1. District Simplified Grants
This presentation will cover District Simplified Grants. District Simplified Grants are an exciting tool for districts to support their service projects. By the end of this presentation, you will understand how District Simplified Grants work and how districts can get involved in District Simplified Grants.

2. District Simplified Grants
Utilize a portion of the district’s DDF
20% of new DDF
1 grant per district per Rotary year
Itemized and budgeted humanitarian good and services
Local community projects
International projects
Direct Rotarian involvement
District Simplified Grants are a tool for districts to utilize up to 20 percent of their District Designated Funds to meet humanitarian needs either in their local community or internationally. There is no match from the Foundation's World Fund, but instead the grant is one sum or “block” grant of DDF per Rotary year to support as many projects as the district desires. DSG funds can be used to support local or international humanitarian projects.
These grants are quite easy to obtain and give the districts a great deal of control over grant funds. The district serves as the manager of these funds and is responsible for how the funds are spent. A district could opt to do one large project or multiple small projects with a DSG. The intention of DSGs is to spend grant funds within one Rotary Year.
The Rotary Foundation supports the efforts of Rotary clubs and districts and therefore expects that these grants will be implemented by Rotarians. The best projects are those that are designed, implemented and guided by Rotarians.

3. Policies and Guidelines
Adherence to standard grant policies
Used only for eligible items/activities
Respect wishes of receiving community
District Simplified Grants must adhere to the general policies and guidelines governing Humanitarian Grants, examples of which are
Funds cannot be used for construction or renovation
Grant funds cannot be used for international travel
Additional guidelines on the appropriate use of DSG funds can be found in the Terms and Conditions of DSG grant award. Districts interested in participating in a DSG should carefully review the DSG Terms and Conditions document, as the district will agree to abide by the instructions contained in the document.
In addition, grants must respect the wishes of the receiving community. This means that the district must have direct and consistent contact with the beneficiary of the grant to investigate needs and ensure cultural sensitivity. This is especially important when the project is taking place internationally. Knowing the needs of the project country will help to ensure a successful project.

4. Rotarian Involvement Community needs assessment Project committee
Project implementation
Liaison with community leaders and beneficiaries
Project promotion
One of the most important criteria of Humanitarian Grants is that they require direct Rotarian involvement. With District Simplified Grants, Rotarians should be involved through participation in the following activities:
Conducting a community needs assessment
Participation in a committee to oversee expenditure of funds
Implementation of the project
Involvement with the benefiting community including meeting with local service providers, officials and beneficiaries
Promotion of the project

5. Request Procedure Annual DSG Mailing
Districts encouraged to submit requests in year prior to funds being spent
Requests accepted: 1 July – 31 March
Requests approved: 1 August – 15 May
Districts are strongly encouraged to submit their requests in the Rotary year prior to funds being made available (at the beginning of the program year). It is in the district’s benefit to submit the request as early as possible. District leaders will receive the DSG mailing in the summer of the planning year which includes the amount available for the next Rotary year, Terms and Conditions, Frequently Asked Questions, and other materials to assist the district with the DSG process.
In keeping with the adoption of a unified business cycle, requests for District Simplified Grants may be submitted from 1 July until 31 March in any given Rotary year. These requests will be approved from 1 August through 15 May.

6. Request Form Amount requested DRFC chair and DGE authorization
Payee Information (bank account)
In an effort to streamline the process of applying for a District Simplified Grant, there is a simple Request Form, rather than a traditional application. This request form is much shorter than an application and requires less information than is typically requested in an application.
District Simplified Grant requests include:
Amount requested (Remember this is up to 20% of DDF)- Districts will be notified of the amount available for a possible DSG each year.
Agreement form to be signed by the District Rotary Foundation Committee Chair and the District Governor Elect
Payee information, which outlines the bank information necessary to make payment

7. Payment Procedure Payment released at start of Rotary year
50% rule (previous DSG)
Maximum of two paid open grants
The main reason that the Trustees stipulated that DSG requests should be submitted to TRF in the year prior to funds being used is that it facilitates the payment process. If the grant has been approved no later than 15 May, and all pre-payment requirements have been met ,TRF is able to process the payment for the grant at the start of the Rotary year. That way, the district has the funds on hand at the start of the year and has the entire year to implement the project.
TRF requires that a district submit DSG reports that include eligible expenditures totaling at least 50% of one DSG before payment is made on another DSG. This requirement ensures that significant progress is made on the expenditure of grant funds before TRF sends additional funds to the district to administer. Un-used grant funds should not accumulate at the district level.
The Trustees established District Simplified Grants with the expectation that a district will receive, distribute, and report on the use of grant funds within one year. The limitation of two paid-open DSGs at a time encourages district leaders to implement and report on grant-funded projects in a timely manner.

8. Grants Over US$25,000
Payment made in installments based upon a spending plan
Subsequent payments released after progress reports are received
Publicity plan required prior to payment
Annual independent financial review
If your district has more than US$25,000 to use for a District Simplified Grant, the Foundation requires that you submit a spending plan before the grant is paid. A spending plan should indicate what the district can realistically spend to implement projects within a twelve month period. Payments will be made from the Foundation based on this spending plan. Before an additional installment of funds may be made, the District must submit a progress report.
In addition to submitting a spending plan, districts requesting grants over US$25,000 must submit a publicity plan before payment can be made. These plans should state how the club/district plans on publicizing the project to local media and/or to the Rotary world.
Lastly, districts receiving grants over US$25,000 must submit an annual independent financial review. Information about independent financial reviews can be found in the Terms and Conditions of DSG Grant Award. An IFR form is available to assist financial professionals in completing the requirements of the independent financial review.

9. Reporting Procedure
Progress reports at least every twelve months for the life of the grant
Final report due within two months of completion
As soon as the district has collected individual project summaries containing expenditures totaling at least 50% of the total grant award, it should submit a progress report to TRF. Reports are due no later than 12 months following payment of the grant and every 12 months thereafter until the grant is closed. However, it is not recommended that districts wait the full 12-month period between reports. Early submission of reports will help facilitate the timely payment of future grants.
As soon as the grant has been fully expended and all projects have been completed, the district should submit a final report to TRF. As with all grants within the Humanitarian Grants Program, a final report is due within two months of full expenditure of funds.
Please keep in mind that the district is responsible for full accounting of grant funds even in the case of projects taking place outside of one’s own country.

10. Report Content Cumulative, district-level information
Statement of income and expenses
Bank statement
Individual project reports that include itemized expenses.
The Rotary Foundation requires that districts provide detailed information in progress and final reports, which include a number of very important items. Reports must include:
A cumulative, district-level summary of the contents of the report as well as a description of outcomes and lessons learned
A statement of income and expenses – in the case of District Simplified Grants, this would include a distribution list containing descriptions of the projects funded and the amounts distributed to each project
• A bank statement that correlates to the district’s statement of income and expense;
• An individual project report for each project funded through the DSG.

11. Individual Project Report
Detailed description of project
Narrative statement about beneficiaries
Description of Rotarian involvement
Itemized list of expenditures
An individual project report must be submitted for each project funded through the DSG. Each report must include:
A narrative statement about the beneficiaries of the project
An itemized list of expenditures
A detailed description of the project
A description of Rotarian oversight, management, and involvement in the project
It is important to emphasize that these individual project reports should not be sent directly to The Rotary Foundation by the clubs implementing the projects. Rather, they should be submitted to the district who then compiles the reports and forwards them to TRF. Any individual project reports that are sent directly to TRF will be returned to the district.

12. Stewardship Maintain accounting records Open separate bank account
Keep receipts for at least five years
ALL expenditures must be within TRF guidelines
No donations to existing projects or other organizations
No contributions to other TRF programs
When in doubt, refer to the Best Practices manual or consult with your Grants Coordinator
As you will likely note, District Simplified Grants are quite different than other types of grants provided by the Rotary Foundation. With other grant types, a good deal of detailed information, particularly relating to expenses, is required before the application is approved. However, with District Simplified Grants, this detailed financial information is requested at the completion of the project. Therefore, it is extremely important that accurate records of accounts are maintained. As detailed financial information is required for reports, it is recommended that districts and/or clubs use accounting computer software to track grant expenditures.
It is strongly recommended that each district maintain a separate account for each DSG awarded. Multiple DSGs can be active at one time; therefore, financial accounting will be facilitated if funds for different grants are not commingled within the same account. Two or more Rotarians must be signatories on all grant-related accounts.
Districts are required to keep receipts for at least five years (and be able to provide copies of receipts to TRF upon request). These receipts should be retained at the district level, not with the individual clubs.
It is the role of the district to ensure that all DSG expenditures are within TRF guidelines. The district is responsible for any and all funds that might be spent ineligibly. Funds from ineligible projects will need to be reimbursed to TRF.

13. District Leadership District Rotary Foundation Committee
Develop district goals for use of DSG funds
Submit request in cooperation with DGE
Work with grants subcommittee to distribute grant funds
Ensure expenditures are eligible and consistent with TRF policies
Submit reports including individual project summaries for each club project.
The Rotary Foundation requires that each district build a team that will help oversee participation in Humanitarian Grants.
Specifically related to District Simplified Grants, the District Rotary Foundation Committee will:
Develop district goals for use of DSG funds
Submit the request with the DGE and on behalf of the Foundation Committee
Work with the district grants subcommittee to distribute grant funds
Ensure that all expenditures are eligible and within TRF policies
Submit progress and final reports to TRF

14. District Leadership District Grants Subcommittee
Assist with distribution of funds
Work with DRFC to review expenditures and reports
The District Grants Subcommittee is expected to
Assist the DRFC with the distribution of grant funds
Work with the DRFC to review expenditures and reports

15. Best Practices Submit the DSG request form in the planning year
Plan for how the district will spend the funds before you receive the grant
Educate your clubs on the DSG process
Ensure eligibility before approving projects
Keep the DSG process organized & manageable
The Rotary Foundation strongly advises districts to refer to the Best Practices for Managing Your District Simplified Grant manual often and to apply our recommended best practices.
We strongly advise that districts apply for the DSG as early as possible, and preferably during the planning year.
Management of DSG funds is much easier when district committees have a clear and precise plan and direction for how DSG funds will be spent.
Educate clubs often and early about the DSG process, your district’s application process, and project eligibility.
Check in with the DSG Program Officer if you have any questions about project eligibility. Ensure eligibility before committing DSG funds to club projects
Organize the DSG process and determine the management capacity of your district committee. We strongly recommend applying DSG funds to short term projects with larger budgets. These are easier to spend in the suggested timeframe and much simpler to report on.

16. Questions?