GRANT GIVING MANUAL

PHILIPPINE CENTER FOR POPULATION AND DEVELOPMENT, INC.

I. FUNDING AGENDA

PCPD funds projects that demonstrate or highlight the critical role that
population plays in relation to other development concerns.

Specifically, PCPD will support projects that will:

• Elevate the population issue as a priority in the development agenda;

• Result in an informed and research-based advocacy for population and
development (popdev);
• Build a constituency in favor of a strong population policy and
program;
• Contribute to lowering the population growth rate, particularly efforts
that will address the population momentum; and
• Demonstrate governance that appropriately addresses population and
development issues or concerns in a particular locality.

The types of projects that PCPD will fund include:

• Policy research
• Research dissemination activities
• Action-research projects
• Advocacy activities
• Population and development modeling at the local government level

II. ELIGIBILITY CRITERIA

A. Proponent

A non-government organization (NGO), academic institution, or people’s

organization (PO) may apply for a grant, provided that it is:

1. Involved in development work

2. Registered with the Securities and Exchange Commission (SEC)

Organizations certified by the Philippine Council for NGO Certification (PCNC)

are preferred.

Upon invitation, local government units may also apply for a grant.

B. Project
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A project is eligible for funding consideration if:

1. It is within the funding level of PCPD.

2. It is within the funding priority of the Foundation.
 3. Has a clear contribution to the development, improvement or
implementation of population and development (popdev) policies and
programs.
4. Contributes to advocacy work for population and development.
5. Demonstrates a workable model of popdev integration.

III. APPLICATION REQUIREMENTS/PROCEDURES

A. Grant applications consist of:

1. A letter of request signed by the agency head

2. A proposal describing the problem to be addressed and the

proposed response, with an indicative time frame and budget. Format
is discussed in Section V.

3. A logical framework for projects above P 100,000.00. The logical

framework is a planning tool that will help describe and anticipate
scenarios in the field.

4. An evaluation plan for projects with P1,000,000.00 budget

(amount requested from PCPD). This forms part of the project proposal
and ensures that the grantee identify what evidence will be gathered
to show that the intervention would have contributed to addressing the
focus problem. Evaluation guidelines are discussed in section VIII.
Formats for the project proposal and the evaluation framework are
available.

5. A company profile together with the full proposal consisting of:

a. Photocopy of SEC registration

b. General Information Sheet, brochure or similar document
describing the vision, mission, programs, accomplishments, and
organizational structure of the proponent agency
c. List of board members and officers
d. Audited financial statements for the preceding year

B. Submit the grant application to:

Ms. Felicitas C. Rixhon

Executive Director
Philippine Center for Population and Development, Inc.
PCPD Building
2332 Chino Roces Avenue (formerly Pasong Tamo Extension)
Taguig, Metro Manila
Fax No.: 894-4596
E-mail: fely.rixhon@pcpd.ph 2
Tel. No.: 844-6494

C. Grant applications may be submitted to PCPD at anytime during the year.

 However, those received on or before June 30 will be given priority for
appraisal during the current year.

PCPD issues a call for proposals through its web site. In some instances
proposals are negotiated with an identified proponent.

D. Financial Guidelines for Proponents

1. The project’s administrative costs should not exceed 30% of the

total amount being requested.

2. The proponent is expected to provide a counterpart contribution

of at least 25% of the amount requested.

a. Counterpart contributions may either be in cash or in kind (e.g.

time spent of staff not charged to the project; donated services;
donated/leased land or facilities used for the project; utilities such
as electricity, water, janitorial and security services; office space).
b. In-kind counterpart is to be expressed as a cash equivalent

3. PCPD does not allow cost recovery for personnel. Consultancy

fees, honoraria, and salaries which are already paid to the regular staff
of the proponent organization cannot be charged to the project but can
be reported as a counterpart.

4. Other allowable/unallowable expenses:

Unallowable expenses include the following examples: advertising,

bad debts, contingencies, entertainment, fines and penalties, interests,
fund raising costs, investment management costs, first or business
class air fare, service charges, and audit fees.

Advertising and fund raising costs which are part of the project’s
strategy are allowed.

Food expenses are allowable only if incurred during trainings,

workshops, and conferences. Meal expenses during staff meetings are
not allowed.

IV. PROJECT PROPOSAL FORMAT

A. Cover Sheet

1. Project title:
The project title should be as brief as possible and descriptive of the
nature of the project.

2. Site/Coverage:
Indicate the geographical coverage of the project. A map showing the
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project site/ coverage may be included as an attachment.

3. Proponent/Implementing agency:
Identify the organization or institution that will implement the
project.

4. Contact person:
Indicate the full name of the contact person for the proposed project,
including designation, address, telephone, fax number and e-mail
address.

5. Project duration:
State the project’s duration from starting date to expected date of
completion (in months or years).

6. Cooperating agencies:
Identify the government and private organizations that are expected to
provide support to the project.

7. Total project cost:

This should include both the total amount being requested from PCPD
and the proponent counterpart. Funds sourced from other donors
should be reflected as a separate item under counterpart and included
in the total project cost.

8. Total amount requested:

List under this item the amount being requested from PCPD.

B. Executive Summary

This section should be able to present in capsule the entire project concept. It
must contain a brief statement of the problem, the objectives of the project,
the strategies, and major activities to be undertaken to achieve the objectives,
and how the results will be evaluated. A statement on sustainability mechanisms
should be included, when applicable.

C. Background Information and Justification

1. Agency background

This is a short description of the purpose and main activities of the

proponent agency. It highlights the experience, expertise and
resources of the agency and states the capability of the proponent to
implement the project.

2. Project justification

This section describes the problem being addressed, the project’s

proposed contribution to the solution of the problem, and the results
that are expected. It explains the socio-cultural-economic-political context in
which the project will be implemented and mentions similar or related
development efforts in the proposed geographic areas. It presents the
assumptions of the proposed project. The intended beneficiaries or 4
target clientele are described using the following factors: their current
situation and their current level of skills, knowledge, attitudes and behaviors
that the project envisions to change.
The project’s contribution to popdev integration, policy research, or advocacy
should be clearly stated.

D. Project Objectives

1. General

This is a generic description of the ultimate good or benefit that will be

achieved by the project.

2. Specific

This section describes what the project hopes to achieve in terms of outputs
and outcomes. PCPD uses the term output to mean results (the deliverables
of a project, which can be products or services). Outcome is defined as the
short-term (lasting 2-3 years after project ends) changes in knowledge, skills,
attitudes and behaviors and/or policies and programs.

Objectives should be SMART (specific, measurable, attainable, realistic and

time bound).

Sustainability objectives must be stated, when applicable.

E. Strategies and Critical Activities

This section details the strategies and specific activities to be undertaken to

achieve the project’s intended outputs and outcomes. For research projects,
this section talks of research methodology.

A logical framework (logframe) template is prescribed by PCPD to

facilitate several things:
1. the articulation of plans: why the project is being done, with whom, what
the intended results are, how project will achieve the results
2. matrix presentation which indicates whether the project is well designed
and desired result can be achieved — this becomes a tool for monitoring
and later on evaluation.
3. design of a dynamic tool since external assumptions and factors that can
influence the success of a project are considered and spelled out.

F. Project Management

This section contains information on how the project will be implemented and
by whom.

Discuss briefly the roles / tasks of each project staff.

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G. Timetable

This is a graphic presentation of project activities and outputs vis-à-vis the

 time frame of the project.

H. Monitoring and Evaluation Plan

The monitoring plan should indicate how project implementation will be

checked for timeliness, efficiency, and adequacy of inputs. It should also
specify the staff responsible for monitoring the project, the type of reports to
be generated, and how performance feedback will be carried out.

This section should include the logical framework of the project (see format at
the end of this section).

For projects that have a lifespan of at least one year and have a budget of at
least P 1,000,000.00, a detailed evaluation plan will be required. The
evaluation component should discuss the indicators and measures of
performance and results. (see format at the end of this section)

I. Budget

Budget Item Grant Requested NGO Counterpart Total Project Cost

Administrative costs should not exceed 30% of the total amount being
requested.

Evaluation cost should be within 5 - 8% of the P 1,000,000.00 grant

requested.

NGO counterpart is 25% of the amount requested and should be verifiable for
audit purposes.

J. Attachments

The following are to be submitted to PCPD as required:

1. Photocopy of SEC registration

2. Agency brochure or similar document describing the vision, mission,
programs, accomplishments and organizational structure of the proponent
agency
3. List of board members and officers
4. Audited financial reports for the preceding year
5. A certification from the board secretary or a board resolution regarding the
authorized signatory of the proponent agency
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V. REPORTING REQUIREMENTS
 A. Progress and Financial Reports

The grantee is required to submit regular narrative and financial reports to

PCPD. The frequency of reporting is dependent on the time frame of the
project and will be mutually agreed upon by PCPD and the grantee at the start
of the project. The progress report should reflect activities and outputs
completed and any deviations from the program plan. The financial report
shows expenses incurred during the reporting period.

B. End – of – Project or Final Report

Within one month after the official end of the project, the grantee will submit
to PCPD an end-of-project narrative (including an evaluation report) and
financial report.

The narrative report describes the overall project accomplishments and their
results. The report includes the assessment done by project beneficiaries and
other participants. A section on evaluation of results is expected, where the
evaluation plan is discussed. The report also gives some indications of project
indicative impact or outcomes—those KSA, behaviors, policies and programs
that the grantee foresees will continue 2 to 3 years after the project end. The
report highlights the lessons learned from the project, unexpected results
from project implementation, and recommendations that might have
relevance for follow on or replication purposes. It also describes the
sustainability features of the project and when appropriate, continuing
activities of the grantee. The end of project report evaluates the strategies
used, identifies and enumerates unexpected results and whether these are
positive or not, why these results came about and what can be done either to
mitigate or sustain them.

All primary data and tools for gathering them should be appended to the
report.

The financial report includes a summary of all expenses incurred and

counterpart contributions made vis-à-vis the approved budget.

The grantee will also have to account for any property/equipment received
from PCPD or acquired with funds provided by PCPD.

C. Report Formats

PCPD has suggested formats for the quarterly progress report, quarterly
financial report and end of project narrative and financial report. PCPD,
however, will allow enough creativity for the grantee with respect to report
formats, provided all essential information are reflected in the reports.

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VI. FINANCIAL AND OTHER GUIDELINES

A. General Guidelines for Grantees

1. The project’s administrative costs should not exceed 30% of the total
grant.

2. The grantee is expected to provide a counterpart contribution of at least

25% of the PCPD grant.

a. Counterpart contributions may either be in cash or in kind (e.g. time

spent of staff not charged to the project; donated services; donated
land or facilities used for the project; utilities such as electricity,
water, janitorial and security services; office space).
b. In-kind counterpart is to be expressed as a cash equivalent.
c. Counterpart contributions are to be reflected in the end-of-project
financial report, which should be signed by an authorized signatory
of the grantee.

3. PCPD does not allow cost recovery for personnel. Consultancy fees,
honoraria, and salaries which are already paid to the staff of the grantee
cannot be charged to the project but can be reported as a counterpart.

4. Grantees are required to maintain a separate record of project

expenses.

5. Check payments by the proponent agency must have two signatories.

6. All expenses must be approved by the grantee’s authorized approving

officer and should have supporting documents, e.g., official receipts,
vouchers, contracts, etc.

7. Grantees are required to submit regular financial reports with a

photocopy of all supporting documents together with the narrative
report. The frequency of reporting, which will be mutually agreed upon
by PCPD and the grantee, will depend on the duration of the project.

8. Grants shall be used exclusively for the purpose for which they were
approved. The grantee, however, may reprogram the budget upon prior
written request from and approval of PCPD, and provided that the total
approved budget is not exceeded.

Reprogramming may entail changes in the amount of budget line items

or changes in the line items to reflect new but essential activities not
originally planned for.

9. All expenses must be reasonable, allocable and allowable. Reasonable

shall mean those costs which are generally recognized as ordinary and
necessary and would be incurred by a prudent person in the conduct of
normal activities. Allocable costs shall mean those costs that are
incurred for which a budget has been allocated in the project budget.
Allowable costs shall mean those costs which conform to any limitation
in the grant.
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Unallowable costs include the following examples: advertising, bad
debts, contingencies, entertainment, fines and penalties, interests, fund
raising costs, investment management costs, losses, first or business
class air fare, service charges, and audit fees.
 Advertising and fund raising costs, however, will be allowed with prior
approval of PCPD (e.g. as a project strategy).

Food expenses are allowable only if incurred during training, workshops,

and conferences. Meal expenses during staff meetings are not allowed.

10. The supporting documents needed when managing a training are:

approved training design; approved training budget; contract of
resource persons, contract between the proponent agency and the
training venue, daily attendance sheets signed by the participants and
resource persons; and official receipts and invoices for all payments.

There should be a canvass from at least three venues; the lowest bid
wins the contract unless there is a valid and sufficient justification to get
another, which should be documented.

11. At the end of the project, any unused funds shall be returned
immediately to PCPD in the form of a check.

12. The grantee should make all books of the project available for audit
purposes up to 3 years after the end of the project. PCPD has the option
to conduct a financial audit of the grantee at any time during the project
life and up to 3 years after the end of the project.

13. Disallowed expenses shall be borne by the grantee.

14. Any fixed asset acquired by the grantee out of project funds shall
remain with the grantee for the duration of the project. Such assets
have to be maintained at the expense of the grantee. The Grantee may
dispose by way of donation the fixed asset after the termination of the
project and within its useful economic life. It can only be donated to
another institution/organization with a similar purpose. The consent of
PCPD is not required but the Grantee must inform PCPD of its intention
to dispose the asset.

15. Copyright of the all materials, videos and other literary, scholarly,
scientific and artistic works developed for this project shall be co-owned
by PCPD and the GRANTEE. They may be used or copied without the
expressed consent of PCPD. However, PCPD should be acknowledged in
all publication or reproduction of the work.

At the end of the project period, the GRANTEE shall turn over to PCPD
copies of all materials developed in connection with the project.

B. For PCPD

1. Fund releases will be based on the project’s implementation plan. For multi-
year projects, the first release will be equivalent to a 6 - month operation of 9
the project. PCPD’s retention policy is 20% of the grant. This will be
released upon full compliance with all the requirements of the grant.

2. Checks will be released following PCPD guidelines.

 3. PCPD has the option to audit the grantee based on findings from project
monitoring.

Following are conditions that justify an audit:

• There is no separate record of project expenses.
• Expenses are over the approved budget.
• Expenses are for an activity that is not approved by PCPD
• The budget is not being spent according to the work plan.
• Late submission of financial reports
• Other findings that warrant an audit as determined by PCPD
management.

4. PCPD may approve requests for no-cost project extensions on the following
grounds:
• Delay in the accomplishment of project activities/outputs due to
circumstances beyond the control of the grantee
• Availability of savings which can be used for activities that can
enhance the potential impact of the project

5. Current grantees may propose another project only after the completion of
the current project.

VII. REPORT FORMATS

A. Format for quarterly progress and financial report

See following pages.

B.Format for the end-of-the-project report

1. Cover Sheet

• Project Title
• Site / Coverage
• Proponent / Implementing Agency
• Contact Person
• Project Duration
• Cooperating Agencies
• Total Project Cost
• Total Amount Requested
• NGO Counterpart Contribution

2. Executive Summary (1-2) pages

• Objectives and Outputs

• Assessment or Evaluation
• Lessons Learned / Insights 10
• Recommendations

3. Report Proper
 • Background
• Project Objective
• Project Strategies (For research projects, describe methodology used)
• Accomplishments (For research projects, this section should discuss the
findings)
• Evaluation of accomplishments (Discuss results of evaluation plan)
• Indications of project outcomes or indicative Impact and Sustainability
• Lessons Learned
• Recommendations

4. Appendices

• Primary data (documentation of interviews, focused group discussions,

etc)
• Tools (FGD guide questions, questionnaires used, interview questions,
etc)

C. Format for Final Financial reports

See following pages.

D. Format for Reprogrammed Budget

See following pages.

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VIII. GENERAL GUIDELINES FOR GRANTEES

A. FINANCIAL

1. The project’s administrative costs should not exceed 30% of the total grant.

2. The grantee is expected to provide a counterpart contribution of at least 25% of

the PCPD grant.

a. Counterpart contributions may either be in cash or in kind (e.g. time spent of

staff not charged to the project; donated services; donated land or facilities
used for the project; utilities such as electricity, water, janitorial and security
services; office space).
b. In-kind counterpart is to be expressed as a cash equivalent
c. Counterpart contributions are to be reflected in the end-of-project financial
report, which should be signed by an authorized signatory of the grantee.

3. Consultancy fees, honoraria, and salaries which are already paid to the staff of the
grantee cannot be charged to the project but can be reported as a counterpart.

4. All expenses must be approved by the grantee’s authorized approving officer and
should have supporting documents, e.g., official receipts, vouchers, contracts, etc.

5. Grants shall be used exclusively for the purpose for which they were approved.

6. All expenses must be reasonable, allocable and allowable. Reasonable shall mean
those costs which are generally recognized as ordinary and necessary and would
be incurred by a prudent person in the conduct of normal activities. Allocable
costs shall mean those costs that are incurred for which a budget has been
allocated in the project budget. Allowable costs shall mean those costs which
conform to any limitation in the grant.

Unallowable costs, include the following examples: advertising, bad debts,

contingencies, entertainment, fines and penalties, interest, fund raising,
investment management costs, losses on other awards, first or business class air
fare, identifiable taxes and service charges.

Food expenses are allowable only if incurred during training, workshops, and
conferences. Meal expenses during staff meetings are not allowed.

7. At the end of the project, any unused funds shall be returned immediately to
PCPD in the form of a check.

8. Disallowed expenses shall be borne by the grantee.

9. Financial reports must be submitted together with all supporting documents.

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B. OTHERS
Copyright of all the materials, videos and other literary, scholarly, scientific and
artistic works developed for this project shall be owned by the GRANTEE. However,
PCPD should be acknowledged in all publication or reproduction of the work.

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