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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 for All NEW Grantees

IRS W-9 Form
Direct Deposit Authorization Form

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.

Grant Management Forms for Annual Grants*

Revised Budget Form*
Request for Funds Form*
Grant Evaluation Form*
Final Financial Report of Expenditures Form*

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.

Grant Management Forms for Creative Placemaking Grants

Creative Placemaking Request for Funds Form
Creative Placemaking Grant Evaluation Form
Creative Placemaking Final Financial Report of Expenditures Form

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.

Creative Placemaking Requesting Funds and Grant Closeout Instructions

Instructions for Requesting Funds

In order to receive funds, you must complete and submit the Creative Placemaking Grant Request for Funds Form. Funds are generally drawn down in stages. You may request 40% of your award immediately. Fill out the Request for Funds Form for 40% of your total award. You do NOT have to include check numbers on the Itemized Expenditures Sheet if this is your first request.

Your second and (if necessary) third Request for Funds are drawn down on a reimbursement basis. Provide check numbers in the Itemized Expenditures sheet of the Request for Funds Form showing how both grant funds AND matching funds were spent. Most grantees 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 requests may be submitted.

When submitting a Request for Funds Form, send one with original signatures and one copy.

TIP: Keep records of check or invoice numbers for all grant and match expenditures, as you will have to report this information when closing out the grant.

Your final request for funds (regardless of whether it is your 2nd or 3rd) must be submitted no later than 30 days following the project end date or June 15, whichever comes first.

Instructions for 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 a final Creative Placemaking Grant Request for Funds Form, the Creative Placemaking Grant Final Financial Report of Expenditures, the Creative Placemaking Grant Evaluation Form, photographic documentation of the project, and documentation of Tennessee Arts Commission credit.

  1. Complete and submit one original and one copy of the final Creative Placemaking Grant Request for Funds Form.
  2. Complete and submit the Creative Placemaking Grant Final Financial Report of Expenditures Form. Provide check or invoice numbers where indicated (or CC/DC if payment was made by credit or debit card); sign and date the form; submit one original.
  3. Complete the Creative Placemaking Grant Evaluation Form. Submit one original and one copy.
  4. Submit photographic evidence of your project. We suggest up to 5-10 examples. You may be asked to provide digital copies of these in the future.
  5. 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 of our website for further information.

 

Hints for ALL Grant Recipients

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.

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