How to Complete a Matching Grant Report

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How to Complete a Matching Grant Report
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Learning Objectives

• Purpose of reporting
• Report components
• Completing report, step-by-step
• Report deadlines

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Reporting Accomplishes

• Celebrates success
• Communicates accomplishments to TRF
• Demonstrates good use of TRF funds
• Meets government requirements
• Offers lessons learned

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Report Components

• Project description
• Rotarian involvement and oversight
• Community impact
• Statement of income and expense
• Bank statement
• Report must be signed

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Project Information

• Grant number
• Project country
• Progress vs. final report
• Reporting period dates
• Partners

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Project Narrative

• Original objectives
• Actual accomplishments
• When, where, who (beneficiaries)
• Scope change

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Rotarian Involvement

• Detailed description of non-financial Rotarian
  involvementhost and international
• Number of Rotarians participating

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Community Impact

• Number of beneficiaries
• Project impact on beneficiaries
• Long-term community impact

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Financial Statement

• Currency and exchange rate
• Statement of income and expense
• Bank statement
• Certifying signature

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Additional Information

• Optional section
• Information provided helps to measure success of
  program
• Suggestions are welcome
• Use checklist!

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Report Deadlines

• Progress reports are due at least every twelve
  months for the life of the project
• A final report is due within two months of the
  projects completion

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Reporting

• If sponsors do not comply with reporting
  requirements, they will not be eligible to
  receive future grants.

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Reporting Success

• Remember that reports are a great way to tell
  about the success of your project!

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Resources

• MG Terms and Conditions
• The Guide to Matching Grants
• Rotary website www.rotary.org
• Email contact.center_at_rotary.org
• District Leadership
• Humanitarian Programs Staff

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Overdue Reporting Consequences

• Clubs or districts that have sponsored grants and
  have not reported on the uses of grant funds for
  21 months or more will be posted on the RI
  website.
• If 30 months or more have passed for not
  reporting, TRF will recommend to the RI Board of
  directors termination of the appropriate
  sponsoring Rotary clubs.

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Overdue Reporting Consequences

• TRF will review the status of reporting of
  district and their member clubs on a semi-annual
  basis, approximately 2 weeks before the April and
  October Trustee meeting.
• District and their member clubs that are less
  than 70 current and compliant with reporting
  requirements on two consecutive semi-annual
  reporting statistics analysis will be suspended
  from participation in the Humanitarian Grants
  program.

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Questions?