Grant Management Seminar Session 3 1 Session 3 Oversight and Reporting 10/13/2012

Grant Management Seminar Session 3 2 Learning Objectives Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand reporting requirements Understand Conflict of Interest

Grant Management Seminar Session 3 3 Financial Management Plan Bank account for funds Distributing funds Use checks/bank cards to track funds Detailed ledger Include local laws

Grant Management Seminar Session 3 Budget Goals of the Project Preliminary budget Three separate bids or quotes Conflict of Interest

Grant Management Seminar Session 3 5 Resources Document retention worksheet Financial management plan worksheet Transferring custody of a bank account More on

Grant Management Seminar Session /13/ Rotary Foundation Information Page

Grant Management Seminar Session 3 10/13/ Future Vision Transition

Grant Management Seminar Session 3 10/13/2012 8

Grant Management Seminar Session 3 9 Document Retention Required for all documents related to qualification and grants Retain for a minimum of five years Provide access to The Rotary Foundation 10/13/2012

Grant Management Seminar Session 3 What You Must Keep Club MOU and Qualification District 5240 Addendum Signed Club MOUs Grant Management Seminar Attendance Correspondence on Club Qualification, including s Bank Information Account details Bank statements List of signatories Bank procedure for changing signatories 10 Legal Documents General Ledger Document Retention Procedures Succession Plans Annual Financial Assessment Results Reports of Misuse of Grant Funds Other Documentation CLUB RECORDS 10/13/2012

Grant Management Seminar Session 3 What You Must Keep Application Approval Notices Grant Agreements Grant Correspondence including Club DDF Transfer Forms Club Cash Contribution Forms Other fund requests and commitments Quotes for materials Receipts and invoices Information required by the district 11 Beneficiary Documentation Needs assessment Agreements Vendor Documentation Quotes for materials Receipts and invoices Agreements Scholar Documentation Receipts and invoices Agreements Vocational Training Documentation Receipts and invoices Agreements Financial Documentation Bank statements Receipts and invoices Inventory list Grant Reports Support documentation Photos Project summary Closure Letters Other Documentation DISTRICT GRANTS 10/13/2012 Final Report

Grant Management Seminar Session 3 What You Must Keep Proposals Applications and any attachments Approval Notices Grant Agreements Grant Correspondence including Project Partner Correspondence, including 12 Beneficiary Documentation Needs assessment Agreements Vendor Documentation Quotes for materials Receipts and invoices Agreements Scholar Documentation Receipts and invoices Agreements Correspondence Vocational Training Receipts and invoices Agreements Financial Documentation Bank statements Receipts and invoices Inventory list Grant Reports Support documentation Photos Project summary Closure Letters Other Documents GLOBAL GRANTS 10/13/2012

Grant Management Seminar Session 3 District 5240 Objectives Meet the requirements for document storage and retention established by The Rotary Foundation Provide an easy and standardized method for clubs to include their documents in the storage system Enable access to documents that should be available to all Rotarians Ensure the integrity of the information in the storage system Secure those documents containing financial or personal data that is or required to be protected Provide an audit trail for document storage and retention Minimize cost 13 10/13/2012

Grant Management Seminar Session 3 Is This Your Club Retention Policy 14 10/13/2012

Grant Management Seminar Session 3 Document Retention Overview District 5240 is establishing a document retention policy based on a third party service provider Documents in electronic form only. No requirement for paper copies All documents stored as PDF for ease of use and to prevent changes Received as PDF from another source Created from other systems such as Microsoft Office Scanned as PDF Pictures in.jpg format Documents required to be placed in the storage system is being established by the District Grants Subcommittee The district may determine that it wants to retain for its records more information than that required by The Rotary Foundation Clubs may retain additional documents All files must conform to a naming convention Documents may not be removed from the storage system except in accordance with TRF or District destruction policies 15 10/13/2012

Grant Management Seminar Session 3 Document Retention Process 16 10/13/2012

Grant Management Seminar Session 3 Beginning the Process 17 Complete grant application Club Grant Preparation Obtain supporting docs Club Assign D5240 ID Number DGS Distribute for review DGS Resolve problems DGS, Club Grant Review Grant Approval Approve grant application DGS Upload approved application & docs DGS Notify Club of approval DGS Send application to DGS Club Document Retention Requirements Begin with Grant Approval 10/13/2012

Grant Management Seminar Session 3 Grant Document Retention 18 Grant Approval Grant Retention Folder Approved Grant Supporting Documents DSC Recommendation The Rotary Foundation Pictures Invoices Inventory Control Final Report Bank Statements Interim Reports Performing the Grant Closing the Grant Pictures Invoices Inventory Control Acceptance Letter s Other Ledgers D54240 Rotarians 10/13/2012

Grant Management Seminar Session 3 19 District Grant Reports Application and supporting documentation Interaction with the District Grants Subcommittee (e.g. requests for changes in use of grant funds) Final report and supporting documentation including invoices and reciepts Encouraged: Pictures and stories about the project 10/13/2012

Grant Management Seminar Session 3 20 Global Grant Reports: Frequency Progress reports Within 12 months of first payment Every 12 months through the life of the grant Final report within 2 months of completion 10/13/2012

Grant Management Seminar Session 3 Global Grant Reports: Content How partners were involved Type of activity (humanitarian project, scholar, vocational training team) Evaluation of project goals How area of focus goals were met How funds were spent Number of beneficiaries and how they benefited 10/13/

Grant Management Seminar Session 3 22 Conflict of Interest Exists when a Rotarian benefits financially or personally from a grant Benefit can be direct (the Rotarian benefits) or indirect (an associate of the Rotarian benefits) 10/13/2012

Grant Management Seminar Session 3 A Rotarian on the grant project committee is a paid staff member of an organization benefiting from a grant. A Rotarian’s niece is invited to participate on a vocational training team and selected over a participant with more experience. A Rotarian lives in a community that is receiving a water well. A Rotary Foundation grant recipient is the child of a Rotarian. 23 Examples of Conflict of Interest 10/13/2012

Grant Management Seminar Session 3 Why Disclose Conflict of Interest? Rotarians have a reputation for honesty. It ensures a fair process & transparency. Potential Conflict of Interest doesn’t mean automatic disqualification from participation. TRF Grant Coordinators can help resolve questions about Conflict of Interest /13/2012

Grant Management Seminar Session 3 Learning Objectives Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand reporting requirements Understand Conflict of Interest 10/13/