HOW TO MANAGE AN ANNUAL GRANT

MCI, CEP, PS, APS, RAPS, AE-AR, AE-CL, FAY, AE-TT, AA

TIMELINE FOR ANNUAL GRANTS (more detailed instructions are below)

July 1 Grant award letters are mailed to all applicants. If you do not receive a letter by July 15, call the appropriate program director.
July 1 - September 30 Deadline for sending in a Revised Budget. Note:  all grantees must send in a Revised Budget to get a grant contract.  Submit a revised budget well in advance of your project activity start date, or September 30, whichever comes first. You will receive your contracts shortly after you have submitted your revised budget. See instructions below.
July 1 -
October 30
Deadline for sending back both signed contracts. Return the signed contracts before your project activity start date, or October 30, whichever come first.
1st funds request You may request 40% of your grant award at the same time that you return your two signed contracts.  This request is an advance and an Itemized Expenditure Sheet is not required.
Subsequent funds requests With all subsequent funds requests, you must fill out the itemized expenditures page showing how grant funds and matching funds were spent. NOTE: Most grant recipients only request funds twice, 40% at the beginning and then the remainder when the project is over to avoid the paperwork. However, up to three total funds requests may be submitted.
Grant Closeout Grants must be closed out no later than 30 days after the project end date or June 15, whichever comes first.  This includes submitting final Request for Funds Form, the Final Financial Report of Expenditures, the Grant Evaluation Form, and documentation of Tennessee Arts Commission credit.

EXAMINE YOUR GRANT AWARD LETTER

Annual Grant awards are announced by a Grant Award Letter mailed on or around July 1.  This letter contains very important information and instructions on how to manage your grant. Make sure to read it thoroughly and carefully. It contains the amount of your grant award and important due dates and instructions. Find the section in the Award Letter that provides information on the Revised Budget Form.

REVISED BUDGET FORM

The Revised Budget Form does exactly what the title suggests – it shows what your new budget is based on your actual grant award. Your award letter will note the exact amount of grant funding you will receive.  It will more than likely be less than what you requested in your application. Failure to submit a Revised Budget in advance of your project activity start date, or September 30, whichever comes first, may result in cancellation of your grant.

HOW TO SUBMIT THIS DOCUMENT

GRANT CONTRACT PACKET

Once we receive your Revised Budget form, we will then send you your Grant Contract Packet. The packet will contain two copies of the Grant Contract. Sign both AND return both to the Commission before your activity date, or October 30, whichever comes first. First time recipients, to expedite the processing time of grant payment requests, sign the IRS W-9 form and ACH Direct Deposit Form and return with your contracts. In approximately 4-6 weeks, you will receive one of the contracts back with all required signatures. 

 REQUESTING FUNDS

In order to receive funds, you must complete and submit the Request for Funds Form.

GRANT CLOSEOUT INSTRUCTIONS

Grants must be closed out no later than 30 days after the project end date or June 15, whichever comes first. 

Operational Grants (MCI, CEP, & PS) DO NOT WAIT UNTIL THE END OF THE FISCAL YEAR TO CLOSE OUT YOUR GRANT!  When possible, closeout your grant prior to the ending date listed in your grant application.

Closing out your grant in a timely and efficient manner is vital to your continued success as an Arts Commission grantee. Your organization’s funding history – that is, your record of turning forms in on time and itemizing spent funds – is shared with grant review panelists each time you submit a new application. A favorable funding history improves your application’s overall rating.