How to Complete a Matching Grant

Applicationpresented by PP Junejonet

Learning Objectives

• Overview of the MG process

• Preparing to complete an application

• Completing application, step-by-step

• Helpful hints

Overview of Process

• Payment issued

• Reports submitted

• Final report reviewed

• File closed

• Matching Grant Application

• Terms and Conditions

• Guide to Matching Grants

Preparations

PreparationsELIGIBLE 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, mainte nance, 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

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

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

Host & International Partners

• Primary host partner limited to maximum FIVE open MGs

• Open MGs are approved, paid, reported but not closed

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 Financing

• Minimum 30 percent contribution from International partner(s)

• 50 percent maximum rule for DDF only applies to multi-country district

Project Financing• Matching Grant Calculator• Source can be downloaded via

http://www.rotary.org/RIdocuments/en_doc/mg_calculator.xls

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

• Signatures maybe submitted on separate pages

• All signatures pages must be submitted together

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 email1. Matching Grant Agreement Form2. Sponsor Contributions Form (if applicable)3. Payee Information Form4. Terms and Conditions of Matching Grant

Award5. Report Form6. Humanitarian Programs Promotional Guide7. Paul Harris Fellow Recognition Form8. Making Your Sponsor Contributions Form (if

applicable)

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

Matching Grant Payment

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

project account

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?