District Grants and the Qualification Process
2017-2018 Application Process:
District Grants can be used for local or international projects. For international DG projects, it is highly recommended that you have a Rotary Host Partner (Rotary Club or Rotaract Club) in the country where the project is taking place.
Applications must be approved by the District Foundation Committee BEFORE the project can be implemented and you have received funds from the Foundation Committee. District Grant funds must be deposited in your District Grant Account (see the MOU and Financial Management Plan details below) and all funds proposed for the Grant in your application must be disbursed from your Grants account. Failure to comply with this requirement may jeopardize the entire District Grant.
- Complete the District Grant application form (rotaryd5000.org, Foundation site page)
- Submit applications by August 1 to District Grants Coordinator: Bob Ritchie: email@example.com
- Clubs will be notified of approvals in September. Clubs need to provide a bank statement showing all matching funds and other Club contributions on deposit in their grant account before your district DDF funds are released.
- Submit the Final Report within 2 months of the project completion date, or by the deadline of May 31, 2017. If the project is not completed, a Progress Report is due by May 31, 2017.
District Grant Allocation:
The 2017-18 allocation of District 5000 District Designated Funds for District Grants (DGs) is 50% of the total SHARE allocation of DDF to the District, the maximum allowed by The Rotary Foundation. The Club’s allocation of the DG is based on the average of the Club’s Rotary Foundation Annual Program Fund giving for the 3 years prior to the current Rotary Year (see DG and GG Allocations 2017-18). The Club’s allocation includes a “no-match” amount equal to 40% of its total DG allocation and a 60% “match” that requires a dollar-for-dollar match by the Club (or 20% and 30% of total District 5000 DD respectively). District Grants can be used for local or international projects. For international DG projects, it is highly recommended that you have a Rotary Host Partner (Rotary Club or Rotaract Club) in the country where the project is taking place.
Each year, Clubs must complete qualification requirements by submitting the required documents by May 31:
- MOU and and the District 5000 Addendum
- Financial Management Plan (write in the bank account #)
- Evidence of Federal and State tax filings (tax return copy or 990N confirmation for Federal, Annual Return and Reconciliation for GET)
- Evidence of grant bank account
- District Grant Final Report (s) submitted for each project
- Attend District Grants training. For 2017-18 Qualification, this requirement should have been met by attending Fall 2016-17 Foundation Seminar and Grants Seminar at PRLS. Clubs that were unable to send two members to the PRLS will have another opportunity to Qualify by having 2 member attend the Grants Module at the District Conference. If the Club does not meet this requirement, you must arrange for separate Grants Qualification seminar at your Club.
- MOU, MOU Addendum, and Financial Management Plan for 2017-18 are signed by the 2017-18 President (PE) and the 2018-19 President (PN). If your Club does not have a 2018-19 President nominee, the current President (2016-17) or President Elect can sign documents for the President Nominee (this is to be updated as soon as your Club has identified your President Nominee).
- Financial Management Plan: Read carefully the requirements for 2-signature disbursement authorizations and detailed record keeping, including the 7 year document retention period. Disbursements must be made from the grant account and all receipt copies must be submitted with the final report.
Grant Bank Account: Include the Full Name and Account Number for your dedicated District Grant Account and attach a cancelled check or recent bank statement for the account. The District 5000 MOU Addendum modifies the Rotary Foundation Qualification MOU requirement for individual bank accounts for each of your Club’s GG's. You must also set up one District Grant Account for all of your DGs. You may keep the account in subsequent years. You must, however, account for each DG in your Club financial statements. If you are involved in a Global Grant in which you are the Principal International Partner and the Payee of Global Grant funds, you must set up a dedicated Global Grants account. Include the Full Name and Account Number of this account on your Financial Management Plan, or revise your Plan if you establish the account after Qualification. You should also attach a cancelled check or recent bank statement for these accounts.
Important: Any District Grants funds received will be immediately deposited into the District Grants Account and disbursed only to fund approved District Grants. For District Grant projects in which the Club is contributing cash to the project, the Club will transfer the contributed cash to the District Grant account and subsequently pay project-related expenses from the District Grants account. Do not disburse any funds until your application is approved and all Foundation funds (DDF) and Club contributions are deposited in the District Grant account. Failure to comply with this requirement may jeopardize the entire District Grant.
- District Grant Final Reports for 2016-17: Most Clubs should use the PDF form District 5000 District Grant FINAL REPORT 2016-17. If you did not completed your project, or if you have had to modify your project, use the Word document District Final Grant Report for 2016-17 qualification.doc, which will give you room to explain why the project has been delayed, or why your original project could not be completed and a description of the new project that is replacing it.
Information and Forms on the District website at: http://rotaryd5000.org/sitepage/district-grant-application-district/#sthash.cvuASIxe.dpuf
Input your project in Rotary Club Central on the Rotary International website at rotary.org.
- Rotary Foundation Committee, District Grants Subcommittee Chair 2017-18:
Mark A. Harbison PHF, PP (2005-2006) District 5000 Rotary Foundation Committee
Rotary Zone 26 Regional Membership Chair, Rotarian Action Group for Peace
Board of Directors, Rotarian Action Group for Blindness Prevention
866/808.874-1942 Toll Free/Direct on Maui 808-283-3785
- Rotary Foundation, Grants Subcommittee, District Grants Coordinator:
Bob Ritchie 808-284-3628