Page 126 - 2022-23RFGMS

Pay project-related expenditures by check or another traceable method.
Keep original receipts for all expenditures above $75. If one person makes
electronic payments, keep paper records showing that the payment
was approved by both signatories. Save detailed receipts, and record
transactions in a ledger. For each transaction, the ledger should note the
date, the amount, and the reason for the transaction. Transactions may
include income, such as interest earned and recoveries.

Cash transactions are strongly discouraged, but if they can’t be avoided,
maintain a receipt book confirming cash payments, with all receipts
made out to the club and signed by the vendor or service provider.
All cash transactions must be approved by both sponsors.
You can use signed vouchers to document them.

Retain documents
Maintain detailed records to comply with the club MOU, local laws,
and standard business practices. Make copies of all documents so that
project activities can continue uninterrupted if there is a fire or other
catastrophe. If local laws require you to submit original information to
the Foundation, it is still necessary to keep copies of these documents.
Hard copies of all documents must be stored in a secure location that
Rotary members have access to.

KEEP THESE DOCUMENTS FOR YOUR RECORDS:

All grant correspondence, including email
Beneficiary documentation, including:
- The community assessment
- Any cooperating organization memoranda of understanding
- Any additional agreements with beneficiary institutions or groups or
implementing partners such as local municipalities or government agencies
Vendor documentation, including:
- Quotes
- Contracts
Grant-related documentation, including:
- Scholar and vocational training agreements
- Receipts and invoices
- Bank statements and other financial documentation
- Inventory
- Photos

126 A GUIDE TO GLOBAL GRANTS 5: IMPLEMENT, MONITOR, AND EVALUATE YOUR PROJECT 32
2022-23 RFGMS 扶輪基金獎助金管理研習會