Glossary
Grants

Grant Restriction

By: Alec Hollingsworth
Updated:  
June 2, 2025

DEFINITION:

A grant restriction is a condition set by a grantor that limits how, when, or for what purpose awarded funds can be used by a nonprofit.
A grant restriction refers to the specific limitations or conditions placed by a grantor on how a nonprofit organization can use the awarded funds. These restrictions can be related to purpose (such as only using the funds for a particular program), time (requiring the funds to be spent within a certain period), or other criteria defined by the grant agreement. Nonprofits must closely track and report on these restrictions to ensure compliance with the grantor’s requirements, maintain eligibility for future funding, and adhere to accounting standards that differentiate restricted from unrestricted funds in their financial statements.

Key Takeaways

  • Grant restrictions limit how nonprofits can use awarded funds.
  • Compliance is vital for future funding and audits.
  • Aplos helps track and report on restricted grants.
  • Proper tracking distinguishes restricted and unrestricted funds.

Why It Matters

Properly tracking grant restrictions ensures compliance, accurate reporting, and continued funding.

Real World Example

Imagine a nonprofit receives a $50,000 grant from a foundation to support a youth education program. The grant agreement specifies that funds must be used solely for program-related expenses, such as supplies and educator salaries, within the next 12 months. The nonprofit records the grant as restricted revenue and sets up a dedicated fund in their accounting system. Each time they spend from the grant, they document and report the use, ensuring that expenditures comply with the restriction. Clear tracking enables them to demonstrate proper use to the grantor and remain eligible for future funding.

How Aplos Helps

With Aplos, you can easily track restricted and unrestricted grant funds using fund accounting features. Aplos enables nonprofits to create separate funds or tags for each grant, monitor how money is used, and generate reports that clearly show compliance with grant restrictions. This simplifies grant management and audit preparation.
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Frequently Asked Questions

What is a grant restriction?

A grant restriction is a limitation set by the grantor on how, when, or for what purpose the awarded funds can be spent by a nonprofit organization.

Why do grant restrictions matter?

They ensure that nonprofits use funds according to the grantor’s intent, which is essential for compliance, transparency, and maintaining eligibility for future grants.

How does Aplos help manage grant restrictions?

Aplos allows nonprofits to track restricted funds separately, monitor expenditures, and generate reports to demonstrate compliance with grantor requirements.

What happens if a nonprofit violates a grant restriction?

Violating a grant restriction can result in having to return funds, loss of future funding opportunities, and damage to the organization’s reputation.