Free document templates for Ukrainian NGOs: accounting policy, aid acts, donor report, budget
Free document templates for Ukrainian NGOs and charitable foundations: an accounting policy order, acts for receiving and handing out aid, a grant expenditure report and a grant application budget. Download them without registration, fill in the parts in square brackets and use them in your organisation.
We built the templates from our experience auditing non-profits and donor-funded projects since 2000: these are the documents a donor’s auditor asks for first, and the ones most often missing mandatory details. The files on this page are English reference versions for head offices, donors and auditors; a Ukrainian organisation signs and keeps the Ukrainian originals, available on the Ukrainian version of this page. The budget is bilingual.
Templates to download
Accounting policy order for an NGO or foundation
Seven sections: source documents, project accounting for grants, allocation of indirect costs, fixed assets and inventory, exchange differences, stocktaking. See our article on the accounting policy of a non-profit.
Acts for receiving and handing out charitable and humanitarian aid
A committee act for receiving aid and an act for handing it to the recipient, with the mandatory details of a source document. See our article on humanitarian aid accounting.
Grant expenditure report
An Excel workbook: budget versus actual by line, variance in percent, cash movement and a register of source documents. Totals are calculated by formulas. See our article on project accounting for grants.
Grant application budget
A bilingual Ukrainian and English Excel workbook: staff, travel, equipment, supplies and services, indirect costs at the donor’s rate, co-funding. It has a separate line for the project audit so you remember to budget for it.
How to use the templates
- Check the template against your donor’s requirements: the agreement and its annexes take priority over any template.
- Replace everything in square brackets and delete what you do not need.
- Approve the accounting policy by order before the project starts, not just before the audit.
- Keep signed acts and reports together with the project’s source documents.
We can review your books before the donor’s audit
A template is a start, but the donor’s auditor looks at how the documents work together: whether the report agrees with the accounts and the bank, whether staff costs are supported, whether procurement rules were followed. If a grant audit or your annual audit is coming up, we can review your books in advance and show what to fix. See our non-profit audit page and the grant audit preparation checklist. To discuss your case, use the form below or write to us.
Preparing for a grant audit? A checklist of documents and audit stages as a PDF, no sign-up needed. Stages, timing and tips on the checklist page.
Download the checklist (PDF)Frequently asked questions
Are the templates free to use?
Yes. You can download, adapt and use them in your organisation without registration. If you share them, a link to this page is appreciated.
Will the templates work for any donor?
They are a general basis. Each donor may have its own report forms and rules, so check the template against your agreement and its annexes.
Who can review our books before the donor’s audit?
An independent auditor who does not keep your accounts. We review the books of NGOs and grant projects and show what to fix before the donor’s auditor arrives.
Prepared by the MK Audit team