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How to Complete a Matching Grant Application

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 2008-2009 Available on the Rotary web site.

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How to Complete a Matching Grant Application

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  1. How to Complete a Matching Grant Application

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

  3. Matching Grant Application • Revised application for 2008-2009 • Available on the Rotary web site

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

  5. Overview of Process • Payment issued • Reports submitted • Final report reviewed • File closed

  6. Preparations • Matching Grant Application • Terms and Conditions • Guide to Matching Grants

  7. Preparations

  8. Preparations Partnership • World Community Service (WCS) – Project Link database • Overdue Grant Reporting http://www.rotary.org/RIdocuments/en_pdf/hg_overdue_reporting_list.pdf

  9. Preparations Resource • District Grant Subcommittee Chair • District Rotary Foundation Committee Chair • TRF Grant Coordinator Mr. Christian Pepera, e-mail: christian.pepera@rotary.org

  10. Application Deadlines

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

  12. 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

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

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

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

  16. 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

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

  18. Project Financing • Matching Grant Calculator • Source can be downloaded viahttp://www.rotary.org/RIdocuments/en_doc/mg_calculator.xls

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

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

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

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

  23. 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

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

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

  26. Matching Grant Approval • Matching Grant is approved • Announcement letter will be sent to the primary project contacts via email • Matching Grant Agreement Form • Sponsor Contributions Form (if applicable) • Payee Information Form • Terms and Conditions of Matching Grant Award • Report Form • Humanitarian Programs Promotional Guide • Paul Harris Fellow Recognition Form • Making Your Sponsor Contributions Form (if applicable)

  27. 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

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

  29. 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

  30. Resources • MG Terms and Conditions • The Guide to Matching Grants • Rotary website: www.rotary.org • Email: contact.center@rotary.org • District Leadership • Humanitarian Programs Staff

  31. Questions?

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