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

• Application received, acknowledged

• Application reviewed

• Grant approved

• Agreement form, contributions, payee information returned to TRF

Overview of Process

Overview of Process

• Payment issued

• Reports submitted

• Final report reviewed

• File closed

• Read Matching Grant application and The Guide to Matching Grants

• Identify international partner

• Conduct community needs assessment

Preparations

• Design eligible project to meet need

• Prepare budget

• Request support from your district Rotary Foundation committee chair and district grants subcommittee chair

Preparations

Application Deadlines

• Applications received 1 July - 31 March

• Applications approved 1 Aug - 15 May

Project Description

• Who, what, where, when and how

• Continuity of project after the grant

• Detailed description of Rotarian activities

Host & International Partners

• Club or district project

• Provide all contact information

• Contacts must be in good standing with RI

• All contacts must be in sponsoring club

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 chair and DG must authorize use of DDF

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

Authorizations

• Authorizations signed by current year officers

• Club-sponsored vs. district-sponsored

• All signatures must be submitted with the application (otherwise application will not be processed)

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

• Does not guarantee Trustee approval

Completion Checklist

• Helpful to ensure that the application is accurate and complete

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

• Matching Grant Terms and Conditions

• The Guide to Matching Grants [144]

• Website: www.rotary.org

• TRF Staff

• E-mail: contact.center@rotary.org

Questions?