Final Report Instructions
District-Managed Grant Final Report Instructions
Congratulations! The Rotary District 7930 Grants Committee is excited that your club has completed its District Grant.
These instructions are intended to help you gather the necessary information and provide guidance on completing your final report.
Similar to the application your final report does not need to be completed in one sitting. You can compile the necessary information and return to it to edit and update as needed.
If you have any questions, please feel free to e-mail the District Grants Committee at grants@rotary7930.org.
Reminders
- District grants must be completed within the same Rotary year. Final reports are due no later than June 1st.
- Although a grant may have been approved, District Grant funds disbursement is contingent upon the submission of the final report, and both the District Grant Foundation Committee and the District Foundation Steward’s review of the final report confirm that the grant was completed according to District and TRF guidelines.
- Letters of support, completed by all cooperating organizations, must be included with the final report.
- Canceled checks and receipts must be included with your final report.
Step One: Reopening the Grant Application; Details tab
You will need to complete the following:
Estimated Budget: Update the final total expenses for the project, regardless of funding source
Step Two: Updating the Budget
Click the Budget tab and complete the following:
Expenses:
List all line-item expenses for this project, including those funded outside the District Grant funds.
Income:
Please list separately all sources of income for this project, including local donations from your own Rotary Club, from Rotarians, or partnering organizations. The previously requested (match) funding from the District for this grant should remain as a separate line item.
Please check that your Final Expenses and Final Income Dollars match
Step Three: Documents
Attach any related documents, such as receipts, quotes, etc.
Canceled checks for all expenditures must be included. Letters of support from cooperating organizations (see this template) must also be included and submitted by the completion of the final report.
Step Four: Completing the Individual Project Tab
You will be asked to complete responses to the following questions:
- Describe the project. What was done, when, and where did the project activities take place?
- How many people benefited from this project?
- Who were the beneficiaries, how were they impacted by this project, and what humanitarian need was met?
- How many Rotarians participated in this project?
- What did they do? Please give at least two examples, not including financial support provided to the project.
- If a cooperating organization was involved, what was its role?
Update the Financial Report section with final funding and expense details.
Step Five: Submitting the Final Report for Review
Once you have completed all of the necessary information, please notify your District Grants Committee contact that you are ready for the application to be reviewed and approved.
To do that, please click the orange Submit button on the right side of the tab where you've entered your Individual Project Report just now:
And then on the next page, select the following recipients: Grant Administrators, Grant Users, and Club Contacts:
And please enter a brief summary report of your project completion in the Email Body text box - thank you!
Once the Final Report is submitted for review, your District Grant Committee contact will communicate with you if there is any additional information needed for the Committee to evaluate your final report.
