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E. If for any reason the grant funds were not used, include an original bank statement or bank passbook (or a
photocopy certified by the bank manager or a chartered accountant) indicating the date on which the grant
amount was credited and a statement explaining why the grant amount has not yet been used, even if it was
received before March.

F. Final reports need to meet all general reporting requirements listed in section 8, Reporting Requirements.
In addition, the grant sponsors need to:
1. Submit a final report electronically in the Grant Center

2. Inform the South Asia office that the final report has been submitted
3. Upload the utilization certificate if grant funds have been used, along with a statement of receipt and
payment for the grant amount, certified by an independent chartered accountant (including that
person’s membership number and unique document identification number); the utilization certificate
must say whether it was Rotary Foundation (India) or the South Asia office that paid the grant funds

4. Upload the bank statement or bank passbook (or a photocopy certified by the bank manager or a
chartered accountant)
5. Submit a bank reconciliation statement, if multiple grants were paid to a single Indian rupee or FCRA
account

6. Upload all bills, invoices, and receipts in the Grant Center
7. Upload the undertaking that “all originals will be kept for a period of eight years and will be produced
as and when required by Rotary Foundation (India) or the South Asia office” in the Grant Center
8. Return all unused grant funds to the entity that paid the funds (Rotary Foundation (India) or the
Rotary International South Asia office)

9. Retain information about the people who benefited from the project, including photographs,
newspaper clippings, and letters of appreciation, because it may be requested by Rotary Foundation
(India) or the South Asia office

12. SPECIAL CONSIDERATIONS FOR THE PHILIPPINES

A. In addition to the other terms and conditions, grants paid to a Rotary district or club in the Philippines
require more documentation to comply with Philippine law.
B. The Securities and Exchange Commission of the Philippines requires foundations to include supporting
documents for all the projects that they have provided funding to when they file financial statements. You
can find more information in Securities Regulation Code 68, as amended. To comply, grant sponsors need
to get certification from any of these people or organizations in the area where they have jurisdiction:
1. Office of the Mayor, stamped with an office seal

2. Head of the Department of Social Welfare and Development, stamped with an office seal
3. Head of the Department of Health, stamped with an office seal

4. Office of the Barangay Chairman, stamped with an office seal
5. Head or an officer of a private institution or actual beneficiaries, notarized

C. Send five original certificates on each project to: Phil. Consulting Center Inc., c/o Erika Mae Bautista, 2D
Penthouse, Salamin Building, 197 Salcedo Street, Legaspi Village, Makati City 1229, Philippines.

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