Recovery Grant Management Checklist

Use this checklist to get paid quickly and avoid rework on TN Nonprofit Arts & Culture Recovery grant forms.


TAKE CARE OF BUSINESS NOW – DON’T WAIT

  • Implement your program as authorized.
  • UEI. Every grantee needs a new Unique Entity ID to replace DUNS. To 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.

REVISED BUDGET DUE AUGUST 8, 2022

  • 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 Monday, August 8, 2022. 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 FY2023 Revised Budget must reflect:
    1. FY2022: Actual expenses from the FY2022 Recovery Fund Evaluation
    2. FY2023: Align with the total amount awarded for FY2023 in your original award letter
    3. FY2024: Include any unspent funds from FY2022. Note you will need to manually add any unspent funds from FY2022 to your expenses to FY2024.

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 FY23.
  • 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 for the one year in which funds are being requested, not the three year total grant balance remaining.

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.