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

Read Matching Grant application and Matching Grant terms and conditions Identify host or international partner Conduct community needs assessment Preparations

Design eligible project to meet need Prepare budget Request support from your District: District Governor (DG), District Rotary Foundation Committee Chair (DRFC), and District Grants Subcommittee Chair (DGSC) Preparations

Applications accepted 1 July - 31 March Applications approved 1 Aug - 15 May Application Deadlines

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 sponsoring club/district

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 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

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

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

Timelines Application complete within six months of receipt Payment requirements met within six months of approval

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?