Requirements of Direct Indiana Arts Commission Grant Recipients
|Public Official Thank You Letters|
|Funding Credit Requirements|
|Federal Requirements (Organizations Only)|
|Public Manifestation, Fair Labor, Drug Free and Civic Rights|
The Indiana Arts Commission (IAC) supports universal access to the arts. IAC abides by state and federal laws that prohibit public support to organizations (people or entities) that discriminate against people with disabilities. Therefore, each grantee is required to assure that they are in compliance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 (ADA). By signing an IAC application or grant agreement, applicants/grantees are in effect acknowledging that their programs, services, and facilities are accessible, or a plan to make them accessible is in place and being followed. Funds may not be granted unless applicants are able, if requested, to provide documentation of their efforts to be in compliance. For assistance with this section, including an Accessibility Self-Assessment Checklist, consult the Indiana Arts Commission accessibility webpage located here: www.in.gov/arts/accessibility.htm
Public officials include thegovernor and legislators. Grantees can find their state representatives by clicking here. Organizations serving multiple counties can include legislators in the areas served.
Public official thank you letters to the governor and legislators are required of all IAC grantees. Grantees mail or email letters directly to their public official(s). One of the required letters must be addressed to the governor. Each grant recipient will be required the minimum number of letters and on the front end of the grant (when accepting the grant with the signed contract) and on the back end of the grant cycle (when submitting the final grant report). Grantees must provide a copy of each letter to the IAC (or the Regional Arts Partner if funded through the Regional Initiative Grant Program).
Letter documentation is required as follows:
- First letter(s): Submit with Grant Agreement
Thank public official(s) for making public funds available, and raise awareness about the upcoming funded activity(ies). Take the opportunity to share information about you, your project, and/or organization and invite them to an upcoming activity or event.
- Second Letter(s): Submit with Final Grant Report
Written at the end of the grant period/project. Thank public official(s) for making public funds available for the arts and describe the impact of those dollars on their community and state.
- Regional Initiative Grant - Beginning of grant period
- Regional Initiative Grant - End of grant period
- Individual Artist Program - End of grant period
|Minimum Number of Letters Required by Program
(each year if multi-year grant)
|Program||Submit with Contract||Submit with Final Grant Report|
|Arts in the Parks and Historic Sites (Organizations)||2||2|
|Arts in the Parks and Historic Sites (Individual)||1||1|
|Individual Artist Program||1||1|
|Regional Arts Partnership||2||2|
|Region 7, Regional Initiative Grants||2||2|
Acknowledging your public funding source(s) is not just a stipulation of your grant agreement, it is a crucial opportunity to let your audiences know how their state supports their cultural experiences through your project or programming.
Every time you credit your funding sources, you are thanking your audience (taxpayers), and your local, state, and national political leaders for their support of the arts in Indiana and specifically your activity.
Dun & Bradstreet (D&B) D-U-N-S Number
All applicants must have a DUNS number to complete an application. A DUNS number is a unique nine-digit sequence recognized as the universal standard for identifying and keeping track of businesses. DUNS numbers are the basis by which Americans for the Arts tracks nonprofits and for-profits for its important research reports on Creative Industries: Business & Employment in the Arts. The federal government (which includes the National Endowment for the Arts) requires organizations to provide a DUNS number as part of its grant applications. Go to http://www.dnb.com/get-a-duns-number.html to apply for a DUNS number. DUNS Number assignment is free for all businesses required to register for contracts or grants. Please note that it can take several weeks to receive your DUNS number. If you do not have your DUNS number to complete the application by the deadline date, please contact the program manager for further instructions.
Federal Funding Accountability and Transparency Act (FFATA)
Per the requirements of the Federal Funding Accountability and Transparency Act (FFATA), applicants that receive awards of $25,000 or more must be reported. Your grant letter will indicate the amount of federal funds your organization has received so you are aware if your funding is being reported. Please visit this website if you have further questions: https://www.fsrs.gov/
- IAC grantees must go through a mandatory clearance check to ensure that they are in good standing with the Department of Revenue (DOR) and Department of Workforce Development (DWD). If the clearance is denied by either agency, the grantee will be contacted by the IAC and provided with contact information to assist in resolving the issue. The IAC allows up to 30 days to rectify the problem. At the end of this deadline, the clearance check will be performed again. If the clearance check is denied a second time, grantees risk losing funding for the Fiscal Year.
For Organizations Only (Exception: Public/Charter Schools and State Universities):
- Business Entity Report
Non-governmental, nonprofit organizations must have an active Business Entity Report. After a business entity has formed or been granted authority to do business in the state of Indiana, it has an ongoing responsibility to file regular business entity reports. Any business past due on its entity report will not be able to sign a contract with the state or receive grant funds. If you have an existing account and need to file your annual report, go to https://inbiz.in.gov/start-business/maintain/. If you are creating a new account or need to contact the Secretary of the State Business Services Division go to http://www.in.gov/sos/business/3648.htm.
- E-Verify Memorandum of Understanding (SEA 590)/
Senate Enrolled Act 590 (SEA 590
This means, by law, that state agencies cannot award a grant of greater than $1,000 unless the grantee documents enrollment and participation in the E-Verify program, affirming that a grantee does not knowingly employ an unauthorized alien. For more information, visit the E-Verify website. An enrollment instruction book can be found here. Please click here to enroll. The IAC does not need a copy of your MOU unless requested.
- Grantees are responsible for registering and/or updating E-Verify Enrollment as needed. Please note if your organization has no paid employees, you are not required to enroll.
Contract/Grant Agreement (Does not apply to On-Ramp Fellowship recipients)
- New beginning 2017: Electronic Grant Agreements! Your grant agreement will be delivered and signed electronically through the State of Indiana's online contract management system. You must complete the Bidder Profile Registration through the Indiana Department of Administration in order to receive your electronic grant agreement. This is mandatory for all direct IAC grantees.
- The signed grant agreement will be reviewed by three other state agencies: the Department of Administration, the Budget Agency, and the Attorney General’s office (this is standard procedure). When all state official approvals have been affixed to the document, a copy of the fully executed agreement will posted on the State Contract Portal. The IAC will not recognize any contractual obligation to an individual or organization without a fully executed copy of the grant agreement on file.
IRS W-9 and State Direct Deposit Forms
- The State of Indiana requires completion of an IRS W-9 and a State Direct Deposit Form by all direct grantees. These forms should be completed using your legal name. Schools must complete these forms using their district/corporation information as the State will not issue payments to individual schools. Completed forms should be mailed directly to the Indiana Arts Commission. The IAC will submit the forms to the Auditor's Office on your behalf. If you have questions about how to complete these forms, contact the IAC.
- Any significant changes to your original grant proposal (major changes to who, what, when, or why; total income or expenses will deviate by greater than 20%) must be discussed with your grant program manager before moving forward. If necessary, your grant program manager may require you to complete and submit a grant modification follow up form for their approval. This form will be assigned through the IAC online system.
Final Grant Reports
Final reports will be assigned to you through the IAC's online grant system unless otherwise noted in the program guidelines. The final report link will appear under on your dashboard, and you will be notified it is there via email from the online system.
For grantees that do not submit a report by the deadline, the following will result:
- For reports up to one week late an automatic 15% will be deducted from the grantee’s total grant award;
- For reports later than one week and up to two weeks late the entire final grant payment will be rescinded;
- After two weeks, the grantee’s full grant will be rescinded and the grantee will be ineligible to receive funds for the next cycle of any IAC grant opportunity.
If you need assistance with the Final Grant Report, contact your program manager.
Civil Rights: The IAC complies with all state and federal laws and regulations concerning civil and human rights and must assure that programs, awards, and employment practices are free of any discrimination based on race, color, national origin, physical disability, religion, gender, or age.
The submitted IAC application and signed Grant Agreement indicate that the individual artist/organization understands and is in compliance with these laws:
- Title VI of the Civil Rights Act of 1964 (42 U.S.C. 200d) provides that no person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program or activity receiving federal financial assistance.
- Title VII of the Civil Rights Act of 1964 (42 U.S.C. 200e) as amended by the Equal Opportunity Act of 1972 (Public Law 92-261).
- Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 706) provides that no otherwise qualified handicapped individual in the United States, as defined in the law, shall, solely by reason of his handicap, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program or activity receiving federal assistance.
- The term "handicapped individual" means "any person who (a) has a physical or mental impairment that substantially limits one or more of such person's major life activities, (b) has a record of such impairment, or (c) is regarded as having such an impairment."
- Americans with Disabilities Act of 1990 provides for nondiscrimination in public accommodation on the basis of disability.
- Title IX of the Education Amendments of 1972 which provides that no person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving federal assistance.
- The Age Discrimination Act of 1975 provides for nondiscrimination in federally assisted programs on the basis of age.
- The Drug-Free Workplace Act of 1988 requires that employees of the grantee not engage in the unlawful manufacture, distribution, dispersion, possession, or use of controlled substances in the grantee’s workplace or work site.
Fair Labor Standards
- Applications must follow Fair Labor Standards which provide that all professional performers and related or supporting professional personnel employed on projects or productions that are financed in whole or in part by this grant will be paid, without subsequent deduction or rebate on any account, not less than the minimum compensation as determined by the Secretary of Labor to be the prevailing minimum compensation for people employed in similar activities.
- No part of any project that is financed in whole or in part under this grant will be performed or engaged under working conditions that are unsanitary, hazardous, or dangerous to the health and safety of the employees engaged in a project or production. Compliance with the safety and sanitary laws of the state in which the performance or part thereof is to take place shall be prima facie evidence of compliance.
- All information provided on your application may be disclosed under the Access to Public Records Act, IC 5-14-3.