HOW TO MANAGE A ROLLING GRANT

AA-MG, AA-TA, AA-TR, AE-MG, AE-TI, PDS, SPECOP, TA, TOUR

TIMELINE FOR ROLLING GRANTS (more detailed instructions are below)

June 1:	All guidelines and applications go live for the following fiscal year.
July 1:	Grant Funds available for allocation. Each grant category has a limited amount of funds available every fiscal year.  Applications will be accepted and reviewed until all funds are depleted.
Grant Contracts:	Sign and return both signed contracts as soon as you receive them. First time applicants also must provide a W-9 and ACH direct deposit form.
Funds request:	Rolling Grants are reimbursement grants, with the exception of TA/AA-TA grants. Fund requests and all closeout paperwork must be submitted NO LATER than 30 days after your project end date or June 15, whichever comes first.  This includes submitting final Request for Funds Form, Final Financial Report of Expenditures, Grant Evaluation Form, and documentation of Tennessee Arts Commission credit.

EXAMINE YOUR GRANT AWARD NOTIFICATION

Rolling Grant awards are announced by a Grant Award Letter or a Grant Award Email.  This notification contains very important information and instructions on how to manage your grant. Make sure to read it thoroughly and carefully as it contains the amount of your grant award.

GRANT CONTRACT PACKET

The Commission will send you a Grant Contract Packet. The packet will contain two copies of the grant contract.  Sign both AND return both to the Commission.  First time recipients, to expedite the processing time of grant payment requests, sign the IRS W-9 form and ACH Direct Deposit Form and return with your contracts. In approximately 4-6 weeks, you will receive one of the contracts back with the required signatures. 

REQUESTING FUNDS & CLOSEOUT

All rolling grants, with the exception of TA & AA-TA, are paid as reimbursements after the activity is complete. 

Once we receive both copies of your signed contract (and for first time recipients, the IRS W-9 form and the ACH Direct Deposit Form) you may then begin requesting grant funds.  Submit the documents listed on the Required Grant Management Form List.

Grants must be closed out no later than 30 days after the project ending date or June 15, whatever comes first. Closing out the grant in a timely and efficient manner is vital to your continued success as an Arts Commission grantee.  Your organization’s ability to manage grants, including turning in forms on time and documenting how funds are spent, becomes part of your funding history and is reviewed each time you submit a new application.  It’s important to future funding that your organization maintains integrity throughout the grants management process.

For AA-MG, AE-MG, SPECOP, TOUR & AA-TR recipients: Funds are awarded on a reimbursement basis.  This means that you will need to provide receipts documenting how and the grant award were spent. 

• Itemize your expenditures on the 2nd page of the Request for Funds Form.
• Complete and submit one copy of the Final Financial Report of Expenditures Form.  Document how grant funds and your match were spent.  You must provide check numbers where indicated as well as sign and date the form. 
• Complete and submit two copies of the Grant Evaluation Form.
• Submit proof of TAC credit – provide a brochure, poster, program, letter to parents, newspaper article, etc. that shows the TAC logo and gives credit to the TAC for funding. See LOGO USAGE AND CREDIT MATERIALS section of How to Manage a Grant for further information.

For PDS Recipients: Once you submit the Request for Funds Form and all of your receipts, your grant will be closed out.

For AE-TI Recipients: Funds are awarded on a reimbursement basis.  This means you will need to provide receipts documenting how the match and the grant were spent.  To request funds, submit: 1) An invoice addressed to the TN Arts Commission for the full amount noted in the grant award notification; 2) Receipts; 3) Proof of attendance (email, certificate of attendance, etc.).  AE-TI grantees do NOT submit a Request for Funds Form.

For TA & AA-TA Recipients: Funds are generally drawn down in stages. 

• You may request 40% of your award when you submit the required signed contracts, ACH Direct Deposit Form and IRS W-9 Form.  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.  Your 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 funds were spent.  Most grantees only request funds twice, 40% at the beginning and then the remainder when the project is completed, to avoid the additional paperwork.  However, three requests may be submitted.  Remember to keep up with check numbers as you will have to report this information when closing out the grant.  Your final request for funds (regardless of whether it is your 2nd or 3rd) must come no later than 30 days after the project end date or June 15, whichever comes first.
• Complete and submit the Final Financial Report of Expenditures Form to itemize grant and match expenditures.  Provide check numbers where indicated as well as sign and date the form.  Submit one copy.
• Complete and submit two copies of the Grant Evaluation Form.
• Submit a copy of the Consultant’s Report (if applicable) and proof of TAC credit (provide a brochure, poster, letter to parents, program, newspaper article, etc. that shows the TAC logo and gives credit to the TAC for funding). See LOGO USAGE AND CREDIT MATERIALS section of How to Manage a Grant for further information.