Recovery Grant Management Checklist

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Use this checklist to get paid quickly and avoid rework on TN Nonprofit Arts & Culture Recovery Fund – Round 1-2 grant forms.

Recovery Fund – Round 1, Year 3 grantees are organizations that applied in February 2022, have been managing their award in Fiscal Years 2022-2023, and have remaining funds to spend in Fiscal Year 2024.

Recovery Fund – Round 2 grantees are organizations that applied in February 2023 and received a Recovery Fund – Round 2 grant award notification in June 2023.

Take Care of Business Now – Don’t Wait

  • Implement your program as authorized.
  • UEI. Every Recovery Fund grantee needs a Unique Entity ID. If you don’t have a UEI already, register your organization or get a Unique Entity ID, go to the SAM website SAM.gov | Entity Registrations and click on the green Get Started button on the right side of the page. Enter the ID in your Organization Profile in the TN Arts online grant system.
  • Credit. Any publications produced with funds from this grant must display this message: “This project [is being] [was] supported, in whole or in part, by federal award number SLFRP5534 awarded to the State of Tennessee by the U.S. Department of the Treasury.”
  • Notice of Audit Report. Every grantee must submit a Notice of Audit Report to the TN Central Procurement Office within 90 days of the end of your fiscal year. The form is Attachment B in your contract. Upload a completed copy of Attachment B in your Organization Profile in the TN Arts online grant system. If your organization operates as an entity of government, it is assumed that your organization will be audited in accordance with applicable Tennessee law. Therefore, governmental entities will receive a contract without the audit notice and instead have the Parent/Child attachment, which should be completed when signing the contract.
  • Single Audit. If your organization expends $750,000 or more in federal and/or state funds, you must have a Single Audit. Advance planning is needed. See Job Aid for Understanding Grant Audit Requirements.
  • Program Income. If you plan to spend some Recovery grant funds on activities that generate program income, you’ll probably need a cost allocation plan. See Program Income Job Aid.

Recovery Fund – Round 2 Revised Budget Due JUNE 15, 2023

  • Be sure to check the Budget Line Item Definitions tab on the Tips & Hints page here for guidance on which line item Category/Purpose is appropriate for different types of expenditures.
  • Go to the Grants Management – Reports Due link in your online grants account. Select and fill out the “Revised Budget” and submit electronically no later than Thursday, June 15, 2023. The Revised Budget you submit will become part of your State contract budget, and you must submit all fiscal reports in accordance with the approved Revised Budget. If you have questions about completing the Revised Budget, contact your assigned program director.
  • Your FY2024 Revised Budget will reflect a Single-Year Award. For state budget purposes, awards are allocated in fiscal year 2024. Your award as shown in your award letter is intended to reflect the critical negative impact of the pandemic and the need for relief. While your award will be paid in fiscal year 2024, you may document expenditures incurred between July 1, 2021 through June 30, 2024 when requesting funds. However, in the Revised Budget, you will show how the funds will be spent over the course of one fiscal year.

Recovery Fund – Round 1, Year 3 Revised Budget Extended deadline DUE AUGUST 11, 2023

  • Recovery Fund – Round 1 grantees must complete Recovery Fund – Round 1, Year 2 Annual Evaluation by June 30, 2023 and before completing the Round 1, Year 3 Revised Budget due August 11, 2023.
  • Year 3 grant notifications will be sent on July 31, 2023 via email.
  • Be sure to check the Budget Line Item Definitions tab on the Tips & Hints page here for guidance on which line item Category/Purpose is appropriate for different types of expenditures.
  • Go to the Grants Management – Reports Due link in your online grants account. Select and fill out the “Revised Budget” for all three fiscal years and submit electronically no later than Friday, August 11, 2023. The Revised Budget you submit will become part of your State contract budget, and you must submit all fiscal reports in accordance with the approved Revised Budget. If you have questions about completing the Revised Budget, contact your assigned program director.
  • Your FY2024 Revised Budget must reflect:
    1. FY2022: Actual expenses from the FY2022 Recovery Fund Evaluation.
    2. FY2023: Actual expenses from the FY2023 Recovery Fund Evaluation.
    3. FY2024: Include the FY2024 award amount listed in your Recovery Fund Year 3 Notification email plus any unspent funds from FY2022 and FY2023.

Submit Request for Funds as soon as you can

  • Choose correct form version. If you ask for reimbursement of all funds, choose “closeout version.”
  • Advance Justification. If you seek an advance, be sure to explain why you need it. Most grantees may need advance in FY24.
  • Attach Itemized Expenditure Sheet (IES) in Excel. Use the excel form from the link in the Request for Funds. Submit the form in Excel, not as a pdf, to expedite review.
  • Check that Expenditures by Line Item totals align w/ contract budget. 20% variance allowed.
  • Be sure to check the Budget Line Item Definitions tab on the Tips & Hints page here for guidance on which line item Category/Purpose is appropriate for different types of expenditures.
  • Enter Expenditures by Line Item to match the Itemized Expenditures Sheet.
  • Enter Amount of Request that matches IES total.
  • Enter Annual Balance Remaining. This is the balance remaining.
  • Note to Recovery Fund – Round 2 Grantees: Single-Year Award, Multi-Year Spending. For state budget purposes, Recovery Fund – Round 2 awards are allocated in fiscal year 2024. Your award as shown in your award notification is intended to reflect the critical negative impact of the pandemic and the need for relief. While your award will be paid in fiscal year 2024, you may document expenditures incurred between July 1, 2021 through June 30, 2024 when requesting funds by noting the date of the expenditure in the Itemized Expenditure Sheet.

Recovery Fund Round 1, Year 2 Annual Evaluation Due JUNE 30, 2023

  • Complete all fields.
  • Attach Itemized Expenditure Form for all grant expenditures for the FY. Be sure to check the Budget Line Item Definitions tab on the Tips & Hints page here for guidance on which line item Category/Purpose is appropriate for different types of expenditures.
  • Attach copy of Contract Attachment B Notice of Audit Report.
  • Make sure your new UEI # is entered in your Organizational Profile.
  • Attach proof of TN Arts credit and proof of U.S. Department of Treasury credit.
  • If applicable, attach Program Income Cost Allocation Plan.
  • If applicable, attach copy of Single Audit completed by approved external auditor.

Recovery Fund Round 1, Year 3 & Round 2 Annual Evaluations Due JUNE 30, 2024

  • Complete all fields.
  • Attach Itemized Expenditure Form for all grant expenditures for the FY. Be sure to check the Budget Line Item Definitions tab on the Tips & Hints page here for guidance on which line item Category/Purpose is appropriate for different types of expenditures.
  • Attach copy of Contract Attachment B Notice of Audit Report.
  • Make sure your new UEI # is entered in your Organizational Profile.
  • Attach proof of TN Arts credit and proof of U.S. Department of Treasury credit.
  • If applicable, attach Program Income Cost Allocation Plan.
  • If applicable, attach copy of Single Audit completed by approved external auditor.

Recovery Fund Rounds 1 & 2 Final Evaluations TBD

  • Note to all grantees of the TN Nonprofit Arts & Culture Recovery Fund – Rounds 1-2: In addition to completing a Recovery Fund Annual Evaluation, you may be required to complete a Recovery Fund Final Evaluation.