What to gather before an agency site visit
A readiness list for agricultural grant files when a desk query or visit is already on the calendar.
When an agency schedules a visit, time is the scarce resource. Prioritise completeness of agricultural grant accounting evidence over perfect binding and labels.
Bring to the table
- Award letter and any amendments
- Approved budget versus actual schedule
- Claim forms as submitted, plus portal acknowledgements
- Bank statements for the grant account covering the full program year
- Sampled invoices with delivery notes attached
- Matching-fund reconciliation
- Prior correspondence answering queries
Rehearse the narrative
The finance lead should be able to walk an examiner from award → disbursement → expense → claim without switching folders mid-sentence. If that path breaks, fix the break before polishing secondary files.
A short Compliance Readiness Review can rank gaps when you have only days left.