Terms & Conditions of Rotary Foundation Grants (both District & Global)

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Learn about all things District and Global Grants! For grants awarded after July 1, 2013 (updated by RI June 2018)

The Rotary Foundation (TRF) may modify the terms and conditions of the grant at any time. Updates can be found on www.rotary.org/grants or requested from Rotary grants staff. Terms and conditions for packaged grants may be found on the website.

What the Rotary Foundation Funds

The Rotary Foundation funds district grants and global grants. District grants are block grants to districts that
fund scholarships, projects, and travel that align with the mission of The Rotary Foundation, which is to enable
Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support
of education, and the alleviation of poverty. Global grants fund scholarships, projects, vocational training teams,
and some travel within the six areas of focus that are sustainable, measurable, and host community-driven.

Eligibility Guidelines

All Foundation grant activities must:
1. Relate to the mission of The Rotary Foundation
2. Include the active participation of Rotarians
3. Exclude any liability to The Rotary Foundation or Rotary International beyond the funding amount of the
grant
4. Adhere to the governing laws of the United States and the host area of the grant, and harm no individuals
or entities. Sponsors for projects and travel planned for countries sanctioned by the US Department of the
Treasury Office of Foreign Assets Control may need to supply additional information.
5. Only fund activities that have been reviewed and approved by TRF before their implementation. Grants
may not be used to reimburse clubs or districts for activities and expenses already completed or in
progress. Planning for grant activities prior to approval is encouraged, but expenses may not be incurred.
After grant approval, any changes to the original project plan must be pre-approved by TRF. TRF
considers each semester of a degree program to be a new activity and therefore eligible for funding.
6. Demonstrate sensitivity to the host area’s tradition and culture
7. Comply with the Conflict of Interest Policy for Program Participants as outlined in section 10.030 of The
ENGLISH (EN)
Terms and Conditions for Rotary Foundation District Grants and Global Grants (updated June 2018) 2
Rotary Foundation Code of Policies and in Section XII below.
8. Comply with the Rotary International policies for use of the name “Rotary” or other Rotary Marks, as
outlined in Sections 33.040.6 and 33.040.12 of the Rotary Code of Policies.
9. Include signage on or in conjunction with projects that identifies the role of the grant sponsors and The
Rotary Foundation as outlined in Section 1.060.3 of The Rotary Foundation Code of Policies and in
accordance with Rotary’s Voice and Visual Identity Guidelines.

DISTRICT GRANTS:

1. Support local and international projects, scholarships, vocational training teams, and related travel
2. May allocate up to 3 percent of the grant award for grant-related administrative expenses such as bank
fees, postage, software, and an independent financial assessment
3. May allocate up to 20 percent of the grant for contingencies, but all projects and activities added to the
grant post-approval must be pre-approved by TRF
4. May fund projects and activities in Rotary and non-Rotary countries and geographic areas where
permitted by applicable governing laws and in accordance with Foundation policies
5. May fund scholar and vocational training team orientation and grant management seminars
6. May fund travel to and participation in Rotary project fairs to help districts identify project partners

GLOBAL GRANTS:

1. Align with one or more of Rotary’s areas of focus
2. Are sustainable. Host communities must be able to address their own needs after the Rotary club or
district has completed its work.
3. Are measurable. Sponsors select standard measures from the Global Grant Monitoring and Evaluation
Plan supplement, and may add their own measurements. Expenses to measure project outcomes are
capped at 10 percent of the project budget.
4. Are host community-driven. The host community designs the grant based on local needs that they have
identified. Beginning 1 July 2018, any club or district that applies for a global grant to support a
humanitarian project or a vocational training team will be required to conduct a community assessment
first and include the results in their grant application. Hydrogeological surveys must be completed as part
of the community assessment for projects that will access groundwater.
5. May allocate up to 10 percent of the project budget for project management costs, which may include a
project manager and project-specific overhead and administrative costs of cooperating organizations.
6. Support humanitarian and educational projects
7. Provide international scholarships to fund graduate-level coursework or research or its equivalent for a
term of one to four academic years

8. Support vocational training teams that address a humanitarian need by providing or receiving
professional training
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9. Support international travel for up to two individuals as part of a humanitarian project. These individuals
provide training or implement the project should the host club confirm that their skills are not readily
available locally.
10. Support communities in Rotary countries and geographical areas
11. Are sponsored by at least one Rotary club or district in the country where the grant project will take place
(primary host sponsor) and one or more outside that country (primary international sponsor). An
exception to this policy may be made for projects taking place in non-Rotary countries where the RI Board
is actively pursuing extension.
12. May allocate up to 10 percent of the project budget for contingencies to offer protection from price
increases and/or currency fluctuations
13. May support the construction of low-cost shelters and simple schools, as long as the construction is part
of a comprehensive project related to an area of focus
14. May support the construction of infrastructure, including but not limited to: toilet blocks and sanitation
systems, access roads, dams, bridges, storage units, fences and security systems, water/irrigation systems,
and greenhouses

Restrictions

Grants cannot be used to unfairly discriminate against any group; promote a particular political or religious
viewpoint; support purely religious functions; support activities that involve abortion or that are undertaken
solely for sex determination; fund the purchase of arms or ammunition; or serve as a new contribution to the
Foundation or another Rotary Foundation grant.
In addition, grants cannot fund:
1. Continuous or excessive support of any one beneficiary, entity, or community
2. Establishment of a foundation, permanent trust, or long-term interest-bearing account. Grant funds can
be used to establish a microcredit fund if the sponsors comply with the requirements detailed in section X.
3. Purchase of land or buildings
4. Fundraising activities
5. Expenses related to Rotary events such as district conferences, conventions, institutes, anniversary
celebrations, or entertainment activities
6. Public relations initiatives, unless they are essential to project implementation
7. Project signage in excess of $500
8. Operating, administrative, or indirect program expenses of another organization with the exception of
expenses allowed within the project management allocation for global grants.
9. Unrestricted cash donations to a beneficiary or cooperating organization
10. Activities for which the expense has already been incurred
11. Transportation of vaccines by hand over national borders
Terms and Conditions for Rotary Foundation District Grants and Global Grants (updated June 2018) 4
12. Travel to National Immunization Days (NIDs)
13. Immunizations that consist solely of the polio vaccine
14. Study at a Rotary Peace Center partner university in the same or similar academic program as those
pursued by Rotary Peace Fellows

GLOBAL GRANTS:

In addition to the restrictions listed above, global grants cannot fund:
1. Rotary Youth Exchange, RYLA, Rotary Friendship Exchange, Rotaract, or Interact
2. International travel for youth under the age of 18, unless accompanied by their parents or guardians
3. New construction of any permanent structure in which individuals live, work, or spend a significant
amount of time, such as buildings (hospitals), containers, and mobile homes, or of structures in which
individuals carry out any type of activity including manufacturing and processing. If the grant depends on
the construction of a building, the construction must be funded by additional club/district funds. This
restriction does not apply to low cost shelters and simple schools.
4. Renovations to complete buildings that are partially constructed (including buildings with only the
exterior completed) but have never been occupied or operational
5. Travel for staff of a cooperating organization involved in a humanitarian project
6. Activities primarily implemented by an organization other than Rotary
7. Humanitarian projects that consist primarily of research-oriented projects or data collection
8. Humanitarian projects that consist solely of individual travel expenses
9. Undergraduate (Bachelor’s degree) studies
10. Multiple unrelated projects under one grant

How to Apply

Apply for grants online at www.rotary.org/myrotary/grants.
In order to receive a grant from The Rotary Foundation, all primary sponsor districts involved must be qualified
by The Rotary Foundation, and for global grants, all primary sponsor clubs involved must be qualified by their
district. In addition, districts, clubs, and all grant committee members must be in good standing with Rotary
International and The Rotary Foundation, and the name of the project receiving the grant must be in compliance
with the Rotary International policies for use of the Rotary Marks (see Section II above). Individuals prohibited
from serving on a grant committee include RI fiscal agents, national treasurers, and board members and paid staff
of a cooperating or beneficiary organization associated with the grant. When acting as a primary sponsor, each
district and each club is limited to 10 open grants at a time.

DISTRICT GRANTS:

Districts must establish a grant committee of three Rotarians, including the district governor of the
implementation year, the district Rotary Foundation committee chair, and the district grants subcommittee chair.
These three committee members are responsible for authorizing and submitting the district grant application.
Districts may submit one application per Rotary year, and this application must include a spending plan. Any
requests for an increase in the grant amount must be made before any portion of the grant has been paid by the
Foundation. Districts may reserve up to 20 percent of their district grant funds for contingencies that may arise
during the year; note this contingency fund on the spending plan and itemize contingency items when you submit
your final report. All district grant applications must be received before 15 May of the Rotary year for which the
funds are requested. (For example, applications for 2016-17 district grants must be received by 15 May 2017.)

GLOBAL GRANT:

Primary host and international sponsors must each establish a grant committee of three Rotarians for a global
grant. Members of this grant committee must come from the primary sponsor club (if the grant is club-sponsored)
or district (if the grant is district-sponsored). For club-sponsored grant applications, district Rotary Foundation
committee chairs must confirm that the primary sponsor clubs are qualified.
Sponsors may include a budget line item for contingencies representing no more than 10 percent of the total
budget. Sponsors must report on the use of these funds or return them to the Foundation if they are not used.
Scholars and vocational training team members must submit individual applications to supplement the overall
grant application. Grant sponsors should ensure that scholar and vocational training team applicants understand
that their application must be approved by the Foundation before incurring any expenses or making travel
arrangements. Applications are accepted on a rolling basis throughout the Rotary year; however, applications
involving travel should be submitted 90 days prior to the travel dates. Applications for scholars who will begin
studies in August, September, or October must be submitted by 30 June.
Note that:
1. If grant applications are not formally submitted within 12 months of initiation, the application will be
canceled.
2. If grant applications are not completed and approved within six months of submission, the application
will be canceled.
3. If payment requirements are not met within six months of approval, the grant will be canceled.
4. If grants are not implemented within 12 months of payment, the grant will be canceled and the sponsors
will be required to return the funds.

Additional criteria for scholarship applications:
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1. Applicants must provide proof of university admission to a graduate-level program or letter of invitation
to conduct postgraduate-level research when applying for the grant. Admission that requires a guarantee
of financial support is acceptable.
2. Applicants must study outside of their home country.
Additional criteria for vocational training team applications:
1. Teams must be composed of at least three members, including a Rotarian team leader and at least two
additional members. The team members must have at least two years of work experience each in the area
of focus. The Rotarian team leader must have a general level of Rotary knowledge, international
experience, leadership skills, and some expertise within the area of focus. Non-Rotarians may serve as
team leaders provided the sponsors establish the need for this in the grant application.
2. Rotarians and their family members may participate in a vocational training team as long as the team is
providing training, not receiving training.
3. Relatives of a vocational training team member may participate on the same team if they meet eligibility
requirements.
4. If more than one team is traveling under a single grant, the teams must share the same two primary
sponsors and begin travel within one year of each other.
5. All team members must be approved by The Rotary Foundation prior to travel. Any alterations to team
composition must be reported to, and approved by, The Rotary Foundation.
Global grant applications for projects requesting between US$50,001 and $100,000 from the World Fund will
receive a technical review and interim site visit by The Rotary Foundation Cadre of Technical Advisers.
Scholarships and vocational training teams do not receive these additional reviews.

Global grant applications for projects requesting between $100,001 and $200,000 from the World Fund must be
approved by the Trustees at one of their meetings. These applications will receive an advance site visit, audit and
interim site visit by a member of the cadre. Grants that consist exclusively of a vocational training team or
scholarship are exempt from this requirement. Global grant applications received by:
1. 1 June will be reviewed by the Trustees in September/October
2. 1 October will be reviewed in January
3. 1 December will be reviewed in April
4. 1 March will be reviewed in June

Travel Policies

All travel arrangements are the responsibility of the grant traveler. Effective 1 April 2016, travelers may choose to
work with Rotary International Travel Service (RITS) or they may make their own travel arrangements.
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Rotary Foundation grants will cover the following budgeted expenses related to international travel:
1. Economy-class ticket(s)
2. Transportation to and from airport and local travel related to grant implementation
3. Cost of inoculations/immunizations, visas, and entry and exit taxes
4. Normal and reasonable luggage charges
5. Travel insurance
Rotary Foundation grants will not cover the following expenses related to international travel:
1. Expenses associated with optional stopovers before or after preapproved travel
2. Penalties resulting from changes in personal travel arrangements, including optional stopovers
3. Excess baggage charges and shipping charges
The club or district sponsoring the grant is responsible for maintaining emergency contact information and travel
itineraries for all grant recipients traveling on grant funds. This information must be provided to the Foundation
upon request.
Grant recipients are responsible for:
1. Making travel arrangements. Failure to arrange travel promptly may increase the cost of travel or result in
the cancellation of the grant.
2. Any expenses that exceed the approved travel budget, unless approved by the Foundation
3. Meeting all medical requirements for international travel.
4. Arranging and funding any personal travel. Such travel may take place for a maximum of four weeks at
the end of the grant activities, after which grant recipients are expected to return home.
5. Abiding by RI country travel restrictions.
6. Obtaining travel insurance

Healthcare professionals who will be providing services as part of the grant activities are expected to have a
minimum of US$500,000 in professional liability insurance coverage (a.k.a. errors and omissions liability). This
refers to coverage for that participant’s legal liability arising from their professional acts or omissions that cause
harm to others. The participant is responsible for obtaining and paying for this coverage.
Rotary International contracts a global security advisory firm to maintain a travel ban list of extremely dangerous
countries. TRF-funded travelers are not permitted to travel to these countries due to safety concerns. If a country
is added to the travel ban list while funded travelers are in-country, plans will be made for their immediate
evacuation. Should the funded individual not defer travel to or evacuate from a country as instructed, it will result
in TRF canceling the grant and any funds already issued would need to be returned to TRF. TRF cannot fund any
Terms and Conditions for Rotary Foundation District Grants and Global Grants (updated June 2018) 8
grant whose successful implementation relies on international travel to a country on the travel ban list even if the
cost of travel is not included in the project budget.
Non-Rotarians receiving grant funding for scholarships, participation in vocational training teams, or travel to
implement a humanitarian project are expected to:
1. Demonstrate knowledge of Rotary
2. Participate in an orientation session before departure (either online or in person)
3. Participate in club and district activities as requested by their sponsors, such as speaking and presenting
at club or district meetings and participating in service projects
4. Be proficient in the language of the host country

How Grants are Funded

District Grants

District grants are funded by The Rotary Foundation solely with allocations from the District Designated Fund
(DDF). A district may apply for a single grant each Rotary year to support one or more projects using up to 50
percent of the district’s SHARE allocation, which represents 50 percent of its annual giving from three years’ prior
plus any Permanent Fund-SHARE earnings.
Global Grants
Global grants are funded by The Rotary Foundation from the World Fund, and awards range from US$15,000 to
$200,000. The Foundation matches cash at 50 percent and DDF contributions at 100 percent. All global grants
have a minimum budget of US$30,000.
The Foundation will match non-Rotarian contributions toward a grant at 50 percent, provided they do not come
from a cooperating organization or a beneficiary of the project. Funds should never be collected from beneficiaries
in exchange for receiving the grant or as part of the cash contribution for match.
At least 30 percent of contributions (including all cash and DDF contributions to be matched by the Foundation)
to global grants funding humanitarian projects must come from outside of the project country. Host sponsors for
humanitarian projects are encouraged to contribute toward the financing of the grant.
Grant financing cannot be changed after approval. Paul Harris Fellow recognition credit will only be given for
sponsor contributions sent to The Rotary Foundation and will not be granted for contributions sent directly to the
project. Sponsors are advised not to send contributions prior to grant approval. Contributions sent prior to grant
approval will be credited to the grant application. But if the application is not approved the contributions will be
credited to the Annual Programs Fund. Contributions cannot be reallocated after they are credited to the Annual
Programs Fund. All global grant contributions are considered irrevocable to The Rotary Foundation
Terms and Conditions for Rotary Found

Scholars who receive scholarships from other sources in addition to their Rotary scholarship may use them, but
the Foundation will not match other scholarship funds. Effective 1 January 2017, The Rotary Foundation must
withhold tax from global grant scholarships awarded for study in the U.S. (except for scholars from Japan,
Canada, and Germany, who are funded through associate foundations in those countries) on any expenses beyond
tuition, books, necessary equipment, and fees. The withholdings amount will be deducted from the scholarship
payment.

Cooperating Organizations

Cooperating organizations are reputable non-Rotary organizations or academic institutions that provide expertise,
infrastructure, advocacy, training, education, or other support for the grant. Cooperating organizations must agree
to comply with all reporting and auditing activities required by The Rotary Foundation and provide receipts and
proof of purchase as required. Universities hosting scholars are not considered a cooperating organization.
District Grants
All funding provided to cooperating organizations must be used for specific project expenses. The sponsoring
district must maintain an itemized report of such expenses.
Global Grants
At the time of application, grant sponsors need to provide a memorandum of understanding (MOU) signed by
both primary sponsors and the cooperating organization. The MOU should include the following:
1. Verification from both primary sponsors that the grant is initiated, controlled, and managed by Rotary
clubs or districts
2. Endorsement from the primary sponsors affirming that the cooperating organization is reputable,
responsible, and acting within all governing laws
3. Grant implementation plan clearly delineating the activities of each party
4. Agreement from the cooperating organization to participate in any financial review by the Foundation of
activities connected with the grant

Payments

District Grants
Grant funds will be paid only to the district or district foundation bank account identified by the district at the
time of application. District grant funds will not be released until the previous Rotary year’s district grant is
closed. District grants are paid out at the current RI exchange rate at the time of payment. Funds are not available
after the close of the implementation year; if sponsors do not meet all payment requirements by 31 May of the
implementation year, the grant will be canceled.
Terms and Conditions for Rotary Foundation District Grants and Global Grants (updated June 2018) 10
Global Grants
Grant funds will not be released until sponsor contributions have been submitted to The Rotary Foundation, any
payment contingencies have been met and the legal agreement has been authorized. Grant funds will be paid to
the account provided in the application and must remain in that account until used for the direct payment of
project expenses. Direct payment is defined as a payment made directly to a project vendor or reimbursement to a
cooperating or beneficiary organization. Project funds may not be provided to a vendor, cooperating or beneficiary
organization in advance of project expenses or services. Organizations being reimbursed for the purchase of
project expenses must provide Rotarian sponsors with copies of the original invoice or receipt prior to payment.
Account signatories must be members of the sponsoring club or district. Grants will be paid out at the current RI
exchange rate at the time of payment. If a grant project is canceled after the project sponsors receive payment, all
remaining grant funds must be returned to the Foundation, where they will be credited to the World Fund

Grants for which the World Fund award is between $50,001 and $200,000 will be paid in installments according
to a spending plan. Subsequent payments will be made after the grant sponsors submit an accepted progress
report and an interim site visit has been conducted by the Cadre of Technical Advisors.
The following points apply to global grants funded with cash contributions:
1. All grant-related transactions will be recorded using the current published monthly RI exchange rate, and
all grant-related transactions will be officially communicated in US dollars.
2. For the portion of the grant funded by cash contributions, sponsors will be shielded from currency
exchange fluctuations in excess of 10 percent of the rate at time of approval. Conversely, TRF will not
distribute currency gains to project sponsors in excess of 10 percent of the rate at time of approval.
3. Project sponsors must contribute an additional 5 percent for cash contributions made to The Rotary
Foundation for global grant applications submitted on or after 1 July 2015, to offset processing and
administrative costs. Paul Harris Fellow recognition points will be awarded on the full cash contribution,
and charitable tax receipts also will reflect that amount. The additional 5 percent is not matched by the
Foundation. It also isn’t required for contributions sent directly to a project’s bank account; however, such
contributions don’t generate Paul Harris Fellow recognition points, nor will the Foundation issue tax
receipts for them.
4. All cash contributions submitted to TRF in excess of the amount pledged to the grant will be transferred
to World Fund.
5. Contributions received for any grants that are canceled will be moved to the World Fund. Donors will
have 90 days to notify TRF to transfer the contributions to an approved global grant or any TRF fund.

Reporting Requirements & Documentation

Grant recipients are responsible for reporting on the use of grant funds to The Rotary Foundation. Progress and
final reports must be submitted online and all forms must be completed in their entirety for the report to be
accepted. New grant applications will not be accepted by the Foundation if a grant sponsor has an overdue report
Terms and Conditions for Rotary Foundation District Grants and Global Grants (updated June 2018) 11
for any Foundation grant. The Foundation reserves the right to review grants at any time, conduct an audit, send a
monitor, require additional documentation, and suspend any or all payments.
The following reporting criteria also apply to grant recipients:
1. Districts must report the use of grant funds to their member clubs in accordance with the terms of
qualification.
2. Grant sponsors must maintain copies of all receipts and bank statements related to grant-funded
expenditures in accordance with the terms of qualification and any applicable local and international
laws.
3. Grant sponsors who fail to adhere to Foundation policies and guidelines in implementing and financing
grant projects must return grant funds in their entirety and may be barred from receiving future grants
for a period of up to five years.
District Grants
These additional criteria apply to district grants:
1. Final reports documenting the disbursement of funds must be submitted to the Foundation within 12
months of receiving the payment, or within two months of the grant’s total disbursement.
2. All grant projects and activities funded by district grants must be completed within 24 months of
disbursement by the Foundation or the local district to the club or project site.
3. If unused grant funds exceed US$500, all remaining funds must be returned promptly to The Rotary
Foundation and will be credited to the district’s DDF. Unused grant funds US$500 and below must be
used for activities that meet the district grant eligibility requirements.

Global Grants

These additional criteria apply to global grants:
1. A first progress report must be submitted within 12 months of receiving the first grant payment.
Subsequent progress reports are due within 12 months from the acceptance date of the previous report.
2. Final reports must be submitted within two months of completing the project.
3. If more than $500 of grant funds remains after a project’s completion, the Foundation must approve their
use for project-related expenses. Unused grant funds $500 and below may be used for activities that meet
the global grant eligibility requirements and do not require pre-approval from TRF. Any remaining
unused grant funds should be returned to The Rotary Foundation and will be credited to the World Fund.
Acceptable reports contain detailed accounts of the project’s implementation, including:
1. A description of how the project has advanced the goals of the selected area(s) of focus
2. An account of how the project achieved the specific objectives outlined in the application, including the
relevant measures and data collected
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3. An explanation of how the project’s outcomes will be sustained over time
4. A description of the participation of both host and international partners, as well as any cooperating
organizations associated with the grant
5. The report should also include a detailed account of spending for the project and project account bank
statements. Additionally, the Foundation may request that sponsors submit receipts in support of the
report. Scholars and vocational training teams must provide receipts to their sponsors for expenses of
US$75 and up.
The Foundation will close the grant once the project implementation is complete and sponsors have demonstrated
that sustainability measures are in place to ensure that the local community will continue the project.

Microcredit

The Rotary Foundation is committed to using microcredit programs to facilitate small, self-help enterprises. Clubs
and districts applying for global grants are encouraged to partner with reputable and established cooperating
organizations/microfinance institutions to administer loan programs as a way of undertaking sustainable
development projects. However, microcredit programs funded by the Foundation must incorporate a component,
such as training, that extends beyond the management of loan capital. In addition:
1. Clubs and districts that wish to use global grant funds to support a microcredit project must submit the
microcredit supplement form with the grant application.
2. Microcredit activities must be supervised and controlled by the sponsoring club or district.
3. Interest and fees generated by microcredit fund capital from The Rotary Foundation may be used for
administrative expenses that directly support the project.
4. Grant sponsors must submit a microcredit supplement form with the final grant report.
5. If a microcredit project is terminated before the Foundation’s reporting requirements are met, grant
funds must be returned to The Rotary Foundation.
6. The Rotary Foundation will not fund loan guaranty systems.

Special Considerations for Rotary Foundation (India)

For general information about the Foreign Contribution Regulation Act (FCRA), go to
https://fcraonline.nic.in/home/index.aspx. In addition to all other terms and conditions, grants with full or
partial payment to a Rotary club or district in India should follow these payment and reporting procedures to
comply with GOI laws and the FCRA:
1. Grant funds will not be released to a bank account in India unless all general payment conditions listed
below have been met. Either the sponsors provide documentation showing that the bank account is
registered under the FCRA or staff must determine that sufficient funds are available from contributions
made within India. Otherwise, the payment will be placed in a queue and paid on a first-come, first-served
basis only when additional contributions are made and sufficient funds are available. The sponsors of
grants must ensure funds are not co-mingled.
a. District Grants - Payment is contingent upon the approval of a detailed spending plan that
Terms and Conditions for Rotary Foundation District Grants and Global Grants (updated June 2018) 13
includes an itemized budget for each listed project or activity. Grant funds will be paid only to the
district bank account. The name of the district bank account must be easily identifiable with both
the district and the project. (A proper naming example is Rotary District 0000 District Grant
12345). District grant funds will not be released until the previous Rotary year’s district grant is
closed. Funds are not available after the close of the implementation year; if sponsors do not meet
all payment requirements by 31 May of the implementation year, the grant will be canceled.
b. Global Grants - Grant funds will not be released until all sponsor contributions have been
submitted to The Rotary Foundation and any payment contingencies have been met. Grant funds
will be paid to the account provided by the grant sponsors.

2. Progress reports on grant funds released to India through 31 March are due by 31 May of that same year.
Final reports are due two months after the grant’s completion. Grant sponsors must ensure that funds
received in a FCRA-registered bank account are not co-mingled with local funds.
3. All progress reports must:
a. Meet all general reporting requirements as listed in section IX.
b. Show that a copy of the progress report filed electronically at www.rotary.org/grants has been
submitted to the South Asia Office.
c. Include a utilization certificate if a portion of the grant amount has been used, along with
statement of receipt and payment for the grant amount, certified by an independent chartered
accountant (indicating membership number of the CA)
d. If the grant funds were not used for any reason, include an original bank statement or bank
passbook (or a photocopy certified by the bank manager or a chartered accountant) indicating the
date on which the grant amount was credited and a statement explaining why the grant amount
has not yet been used, even if the grant amount was received before March
4. All final reports must:
a. Meet all general reporting requirements as listed in section IX.
b. Show that a hard copy of the final report filed electronically at www.rotary.org/grants has been
submitted to the South Asia Office.
c. Include the following:
i. A utilization certificate along with statement of receipt and payment for grant amount,
certified by an independent chartered accountant (indicating membership number of the
CA)

ii. An original bank statement or bank passbook (or a photocopy certified as true copy by the
bank manager or a chartered accountant)
iii. A bank reconciliation statement, if multiple grants were paid to a single FCRA account
iv. Originals or photocopies of bills of payment/expenses vouchers and, if only photocopies
are provided, a written undertaking that “all originals will be kept for a period of eight
years and will be produced as and when required by Rotary Foundation (India)”
v. Beneficiary information (for example, photographs, newspaper clippings, appreciation
letter from beneficiary)
Terms and Conditions for Rotary Foundation District Grants and Global Grants (updated June 2018) 14
d. Return of any remaining funds of any amount to the Rotary Foundation (India)
5. A FCRA-registered club or district is responsible for furnishing FC-4 return along with the financial
statements to the Ministry of Home Affairs, New Delhi, in a timely manner.

Conflict of Interest Policy for Program Participants

All individuals involved in a program grant and/or award shall conduct their activities in a way that avoids any
actual or perceived conflict of interest. A conflict of interest is a relationship among individuals through which an
individual involved in a program grant or award causes benefit, or could be perceived to cause benefit, for such
individual or such individual’s family, personal acquaintances, business colleagues, business interests, or an
organization in which such individual is a trustee, director, or officer. This conflict of interest policy shall be
applied in the following circumstances as specifically set forth below. The application of this conflict of interest
policy shall not be limited to these circumstances.
1. Award Recipient Eligibility
Pursuant to section 9.3 of the TRF bylaws, those individuals defined below shall not be candidates or final
award recipients or beneficiaries of any TRF program. Such individuals shall include current Rotarians;
employees of clubs, districts, and other Rotary Entities (as defined in the Rotary Code of Policies) or of
Rotary International; spouses, lineal descendants (children or grandchildren by blood, legal adoption, or
marriage without adoption), spouses of lineal descendants or ancestors (parents or grandparents by
blood) of persons in the foregoing categories; and employees of agencies, organizations, or institutions
partnering with TRF or RI.

Former Rotarians shall continue to be ineligible for a period of 36 months after termination of their
membership. Persons who were ineligible based on their familial relationship to a former Rotarian shall
continue to be ineligible for a period of 36 months after termination of their family member’s
membership. Notwithstanding the foregoing, such individuals shall be eligible to participate on vocational
training teams and in individual travel for humanitarian projects (when such individuals are determined
to be qualified) funded by district grants, global grants, and packaged grants.
2. Impartiality of Selection Committees
Rotarians who serve on a club or district-level selection committee for a TRF program are expected to
exercise complete transparency in their familiar, personal, or business relationship with an applicant and
must notify the committee chair in advance of the selection process of any actual or perceived conflict of
interest due to the committee member’s association with a TRF program award candidate, e.g. employees
of the same firm or organization, members of the same Rotary club or member of the same club
sponsoring an application, familial relationship, etc.
The selection committee chair will decide how and if that committee member should participate in the
selection process for that one or all candidates with whom there is an actual or perceived conflict of
interest. If the selection committee chair is the individual with an actual or perceived conflict of interest,
the club board or the DRFC chair, as appropriate, will decide how and if such chair should participate in
the selection process for that one or all candidates with whom there is an actual or perceived conflict of
interest.

3. Business Transactions with Vendors
Before TRF, a Rotary district, a Rotary club, or a Rotarian conducts business transactions related to a TRF
program award in which the vendor receives payment from a Rotary Entity, a fair, open and thorough
request for proposals or bidding process must be conducted to ensure that the best services are secured at
a reasonable cost, despite any connection between a vendor and a Rotary Entity. Possible conflicts of
interest may arise when a Rotary Entity is considering business in which funds will be paid to a Rotarian;
a goods and/or services provider owned or managed by a Rotarian, Honorary Rotarian, employee of a
club, district, or other Rotary Entity or of Rotary International, Rotarian’s spouse, lineal descendants
(child or grandchild by blood, legal adoption, or marriage without adoption), spouses of lineal
descendants, and ancestors (parent or grandparent by blood), or employees of agencies, organizations, or
institutions partnering with TRF.
Examples of business relationships that may require further review to confirm that a Rotarian conflict of
interest does not exist include business transactions with a partner nongovernmental organization, goods
or services provider, insurance company, travel agency, shipping agency, study institution, language skills
testing firm, etc

Business transactions with individuals or entities with whom there is an actual or perceived conflict of
interest can be completed upon approval of the general secretary if such transaction provides the best
product or service at fair market value, as evidenced by a sales quote or offer obtained through a fair, open
and thorough request for proposals or bidding process.
The general secretary shall provide advice on how to interpret and implement this conflict of interest
policy. Any unresolved conflict of interest involving a program grant or award must be reported by a
Rotarian or Rotary entity involved to the general secretary at least 30 days in advance of the selection
process or proposed business transaction. The general secretary will decide if a conflict of interest may
exist for a particular case. If, upon review of the situation, the general secretary concludes that there is or
has been a conflict of interest in the execution of a TRF program grant or award, the general secretary
shall fashion an appropriate remedy. Such remedy may include the cancellation of current or suspension
of future TRF program grants or awards involving a particular Rotary, Rotary club or Rotary district.