How to Complete a How to Complete a Matching Grant ApplicationMatching Grant Application

Learning ObjectivesLearning Objectives

• Overview of the MG process

• Preparing to complete an application

• Completing application, step-by-step

• Helpful hints

• Application received, acknowledged

• Application reviewed

• Grant approved

• Agreement form, contributions, payee information returned to TRF

Overview of ProcessOverview of Process

Overview of ProcessOverview of Process

• Payment issued

• Reports submitted

• Final report reviewed

• File closed

• Read Matching Grant application and The Guide to Matching Grants

• Identify international partner

• Conduct community needs assessment

PreparationsPreparations

• Design eligible project to meet need

• Prepare budget

• Request support from your district Rotary Foundation committee chair and district grants subcommittee chair

PreparationsPreparations

Application DeadlinesApplication Deadlines

• Applications received 1 July - 31 March

• Applications approved 1 Aug - 15 May

Project DescriptionProject Description

• Who, what, where, when and how

• Continuity of project after the grant

• Detailed description of Rotarian activities

Host & International PartnersHost & 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 BudgetProject Budget

• Itemize expenditures

• Supplier names must be provided

• Invoices not required, but may be requested

• Indicate exchange rate

Project FinancingProject Financing

• Financing must equal budget

• Calculate in US$

• Indicate cash or DDF

• DRFC chair and DG must authorize use of DDF

Project PlanningProject Planning

• All questions must be answered

• Equipment cannot be owned by Rotarians or Rotary clubs

• Customs clearance must be arranged

Competitive GrantsCompetitive Grants

• Grant requests from US$25,001-$200,000

– Community Needs Assessment

AuthorizationsAuthorizations

• 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 OrganizationsCooperating Organizations

• Cooperating Organization vs. beneficiary

• Letter of participation from Cooperating Org

• Letter of endorsement from host partner

Final ReportFinal 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 ReviewDGSC Review

• District grants subcommittee must confirm that the application is complete

• Host or international partner

• Does not guarantee Trustee approval

Completion ChecklistCompletion Checklist

• Helpful to ensure that the application is accurate and complete

Helpful HintsHelpful 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

ResourcesResources

• Matching Grant Terms and Conditions

• The Guide to Matching Grants [144]

• Website: www.rotary.org

• TRF Staff

• E-mail: contact.center@rotary.org

Questions?Questions?

TOP TEN PITFALLSTOP TEN PITFALLS

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