grant management seminar session 3 1 session 3 oversight and reporting 10/13/2012

Grant Management SeminarSession 3 1

Session 3

Oversight and Reporting

10/13/2012


Learning Objectives

• Identify best practices for managing funds and record keeping

• Identify which documents need to be retained

• Understand reporting requirements• Understand Conflict of Interest


Financial Management Plan

• Bank account for funds• Distributing funds• Use checks/bank cards to track funds• Detailed ledger• Include local laws

Grant Management SeminarSession 3

Budget

• Goals of the Project• Preliminary budget• Three separate bids or quotes• Conflict of Interest


Resources

• Document retention worksheet• Financial management plan worksheet• Transferring custody of a bank account• More on

www.rotary.org/en/fvclub

http://www.rotary.org/en/fvclub


www.rotarydistrict5240.org

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Rotary Foundation Information Page

Grant Management SeminarSession 310/13/2012 7

Future Vision Transition

Grant Management SeminarSession 310/13/2012 8


Document Retention

• Required for all documents related to qualification and grants• Retain for a minimum of five years• Provide access to The Rotary Foundation

GRANT DOCUMENT REPORTING IS PART OFSTEWARDSHIP

10/13/2012


What You Must Keep

Club MOU and Qualification

District 5240 Addendum

Signed Club MOUs

Grant Management Seminar Attendance

Correspondence on Club Qualification, including emails

Bank Information• Account details• Bank statements• List of signatories• Bank procedure for changing signatories

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Legal DocumentsGeneral LedgerDocument Retention ProceduresSuccession PlansAnnual Financial AssessmentResultsReports of Misuse of Grant FundsOther Documentation

CLUB RECORDS

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What You Must Keep

Application

Approval Notices

Grant Agreements

Grant Correspondenceincluding e-mail

Club DDF Transfer Forms

Club Cash Contribution Forms

Other fund requests and commitments

Quotes for materials

Receipts and invoices

Information required by the district

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Beneficiary DocumentationNeeds assessmentAgreementsVendor DocumentationQuotes for materialsReceipts and invoicesAgreementsScholar DocumentationReceipts and invoicesAgreementsVocational TrainingDocumentationReceipts and invoicesAgreements

Financial Documentation

Bank statementsReceipts and invoicesInventory listGrant ReportsSupport documentationPhotosProject summaryClosure LettersOther Documentation

DISTRICT GRANTS

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Final Report


What You Must Keep

Proposals

Applications and any attachments

Approval Notices

Grant Agreements

Grant Correspondenceincluding e-mail

Project Partner Correspondence,

including e-mail

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Beneficiary DocumentationNeeds assessmentAgreementsVendor DocumentationQuotes for materialsReceipts and invoicesAgreementsScholar DocumentationReceipts and invoicesAgreementsCorrespondenceVocational Training

Receipts and invoicesAgreements

Financial DocumentationBank statementsReceipts and invoicesInventory listGrant ReportsSupport documentationPhotosProject summary Closure LettersOther Documents

GLOBAL GRANTS

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District 5240 Objectives

• Meet the requirements for document storage and retention established by The Rotary Foundation

• Provide an easy and standardized method for clubs to include their documents in the storage system

• Enable access to documents that should be available to all Rotarians

• Ensure the integrity of the information in the storage system• Secure those documents containing financial or personal data

that is or required to be protected• Provide an audit trail for document storage and retention• Minimize cost

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Is This Your Club Retention Policy

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Document Retention Overview• District 5240 is establishing a document retention policy based on a third

party service provider• Documents in electronic form only. No requirement for paper copies• All documents stored as PDF for ease of use and to prevent changes

• Received as PDF from another source• Created from other systems such as Microsoft Office• Scanned as PDF• Pictures in .jpg format

• Documents required to be placed in the storage system is being established by the District Grants Subcommittee

• The district may determine that it wants to retain for its records more information than that required by The Rotary Foundation

• Clubs may retain additional documents

• All files must conform to a naming convention• Documents may not be removed from the storage system except in

accordance with TRF or District destruction policies

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Document Retention Process

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Rotary Clubs

District 5240 Rotarians

Downloadable through a user interface that does not require access authority

Club Documents

District Grants

Global Grants

Secure Folders

CLUB FOLDER

Club Administrator

District Documents

District Grants

Global Grants

Secure Folders

DISTRICT FOLDER

District Administrator

The Rotary Foundation

District 5240

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Beginning the Process

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Complete grant application

Club

Grant Preparation

Obtain supporting docs

Club

Assign D5240 ID Number

DGS

Distribute for review

DGS

Resolve problems

DGS, Club

Grant Review

Grant Approval

Approve grant application

DGS

Upload approved application & docs

DGS

Notify Club of approval

DGS

Send application to DGS

Club

Document Retention Requirements Begin with Grant Approval

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Grant Document Retention

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Grant Approval

Grant Retention Folder• Approved Grant • Supporting Documents• DSC Recommendation

The Rotary Foundation

Pictures

Invoices

Inventory Control

Final Report

Bank Statements

Interim Reports

Performing the Grant

Closing the Grant

Pictures

Invoices

Inventory Control

Acceptance Letter

Emails

Other

Ledgers

D54240 Rotarians

10/13/2012


District Grant Reports• Application and supporting documentation• Interaction with the District Grants

Subcommittee (e.g. requests for changes in use of grant funds)

• Final report and supporting documentation including invoices and reciepts

• Encouraged: Pictures and stories about the project

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Global Grant Reports: Frequency

• Progress reports• Within 12 months of first payment• Every 12 months through the life of the grant

• Final report within 2 months of completion

GRANT REPORTING IS PART OFSTEWARDSHIP

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Global Grant Reports: Content

• How partners were involved• Type of activity (humanitarian project,

scholar, vocational training team)• Evaluation of project goals • How area of focus goals were met• How funds were spent• Number of beneficiaries and how they

benefited

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Conflict of Interest• Exists when a Rotarian benefits

financially or personally from a grant• Benefit can be direct (the Rotarian

benefits) or indirect (an associate of the Rotarian benefits)

REPORTING CONFLICT OF INTEREST IS PART OF

STEWARDSHIP

10/13/2012


A Rotarian on the grant project committee is a paid staff member of an organization benefiting from a grant.

A Rotarian’s niece is invited to participate on a vocational training team and selected over a participant with more experience.

A Rotarian lives in a community that is receiving a water well.

A Rotary Foundation grant recipient is the child of a Rotarian.

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Examples of Conflict of Interest

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Why Disclose Conflict of Interest?

Rotarians have a reputation for honesty.

It ensures a fair process & transparency.

Potential Conflict of Interest doesn’t mean automatic disqualification from participation.

TRF Grant Coordinators can help resolve questions about Conflict of Interest.

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Learning Objectives

• Identify best practices for managing funds and record keeping

• Identify which documents need to be retained

• Understand reporting requirements• Understand Conflict of Interest

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