Slide 1

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 2

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 3

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 4

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 5

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 6

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 7

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 8

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 9

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 10

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 11

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 12

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 13

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 14

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 15

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 16

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 17

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 18

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 19

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 20

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 21

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF


Slide 22

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

Overview of Process
• 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

Preparations
• 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

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-$200,000
– 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: [email protected]

Questions?

TOP TEN PITFALLS
1. Budget does not equal financing.
2. Rotarian participation consisted only of contributing funds.
3. Contributions were sent to TRF before grant approval.
4. Application is submitted in piecemeal fashion.
5. Partners are delinquent on reporting.
6. Application is missing signatures.
7. Communication between partners is weak.
8. Project does not meet real needs of community.
9. Partner clubs are not in good standing with RI.
10. Partners changed project scope without obtaining prior
approval from TRF