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Retain all documents required by the club MOU in a location that is
known and accessible to more than one person. Keep all original grant-
related documents, statements, and receipts for a minimum of five years
after the grant is closed, or longer if required by local law. Scholars
and vocational training team members need to submit receipts for
expenses of $75 or more that are covered by your grant budget.

Track inventory
Establish an inventory system to track equipment and other assets
purchased, produced, or distributed through the grant, identifying the
person or entity that possesses the items. Clubs and districts are not
allowed ownership of grant assets; all grant assets must legally belong to
grant beneficiaries. A record of where grant assets are located also helps
both the sponsors and the community even after project implementation.
For example, because deep tube wells are susceptible to geological
changes that increase the chance of arsenic contamination, it may be
necessary for the government to periodically locate these wells to test
water quality.

REVIEWS, VISITS, AND AUDITS

In addition to providing project planning assistance to Rotary members,
the Foundation’s Cadre of Technical Advisers also evaluates global
grant-funded projects for the Foundation’s Board of Trustees. The Cadre
may conduct these types of evaluations:

• Technical review — This evaluation of the technical feasibility of
a project is based only on the application and done only during the
application review period.
• Site visits — Cadre members visit global grant projects that are
receiving more than $50,000 from The Rotary Foundation to evaluate
project planning, implementation, and impact. They may also visit
grant projects of all sizes for a financial audit. Cadre visits usually last
three to four days but can take place virtually when necessary. The
Foundation pays for all travel costs associated with the Cadre adviser’s
visit. During a site visit, the adviser might collect information by
observing the project site and meeting with the grant sponsors,
community members, cooperating organizations, and others involved
in the project’s planning and implementation.

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