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Annual Grant Management

Important Dates & Grant Management Instructions:

June 1 - 5
 - Grant notifications

Grant award and denial emails are sent to all applicants. If you do not receive an email by June 5 notify Commission staff.

If awarded funding, the digits within your application identification number(for example, #A-1701-02248) will become the identifying numbers associated with the award. It may also be referred to as your Grant number or your Tracking/Contract number. The preceding letter may change.

Award emails include instructions on how to accept the award. To accept the award you must first submit a correct and complete Revised Budget Form no later than June 15. You are encouraged to submit it as soon as possible.

June 15 (or earlier) - Revised Budget Report Form Submissions

Upon receipt and approval, a contract will be generated for your award and emailed to the primary signatory listed on your application.

How to submit a Revised Budget Form
Log on to the grantee portal and fill out the Revised Budget Form. Submit electronically NO LATER THAN June 15. We encourage you to submit it as soon as possible.

Revised Budget Forms will be found in the Grants Management – Reports Due link in the left-hand menu of the Online Grants System.

The forms in this portal do not auto-save. Always click the “Save” button before navigating away from the form you are editing to save your work.

Beware—clicking the back navigation button on your web browser will exit you from the system, and you will lose your work.

Instructions:

  • A 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.
  • If your organization has received more than one grant award make sure that you filling out the correlating Revised Budget, by identifying the correct identifying number (for example, Revised Budget #A-1701-02248 for application #A-1701-02248).
  • Click on the appropriate Revised Budget and click the Edit button at the top of the page.
  • Ensure that you input your revised budget figures in the correct categories on the Revised Budget Form. You may NOT move funds from your original application 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. If your grant award is $5,000 you should only show $5,000 in both Applicant Cash Match and Funds Requested, even if your total project costs are more. Add the two figures together to enter the correct amount in the Total Expense field.
  • Project Support grantees: Do not include the entire budget for the project as requested in the original application. Include only the expenditures for the grant award and match.
  • Operating support grantees: Do not include your total operating budget as requested in the original application. Include only the expenditures for the grant award and match.
  • Arts Education grantees: Applications do not require a match, but if you showed one in your application, you must adjust the match accordingly in the Revised Budget.
  • If any component of the project changes, you must contact your program director immediately.
  • You may enter any comments you wish in the Summary section, though this is not required.
  • Click Save at the bottom of the form, and then click Submit.

Failure to submit your revised budget by June 15 may result in the cancellation of your award.

June 30 (or earlier) - Grant Contract Submissions

Annual Grant contracts must be electronically signed and submitted. No grant funds may be obligated toward the funded project until a contract between your organization and the Commission has been executed and approved by all parties.

Upon receipt of a correct revised budget a contract will be generated for your award and an email from Docusign will be sent to the primary signatory listed on your application. Please inform the primary signatory about this email. When received, please review the contract and budget for this award.

How to use Docusign to reply to a request for an electronic (digital) signature
The primary signatory listed on your grant application will receive and emailed grant contract from the Tennessee Arts Commission for review and digital signature. To reply to this request as soon as possible.

Read through the contract carefully.  If you have questions, please contact carol.white@tn.gov or 615-253-8914.

If there are no questions, please proceed to sign.

  1. Click on the Signature icon on the left.
  2. Drag the signature icon with your name and place it on the line for Grantee Signature.
  3. Drag the Date Signed above the DATE on the Grantee Signature line.
  4. On the line for “PRINTED NAME AND TITLE OF GRANTEE SIGNATORY (above), click and drag your first name, last name, and title from the fields on the left.  If the title box is blank, please type in your title.
  5. Click FINISH at the bottom.
  6. When the “Log in to DocuSign” pops up, click NO THANKS.

You should now see a message from DocuSign that “You have successfully signed your document using DocuSign.”

After you successfully submit a signed contract it will be routed for TN Arts Commission signature.   An executed copy will be returned to you via DocuSign email and uploaded into your grant file in the Tennessee Arts Commission online grant system.

Failure to Return a Contract by June 30
The primary signatory of your organization must respond to the DocuSign email referencing this request with an electronic signature NO LATER THAN June 30. Failure to respond to the DocuSign request by this date may result in the cancellation of your award.

  • Any organization that fails to deliver a signature and any requested items by June 30 will be reviewed on a case-by-case basis to determine if the grant will be cancelled.
  • In case of late contracts, the organization will be responsible for positively reporting what extenuating circumstance(s) caused them to miss the deadline and specify what compelling reasons should allow for the acceptance of the late compliance.
  • A request for an exception to policy must be submitted in writing.
  • No grant funds may be obligated toward the funded project until a contract between your organization and the Commission has been executed and approved by all parties.

July 1 - December 8 - Title VI training and certification must be submitted

Title VI annual training must be completed when an organization submits its first request for payment from the Tennessee Arts Commission.  All grant funds will be held until training requirements are met. If you are an Annual grant recipient who will not request an initial Request for Funds payment before December 8, 2017, your organization is still responsible for submitting a Title VI Training and Certification form no later than December 8, 2017.

Instructions for submitting Title VI Training & Certification

  1. Log into the Online Grants System using your Username and Password.
  2. In the Online Grants System’s menu bar at the left, select “documents library.”
  3. In that file, select “FY18 Title VI Form” and save it on your computer.
  4. Fill in all fields on the Title VI Training and certification form. All staff should view one (1) ofthe following three (3) training options: (only pick one)
    • Module I: a slideshow with slides and video combination lasting 15 minutes;
    • Module II: a three (3) video series approximately 7 minutes in length each that has a closed caption option; or
    • Module III: brief overview estimated time: 10 minutes
  5. Remember: Complete only one form listing the staff who have completed training and enter the final percentage of staff trained.
  6. Save a copy of this form to your computer.
  7. Log into Online Grants System if you’re not already in and open “organization” profile.
  8. Hit “Edit” at the top and scroll down to “Documents.”  Hit the “blue plus circle” button nearDocuments and upload the Title VI form.
  9. Before exiting the “organization” profile, hit “Save” at the bottom right hand corner.

The Arts Commission’s Title VI Coordinator will review each submitted Title VI form and fill in a “Title VI Approval Date” located in each organization’s profile card.  If there is not a Title VI approval date in the organization profile, the organization has not submitted a Title VI for that year.

TN Arts Commission’s Title VI Coordinator
If you have any questions, please contact the Director of Arts Access/Title VI Coordinator, Kim Johnson, at 615-532-9797 or kim.johnson@tn.gov.

July 1 - June 15 - Grant activities Occur & grantees may request funds

Project activities occur throughout the year. Grant funds may be obligated toward the funded project when:

  1. a contract between your organization and the Commission has been executed and approved by all parties, and
  2. Title VI annual training has been completed and approved by the Commission’s Title VI Coordinator.

Requesting Funds
In order to receive funds, you must complete and submit the Request for Funds Form. Funds are generally drawn down in stages. All Request for Funds forms can be found in Grants Management – Reports Due in the left-hand menu of the Online Grants System.

First Request for Funds or Requesting all Funds in One Request – Click on the 1st Request for Funds Report and click the Edit button at the top of the page. You may request 40% of your grant award prior to the activity, after there is a fully executed contract and you have submitted Title VI training certification. To do this, choose the 1st Request for Funds option in the drop-down menu, click Save at the bottom of the form, and click Edit again at the top of the page. This will allow the page to populate with the correct form fields for this request. Note that if you are requesting funds for 40% of your total award in your first draw, you do NOT have to include check numbers.

Complete the form, and click the Save button at the bottom. Once saved, click the Submit button at the bottom of the page.

You may choose also choose to request all of your grant funds in one draw. If you have spent your matching funds already and would like to closeout the grant, choose “Closeout” from the drop down menu, Save, and click the Edit button again to show the correct form fields for this request. Then see the Grant Closeout Instructions below.

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. Second and third requests for funds must include an Annual Grant Itemized Expenditures Form, which can be downloaded from the Information – Document Library link located in the left-hand menu of the Online Grants System.

The Annual Grant Expenditures Form should contain check or invoice numbers where indicated (or CC/DC if payment was made by credit or debit card); sign and date the form before saving and attaching. Once completed, save the form to your computer and attach it to the bottom of the Request for Funds page.

Final Request for Funds Deadline – (regardless of whether it is your 1st, 2nd or 3rd) must be submitted no later than 30 days following the project end date or June 15, whichever comes first. 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.

June 15 or 30 days after the project end date (whichever comes first) - Grant Evaluation Report (closeout) Forms due

Grant Evaluation (closeout) Instructions
Once you have submitted your Final Request for Funds, representing 100% of your grant award, you will close out your grant by submitting an Annual Final Evaluation form, Annual Grant Itemized Expenditures Form, and documentation of Tennessee Arts Commission credit.

You will find the Annual Final Evaluation Form in the Grants Management – Reports Due link in the left-hand menu of the Online Grants System. 

The Annual Final Evaluation form should include final expenses for the entire activity of the grant, not just Arts Commission funds and a 1:1 match.

 

The Annual Grant Itemized Expenditures Form must be downloaded from the Information – Document Library link located in the left-hand menu of the Online Grants System.

The Annual Grant Expenditures Form should ONLY contain expenditures paid for by the grant and by the minimum 1:1 matching requirement. Check or invoice numbers must be included where indicated (or CC/DC if payment was made by credit or debit card).

Proof of Tennessee Arts Commission credit must be uploaded to the Annual Final Evaluation Form. Proof might include a brochure, poster, newspaper article, program, etc. that shows the Arts Commission logo and gives credit to the Commission for funding. See the Logo Usage and Credit section of the website for further information.

Important Closeout Information

  • 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.

FIRST TIME RECIPIENTS, TO EXPEDITE THE PROCESSING TIME OF GRANT PAYMENT REQUESTS:

  1. Fill out an IRS W-9 form and return email to vickie.mcpherson@tn.gov; and
  2. Fill out and return State of Tennessee Supplier Direct Deposit Authorization Form (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

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