Getting Started with the Grant.  Once you have discovered the project and have completed the work plan and budget, it’s time to get started with the grant.  If the amount requested from The Rotary Foundation (TRF) is $25,000 or less, the grant process is non-competitive—as long as the grant requirements are met and funds are available, the grant is approved.  Grant requests in excess of $25,000 are competitive and require additional material than is described here.  More information about the grant process and forms can be found on the Rotary International website.   http://www.rotary.org/en/ServiceAndFellowship/FundAProject/MatchingGrants/Pages/ridefault.aspx      

Contacting Rotary.  Every Rotary Grant requires close cooperation between the Host and International Clubs.  The International Club typically writes and submits the grant, as well as solicits the funds for the grant. The first step in writing the grant is to contact TRF to confirm that both sponsoring clubs are in good standing, are up to date on reporting, and are not prohibited from sponsoring a new matching grant. Contact information for grant coordinators by are is at http://www.rotary.org/RIdocuments/en_pdf/hg_staff_sheet.pdf
TRF will not accept a grant application if a required report is late, and interim reports are due on all Matching Grant projects once a year.

Contact with the Host Rotary Club. It is important to establish a reliable way to communicate with a representative of the host Rotary club.  Most things can be sent via email, but original signatures are required from the president and participating Rotarians from the Host Club, so this usually requires faxes or scanned documents, since mail may take a long time.  If communication is a problem, you may want to consider recruiting another host club, since their participation throughout the project is critical.

Funding. Funding comes from the Host (minimum $100) and International Partners, other supporting clubs, the District in which the grant is submitted, and The Rotary Foundation.  (Funds can come from other non-Rotary sources as well, and they can be disclosed in the application, but they don’t affect the amount of District and TRF funds.)

The District matches club funds first, and then TRF matches on the combined contribution.  TRF matches District money dollar for dollar, but only 50¢ on the dollar for club funds.  Districts have discretion in how much they match of the club funds and how they allocate available funds among grant requests.  Some Districts will match funds contributed by their clubs even if the grant is submitted through another District.  Always check with the other clubs to see if a match is available.

Additional information about District Matching Funds for District 5450 is at http://www.rotary5450.org/wcs/index.htm

Preparation of Grant Request. The actual grant application is relatively simple, and detailed instructions and copies of grant applications are available at the website listed at the top of this section.

Specific items that need/should be included are:

The grant application is submitted to the District (in District 5450 it is sent to an area representative who is on the District Grants Committee) for review.  The application must be reviewed and signed by the District Grants Subcommittee Chair.  In addition, if DDF are used, the amount of DDF per District club must be approved (signed) by the District Rotary Foundation Committee Chair.  The approved application, with the District representatives’ signatures, is then submitted to TRF.

Helpful Hints.  Other recommendations are:

After the Grant Application is submitted. TRF acknowledges the grant request and assigns a Grant Number as soon as it is received.  After reviewing the application, TRF may request additional information or clarification.  Once all issues are resolved and the project is deemed to meet TRF Grant standards, it will be approved if there is still funding available. 

After the Grant is Approved.  TRF will send a letter to the representatives from the Host Sponsor and the International Sponsor advising them that the grant is approved.  Once the grant is approved, the project can begin, even before the actual funds are received.

To release the funds, TRF requires the following:

The International Host Club can collect funds from District clubs, with checks made to The Rotary Foundation (using the MG number assigned) along with the Paul Harris recognition forms.  The International Club then sends the entire packet to TRF.  Participating clubs can also send the funds directly to TRF.  Be sure and confirm receipt by TRF of the funds, including those sent by the Host Club.

Distribution of the Grant Funds to the Grant Account.  The Rotary Grant check must be sent to a segregated or separate Rotary account specifically for the Grant Project.  The account can be set up by either the Host or International Club, but should be in the location most convenient for the project.  Assets must remain in the control of a Rotary club at all times.  If there is a co-operating organization that incurs expenses, the money can be paid from the Grant account to that organization only upon proof of expenses.

Get the Project Done.  Let the project begin.  Remember that Rotarian participation is more than just funding.  So visit the site, publicize the project,  make progress reports to your club, stay involved.  And keep good financial records of expenditures, especially if there is a cooperating organization.  Keep in mind that the Grant funds must be in the control of Rotarians at all times until they are spent on the project.

Grant Reporting.  Progress reports must be made annually, based on the date that the grant funds are received.  A final report must be submitted to TRF two months after the project is completed.  Report forms are available at http://www.rotary.org/RIdocuments/en_pdf/mg_report_form_write.pdf

Reporting of the progress of the grant is required once a year from the date of the receipt of the money.  It is critical that the reporting be timely to assure the flow of future Rotary Grants.