Page 50 - 2022-23RFGMS

3. Financial Management Plan
The club must have a written financial management plan to provide consistent administration of grant funds.

The financial management plan must include procedures to
A. Maintain a standard set of accounts, which includes a complete record of all receipts and
disbursements of grant funds
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
maintain records for items that are purchased, produced, or distributed through grant activities
E. Ensure that all grant activities, including the conversion of funds, comply with local law

4. Bank Account Requirements
In order to receive grant funds, the club must have a dedicated bank account that is used solely for receiving and
disbursing TRF grant funds.

A. The club bank account must
1. Have a minimum of two Rotarian signatories from the club for disbursements
2. Be a low- or noninterest-bearing account
B. Any interest earned must be documented and used for eligible, approved grant activities, or
returned to TRF.
C. A separate account should be opened for each club-sponsored grant, and the name of the account
should clearly identify its use for grant funds.
D. Grant funds may not be deposited in investment accounts including, but not limited to, mutual
funds, certificates of deposit, bonds, and stocks.
E. Bank statements must be available to support receipt and use of TRF grant funds.
F. The club must maintain a written plan for transferring custody of the bank accounts in the event of
a change in signatories.

5. Report on Use of Grant Funds
The club must adhere to all TRF reporting requirements. Grant reporting is a key aspect of grant management
and stewardship, as it informs TRF of the grant’s progress and how funds are spent.

6. Document Retention
The club must establish and maintain appropriate recordkeeping systems to preserve important documents
related to qualification and TRF grants. Retaining these documents supports transparency in grant management
and assists in the preparation for audits or financial assessments.

A. Documents that must be maintained include, but are not limited to:
1. Bank information, including copies of past statements
2. Club qualification documents including a copy of the signed club MOU
3. Documented plans and procedures, including:
a. Financial management plan
b. Procedure for storing documents and archives
c. Succession plan for bank account signatories and retention of information and
documentation
4. Information related to grants, including receipts and invoices for all purchases
B. Club records must be accessible and available to Rotarians in the club and at the request of the
district.
C. Documents must be maintained for a minimum of five years, or longer if required by local law.

50 2022-23 RFGMS 扶輪基金獎助金管理研習會

Club Memorandum of Understanding (June 2012)