Your record of managing grants, turning forms in on time and itemizing spent funds are part of your organization’s funding history. Your funding history is shared with grant review panelists each time you submit a new application. A favorable funding history improves your application’s overall rating. For instructions on how to manage your grant select one of the following options.
Affirmative Duty to Report Organizational or Project Changes
Any grantee shall promptly notify the State in writing of any significant changes in the organization’s structure, leadership or financial circumstances that could affect services provided under the grant contract resulting from this application.
Additionally, grantees must carry out projects as described in the original grant application. However, circumstances beyond your control may arise. If this happens, submit an email to the program director with a detailed explanation of why you are seeking approval to change the scope of services as outlined in your application or grant contract, what those changes are, and the perceived impact on the project. Be sure to include the grant application or contract number in the email. You will receive an email notification in response to your request.
Grant management Forms
Submit proof of Tennessee Arts Commission credit: a brochure, poster, newspaper article, program, etc. that shows the Arts Commission logo and gives credit to the Commission for funding. See LOGO USAGE AND CREDIT MATERIALS section for further information.
*These forms are for Annual Grants only
Problems Downloading Forms: If you’re having trouble opening one of the grant management forms, more than likely you need to update the version of the software you’re using. Adobe Reader 8.0 or higher is required to use these forms. Downloading updates are free and easily accessible by going to Adobe.com.
For MAC Users: Make sure “Preview” is not opening the PDF. If it is, then you need to:
• Open the document online and click “save as.” Save the document to your desktop
• Go to your desktop and highlight the file you just saved by clicking on it once
• Then open “Finder” and pull down the menu. Select “File”
• Then highlight “Get Info.” This will open a menu
• On the menu, find “Open With” and select Adobe Reader 8.0 (or the version listed)
Get Organized: Create a folder in which you keep all of your grant paperwork and correspondence from the Commission. Be sure to include all applicable forms:
• a copy of your grant application
• your grant award letter or email
• your signed grant contract
• a copy of the Revised Budget, if applicable
• copies of your Requests for Funds
• a copy of your Final Financial Report of Expenditures
• a copy of your Project Evaluation form
• a copy of any remittance notices of payment
• additional correspondence with the Commission
Document Expenditures: You must provide documentation for grant funds and the match (if required), so keep up with check or invoice numbers and the date each check or invoice was written.
Don’t Procrastinate: Mark your calendar with deadlines such as when Revised Budget forms, grant contracts, and closeout documents are due. Sign and return your grant contract immediately. Submit Request for Funds forms on a timely basis. Be prepared to closeout the grant no later than 30 days after the project ends.
Spending Grant Funds: Grantees should make every effort possible to complete projects according to the application. This includes using your grant award in full. Failure to complete projects, returning unused funds, and/or canceling a grant will impact future funding.