artist working in studio
Russna Kaur, one of six emerging artists selected for a month-long residency at Centrum Foundation. Photo by Atelier Pictures. October 2020.

Managing Your Grant

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 Grants to Organizations (GTO) or Arts in Education (AIE) .

ArtsWA applicants and grant recipients are required to have a SAM-UEI number (or Unique Entity ID) to receive funding. SAM-UEI is 12-digit alpha-numeric number that is issued at no cost through the federal System for Award Management website (SAM.gov). The Unique Entity ID requirement is part of a federal government transition from using DUNS to SAM-UEI as a unique entity identifier.

The Unique Entity ID is necessary for organizations receiving direct or indirect federal grants or doing business with the federal government. Because ArtsWA grants use federal funds, your organization must have a SAM-UEI before funds can be dispersed.

Watch: How to Register for a UEI.

See the full Directions to Getting a Unique Entity ID here.

UEI registration is always FREE; do not pay for any registration services that appear to be associated with UEI (SAM.gov).

Managing Your Grants to Organizations (GTO) Grant

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.

You are required to credit ArtsWA for your grant. This means you will include ArtsWA’s 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.

The Grantee Responsibilities and Grant Payments document offers information on good grant management. It contains necessary steps to making sure you receive your payment.

Grant Contract FAQs (GTO)

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 (GTO)

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 (linnea.ingalls@arts.wa.gov) 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.

If you received a grant from ArtsWA, you must submit a final report. If you received multiple grants from ArtsWA, each grant will have its own final report. You may complete and submit your final report as soon as forms are made available. Final Reports must be received within 30 days following the contract end date, and no later than July 31 of your contract year.

Current grantees will complete their Final Report online using Submittable. Please see ArtsWA’s Submittable FAQ for additional information on using this system.

What does the final report include?

  • Narrative
  • Budget
  • Demographic Data for Federal Reporting
  • Documentation
  • Locations
  • 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

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).

How does ArtsWA use final Report materials?

In addition to meeting the requirements for state and federal reporting, ArtsWA uses Final Report materials to meet goals for equitable funding and constituent support. We use data and images collected through Final Reports to illustrate the use of state funds for the public good, and in reports to the state budget office, state legislature, the NEA National Endowment for the Arts), and Congress.

 

ArtsWA retains the right to use all or a portion of your final report materials. We may use these materials in press releases, internal documents, email announcements and newsletters, on the ArtsWA website, and in print or electronic media.

 

Usage Clause

“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?
Current grantees will complete their Final Report online using Submittable. Please see ArtsWA’s Submittable FAQ for additional information on using this system.

What if we had a staffing change and I don’t know our Organization’s Submittable log in information?
If you’ve had staff changes and you don’t have access to the login details for your organization’s account, email the Submittable support team and request that your organization’s log in information be updated at: support@submittable.com. You can also email Linnea Ingalls* with any technical questions related to your Submittable account or grant applications.

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.

Linnea Ingalls, Program Coordinator, Grants to Organizations, at linnea.ingalls@arts.wa.gov

Managing Your Arts in Education (AIE) Grant

To access your completed application, log into Submittable using the same credentials you used to create your application: https://manager.submittable.com/login.

Your submitted applications will be listed under the ‘All Submissions’ tab on your account profile. Click on a submission to see activity, any messages, the submission content, or to print or download a copy of your application.

You must complete a revised project budget in Submittable after you are notified of your grant award amount. Your revised project budget will be the budget of record for your grant contract. Instructions on how to complete your project budget are listed in your grant notification email.

After your revised budget is completed and approved, ArtsWA will send your grant contract for electronic signature using Adobe Sign. Please review all sections of the contract and the following supporting materials that are sent with your contract email:

AIE Grant Responsibilities & Payments

AIE Grant Invoice Summary Sheet

Return your signed grant contract by the date listed in your notification. If you have any questions about managing your contract, email Audrey Molloy*.

Most AIE grants consist of both federal and state money. AIE grant recipients must acknowledge support from ArtsWA (the Washington State Arts Commission) on promotional materials for grant-funded projects. To give credit to ArtsWA, include the agency logo and/or the following language on any published materials:

This program is supported, in part, by a grant from the Washington State Arts Commission.”

If your grant contract includes federal funds, you will also include the logo for the NEA (National Endowment for the Arts) on any published materials. Check page (1) of your contract to confirm whether your grant includes federal funds.

ArtsWA Logo

NEA Logo

AIE grants are reimbursement grants. You will receive payment after your approved project plans have been completed, and after you submit expense documentation and invoice forms. ArtsWA must approve these forms for the payment to be processed. You may submit multiple invoices during the grant contract period.

Grant payments will be processed within 10 business days from the date ArtsWA receives your completed invoice and expense documentation.

For additional information on how to request grant funds, please refer to the AIE Grant Responsibilities & Payments document.

The contact information for my organization is incorrect, what should I do?
Do not sign the contract. Email Audrey Molloy* with your correct information and we will issue you a new contract to sign.

Can I use an electronic signature?
Yes, all ArtsWA grant contracts are sent and signed using Adobe Sign, which is an electronic signature service.

Do I have to return a paper copy of my contract?
No. Your contract will be completed electronically using Adobe Sign. Electronically signed contracts do not need to be mailed. A countersigned copy of your grant contract will be emailed to you for your records.

If I am not the authorizing official within our organization, can I legally sign our contract?
No. The person who signs the grant contract must be an authorizing official for your organization (i.e. Executive Director, Principal, Managing Director, etc.).

Our grant funded project has changed, what are my next steps?

If any aspect of your grant-funded project or proposal needs to be significantly changed, postponed, or cancelled, please notify the AIE team as soon as possible.

Any changes that impact your panel-approved budget, project parameters, personnel, or scope of work must be submitted to and approved by the AIE office. Project or proposal changes must remain aligned with the goals outlined in your original grant application. We will do our best to support you through any necessary changes!

If you received an AIE grant, you must submit a final report. If you received multiple grants from ArtsWA, each grant has final reporting requirements. Grant recipients will complete their Final Report online using Submittable. Final Reports must be received within 30 days following the contract end date, and no later than July 31 of your contract year.

Please see ArtsWA’s Submittable FAQ for additional information on using this platform.

What is the Final Report?

The Final Report is a report on the outcomes of your grant funded activities. It includes a narrative of your project or proposal, final budget, and data required by the NEA (National Endowment for the Arts). This includes demographic information, attendance numbers, and project locations. You will complete and submit your Final Report in Submittable.

How does ArtsWA use Final Report materials?

In addition to meeting the requirements for state and federal reporting, ArtsWA uses Final Report materials to meet goals for equitable funding and constituent support. We use data and images collected through Final Reports to illustrate the use of state funds for the public good, and in reports to the state budget office, state legislature, the NEA National Endowment for the Arts), and Congress.

ArtsWA retains the right to use all or a portion of your final report materials. We may use these materials in press releases, internal documents, email announcements and newsletters, on the ArtsWA website, and in print or electronic media.

Where do I find the Final Report and how do I submit it?
Grant recipients will complete their Final Report online using Submittable. The AIE team will notify you when the Final Report is available for completion. Please see ArtsWA’s Submittable FAQ for additional information on using the Submittable platform.

Do I have to submit my Final Report before I can request grant funds?
No. The Final Report requirement is separate from the grant payment process. The AIE team will notify you when the Final Report is available for completion.

What if we had a staffing change and I don’t know our organization’s Submittable log in information?
If you’ve had staff changes and you don’t have access to the login details for your organization’s account, email the Submittable support team and request that your organization’s log in information be updated at: support@submittable.com. You can also email Audrey Molloy* with any technical questions related to your Submittable account or grant applications.

Please see ArtsWA’s Submittable FAQ for additional information on using the Submittable platform.

What happens if our organization does not submit our Final Report by the deadline?
Organizations that do not complete a final report by the stated deadline are subject to a 10% reduction on the amount of the next ArtsWA grant they receive.

Audrey Molloy, Program Coordinator, Arts in Education, at audrey.molloy@arts.wa.gov