> For the complete documentation index, see [llms.txt](https://help.givechariot.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.givechariot.com/disbursements/for-grantmakers/tracking-and-delivery.md).

# Tracking & Delivery

After a disbursement passes validation and eligibility checks, it either enters your approval queue or proceeds directly to execution, depending on your account configuration.

From that point, Chariot determines whether the recipient can receive funds electronically or requires check delivery.

<figure><img src="https://2623134947-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FYeSwaMWBAjiYfXgDU5ZT%2Fuploads%2FvPrQBv8cNyjLOPBl4z6y%2FPayers.png?alt=media&amp;token=4c69c62e-907e-45d6-b08c-5f0e7936efec" alt="" width="563"><figcaption></figcaption></figure>

{% hint style="info" %}
Approvals, recipient information, status changes, nonprofit data, and reporting can be managed through the dashboard or the Chariot API. Use the API to sync statuses into your systems or automate internal reporting. See \[Chariot Disbursements API documentation].
{% endhint %}

***

### If the nonprofit has a claimed Chariot account

The funds are sent by an account transfer to the nonprofit's Chariot Deposit Account. The nonprofit can see the deposit and its related donation data in Chariot and receives a notification that the funds have arrived.

Because both accounts are within Chariot's network, the transfer can occur immediately after approval and release.

***

### If the nonprofit has not claimed its account

<figure><img src="https://2623134947-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FYeSwaMWBAjiYfXgDU5ZT%2Fuploads%2FwUUtomFGB7scZMB9Z3xC%2FEmail%20%231.png?alt=media&amp;token=a4758d46-603f-4a92-ae68-c1ba7c76ffe0" alt="" width="375"><figcaption></figcaption></figure>

Chariot begins the recipient-validation and outreach workflow:

1. **Validate organization status.** Chariot confirms the organization information and researches current recipient contact and address details.
2. **Invite the nonprofit to claim its account.** Chariot contacts the nonprofit by email and explains that a grant is waiting for electronic delivery.
3. **Send follow-up reminders.** Chariot sends three outreach emails over the five-business-day claim window.
4. **Deliver electronically if the account is claimed.** Once the nonprofit completes onboarding, the funds can be transferred to its Chariot Deposit Account.
5. **Send a check if the account is not claimed.** Chariot prints and mails a check with your customized grant letter to the most current validated address available

#### Check delivery and follow-up

For mailed disbursements, Chariot handles:

* Address research and validation
* Check creation
* Grant-letter generation
* Mailing
* Shipment and delivery tracking when available
* Deposit tracking when available
* Returned checks
* Additional address sourcing and recipient outreach when needed

The disbursement record shows its current status and history so your team can answer recipient and donor questions without maintaining a separate check tracker.

***

### Understanding common statuses

| Status                    | Description                                                                                                                                                                    |
| ------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| `Needs Approval`          | The disbursement is waiting for your team to approve it.                                                                                                                       |
| `Awaiting Verification`   | This disbursement is pending final verification by Chariot’s Compliance team.                                                                                                  |
| `Validating Organization` | Chariot is confirming recipient or delivery information.                                                                                                                       |
| `Awaiting Account Claim`  | The nonprofit has been invited to claim its account for electronic delivery.                                                                                                   |
| `Awaiting Balance`        | The disbursement has completed all approvals and is queued to be sent to the recipient organization. At this stage, additional funds are required from the grantmaker partner. |
| `Submitted`               | The disbursement has been submitted for payment or check fulfillment.                                                                                                          |
| `Completed`               | The recipient organization has received the disbursement and the funds have settled.                                                                                           |
| `Failed`                  | Delivery was unsuccessful                                                                                                                                                      |
| `Stopped`                 | The disbursement was canccled by your team                                                                                                                                     |

***

### Cancel or change a disbursement

Whether a disbursement can be canceled or edited depends on its processing stage. Review the actions available on the disbursement record or contact Chariot Support. Once funds have transferred electronically or a check has entered fulfillment, changes may no longer be possible.

***

### Track a disbursement

<figure><img src="https://2623134947-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FYeSwaMWBAjiYfXgDU5ZT%2Fuploads%2FTAwPOcwDOvsmZPXZviPP%2FPayers.png?alt=media&amp;token=2eeb8ddd-2a1d-46ce-bd25-b0683642bee5" alt="" width="563"><figcaption></figcaption></figure>

1. Open **Disbursements**.
2. Search by grant ID, nonprofit name, EIN, or Chariot disbursement ID.
3. Open the disbursement.
4. Review its current status, delivery method, amount, recipient information, and timeline.

For electronic delivery, the record shows when the funds were transferred. For a mailed check, the timeline may include when the check was submitted, mailed, placed in transit, delivered, and deposited.

If a check is returned or additional information is required, the disbursement record will show the issue and next step. Chariot also manages recipient outreach and address sourcing as part of the delivery workflow.


---

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