Keep the actual approval, its conditions, the named employee and the decision process for the later gift. Make the distinction clear in the planning record.
Avoid expanding an internal authorization in the summary
A budget note and authority to transfer funds may serve different functions. Clarify the real payer and applicable instructions without presenting an unsigned proposal as a completed corporate decision.
Follow the actual instructions and prepare a response that clearly addresses the requested issue. Keep the actual recipient, purpose and case reference for each payment clear. Retain the relevant account and payment material requested through the official process. The document that governs is the official programme page on the day of application, because its terms have already been restated since launch and any secondary summary may be out of date. Compare names, references, amount, and recipient; store an adviser’s forwarded summary as correspondence, not as a substitute source. Record what changed and when, then use only the update method in the current official instructions; a private worksheet does not amend a government record. Only when the review finishes does the United States request the corporate sponsor’s US$2 million gift for the employee.