Woohoo! Congratulations on receiving an ArtsWA grant! The following is information to help you manage your grant. Take note of the section titles. They indicate if the information is for Arts in Education (AIE) or Grants to Organizations (GTO) or both.
I received notification, what are my next steps? (GTO)
You received an email letting you know that your project will get ArtsWA funding. Attached to that email are four important documents. Click on the links below to learn about these documents.
I received notification, what are my next steps? (AIE)
- For ArtsWA Arts in Education grants, after you are notified of the funding amount, we ask you to complete a revised budget. This revised budget is the document that we’ll use to check against the invoices for reimbursement that you will submit. After the revised budget is completed and approved, we send you a contract by email.Along with your contract, you will receive several other documents that help you manage your grant. Here are additional copies of those documents:
If you have any questions about managing your contract or need support with any of the related forms, please do not hesitate to contact us. See contact info at bottom of page.
How do I give ArtsWA credit for my grant? (GTO & AIE)
You are required to credit ArtsWA for your grant. This means you will include our logo on any materials you produce and publish that promote the project we are supporting. If your contract includes federal funds (many do!), you will also include the logo for the National Endowment for the Arts (NEA). Check page 1 of your contract (Item C) to confirm whether your grant includes federal funds.
How do I access my grant money? (AIE)
You can request reimbursement for the expenses approved in your revised budget after those expenses have occurred. You may request reimbursement at multiple times during the course of the grant period. Each time, you will submit a copy of the Invoice Voucher that is part of your contract, along with documentation of the completed expenses or services. If you cannot locate your Invoice Voucher, you will find a copy of it in the Administrative Documents section of your application in ZoomGrants. For more details about how AIE grant payments work, please refer to the AIE_FY20_Grantee_Responsibilities document.
How do I access my grant money? (GTO)
The Grantee Responsibilities and Grant Payments document offers information on good grant management along with necessary steps to making sure you receive your payment.
Grant Contract FAQs
The contact information for my Organization is incorrect – what should I do?
Do not sign the contract! Contact Linnea Ingalls* immediately so that we can make the correction.
Can I use an electronic signature?
Yes – this is done using Adobe Sign.
Do I have to return a paper copy of my contract?
No. You can return your signed contract electronically. If you choose to print and sign, print the entire signed contract, scan or take a photo of each page, attach to e-mail. Electronically submitted contracts do not need to be mailed.
If I am not the authorizing official within our Organization, can I legally sign this contract?
No. The person who signs the contract must be an authorizing official for your organization (i.e. Executive Director, Managing Director, etc.).
Grantee Responsibilities and Grant Payment FAQs
When can I get paid?
When your expenses are incurred, and ArtsWA has received your documentation as outlined in your contract. You do not need to wait until the end of the contract period (June 30) to submit for payment.
My expenses are incurred, how do I get my documentation to you?
Contact Linnea Ingalls (email@example.com or (360) 252-9969) with your project documentation (posters, event fliers, website / social media announcements or press releases, etc.). Be sure you understand the requirements of crediting both ArtsWA and the NEA on your project documentation. You must also give a brief itemization of where you spent your funds.
Do I have to submit my Final Report before I get paid?
No. The Final Report submission is a separate process to the payment process.
Do I have other responsibilities as a grantee?
Make sure to read fully the “Grantee Responsibilities” document sent along with your notification e-mail and contract packet. You can also find the document here.
Current grantees final report due date/deadline | July 31, 2021
If you received a grant from ArtsWA, including CARES funding, you must submit a final report. If you received multiple grants, each will have its own final report. Final Report forms are added to your ZoomGrants account a few months before they are due. If you received CARES funding in the spring, the final report for this program will be completed via an excel sheet that will be emailed to you. If you have not received your final report excel template (spring CARES only) by the end of March, please reach out to us. Complete and submit your final report as soon as forms are made available. Read detailed instructions on how to submit your final report.
What does the final report include?
- Demographic Data for Federal Reporting
- Copy of your Letter to a Legislator
- Optional materials or links that document your work
Why is my final report important?
Final Reports are a key part of our grant making process.
- They document how you used grant funds
- They demonstrate the impact of your work
- They meet the state requirements for audit compliance
- They meet the federal requirements for the National Endowment for the Arts (NEA)
- They provide the statistics we use in our reports to the state budget office, state legislature, NEA, and Congress
How does ArtsWA use final Report materials?
ArtsWA retains the right to use all or a portion of your final report materials. These include your text, images, audio, and videos. Your materials help illustrate the use of state funds for the public good. We may use these materials in:
- Press releases
- Internal documents
- Email announcements and newsletters
- Our website
- Print or electronic media
“By submitting photo images, audio, video, and other program documentation, the grantee gives permission for use. The grantee affirms their right to authorize the use of such materials by ArtsWA. This includes confirming parental permission for photos and videos of children under the age of 18. It is the sole responsibility of the grantee to obtain these permissions from relevant artists, creators, and subjects in material provided to ArtsWA.”
Where do I find the Final Report and how do I submit it?
Log in to ZoomGrants to submit your Final Report. See our website for more detailed information.
What if we had a staffing change and I don’t know our Organization’s ZoomGrants log in information?
Contact Linnea Ingalls* for next steps.
What happens if our Organization does not submit by the deadline?
You are subject to a 10% reduction of the next ArtsWA grant that your Organization receives.
What type of information will we be required to report?
Final Reports include a narrative of your project, final budget information, along with statistical information required by the National Endowment for the Arts (NEA). If you would like an example of a previous year’s Final Report, please contact Linnea Ingalls*.
What is the difference between Final Project Documentation and my Final Report?
Final Project Documentation: Project documentation is proof your event happened so we can pay you. Posters, event programs, screenshots of electronic promotions, etc. can be submitted and must include ArtsWA and NEA logos.
Final Report: Your Final Report is a final reporting on the outcomes of your grant. It includes a narrative of your project, final budget, and statistical data required by the NEA (National Endowment for the Arts). You will complete and submit your Final Report via ZoomGrants.
*You can contact Linnea at firstname.lastname@example.org or (360) 252-9969.