MATCHING GRANT APPLICATION REQUIREMENT CHECKLIST

Thanks to Donald A. Gatzke, PDG, Annual Programs Fund Strategic Advisor for this information

If you are applying for a The Rotary Foundation Matching Grant, make sure that all of this information is reviewed and completed. This will save you from having your application returned and rejected before it gets considered by the trustees.

MATCHING GRANT APPLICATION REQUIREMENT CHECKLIST

* 1. Committee Names and Addresses - Host. Please provide full names, phone

numbers, mailing addresses, e-mail addresses and titles for all of the Host Rotary Club or District committee members.

* 2. Committee Names and Addresses - International. Please provide full names,

phone numbers, mailing addresses, email addresses and titles for all of the

International Rotary Club or District committee members.

* 3. Community Needs Assessment. Provide a community needs assessment that

demonstrates the following information: project viability, involvement of the

benefiting community in the project, and plans for maintenance of project by the

benefiting community upon full expenditure of grant funds.

* 4. Cooperating Organization Cooperation Letter. Provide a signed letter of

participation from the cooperating organization that specifically states its

responsibilities, how it will interact with Rotarians in the project and that it agrees to cooperate in any financial review of activities connected with the project.

* 5. Cooperating Organization Maximum Limit. A maximum of eight grants per year

may be awarded to projects with a specific cooperating organization. The

cooperating organization named on this application has already met this limit.

* 6. Cooperating Organization Rotary Endorsement. Provide a signed letter from the

host club or district that endorses the cooperating organization as being reputable and responsible and confirms that the organization is registered and acts within the laws of the project country.

* 7. Cooperating Organization Sustainability Letter. Provide a signed letter from the cooperating organization stating how the cooperating organization will assume administrative/financial responsibility for the project upon completion of TRF grant funds.

* 8. Current Rotary Year Authorizations. Please submit updated authorizations from the host and/or international partners.

* 9. Customs Clearance Provided. If budget items will be shipped, confirm that arrangements have been made for customs clearance.

* 10. DDF Availability. The following districts do not have enough District Designated Funds (DDF) available to satisfy the proposed financing for this grant.

* 11. Equipment Maintenance and Security. Explain who will maintain the quipment.

Verify that the equipment will be kept in a secure location.

* 12. Equipment Owner/Operator. Explain who will own and operate equipment. (A

Rotary club or Rotarian cannot own equipment purchased with grant funds.)

* 13. Host Club President Authorization. Provide a signed letter from the president of the host club endorsing the project.

* 14. Host District Grants Subcommittee Chair. Provide a signed letter from the District Grants Subcommittee Chair of the host district endorsing the project.

* 15. Host Partner Reporting. Our records indicate that the Host Partner is not current on its reporting requirements. This application cannot be processed until a progress report is received for the following grant(s):

* 16. Ineligible Budget Items. The following items that were listed on the project budget are not eligible for grant funding. Please replace them with eligible items and submit a revised budget or reduce the budget and financing.

* 17. International Club President Authorization. Provide a signed letter from the

president of the international club endorsing the project.

* 18. International District Grants Subcommittee Chair. Provide a signed letter from the District Grants Subcommittee Chair of the international district endorsing the project.

* 19. Itemized Budget. Provide an itemized budget for all expenses to be funded by this grant. Please indicate what currency is being used.

* 20. Missing Cash Commitments. Attach a signed letter from the host club or district specifying the amount of cash being contributed. Please identify the currency.

* 21. Missing DDF Commitments. Only the District Rotary Foundation Committee

(DRFC) Chair can authorize the use of DDF. Attach a signed letter from the DRFC

Chairs of the following districts authorizing the use of those funds and specifying the amounts.

* 22. Names of Suppliers. Provide the names of persons contacted about the purchase

of equipment, materials and/or supplies.

* 23. OFAC Sanctioned Countries. This request involves a grant award to a country

sanctioned by the United States Office of Foreign Assets Control.

* 24. Open Grants Limit. No Host Rotary club may have more than five projects open

and approved at one time. The Host partner currently has five open projects.

* 25. Attached is a list of the five projects and their descriptions. In order to process this new request, at least one of the grants listed must be closed.

* 26. Partner Participation - Host. Please provide activities to describe the participation of the Host partner.

* 27. Partner Participation - International. Please provide activities to describe the participation of the International partner.

* 28. Pro-forma Invoices. Provide pro-forma invoices and/or supplier price quotes for the following items:

* 29. Project Description. The application does not include a satisfactory description of the project that will be implemented or planned. Provide the following clarification:

* 30. RI Exchange Rate. Rotary International has an official exchange rate for your country that must be used to calculate your budget. Revise your budget utilizing the following exchange rate.

* 31. Reasonable Exchange Rate. Clarify the exchange rate you are using or adjust your budget and amount requested using the current exchange rate.

* 32. Request Exceeds Funding Limits. The amount requested does not meet current funding guidelines. Please adjust the amount requested to meet the funding availability.

* 33. Revolving Loan Fund Plan and Agreement. The Revolving Loan Fund Agreement is intended to help ensure that Rotary clubs/districts provide adequate monitoring and oversight of revolving loan projects. Please have both sponsors sign and return the agreement form.

* 34. Significant amount of contributions come from outside project country.

* 35. Software Provision. Confirm that the software needed to implement this project has been provided.

* 36. Total Project Cost. Explain how you reached the total project cost. If the total project Budget exceeds the amount you are requesting, please confirm that the remainder of the budget will be provided by another source.

* 37. Training in Equipment Use. Will training in the use and maintenance of the equipment be provided?