: Name of reporting entity or individual.

Employer or organization: Company or nonprofit legal entity.

Tax ID / EIN: Federal tax identification number.

Reporting period: Dates covered by the statement.

Total received: Aggregate funds subject to the report.

Authorized signature: Name and date of certifying signer.

Step-by-Step: Completing a Financial Statement of Use

Follow a simple sequence: gather records, map expenses to budget lines, prepare the statement, obtain approvals, and submit with supporting documentation.

01

Gather records: Collect invoices, receipts, bank statements, and payroll records that support each reported expense.
02

Map to budget: Assign each transaction to the appropriate budget line and note any restricted or ineligible costs.
03

Prepare statement: Populate the statement form with itemized lines, totals, and narrative justifications.
04

Approve and submit: Obtain required approvals, sign, and submit to the funder, auditor, or filing system specified in the award terms.

Configuring an Online Workflow for the Statement

Set up a repeatable digital workflow so documents route to the right reviewers, enforce required fields, and retain an audit trail for each submission.

Field	Configuration
Upload Format	Accept PDF and DOCX; require flattened PDF for final archive.
Signer Sequence	Create role-based routing: preparer → finance reviewer → authorized signer.
Authentication	Use email verification or SMS code; consider stronger checks for high-value filings.
Retention Copy	Auto-save a signed PDF to records management or cloud storage.

Where to Send or File the Completed Statement

Destination depends on the agreement: funder portal, prime contractor, internal records repository, or a regulatory filing system.

Funder portal: Upload via the grantor’s online reporting or portal as required by award terms.
Prime contractor: Submit to the contracting organization for consolidation with prime-level reporting.
Internal archive: Store a signed copy in your records management system for audit access.
Regulatory filing: Send to any governmental system that specifically requires financial use reporting.

Digital Signing and File Format Considerations

Use platforms that produce tamper-evident signed PDFs, capture an audit trail, and store copies in accessible formats for reviewers and auditors.

File formats: PDF and DOCX accepted; final archival as PDF/A recommended.
Authentication: Email, SMS, or stronger identity proofing as required.
Audit trail: Capture IP, timestamp, and signer actions.

Common Timing Rules and Submission Windows

Timelines vary by funder and award type; confirm reporting dates in the funding agreement and align internal review cycles to meet those deadlines.

On request:

Many sponsors may request statements at any time during the award period or during audits.

Quarterly reporting:

Some grants require quarterly financial statements aligned to fiscal quarters.

Annual audit:

Annual financial statements often coincide with single-audit or audit schedules for federally funded entities.

Closeout report:

Grant closeout statements are often due within 30–90 days after project end.

Tax alignment:

Maintain records to support tax filings; the IRS generally expects relevant records be available for review.

Common Preparation Errors to Avoid

Missing or unitemized receipts that prevent auditors from substantiating reported expenses and trigger disallowances.
Mismatched entity names or TINs between the statement and supporting records that delay processing or trigger corrections.
Reporting expenses outside the stated period, causing duplicate reporting or omissions in other reporting cycles.
Lack of proper approvals or signatures, leaving certifications unsupported and increasing audit risk.

Consequences of Inaccurate or Incomplete Statements

Repayment risk: Funders may require repayment of disallowed amounts.

Audit findings: Auditors can issue findings that affect future funding eligibility.

Contract sanctions: Contracts may include penalties for noncompliance.

Tax exposure: Incorrect reporting can trigger IRS adjustments or withholding.

Reputational harm: Material errors can damage stakeholder trust.

Delayed payments: Incomplete statements may pause reimbursements.

Vendor Pricing and Feature Snapshot for eSignature Support

Typical pricing and feature availability for common eSignature providers. Confirm vendor plans and terms before selecting a solution for secure signing and recordkeeping.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Verify with vendor	Verify with vendor	Verify with vendor	Verify with vendor
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA required)	Yes (BAA available)	Yes (BAA available)	Verify	Verify

Frequently Asked Questions and Troubleshooting

Answers to common questions about validity, corrections, supporting records, and record retention when preparing a Financial Statement of Use.

Need help? Contact support

Is an electronic signature valid on this statement?
Yes. Electronic signatures are generally legally valid under the ESIGN Act and UETA when the signer shows intent, consent, attribution, and an ability to retain the record. Confirm the recipient accepts e-signatures and whether stronger authentication is required.
What if I discover a mistake after submission?
Promptly notify the recipient and provide a corrected statement with an explanation and supporting documentation. Many funders permit amended filings; follow the funder’s procedures to avoid audit findings or penalties.
Which supporting documents are most commonly requested?
Auditors and funders typically request invoices, receipts, canceled checks, payroll records, and bank statements that directly substantiate line-item expenses listed on the statement.
Do I need a notarized signature or witness?
Most financial use statements do not require notarization, but some funders or state filings may require notarization or witness signatures; verify the award terms and applicable state rules before finalizing.
How long must I keep the statement and attachments?
Retention depends on the funding source and regulatory requirements: keep records at least three years for tax purposes, longer for certain federal awards, and six years for some HIPAA-related records.
What authentication methods reduce dispute risk?
Use multi-factor signer authentication (email plus SMS or identity proofing), capture a detailed audit trail, and store the signed PDF and metadata to support attribution and nonrepudiation.

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