Page 39 - 2024-25 GMS研習會手冊

3. Financial Management Plan

附錄一 The club must have a written financial management plan to provide consistent administration of grant funds.
The financial management plan must include procedures to

CLUB QUALIFICATION MEMORANDUM OF UNDERSTANDING A. Maintain a standard set of accounts, which includes a complete record of all receipts and
~~~~~~~~~~~~~~~~~~~~~~~~~~~~ disbursements of grant funds
THE ROTARY FOUNDATION B. Disburse grant funds, as appropriate
C. Maintain segregation of duties for handling funds
D. Establish an inventory system for equipment and other assets purchased with grant funds, and
1. Club Qualification maintain records for items that are purchased, produced, or distributed through grant activities
2. Club Officer Responsibilities E. Ensure that all grant activities, including the conversion of funds, comply with local law
3. Financial Management Plan
4. Bank Account Requirements 4. Bank Account Requirements
5. Report on Use of Grant Funds In order to receive grant funds, the club must have a dedicated bank account that is used solely for receiving
6. Document Retention and disbursing TRF grant funds.
7. Reporting Misuse of Grant Funds
A. The club bank account must
1. Have a minimum of two Rotarian signatories from the club for disbursements
1. Club Qualification 2. Be a low- or noninterest-bearing account
To participate in Rotary Foundation global and packaged grants, the club must agree to implement the financial B. Any interest earned must be documented and used for eligible, approved grant activities, or
and stewardship requirements in this memorandum of understanding (MOU) provided by The Rotary returned to TRF.
Foundation (TRF) and to send at least one club member to the district’s grant management seminar each year. C. A separate account should be opened for each club-sponsored grant, and the name of the account
The district may also establish additional requirements for club qualification and/or require its clubs to be should clearly identify its use for grant funds.
qualified in order to participate in Rotary Foundation district grants. By completing these requirements, the club D. Grant funds may not be deposited in investment accounts including, but not limited to, mutual
becomes qualified and eligible to participate in the TRF grant program. funds, certificates of deposit, bonds, and stocks.
E. Bank statements must be available to support receipt and use of TRF grant funds.
A. Upon successful completion of the qualification requirements, the club will be qualified for one F. The club must maintain a written plan for transferring custody of the bank accounts in the event
Rotary year. of a change in signatories.
B. To maintain qualified status, the club must comply with this MOU, any additional district
requirements, and all applicable TRF policies. 5. Report on Use of Grant Funds
C. The club is responsible for the use of funds for club-sponsored grants, regardless of who controls The club must adhere to all TRF reporting requirements. Grant reporting is a key aspect of grant management
the funds. and stewardship, as it informs TRF of the grant’s progress and how funds are spent.
D. Qualification may be suspended or revoked for misuse or mismanagement of grant funds
involving, but not limited to: fraud; forgery; membership falsification; gross negligence; 6. Document Retention
endangerment of health, welfare, or safety of beneficiaries; ineligible contributions; use of funds The club must establish and maintain appropriate recordkeeping systems to preserve important documents
for personal gain; undisclosed conflicts of interest; monopolization of grant funds by individuals; related to qualification and TRF grants. Retaining these documents supports transparency in grant management
report falsification; overpricing; acceptance of payments from beneficiaries; illegal activities; use and assists in the preparation for audits or financial assessments.
of grant funds for ineligible purposes.
E. The club must cooperate with any financial, grant, or operational audits. A. Documents that must be maintained include, but are not limited to:
1. Bank information, including copies of past statements
2. Club Officer Responsibilities 2. Club qualification documents including a copy of the signed club MOU
The club officers hold primary responsibility for club qualification and the proper implementation of TRF grants. 3. Documented plans and procedures, including:

a. Financial management plan
Club officer responsibilities include: b. Procedure for storing documents and archives
A. Appointing at least one club member to implement, manage, and maintain club qualification c. Succession plan for bank account signatories and retention of information and
B. Ensuring that all TRF grants adhere to stewardship measures and proper grant management documentation
practices 4. Information related to grants, including receipts and invoices for all purchases
C. Ensuring that all individuals involved in a grant conduct their activities in a way that avoids any B. Club records must be accessible and available to Rotarians in the club and at the request of the
actual or perceived conflict of interest district.

C. Documents must be maintained for a minimum of five years, or longer if required by local law.

2024-25 GMS 獎助金管理研討會 2024-25 GMS 獎助金管理研討會 39