Grant Seekers > Grant Monitoring Process

GRANT MONITORING PROCESS

The board members of ARPGE would be remiss to simply fund organizations without giving them all the support, technical or moral, that they need to operate effectively. Consistent monitoring will ensure that ARPGE is fulfilling its responsibility to funded Romanian organizations and that they are on the road to long-term sustainability.

As part of the regular evaluation process, the staff and leadership of funded Romanian organizations will be expected to:
• Respond to phone calls and emails in a timely manner (i.e. within 72 hours). The board of ARPGE values open communication and encourages organizations to make contact in the event of triumph and tribulation;
• Open a bank account, transactions for which require the signatures of at least two directors, to be used solely for ARPGE funds if the granted amount is more than $1,000;
• Inform ARPGE immediately of any problems encountered in administering the project;
• Maintain financial records in accordance with accounting principles generally accepted in the U.S. and Western Europe;
• Send ARPGE copies of all pertinent documents, including receipts, invoices, travel authorizations, purchase orders, and payroll data;
• Submit quarterly report(s) (if the funding period is longer than three months). The activity work plan presented in your organization’s proposal will serve as the reference guide for assessing implementation progress. Click here to download the quarterly report form;
• Submit a final report no later than ten days after the completion date listed on the grant agreement. As is the case with the quarterly reports, the activity work plan presented in your organization’s proposal will serve as the reference guide for assessing implementation progress. Click here to download the final report form; and
• In general, adhere to all the terms of the grant award contract.

Any organization that does not use the money in a manner that is responsible, appropriate, and in accordance with ARPGE's vision will be asked to refund all grant money and will not be considered for later funding. Letters of complaint will also be submitted to the appropriate Romanian and American authorities so that other governmental and non-governmental agencies are made aware of ARPGE's unsatisfactory dealings with the organization.

ARPGE or any of its representatives have the right of timely access to any books, documents, papers, or other records of your organization that are pertinent to this award. ARPGE also has the right to perform scheduled and unscheduled monitoring site visits during and after the funding period to ensure compliance with the terms and conditions of the grant award.