How to Complete a Matching Grant Application

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How to Complete a Matching Grant Application
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Learning Objectives

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

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Matching Grant Application

• Revised application for 2008-2009
• Available on the Rotary web site

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Overview of Process

• Application received, acknowledged
• Application reviewed
• Grant approved
• Agreement form, contributions, payee information
  returned to TRF

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Overview of Process

• Payment issued
• Reports submitted
• Final report reviewed
• File closed

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Preparations

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

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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)

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Application Deadlines

• Applications accepted 1 July - 31 March
• Applications approved 1 Aug - 15 May

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Project Description

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

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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

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Project Budget

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

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Project Financing

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

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Project Financing

• Cash is matched 50 and DDF is matched 100
• Grant award must be at least US5,000
• US100 minimum host partner contribution

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Project Planning

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

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Competitive Grants

• Grant requests from US25,001-150,000
• Community Needs Assessment
• Deadlines 1 August 15 December

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Authorizations

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

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Cooperating Organizations

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

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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

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DGSC Review

• District grants subcommittee must confirm that
  the application is complete
• Host or international partner

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Completion Checklist

• Helpful to ensure that the application is
  accurate and complete

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Matching Grant Approval

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

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Matching Grant Payment

• Agreement Form
• Payee Form
• Cash Contributions to TRF
• Cash Contributions directly to the project
  account

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Timelines

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

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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

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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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Questions?