(MCI, CEP, PS, APS, RAPS, AE-AI, AE-CL, FAY, AE-TT, AA)
Grant award letters, contracts and revised budget instructions are mailed to all applicants. If you do not receive a letter by June 15, call the appropriate program director.
Deadline for sending back signed contract and revised budget. See instructions below.
First time recipients, to expedite the processing time of grant payment requests:
- Fill out and IRS W-9 form and return with your signed contract.
- Fill out and return State of Tennessee Supplier Direct Deposit Authorization (formerly an ACH form) and return as instructed to:
State of Tennessee
Attn: Supplier Maintenance
21st Floor WRS Tennessee Tower
312 Rosa L Parks Ave
Nashville, TN 37243
You will receive an emailed copy of your countersigned contract.
- If any component of the project changes, you must contact your program director immediately.
- Have your award letter and grant application available when filling out the Revised Budget Form.
- Refer to pages B1-B6 of the original grant application to ensure that you input your new budget figures in the correct categories on the Revised Budget Form. You may NOT move funds to a different category (or line item) in the Revised Budget. For example, if in your grant application you requested $5,000 in Commission funds for Contracted Artist Fees and showed a $5,000 match in Space Rental, those categories cannot change. The amounts will change based on your actual grant award, but the categories must stay the same.
- For the purposes of this form, only show a 1:1 match on the Revised Budget Form. If your grant award is $5,000 you should only show a $5,000 match even if your total project costs are more.
- Arts Education grants do not require a match, but if you showed one in your application, you must adjust the match accordingly in the Revised Budget.
- AA, AE, APS and RAPS: the Revised Budget shows your request and match only and not your entire project expenses.
- MCI, CEP and PS: The Revised Budget shows the exact amount of your grant award PLUS the exact amount of the match, not the entire organizational budget. Use as few categories or line items as possible.
- The Revised Budget Form must be typed.
- The project ending date must be the date that was indicated in the original grant application
After the July 1 contract start date, get personnel trained online on Title VI nondiscrimination and print out the training completion form. Return a copy of the Title VI form with your first request for payment or no later than December 16.
A.6. Title VI Nondiscrimination Training Requirement & Instructions
A.6. Required Training. The grantee shall comply with all requirements of Title VI of the Civil Rights Act 1964, including annual training of grantee or grantee organization employees utilizing materials provided by the State. TN public school grantees may meet the requirement through Title VI training system of the TN Department of Education. Written documentation of training shall be maintained for a period of three (3) full years from the date of the final payment under the grant and shall be subject to audit at any reasonable time and upon reasonable notice by the state agency, the Comptroller of the Treasury, or duly appointed representatives.
A.6. Title VI Nondiscrimination Training Requirement & Instructions
To comply with the Civil Rights Act of 1964 that prohibits discrimination on the basis of race, color or national origin for entities which receive federal funds, annual nondiscrimination training is mandatory for all Tennessee state agency grantees as shown in contract section A.6. Each organization should have a dedicated staff person or volunteer who is monitoring Title VI compliance issues.
All employees should understand and practice non-discrimination. The FY2017 Title VI training & certification form will be uploaded to the eGrant site as of July 1, 2016. Please review the training module and complete the on-line certification, returning a printed copy with your first request for payment or no later than December 16, 2016. Documentation should be kept on-site for three years.
- Using your eGrant system logon ID and password, logon to eGrant.
- From the Applicant menu select the opportunities menu and then select Title VI training and Certification 2017.
- The training module will open like a grant application in the list below.
- Fill in all fields, then click “save” and “next.”
- There are three training options: (only pick one)
- Module I: a slideshow and video combination lasting 15 minutes
- Module II: more extensive, lasts about 27 minutes
- Module III: brief overview estimated time: 10 minutes
- View the training video then use the browser back button to return to eGrant.
- Check the certification box and enter the names of people who have viewed the training. Save your data frequently.*
- Enter the percentage of staff who have been trained; save and submit the training and certification form. You will receive a confirmation email.
- Using the history tab, check the submitted form and select the view button. Print two copies of the certification, one for your records and one to submit with your first request for funds or no later than December 16, 2016.
All grant funds will be held until training requirements are met.
*Steps 6-8 can be done multiple times until all have viewed the training. Please save each time you enter a name into the dialogue box. If you have any questions, please contact Title VI Coordinator Kim Johnson at Kim.Johnson@tn.gov or 615-532-9797.
• In order to receive funds, you must complete and submit the Request for Funds Form. Funds are generally drawn down in stages.
First Request for Funds – You may request 40% of your grant award prior to the activity, after you return your signed grant contract and revised budget, but not before July 1. Fill out the Request for Funds Form for 40% of your total award. You do NOT have to include check numbers if this is your first request.
Second and (if necessary) third Request for Funds are drawn down on a reimbursement basis. Provide check numbers in the itemized expenditure section of the Request for Funds Form showing how both grant funds AND matching funds were spent. Most people 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.
• 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.
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.
• When submitting a Request for Funds Form, send one with original signatures and one copy.
Grant Closeout includes submitting final Request for Funds Form, the Final Financial Report of Expenditures, the Grant Evaluation Form, and documentation of Tennessee Arts Commission credit.
• 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.
• Complete and submit one original and one copy of your final Request for Funds Form.
• Complete and submit the 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.
• Complete the Grant Evaluation Form. Submit one original and one copy.
• 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.