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How to Complete a Matching Grant Application. Learning Objectives Overview of the MG process Preparing to complete an application Completing application,

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Presentation on theme: "How to Complete a Matching Grant Application. Learning Objectives Overview of the MG process Preparing to complete an application Completing application,"— Presentation transcript:

1 How to Complete a Matching Grant Application

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

3 Application received, acknowledged Application reviewed Grant approved Agreement form, contributions, payee information returned to TRF Overview of Process

4 Payment issued Reports submitted Final report reviewed File closed

5 Read Matching Grant application and The Guide to Matching Grants Identify international partner Conduct community needs assessment Preparations

6 Design eligible project to meet need Prepare budget Request support from your district Rotary Foundation committee chair and district grants subcommittee chair Preparations

7 Application Deadlines Applications received 1 July - 31 March Applications approved 1 Aug - 15 May

8 Project Description Who, what, where, when and how Continuity of project after the grant Detailed description of Rotarian activities

9 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

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

11 Project Financing Financing must equal budget Calculate in US$ Indicate cash or DDF DRFC chair and DG must authorize use of DDF

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

13 Competitive Grants Grant requests from US$25,001-$200,000 –Community Needs Assessment

14 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)

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

16 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

17 DGSC Review District grants subcommittee must confirm that the application is complete Host or international partner Does not guarantee Trustee approval

18 Completion Checklist Helpful to ensure that the application is accurate and complete

19 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

20 Resources Matching Grant Terms and Conditions The Guide to Matching Grants [144] Website: TRF Staff

21 Questions?

22 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


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