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How to Apply for Matching GrantsHow to Apply for Matching Grants

By By

PP Patrick Panai SigarPP Patrick Panai Sigar

District Matching Grants Committee ChairDistrict Matching Grants Committee Chair

2009-20102009-2010

OfOf

Rotary Club of KuchingRotary Club of Kuching

Matching Grants: Matching Grants: International ProjectsInternational Projects

Step by Step ProceduresStep by Step ProceduresOn the use of ‘our’ money for On the use of ‘our’ money for

Humanitarian ProjectsHumanitarian Projects

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What Projects Qualify for Matching What Projects Qualify for Matching Grants Funding?Grants Funding?

They are projects such as:They are projects such as:

1. Agriculture1. Agriculture

2. Water2. Water

3. Medical Care3. Medical Care

4. Aiding the Disables4. Aiding the Disables

5. Numeracy and Literacy5. Numeracy and Literacy

6. Education and Occupational Training6. Education and Occupational Training

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Why Matching Grants?Why Matching Grants?

They help ‘weaker’ Clubs to be involved in They help ‘weaker’ Clubs to be involved in WCS projects.WCS projects.

They help to strengthen the Rotary They help to strengthen the Rotary network of participating Clubs or Districts network of participating Clubs or Districts internationally.internationally.

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Matching Grants CriteriaMatching Grants Criteria

Direct involvement of RotariansDirect involvement of RotariansProject in control by Rotarians from Project in control by Rotarians from commencement until completion.commencement until completion.Projects progress supervised by RotariansProjects progress supervised by Rotarians

Note: The funds cannot be used for Note: The funds cannot be used for international travel or in any form of international travel or in any form of subsidy for travel. subsidy for travel.

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Rotary Foundation Funds:Rotary Foundation Funds:What are DDF and TRF? What are DDF and TRF? Used in Matching Grants Used in Matching Grants

ProjectsProjects

Rotary Foundation Funds

District Designated Fund (DDF) Three Year Investment (TRF)

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District Designated Fund (DDF)District Designated Fund (DDF)

How does DDF fund come about?How does DDF fund come about?

Example:Example:

If any Rotarian contributes USD 1,000.00 If any Rotarian contributes USD 1,000.00 to TRF as to TRF as annual givingannual giving,,

This USD 1,000.00 is invested for This USD 1,000.00 is invested for 3 years3 years. .

The The interestinterest earned is used by TRF earned is used by TRF for for admin costadmin cost (not for MG projects). (not for MG projects).

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What happens after 3 years?What happens after 3 years?

After the third (3After the third (3rdrd) year:) year:

50% of USD 1,000/- is given back to the 50% of USD 1,000/- is given back to the contributing District as District Designated contributing District as District Designated Fund (DDF). Fund (DDF).

The remaining 50% is put into TRF The remaining 50% is put into TRF General Fund.General Fund.

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Matching: 2 Types Matching: 2 Types

When the District approves any amount of When the District approves any amount of DDF for a Matching Grants Project, TRF DDF for a Matching Grants Project, TRF will match it will match it 11:1 (100%):1 (100%)

For use of PHFs (For use of PHFs (Cash ContributionsCash Contributions) in a ) in a Matching Grants project, TRF will match it Matching Grants project, TRF will match it 0.5: 0.5: 11 (50%)(50%)

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Cash ContributionsCash Contributions to Projects to Projects

Direct contributions to Matching Grants Projects Direct contributions to Matching Grants Projects are called are called Cash Contributions.Cash Contributions.

Cash ContributionsCash Contributions for Matching Grants for Matching Grants Projects will not be invested for 3 years.Projects will not be invested for 3 years.

Cash ContributionsCash Contributions are matched are matched 0.50.5:1. :1.

Note:Note:

Cash ContributionCash Contribution of USD 1,000/- or more, will of USD 1,000/- or more, will be given a PHF recognition.be given a PHF recognition.

But, you have to request for this recognition.But, you have to request for this recognition.

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Important Notes on International Important Notes on International ProjectsProjects

1. Matching Grants Projects must be approved.1. Matching Grants Projects must be approved.

2. DON'T send any payment until the Project is 2. DON'T send any payment until the Project is approved and TRF gives a approved and TRF gives a Matching Grants Matching Grants Number.Number.

3. A Co-Operating Organization can be invited to 3. A Co-Operating Organization can be invited to help in your project (Seehelp in your project (See MG MG Application Form) Application Form)

4. Take note of deadline for submission and 4. Take note of deadline for submission and limits of matching amount.limits of matching amount.

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Use of PHF for MG Projects.Use of PHF for MG Projects.

Any two Clubs from two different countries Any two Clubs from two different countries can initiate a Matching Grants project can initiate a Matching Grants project using their PHFs as using their PHFs as Cash Contributions.Cash Contributions.

PHFs can be from all partners of the PHFs can be from all partners of the project.project.

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Rotary Foundation (TRF)Rotary Foundation (TRF)

The amount matched by TRF is given The amount matched by TRF is given below:below:

Minimum: USD 5,000.00Minimum: USD 5,000.00

Maximum: USD 150,000.00Maximum: USD 150,000.00

Take Note:Take Note:

TRF will not approve the project if the TRF will not approve the project if the amount is below USD 5,000.00amount is below USD 5,000.00

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The Five StepsThe Five Steps

Start of your preparation to commence a Start of your preparation to commence a Matching Grants Project.Matching Grants Project.

If in doubt, check with your If in doubt, check with your District Coordinator.District Coordinator.

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Matching Grants Forms.Matching Grants Forms.

Official Forms, writable PDF.Official Forms, writable PDF.

Applications Form must be typed. Applications Form must be typed.

The Matching Grants Application Forms The Matching Grants Application Forms can be downloaded from:can be downloaded from:

////www.rotary.orgwww.rotary.org..

NB: The deadline for < USD 25,000.00 is NB: The deadline for < USD 25,000.00 is 3131stst March of the Rotary Year. March of the Rotary Year.

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Phase I: Partners IdentifiedPhase I: Partners Identified

Project PartnersProject Partners Host Partner & International Partner are Host Partner & International Partner are the two Primary Partners.the two Primary Partners.Other Partner(s) may be invited to Other Partner(s) may be invited to participate.participate.Host Partner is based in the project Host Partner is based in the project country.country.All approved funds will be controlled by the All approved funds will be controlled by the Host Partner. Host Partner.

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Phase II: Complete the MG FormsPhase II: Complete the MG Forms

1. Clubs Involved (Primary Partners)1. Clubs Involved (Primary Partners)2. Where is the Project taking place?2. Where is the Project taking place?3. Work out the project budget/costs (by Primary 3. Work out the project budget/costs (by Primary Partners).Partners).4. A brief and concise write-up of project:4. A brief and concise write-up of project:    -Describe project-Describe project    -Who will benefit-Who will benefit    -How would benefiting community be involved-How would benefiting community be involved    -How would Rotarians be involved-How would Rotarians be involved

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Phase III: Proposal and RequestPhase III: Proposal and Request

1. Send project proposal to prospective 1. Send project proposal to prospective partners to completepartners to complete2. Send to District Coordinator for 2. Send to District Coordinator for evaluation.evaluation.3. Send application forms to District Rotary 3. Send application forms to District Rotary Foundation Chair for grants and approval Foundation Chair for grants and approval for the project.for the project.4.Then, send application to TRF- by Host 4.Then, send application to TRF- by Host Primary Partner.Primary Partner.

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Important NotesImportant Notes

All Partners must confirm participation by All Partners must confirm participation by (email, fax, etc.) stating amount of (email, fax, etc.) stating amount of contributions.contributions.Project Partner (usually Host Partner) Project Partner (usually Host Partner) submits completed MG submits completed MG Application toApplication to TRF.TRF.Important NoteImportant Note::

Deadline for funding <USD Deadline for funding <USD 25,000.00 is 3125,000.00 is 31stst March. March.

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Phase IV (a): Waiting periodPhase IV (a): Waiting period

Upon receipt, The Rotary Foundation (TRF) will Upon receipt, The Rotary Foundation (TRF) will acknowledge receipt of application.acknowledge receipt of application.

The approval may take between 4-8 The approval may take between 4-8 weeksweeks..TRF will confirm by giving the Matching TRF will confirm by giving the Matching Grants Number for the project, and send Grants Number for the project, and send agreement and contribution forms to Primary agreement and contribution forms to Primary Partners.Partners. Only the 2 Primary Partners need to sign the Only the 2 Primary Partners need to sign the agreement form with TRF.agreement form with TRF.

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Phase IV (b): Waiting is OverPhase IV (b): Waiting is Over

If approval is given, Rotary Foundation (TRF) If approval is given, Rotary Foundation (TRF) will send to all Partners ‘contribution forms' for will send to all Partners ‘contribution forms' for making payment. making payment. Partners will be advised how to send monies to Partners will be advised how to send monies to TRF.TRF.(Note: DO NOT SEND ANY MONIES BEFORE (Note: DO NOT SEND ANY MONIES BEFORE THE PROJECT IS APPROVED AND THE PROJECT IS APPROVED AND ASSIGNED MG NO.)ASSIGNED MG NO.)

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Phase V:Phase V:Commencement of ProjectCommencement of Project

All partners MUST send their contributions to All partners MUST send their contributions to Rotary Foundation (TRF) first.Rotary Foundation (TRF) first.

Then, TRF will send the monies to your Then, TRF will send the monies to your project account, usually in the Host Club's project account, usually in the Host Club's controlled account for this particular MG controlled account for this particular MG Project. Project.

The project implementation/work The project implementation/work can now commence. can now commence. 

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All Set To GoAll Set To Go

Hope all’s well and ends well.Hope all’s well and ends well.

Good luck on your Good luck on your Project(s).Project(s).