How to Complete a Matching Grant Application

Learning Objectives Overview of the MG process Preparing to complete an application Completing application, step-by-step Helpful hints

Matching Grant Application Revised application for Available on the Rotary web site

Application received, acknowledged Application reviewed Grant approved Agreement form, contributions, payee information returned to TRF Overview of Process

Payment issued Reports submitted Final report reviewed File closed

Matching Grant Application Terms and Conditions Guide to Matching Grants Preparations

ELIGIBLEINELIGIBLE Revolving loans/microcreditEstablishment of a foundation, permanent trust, or long-term interest-bearing account Short-term rent or lease of buildingsPurchase of land or buildings, rent for housing Construction of infrastructure such as service roads, wells, reservoirs, dams, bridges, latrines, toilet blocks, water supplies, and other similar structures Construction or renovation of any structure in which individuals live, work, or engage in any gainful activity. This includes buildings, containers, mobile homes, or structures where individuals carry out any type of activity such as manufacturing, processing, mainte­nance, or storage, including provision of new services or upgrade of facilities Purchase of equipment or appliancesProvision of plumbing or electrification inside buildings Short-term and/or contracted labor for project implementationSalaries for individuals working for another organization Administrative expenses for project activitiesOperating or administrative expenses of another organization Primary and secondary education, tuition, transportationPostsecondary education activities, research, or personal or professional development Domestic travelInternational travel Detailed, itemized expensesContingencies, miscellaneous expenses Assistance to land mine victimsLand mine removal Publicity expenses such as newspaper fees, or printing of posters, brochures, or fliers to inform the community of an available service Rotary signage Vaccines and immunizations, if the project is consistent with the criteria, procedures, and policies of the PolioPlus program and World Health Organization Transportation of vaccines or immunizations by hand over national borders New Rotary-sponsored projects not already in progress or completedProjects already undertaken and in progress, existing projects, activities primarily sponsored by a non-Rotary organization, or projects already completed Maternal and prenatal health and educationPurchase and distribution of birth control devices and ultrasound equipment for use in sex determination Budgeted and itemized humanitarian goodsUnspecified or cash donations to beneficiaries or cooperating organizations Humanitarian or service activities benefiting a community in needFundraising activities or expenses related to Rotary events such as district conferences, anniversary celebrations, or entertainment activities that do not include a humanitarian aspect Secular, nonreligious activities that benefit a community in needProjects that support purely religious functions at churches and other places of worship

Preparations Partnership World Community Service (WCS) – Project Link database Overdue Grant Reporting due_reporting_list.pdf

Preparations Resource District Grant Subcommittee Chair District Rotary Foundation Committee Chair TRF Grant Coordinator Mr. Christian Pepera,

Application Deadlines Grant Requested DeadlineApproval US$5,000 – 25,000 1 July – 31 March 1 Aug – 15 May US25,001 and above 1 August – 15 December Trustee meetings at October/ November & March/ April

Project Description Who, what, where, when and how Sustainability of project after the grant Detailed description of Rotarian activities

Host & International Partners Club or district project Clubs and contacts must be in good standing with RI All three project contacts must be members of the primary sponsoring club/ or clubs in the district for district-sponsored project

Host & International Partners Primary host partner limited to maximum FIVE open MGs Open MGs are approved, paid, reported but not closed

Project Budget Itemize expenditures Supplier names must be provided Invoices not required, but may be requested Indicate exchange rate

Project Financing Financing must equal budget Calculate in US$ Indicate cash or DDF DRFC and DG must authorize use of DDF

Project Financing Cash is matched 50% and DDF is matched 100% Grant award must be at least US$5,000 US$100 minimum host partner contribution

Project Financing Minimum 30 percent contribution from International partner(s) 50 percent maximum rule for DDF only applies to multi-country district

Project Financing Matching Grant Calculator Source can be downloaded via

Project Planning All questions must be answered Equipment cannot be owned by Rotarians or Rotary clubs Customs clearance must be arranged

Competitive Grants Grant requests from US$25,001-$150,000 –Community Needs Assessment Deadlines: 1 August & 15 December

Authorizations Authorizations signed by current year officers Project contact signatures required Signatures maybe submitted on separate pages All signatures pages must be submitted together

Cooperating Organizations Cooperating Organization vs. beneficiary Letter of participation from Cooperating Org Letter of endorsement from host partner

Final Report Both sponsors are responsible for reports –Should include input from both sponsors Club / district handling grant funds should take the lead in reporting

DGSC Review District grants subcommittee must confirm that the application is complete Host or international partner

Completion Checklist Helpful to ensure that the application is accurate and complete

Matching Grant Approval Matching Grant is approved Announcement letter will be sent to the primary project contacts via 1.Matching Grant Agreement Form 2.Sponsor Contributions Form (if applicable) 3.Payee Information Form 4.Terms and Conditions of Matching Grant Award 5.Report Form 6.Humanitarian Programs Promotional Guide 7.Paul Harris Fellow Recognition Form 8.Making Your Sponsor Contributions Form (if applicable)

Timelines Application complete within six months of receipt Payment requirements met within six months of approval Paid MG project must be implemented within 12 months

Matching Grant Payment Agreement Form Payee Form Cash Contributions to TRF Cash Contributions directly to the project account

Helpful Hints Stay current on grant reporting Pay RI Membership dues on time Communicate with your co-sponsors Complete all sections of the application Keep copies of all documents

Resources MG Terms and Conditions The Guide to Matching Grants Rotary website: District Leadership Humanitarian Programs Staff

Questions?