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Guidelines for District Simplified Grants in Rotary

The District Simplified Grants (DSG) program allows districts to utilize 20% of their District Designated Funds (DDF) for community-focused projects. Each district can submit one grant request per Rotary year, emphasizing both local and international humanitarian efforts. Key requirements include adherence to standard grant policies, detailed project proposals, and active Rotarian involvement. District leadership should work collaboratively to evaluate requests and ensure funding aligns with community needs. Progress reporting and financial stewardship are essential for transparency and accountability.

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Guidelines for District Simplified Grants in Rotary

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  1. District Simplified Grants

  2. District Simplified Grants • Utilize a portion of the district’s DDF • 20% of new DDF • 1 grant per district per Rotary year • Itemized and budgeted humanitarian good and services • Local community projects • International projects • Direct Rotarian involvement

  3. Policies and Guidelines • Adherence to standard grant policies • Used only for eligible items/activities • Respect wishes of receiving community

  4. Rotarian Involvement • Community needs assessment • Project committee • Project implementation • Liaison with community leaders and beneficiaries • Project promotion

  5. Request Procedure • Annual DSG Mailing • Districts encouraged to submit requests in year prior to funds being spent • Requests accepted: 1 July – 31 March • Requests approved: 1 August – 15 May

  6. Request Form • Amount requested • DRFC chair and DGE authorization • Payee Information (bank account)

  7. Payment Procedure • Payment released at start of Rotary year • 50% rule (previous DSG) • Maximum of two paid open grants

  8. Grants Over US$25,000 • Payment made in installments based upon a spending plan • Subsequent payments released after progress reports are received • Publicity plan required prior to payment • Annual independent financial review

  9. Reporting Procedure • Progress reports at least every twelve months for the life of the grant • Final report due within two months of completion

  10. Report Content • Cumulative, district-level information • Statement of income and expenses • Bank statement • Individual project reports that include itemized expenses.

  11. Individual Project Report • Detailed description of project • Narrative statement about beneficiaries • Description of Rotarian involvement • Itemized list of expenditures

  12. Stewardship • Maintain accounting records • Open separate bank account • Keep receipts for at least five years • ALL expenditures must be within TRF guidelines • No donations to existing projects or other organizations • No contributions to other TRF programs • When in doubt, refer to the Best Practices manual or consult with your Grants Coordinator

  13. District Leadership District Rotary Foundation Committee • Develop district goals for use of DSG funds • Submit request in cooperation with DGE • Work with grants subcommittee to distribute grant funds • Ensure expenditures are eligible and consistent with TRF policies • Submit reports including individual project summaries for each club project.

  14. District Leadership District Grants Subcommittee • Assist with distribution of funds • Work with DRFC to review expenditures and reports

  15. Best Practices • Submit the DSG request form in the planning year • Plan for how the district will spend the funds before you receive the grant • Educate your clubs on the DSG process • Ensure eligibility before approving projects • Keep the DSG process organized & manageable

  16. Questions?

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