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Requirements of Grant Recipients

To receive an IAC award, you'll be expected to:

  • Submit public official thank you letters
  • Follow funding acknowledgement requirements
  • Complete electronic contracting process
  • Follow the IAC process for modifying a grant proposal (as needed)
  • Submit your final grant report by the due date

In order to contract with the State of Indiana, there's some fine print you must agree to (just like iTunes).

  • Public Official Thank Yous

    As part of your grant award, you are required to send letters (one must be handwritten) to two of your elected officials. One at the beginning of the grant period, and one at the end with the submission of your final report. These can be sent to your State Representative or Senator, the Governor, or your members of the U.S. Congress.

    If you’re not sure who your legislators are, click here, type your address, and voilà!

    This is an opportunity to let the folks who allocated money for your grant know the impact that decision has had on your and their community. Here’s a sample letter structure to get you started:

    • Identify yourself as their constituent
    • Keep the letter to one page if possible.
    • State the importance of your grant to your community
    • Make it personal. How has their support of the arts improved your quality of life in the community?
    • Give them a pat on the back for contributing to this improved quality of life – compliments go a long way!
    • Invite them to an upcoming event or just for a cup of coffee to talk about how you, together, can continue to positively impact your community.
    • If they write you back, make sure to keep the conversation going

    Now that you have an idea of what to share, here are a few options on how to do it:

    • Mail them a letter with your signature
    • Email them and link to more information on how to get involved

    Optional add-ons:

    • If you mail them a letter, include in the package thank you notes from the participants of your programming. Last year, one legislator received drawings from local school children in addition to an impact letter from the organization.
    • Send the letter you write to the editor for your local paper so more folks can see the impact public investment in the arts has had on their community.

    If you have any questions about this requirement, please contact us. We’re here to help

  • Funding Acknowledgement Requirements

    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.

    Where should I be expected to provide funding credit?

    • Banners
    • Billboards
    • Flyers
    • Newsletters (digital and print)
    • News releases (use the written credit line verbiage above)
    • Playbills/Programs
    • Postcards/Rack Cards
    • Posters
    • TV Advertisement
    • Social Media
    • Websites

    Specific Requirements per Program

    Program Logos Verbal/Written Credit
    Cultural District

    Indiana Arts Commission

    Cultural District logo

    National Endowment for the Arts
    Activities are made possible in part by the Indiana Arts Commission, a state agency, and the National Endowment for the Arts, a federal agency.
    Arts Organization Support III

    Indiana Arts Commission

    National Endowment for the Arts

    Activities are made possible in part by the Indiana Arts Commission, a state agency, and the National Endowment for the Arts, a federal agency.

    Arts Organization Support II

    (Organizations with budget sizes between $250,000-$1,000,000+)

    Indiana Arts Commission

    National Endowment for the Arts

    Regional Arts Partner

    Activities are made possible in part by the (Regional Arts Partner name), Indiana Arts Commission, a state agency, and the National Endowment for the Arts, a federal agency.
    Arts Organization Support I

    (Organizations with budget sizes between $50,000-$249,000) 

    Indiana Arts Commission

    Regional Arts Partner
    Activities are made possible in part by the (Regional Arts Partner name), and the Indiana Arts Commission, which receives support from the State of Indiana and the National Endowment for the Arts.
    Arts Project Support

    Indiana Arts Commission

    Regional Arts Partner

    Activities are made possible in part by the (Regional Arts Partner name), and the Indiana Arts Commission, which receives support from the State of Indiana and the National Endowment for the Arts.
    Regional Arts Partner

    Indiana Arts Commission

    National Endowment for the Arts

    Activities are made possible in part by the Indiana Arts Commission, a state agency, and the National Endowment for the Arts, a federal agency.
    PACE

    Indiana Arts Commission

    This activity is made possible in part by the Indiana Arts Commission, which receives support from the State of Indiana and the National Endowment for the Arts.

    On-Ramp Fellowship

    Indiana Arts Commission

    This activity is made possible in part by the Indiana Arts Commission, which receives support from the State of Indiana and the National Endowment for the Arts.

  • Electronic Contracting Process

    Contract/Grant Agreement

    • Your grant contract will be delivered for electronic signature through the IAC's online grants management system. This is mandatory for all IAC grantees in accepting their award.
    • Once submitted through the online system, the signed grant agreement will be reviewed and approved by three other state agencies: the Department of Administration, the Budget Agency, and the Attorney General’s office (this is standard procedure). Once approved, a copy of the fully executed agreement will posted on the State Contract Portal. You will be notified via email when the contact has been approved and that a request for payment is being processed. 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 emailed to Stephanie Pfendler at spfendler@iac.in.gov. The IAC will submit the forms to the Auditor's Office on your behalf. If you have questions about how to complete these forms, please contact Stephanie Pfendler at (317) 232-1269.
  • Grant Modifications

    Any significant changes to your original grant proposal (major changes to who, what, when, or why; total income or expenses that change by 20% or more) must be discussed and approved by 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. If a modification is required and does not get submitted, your award will be rescinded, and any disbursed funds must be returned to the IAC.

  • 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 fail to 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.
  • Accessibility Requirements

    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.

    If you're unsure how to tell if you're being compliant with IAC standard, click here to review warranty methods.

  • State Contracting Requirements

    Contract Clearance
    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.

    Business Entity Report 
    (Not applicable to Public/Charter Schools and State Universities)

    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)
    (Not applicable to Public/Charter Schools and State Universities)

    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.
  • Federal Requirements

    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

    Fair Compensation
    Grant awards that include funding from the National Endowment for the Arts are required to compensate all professional performers and related or supporting professional personnel at no less than the prevailing minimum compensation. This requirement is in accordance with regulations that have been issued by the Secretary of Labor in 29 C.F.R. Part 505.

    Programs effected by this requirement include:

    • Arts Organization Support
    • Indiana Cultural Districts
    • Traditional Arts Indiana
  • Public Manifestation, Fair Labor, Drug Free, and Civil Rights

    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 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.

    Drug-Free Workplace

    • 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.

    Disclosure

    • All information provided on your application may be disclosed under the Access to Public Records Act, IC 5-14-3.
  • Monitoring/records retention and tax responsibilities

    Grantees must provide access to any books, records, documents, and papers pertaining to the grant for purposes of program or financial review by the IAC or its agents. Adequate records need to be maintained to substantiate financial and program information reported to the IAC for a period of no fewer than three years. Grantees are responsible for all tax obligations under federal, state, and local laws. Consult a tax accountant or local Internal Revenue Service office. Grant monies cannot be used to pay taxes.