34th PRO NATURA FUND
Guideline for Grantees
Overseas Grant
2023.11.6 ver.

PRO NATURA FOUNDATION JAPANContents
Attention in implementation of the project ............................................................... 2I.
1Communication.........................................................................................................21.1. How to communicate .................................................................................................2
1.2. Submission of documents..........................................................................................2
2Implementation of the project .................................................................................2

2.1. Compliance of MOU ..................................................................................................2
2.2 Responsibilities of the representative of grantee group ..........................................22.3. Responsibilities of the Japanese member................................................................32.4. Change of project plan ..............................................................................................33Funding process .......................................................................................................44Submission of documents.......................................................................................55Accounting ................................................................................................................65.1. Funding term .............................................................................................................65.2. Remittance of grants .................................................................................................65.3. Responsibility of the accountant ..............................................................................75.4. Receipts ......................................................................................................................75.5. Change of the expenditure plan ...............................................................................7
5.6. Refund of the balance ................................................................................................76

Publication of outcomes ..........................................................................................7

7Others ........................................................................................................................8Ⅱ Contact Information ....................................................................................................... 81

I.
1

Attention in implementation of the projectCommunication

1.1. How to communicate
We, Pro Natura Foundation Japan (PNFJ), will make contact to the representative
grantee and Japanese member by e-mail. In order to avoid misunderstandings, we donot use telephone to tell important information.
For smooth communication, the representative grantee shall include the Japanese
member in all e-mails when contacting PNFJ.
1.2. Submission of documents
The grantee must submit all the documents required. Please kindly note that all
documents are to be submitted via Japanese member (please refer to page 4).
All formats are available on our website below:
https://www.pronaturajapan.com/josei_documents/index.html
Please click the “▶” button on the left side of “助成事業提出フォーマット一覧”, then you

will find the formats in English.

2Implementation of the project2.1. Compliance of MOU
The grantee must comply with Memorandum of Understanding (MOU).
2.2 Responsibilities of the representative of grantee group
The representative grantee (project leader) is responsible for everything in this project.
He/she always needs to comprehend the progress of project. If the representative
grantee has to be changed for inevitable reasons, such as health problem, accident, andjob relocation, he/she has to contact us via Japanese member immediately.
The representative grantee is required to do the followings:
1) Sign the Memorandum of Understanding (MOU), and submit it with “BankAccount Information” (Form 1) to PNFJ via Japanese member by e-mail as soon as
the grantee receives the documents.
2) Fill in the Grant Budget (Form 3) in cooperation with Japanese member andsubmit it to PNFJ via Japanese member by e-mail.
3) Submit RECEIPT (Form 4) via Japanese member within one week after receiving
the fund. When the grantee needs to exchange the currency of grant from remitted
one, it must be done immediately and the statement of exchange must besubmitted with a receipt form.
24) Submit an interim report describing the progress of project via Japanese member
by 31 March 2024. The payment of the grant will not be made until the grantee
submits the interim report to PNFJ.
5) Submit a final project report to PNFJ via Japanese member by 30 November 2024.
2.3. Responsibilities of the Japanese member
The Japanese member is required to be a mediator between the grantee group andPNFJ. If the Japanese member has to be changed for inevitable reasons, such as healthproblem, accident, and job relocation, he/she has to contact PNFJ immediately.
The Japanese member is required to do the followings:
1) Contribute to the progress of project, and support proper accounting as well as thecompletion of project.
2) Communicate with project members, authorities concerned and PNFJ, when
unforeseen accidents happen in the field.
3) Make comments on the interim report from the expert point of view, and submit it
to PNFJ.
4) Translate into Japanese the summary of final report and submit it to PNFJ.
5) Attend a debriefing session for making an outcome presentation.
2.4. Change of project plan
The grantee group is not allowed to change the project without consultation with PNFJ.
If the grantee group needs to have some changes in the project schedule, expenditureplan or project term for inevitable reasons (such as unforeseen climate circumstances,
health problem and so on), the representative of grantee group needs to contact PNFJ
via Japanese member and submit “Plan Change Request” (Form 5). The PNFJ willconsider whether the change of plan is approvable or not.

3

3Funding process→ From PNFJ to Grantee→ From Grantee to PNFJ

1 October 2023
・Notification of Adoption
・Memorandum of Understanding(MOU)
・Guideline
for Grantees
15October 2023
・MOU (Signed)

・Bank Account Information (Form 1)

1・Grant Budget (Form 3)
15 October 2023
・Request for transfer of fund (if necessary)(海外 1 /Form 2)
October – November 2023
・First remittance of fundWithin 1 week after remittance・RECEIPT (Form 4), Statement of exchange

31 March 2024
・Interim report (free format) with translationand comments (海外 2)

Pro NaturaFoundation
Japan

April 2024
・Second remittance of fundWithin 1 week after remittance・RECEIPT (Form 4), Statement of exchange
1 September 2024
30
・Manuscript of Pro Natura News
30 November 2024
・Final report (様式 C) with translated summary(海外 3)・Account report (海外 4) with receipts
・Expense Statement (海外 5)
November or December 2024
・Participate in a debriefing session for making anoutcome presentation

4GranteeGroup4

Submission of documents

The representative of grantee group needs to submit the following documents VIAJAPANESE MEMBER :1) Memorandum of Understanding (MOU)
2) Bank Account Information (Form 1)3) Request for Transfer of Fund (Form 2)4) Grant Budget (Form 3)5) RECEIPT (Form 4) and Statement of exchange
6) Interim report (Free format)
300-word summary of the work which has been done for the project by 31 March2024.
7) Plan Change Request (Form 5)
The grantee group must consult with PNFJ before submitting this form.
Details of the change need to be explained.
8) Final report (様式 C) and final report texts (Free format)
When the project term ends, filling in the final report format (様式 C) and writing
10-page report including 200-word summary and tables/figures are needed. Please
follow “Guidelines for Drafting Final Report” for further instructions.
The Japanese member needs to translate the summary into Japanese before
submission. The deadline is 30 November 2024. These documents are to be uploadedon J-STAGE which is the platform developed and managed by the Japan Science andTechnology Agency (JST).
All documents regarding a final report are available on our website;
https://www.pronaturajapan.com/josei_documents/index.html
Please click the “▶” button on the left side of “成果報告書執筆要領”, then you willfind the formats and guidelines in English.
9) Documents for a presentation in the debriefing session(Please see “7. Others” for further details.)10) Manuscript for “Pro Natura News”“Pro Natura News” is an annual publication which PNFJ issues in November 2024.
The manuscript must be submitted when the project ends. PNFJ will inform details
to the Japanese member around August 2024.
The Japanese member needs to submit the following documents. Please refer to“Guideline for Grantees for the Japanese members” if you want to get detailed
information:5

1) Request for transfer of fund (if necessary) (海外 1)
2) Schedule (様式 3)
3) Comments on the interim report (海外 2)4) Translated summary of the final report (海外 3)
5) Account report (海外 4)
Original copy of receipt should be attached to this account report.
If the currency of grant was exchanged from the remitted one, the statement ofexchange is also required to be attached.
6) Expense Statement （海外 5）5

Accounting

5.1. Funding term
The funding term is from 1 October 2023 to 30 September 2024. The grants can be used
only in this term.
5.2. Remittance of grants
The bank account to which the grant will usually be remitted must be that of thegrantee group or its representative. However, if there are some concerns about receiving
the grant safely and immediately due to the state of affairs in a country, the grouprepresentative may request to remit the grant to a different bank account by filling
Request for Transfer of Fund (Form 2). In this case, the Japanese member must
translate it into Japanese by filling 助成金の送金方法変更願（海外１）and send themto the PNFJ secretariat.
The grants will be remitted to the grantee in two payments. The first portion of thegrant will be remitted, once both the grantee and PNFJ signed the MOU (in October2023) and Grant Budget (Form 3) is submitted to PNFJ. The remaining portion will beremitted after PNFJ received the interim report (in April 2024).
The remittance will be made in the currency specified by the grantee group. Please notethat some currencies may not be available in Japanese bank. In this case, PNFJ will
make a remittance in US dollars.
The currency exchange rate will be the rate on the remittance date; therefore, the total
amount of remittance may be subject to change depending on the exchange rate.
When the grantee needs to exchange the currency of grant from remitted one, it must
be done immediately and the statement of exchange must be submitted with RECEIPT(Form 4).

65.3. Responsibility of the accountant
The accountant is responsible for managing the grants. The indirect expenses, such aslabor costs for managing projects and rent of office, are NOT allowed.
5.4. Receipts
When making payments in this project, the grantee must get a receipt. The grantee
group’s name should be on the receipt. The accountant is responsible to keep thereceipts. If getting the receipts is difficult in the case of the payment by a credit card,
the payment for transportation expenses and so on, submission of statements insteadof receipts is also acceptable. Only when getting even statements is difficult, receipts
handwritten by grantee is acceptable. In this case, it must include recipient’s name,date, description of cost and other necessary details.
When the grantee exchanges the currency of grant from remitted one, statement ofexchange is also required. Grantee must submit the statement of exchange withRECEIPT (Form 4) and keep them by the end of project term. When the accountant
submits Account Report (海外 4) at the end of project term, all receipts and statementsof expenses are required to be submitted.
5.5. Change of the expenditure plan
The change of expenditure should be within 20 % of the total amount of grant. If thechange exceeds 20 %, please contact us. If necessary, please submit “Plan Change
Request” (Form 5).
Even when the change extent is within 20%, please contact us if the change of plan suchas survey method is included.
5.6. Refund of the balance
If the grantee group did not spend all of the grants, the remaining amount of grantneeds to be refunded to PNFJ.

6

Publication of outcomes

Any printed materials published with this fund, such as books, booklets, posters andflyers, need to put Pro Natura Foundation’s logo mark in an appropriate place, and put
a sentence as follows:“This work was supported by Pro Natura Foundation Japan’s 34th Pro Natura Fund.”The logo mark is available on our website below;
7https://www.pronaturajapan.com/josei_documents/index.html
Please click the “▶” button on the left side of “成果物に使うロゴマーク”.

PNlogoE.png

7OthersThe debriefing session for making an outcome presentation will be held in Tokyo in lateNovember or early December 2024. The grantee must prepare the presentation
documents, such as slides. The Japanese member must attend this event and give apresentation, or record a presentation video and send it to PNF. In case of attend thisevent, only domestic travel expense in Japan and stay expense in Japan is applicablein the grant budget.
Please inform PNFJ, if the grantee is able to attend the meeting. The details of thisevent will be announced later on.

Ⅱ Contact Information
Pro Natura Foundation Japan
Shoto Annex 2F., 1-25-8 Shoto, Shibuya, Tokyo 150-0046 JAPAN
Tel. +81-3-5454-1789 Fax. +81-3-5454-2838
e-mail: office@pronaturajapan.com
URL: http://www.pronaturajapan.com
http://www.facebook.com/pronaturajapan

8