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How to Complete a Matching Grant Application

This comprehensive guide outlines the essential steps to complete a Matching Grant Application effectively. It covers an overview of the entire process, from preparing the application and conducting community needs assessments to detailing the project description, budget planning, and submission protocols. You'll learn about deadlines, necessary authorizations, and the importance of cooperation between international partners. With helpful hints and a completion checklist, this resource ensures your application is thorough, accurate, and meets all Rotary International requirements.

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How to Complete a Matching Grant Application

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  1. How to Complete a Matching Grant Application

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

  3. Overview of Process • Application received, acknowledged • Application reviewed • Grant approved • Agreement form, contributions, payee information returned to TRF

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

  5. Preparations • Read Matching Grant application and The Guide to Matching Grants • Identify international partner • Conduct community needs assessment

  6. Preparations • Design eligible project to meet need • Prepare budget • Request support from your district Rotary Foundation committee chair and district grants subcommittee chair

  7. Application Deadlines • Applications received 1 July - 31 March • Applications approved 1 Aug - 15 May

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

  9. Host & International Partners • Club or district project • Provide all contact information • Contacts must be in good standing with RI • All contacts must be in sponsoring club

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

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

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

  13. Competitive Grants • Grant requests from US$25,001-$150,000 • Community Needs Assessment

  14. Authorizations • Authorizations signed by current year officers • Club-sponsored vs. district-sponsored • All signatures must be submitted with the application (otherwise application will not be processed)

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

  16. 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

  17. DGSC Review • District grants subcommittee must confirm that the application is complete • Host or international partner • Does not guarantee Trustee approval

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

  19. 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

  20. Resources • Matching Grant Terms and Conditions • The Guide to Matching Grants [144] • Website: www.rotary.org • TRF Staff • E-mail: contact.center@rotary.org

  21. Questions?

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