1. How to Complete a Matching Grant Application presented by PP Junejonet

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

4. Overview of Process Payment issued Reports submitted
Final report reviewed
File closed

5. Preparations Matching Grant Application Terms and Conditions
Guide to Matching Grants

6. Preparations ELIGIBLE INELIGIBLE Revolving loans/microcredit
Establishment of a foundation, permanent trust, or long-term interest-bearing account
Short-term rent or lease of buildings
Purchase of land or buildings, rent for housing
Construction of infrastructure such as service roads, wells, reservoirs, dams, bridges, latrines, toilet blocks, water supplies, and other similar structures
Construction or renovation of any structure in which individuals live, work, or engage in any gainful activity. This includes buildings, containers, mobile homes, or structures where individuals carry out any type of activity such as manufacturing, processing, mainte­nance, or storage, including provision of new services or upgrade of facilities
Purchase of equipment or appliances
Provision of plumbing or electrification inside buildings
Short-term and/or contracted labor for project implementation
Salaries for individuals working for another organization
Administrative expenses for project activities
Operating or administrative expenses of another organization
Primary and secondary education, tuition, transportation
Postsecondary education activities, research, or personal or professional development
Domestic travel
International travel
Detailed, itemized expenses
Contingencies, miscellaneous expenses
Assistance to land mine victims
Land mine removal
Publicity expenses such as newspaper fees, or printing of posters, brochures, or fliers to inform the community of an available service
Rotary signage
Vaccines and immunizations, if the project is consistent with the criteria, procedures, and policies of the PolioPlus program and World Health Organization
Transportation of vaccines or immunizations by hand over national borders
New Rotary-sponsored projects not already in progress or completed
Projects already undertaken and in progress, existing projects, activities primarily sponsored by a non-Rotary organization, or projects already completed
Maternal and prenatal health and education
Purchase and distribution of birth control devices and ultrasound equipment for use in sex determination
Budgeted and itemized humanitarian goods
Unspecified or cash donations to beneficiaries or cooperating organizations
Humanitarian or service activities benefiting a community in need
Fundraising activities or expenses related to Rotary events such as district conferences, anniversary celebrations, or entertainment activities that do not include a humanitarian aspect
Secular, nonreligious activities that benefit a community in need
Projects that support purely religious functions at churches and other places of worship

7. Application Deadlines
Grant Requested
Deadline
Approval
US$5,000 – 25,000
1 July – 31 March
1 Aug – 15 May
US25,001 and above
1 August – 15 December
Trustee meetings at October/ November & March/ April

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

9. 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 primary sponsoring club/ or clubs in the district for district-sponsored project

10. Host & International Partners
Primary host partner limited to maximum FIVE open MGs
Open MGs are approved, paid, reported but not closed

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

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

13. 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

14. Project Financing
Minimum 30 percent contribution from International partner(s)
50 percent maximum rule for DDF only applies to multi-country district

15. Project Financing Matching Grant Calculator
Source can be downloaded via

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

17. Competitive Grants Grant requests from US$25,001-$150,000
Community Needs Assessment
Deadlines: 1 August & 15 December

18. Authorizations Authorizations signed by current year officers
Project contact signatures required
Signatures maybe submitted on separate pages
All signatures pages must be submitted together

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

20. 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

21. DGSC Review
District grants subcommittee must confirm that the application is complete
Host or international partner

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

23. Matching Grant Approval
Matching Grant is approved
Announcement letter will be sent to the primary project contacts via
Matching Grant Agreement Form
Sponsor Contributions Form (if applicable)
Payee Information Form
Terms and Conditions of Matching Grant Award
Report Form
Humanitarian Programs Promotional Guide
Paul Harris Fellow Recognition Form
Making Your Sponsor Contributions Form (if applicable)

24. Timelines Application complete within six months of receipt
Payment requirements met within six months of approval
Paid MG project must be implemented within 12 months

25. Matching Grant Payment
Agreement Form
Payee Form
Cash Contributions to TRF
Cash Contributions directly to the project account

27. 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

28. Resources MG Terms and Conditions The Guide to Matching Grants
Rotary website:
District Leadership
Humanitarian Programs Staff

29. Questions?