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 Arts Build Communities (ABC) Grant Management

Important Dates & Grant Management Instructions:

August 15 & 16 - Award Notifications

Grant award and denial emails are sent to all applicants. If you do not receive an email by August 21 notify Commission staff.

If awarded funding, the digits within your application identification number(for example, #ABC-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 September  30. You are encouraged to submit it as soon as possible.

September 30 (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 SEPTEMBER 30. 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 $2,000 in Commission funds for Contracted Artist Fees and showed a $2,000 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 $2,000 you should only show $2,000 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.
  • 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.
  • 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 September 30 may result in the cancellation of your award.

September 30 (or earlier) - Grant Contract Submissions

Arts Build Communities Grant contracts must be signed and submitted by email or postal mail to your designated agency. 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.

A contract will be generated for your award and will be available for download in the DOCUMENTS section of your application record. Download and print the contract. The primary signatory listed on your grant application should sign the contract and send a scanned copy (by email or postal mail) to your designated agency.

Failure to Return a Contract by September 30
The primary signatory of your organization must return a signed ABC contract NO LATER THAN September 30. Failure to return a signed contract to the Designated Agency by this date may result in the cancellation of your award.

  • Any organization that fails to deliver a signature and any requested items by September 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.
September 30 (or earlier) - 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 ABC grant recipient who will not request an initial Request for Funds payment before September 30, 2017, your organization is still responsible for submitting a Title VI Training and Certification form no later than September 30, 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.

August 16 - 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
Arts Build Communities grant recipients may request an upfront payment equaling 40% of the grant. In order to receive funds, you must complete and submit the invoice for the first 40% of your grant. The invoice can be found on the final page of the grant contract.

Final payment of the grant balance will be disbursed by the designated agency within 30 days after your submission of an acceptable ABC Final Evaluation.

 

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

ABC Final Evaluation (closeout) Instructions
Once you have completed the funded project, you will close out your grant by submitting an ABC Final Evaluation form, ABC Grant Itemized Expenditures Form, and documentation of Tennessee Arts Commission credit.

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

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

However, the ABC 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.
  • 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.
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