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How to Complete a Matching Grant Application

Learn how to prepare and complete a Matching Grant Application with helpful hints, timelines, and resources. Available on Rotary's website.

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

  7. 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)

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

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

  10. 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

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

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

  13. 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

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

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

  16. Authorizations • Authorizations signed by current year officers • Project contact signatures required

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

  18. 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

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

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

  21. Matching Grant Approval • Matching Grant is approved • Announcement letter will be sent to the primary project contacts via email

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

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

  24. 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

  25. 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

  26. Questions?

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