District Grant Application Stewardship Guidelines for Rotary International
Learn about the careful and responsible stewardship required for District Grant applications in Rotary International, including project specifications, evidence of completion, and financial documentation guidelines. Follow the outlined procedures for successful grant management.
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Presentation Transcript
District Foundation Stewardship Committee Stewardship Stewardship Careful and Responsible Management of Rotary International Careful and Responsible Management of Rotary International Grant Funds Grant Funds Foundation Stewardship Committee Nancy Brooks, Chair Judy Domer Mary Selzer
Stewardship Stewardship What does this mean for District Grants? What does this mean for District Grants? Complete project according to approved application Gather documentation Complete final report and upload supporting documentation Review, sign, and submit the final report for audit
Stewardship Stewardship District Grant Application Specifications District Grant Application Specifications 2024-25 Project Timelines: September 10, 2024 Project beginning date November 14, 2024 Alternate project beginning date May 1, 2025 Project completion date May 15, 2025 Final Report completion date 2025-26 Project Timelines: To Be Provided Project beginning date May 1, 2026 Project completion date May 15, 2026 Final Report completion date
Stewardship Stewardship District Grant Application Specifications District Grant Application Specifications Evidence of project completion: Legible scanned copies of brochures, newspaper articles, etc Two good quality photos capturing Rotarian involvement and a legible Rotary Mark
Stewardship Stewardship District Grant Application Specifications District Grant Application Specifications Adequate financial documentation: Evidence of receipt of project contributions from Club members and other Clubs or organizations such as legible scanned copies of checks or bank/PayPal statements showing deposits Legible scanned copies of paid receipts or invoices for purchases Spreadsheet summarizing expenses
Stewardship Stewardship District Grant Application Specifications District Grant Application Specifications Adequate financial documentation (contd): Legible bank records: A scanned image of both sides of a canceled/cashed check Statement from a bank website showing copy of canceled/cashed check A credit card statement A bank or credit card statement showing conversion rate when purchase is made in a foreign currency
Stewardship Stewardship District Grant Final Report District Grant Final Report 1. Describe the project (prefilled in Interim Report tab). 2. How many people benefited from the project? 3. Provide measurable goals (prefilled in Interim Report tab) . 4. How many Rotarians participated? 5. What did they do? 6. If a cooperating organization was involved, what was its role? Obtain club signatures and Submit the Final Report for District Approval.
Stewardship Stewardship District Grant Audit Process District Grant Audit Process Verify that the project was completed according to the application and confirm that TRF Terms and Conditions were met Confirm grant funds spent according to approved budget Email Club grant contacts with any questions Complete and upload audit checklist and apply District approval Submit project to District Foundation Treasurer for reimbursement of 50% of project expenses, not to exceed the amount of the grant
Stewardship Stewardship Global Grants Orientation Process Global Grants Orientation Process Application/Budget Rotary Grants Terms & Conditions (Restrictions, Travel Policies, Reporting Requirements) Guide to Global Grants Global Grant Scholarship Supplement (Eligible and Ineligible Items, Reporting) How to Use the Grant Center (Report on a Global Grant) Global Grant Report Template (Project Expenditures & Financial Details) Excel Spreadsheet for Tracking Budgeted Expenses
Stewardship Stewardship Remember! Remember! Project activities may not begin and expenses may not be incurred prior to approval by the District and Rotary International Changes to your approved grant activities or budget must be approved before you implement a change in order to be reimbursed Confirm that documents uploaded to either DACdb or the Rotary.org website are LEGIBLE Obtain all necessary signatures and SUBMIT for District approval
Stewardship Stewardship Questions? Questions? Nancy Brooks, Chair nancybrooks@charter.net 828-252-7441 (home) or 828-734-9403 (mobile)
