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

Matching Grant Application

• Revised application for 2008-2009

• Available on the Rotary web site

• Application received, acknowledged

• Application reviewed

• Grant approved

• Agreement form, contributions, payee information returned to TRF

Overview of Process

Overview of Process

• Payment issued

• Reports submitted

• Final report reviewed

• File closed

• Read Matching Grant application and Matching Grant terms and conditions

• Identify host or international partner

• Conduct community needs assessment

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)

Preparations

• Applications accepted 1 July - 31 March

• Applications approved 1 Aug - 15 May

Application Deadlines

Project Description

• Who, what, where, when and how

• Sustainability of project after the grant

• Detailed description of Rotarian activities

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

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 and DG must authorize use of DDF

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

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-$150,000

– Community Needs Assessment

• Deadlines: 1 August & 15 December

Authorizations

• Authorizations signed by current year officers

• Project contact signatures required

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

Completion Checklist

• Helpful to ensure that the application is accurate and complete

Matching Grant Approval

• Matching Grant is approved• Announcement letter will be sent

to the primary project contacts via email

Matching Grant Payment

• Agreement Form• Payee Form• Cash Contributions to TRF • Cash Contributions directly to

the project account

Timelines

• Application complete within six months of receipt

• Payment requirements met within six months of approval

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

•MG Terms and Conditions

•The Guide to Matching Grants

•Rotary website: www.rotary.org

•Email: contact.center@rotary.org•District Leadership•Humanitarian Programs Staff

Questions?