Wyoming Arts Council

Who Can Apply


Eligibility Requirements For Organizations

Applicant organizations must meet ONE of the following eligibility criteria to be able to apply for WAC funding:

501(c)3 non-profit organizations
The Internal Revenue Service determines who meets this criteria.

 

Churches
Churches and other houses of worship, including mosques and synagogues, that meet the Internal Revenue Service requirements of IRC section 501(c)(3) are automatically considered tax exempt and are not required to apply for and obtain recognition of tax-exempt status from the IRS if they meet all of the requirements listed in the IRS Tax Guide for Churches and Other Religious Organizations. Churches will be asked to provide the WAC with a copy of their 501(c)(3) letter (if available) and their Employer Identification Number (EIN). If this is not available, then we ask you to submit verification on church letterhead that states you have met the five requirements outlined in the IRS Tax Guide. Click here for information from the Internal Revenue Service Tax Guide for Churches and Other Religious Organizations.

 

Government agency
Includes municipal, county, state and federal, government, as well as Schools & School Districts.  If the project/program pertains to one individual school, then the school should be the applicant, and the school district should be listed as the fiscal sponsor. If the project/program pertains to more than one school, then the school district should be the applicant and no fiscal sponsor is needed.  All grant award payments are made to the School District, who then funnels the funding back to the individual school, if necessary.

 

Community College or the University of Wyoming
Funding to the state’s seven community colleges and the University of Wyoming is available when the proposed projects serve a broad audience, are artistically excellent, incorporate outreach, and are not designed to primarily serve only the student population. WAC recognizes that the university and community colleges serve as art centers, and as such, will sponsor projects and programs that serve the broadest possible audience and involve primarily outreach activities. Each department or division may receive up to two WAC grants each year.

 

Tribal Government
WAC recognizes that Tribal Governments offer and sponsor many art and cultural events. Therefore, each Tribal organization, committee, etc. may apply for one grant per program each year, as long as the requests are for different projects.  Organizations, committees, etc. officially sponsored by a Tribal Government should apply using the Tribal name, followed by the committee/project name, along with the Tribe’s Federal Employer Identification Number (EIN). Since the Tribe meets WAC eligibility guidelines (see above) a Fiscal Sponsor is not required and that section should remain blank.  The first time a Tribe-sponsored applicant submits a request, they must provide the WAC with a signed, dated letter on official tribal letterhead that verifies the applicant’s relationship to the respective Tribe.  Any Tribal applicant organization with its own 501c3 status and separate EIN (not the tribal government EIN) will apply using its own name and EIN.

ADDITIONAL INFORMATION FOR ORGANIZATIONS

Secretary of State Requirements
All 501c3 Non-profit organizations must be registered with the Wyoming Secretary of State’s office, be in good standing and in compliance with the laws of the State of Wyoming. Applicants who apply using a fiscal sponsor should notify their fiscal sponsor that they must be registered with the Wyoming Secretary of State’s office and be in good standing.  Non-profits may check their status with the Secretary of State’s office from the Filing Search page.  If grant funds are awarded, the organization (or fiscal sponsor) name listed in the WAC e-granting system and the State of Wyoming WOLFS database must be identical to the organization name listed by the Secretary of State.

 

DUNS #
All organizations who receive a WAC grant payment are now required by the National Endowment for the Arts to provide us with their DUNS #.  See more information about DUNS # on the Fiscal and ADA web page.

 

Project Dates
WAC project start and end dates generally fall between July 1st and end by June 30th.  Projects that fall outside these dates are noted in their guideline information.   Under some circumstances, grants may be extended beyond the end of the current fiscal year (June 30) IF applicants work with WAC staff prior to submitting their grant. Extending projects past the end of the current fiscal year may shorten the time frame that applicants will have to submit their Final Report.

 

Crediting the WAC
Grantees must credit the WAC, the National Endowment for the Arts, and the Wyoming Legislature as funding sources on all publicity.  If funding is just for a portion of an overall event/project, then WAC should just be credited for the portion of the program that we are funding.  If funding is awarded after the publicity has been created, then crediting should be announced at the event.

 

NOTE SPECIAL GUIDELINES FOR FOOD!

Food expenses may only be listed on the Financial Template Form you upload to your grant request if they meet the criteria listed below:

  • Per diem for artists or others traveling in connection with the grant.
  • Food supplies when they will be used for teaching/demonstrating, and are not sold.

 

Additional Requirements

  • Applicants must be a Wyoming or bordering state organization who primarily serve the citizens of Wyoming.
  • Exclude overhead and indirect costs from the project budget, as these operational costs are not eligible expenses for a grant request.
  • Cash Match:  Meet the required cash match using cash and/or in-kind sources for the specific grant program.
  • If applying for more than one project, show separate budgets for each request.  You must have different matching funds for each request.
  • Apply via the WAC e-grant program for all programs (unless otherwise noted).
  • Meet criteria specific to the grant program through which funding is being sought.
  • Applicants must be in compliance with all applicable Wyoming state laws.
  • Projects must be available to the general public.
  • Projects should meet the criteria specific to the grant program through which funding is being sought.

 

Contact the WAC if...

  • The grant seeker who applied for the original grant has left the organization.
  • A new grant seeker needs to set up for your organization.
  • You are an existing grant seeker who wishes to apply on behalf of a second, different organization who does not meet WAC eligibility guidelines.

 

PLEASE DO NOT change existing organization information in the e-grant system over to a new or different organization. This effectively removes the original organization’s information from our records.  When you start a new application, be sure to check the e-grant system to see if the organization already exists, before you create a new organization record.


YOUR ORGANIZATION DOESN’T MEET WAC ELIGIBILITY REQUIREMENTS? YOU CAN USE A FISCAL SPONSOR

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If your organization does not meet the eligibility guidelines stated above, you can still apply for a WAC grant if you can find an organization who does meet WAC eligibility requirements, and is willing to serve as your Fiscal Sponsor.

Organizations who use a Fiscal Sponsor need to do the following:

  • Determine who your Fiscal Sponsor will be before you begin the grant process.
  • Contact the WAC to obtain an Invitation Code that will allow you to bypass the eligibility portion of the log- in process.
  • The Fiscal Sponsor will need to provide your organization with a signed, dated  letter on their letterhead that states they are willing to serve as your Fiscal Sponsor for this request.  You will need to upload this letter to your grant request in the Fiscal Sponsor section.
  • The Fiscal Sponsor will also need to provide your organization with a copy of  their 501c3 letter from the I.R.S. and/or evidence of government agency status. You will also need to upload this information to your grant request in the Fiscal Sponsor section.
  • If you are unable to upload this information from the Fiscal Sponsor, it may be emailed to WAC staff and they will upload it for you.

NOTEGrantees who use a fiscal sponsor must have the fiscal sponsor provide one of the two required signatures on all WAC paperwork, i.e. the Subgrantee Award Agreement and the Final Report Signature Form.

 


General Information about Fiscal Sponsorship

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The following is provided as information only, not as legal advice:

Fiscal Sponsorship: the provision of non-profit status by an organization which has 501 (c) 3 Internal Revenue Service (IRS) non-profit status to an organization without non-profit status for a project – thus making contributions to the project tax-deductible. Fiscal Sponsor services may in some circumstances include extensive administrative, fundraising, or financial support.

The primary beneficiaries of fiscal sponsor services are typically community groups planning a specific, finite project that is clearly charitable in nature and in line with the charitable purposes of the fiscal sponsor.

Guidelines: The following guidelines are designed to protect the interests of funders, the fiscal sponsor and the community organization.
A community organization or group seeking a fiscal sponsor should meet and discuss their project with the proposed fiscal sponsor to determine what information is required by the fiscal sponsor. The organization/group should be ready to provide the proposed fiscal sponsor with information, such as the following:

  • (a) description of the organization;
  • (b) purpose, goals, and expected lifespan of the project;
  • (c) proposed project budget, and fundraising plans;
  • (d) organizational contact information and a list of advisory group members;
  • (e) current and future budgets, bylaws and other organizational documentation;
  • (f) a concise statement of how the proposed fund meets the charitable purposes of the sponsor organization;

The applicant community organization/group should clearly explain why it wants to use this specific 501 (c) 3 organization as a fiscal sponsor.

Sponsored groups should inquire whether the fiscal sponsor would expect to be credited as a sponsor in publications and news release. Credited fiscal sponsors may request to preview all marketing or fundraising materials prior to publication.
Fiscal sponsors may be compensated for administrative costs associated with handling a fiscal sponsorship. If a fee is charged, the amount should be negotiated by the applicant and the sponsor prior to the occurrence of the project. Fiscal sponsors retain the right to request a final report on the specific project expenditures. The fiscal sponsor will be responsible for any records required on its behalf for IRS auditing or for its financial accounting in accordance with IRS requirements.

The fiscal sponsor may ask the applicant if it has liability insurance and may ask for a copy of the policy.

The fiscal sponsor reserves the right to either accept or decline any request for sponsorship.

The Basic Rules: When a funder makes a grant to a non-profit community organization by first routing it through a fiscal sponsor that has 501 (c) 3 tax exempt status, the IRS, the Internal Revenue Code and the relevant Treasury regulations consistently apply a basic legal principle.

If the grant is “earmarked” and the intermediary grantee (fiscal sponsor) does not “exercise control” over the funds, then the grant is treated as if it had been made directly by the funder to the secondary grantee (non-profit community organization).

A grant is “earmarked” if it is subject to an agreement, either written or oral, whereby the funder requires the fiscal sponsor to transfer the funds to the grantee organization. The fiscal sponsor must, by law, be vigilant to confirm the charitable nature of the grantee organization and to not simply be a passive conduit for such funds.

Improper Use of Fiscal Sponsorship: While this list is not exclusive, improper use of a fiscal sponsor includes making grants: to individuals; to non-charities doing charitable work; to a foreign charity; from one private foundation to another, or for projects designed to avoid any restrictions on private foundations. Misusing fiscal sponsorship can result in the loss of the fiscal sponsor’s public charity status; damage to public reputation of funder(s) and fiscal sponsor; and liability to directors and officers.

The fiscal sponsor must be able to ensure that the expected outcomes of the proposed project are charitable. It is recommended that the applicant organization write up and sign an agreement with the proposed fiscal sponsor that says, to the best of its understanding, the outcomes of the project are charitable. It would be reasonable to agree to respond in writing to any periodic questions from the sponsor regarding the activities of the project and to submit a final report to the sponsor at the end of the project if so requested.

Adapted from Wyoming Community Foundation Guidelines

 

Additional Resources about using a Fiscal Sponsor

ELIGIBILITY & FUNDING REQUIREMENTS FOR INDIVIDUALS

As a recipient of a Wyoming Arts Council award or grant you are subject to the conditions outlined below in order to receive funding.

All applicants must:
  • Be 18 years of age or older, and not be a student enrolled in a secondary school or in an undergraduate or graduate art-related degree program.
  • Be a legal resident of Wyoming since July 1st of the previous fiscal year, as well as the current fiscal year. Our fiscal year runs July 1 – June 30.
  • Live in Wyoming for at least ten months of the year, beginning July 1 of the current fiscal year.
  • Remain a Wyoming resident until June 30 of the current fiscal year.
  • Be able to demonstrate their Wyoming residency status, if asked.
  • Acknowledge that the Wyoming Arts Council is not liable for lost or damaged material submitted with their grant application.
  • Agree to allow the Wyoming Arts Council to duplicate my material submitted with the grant application for purposes of the selection process.
  • Be registered with the Artists Image Registry (AIR) if you are a visual artist.

Matching Funds

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Individual Artist Professional Development Grant recipients must provide a one-to-one cash match to their grant funds. Proof of the cash match will be provided in the Final Report.  They can only also receive an IAPD grant once every two years. Fellowship recipients are not required to match their awards.

 

State Information for Recipients of Funds

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All Awardees (recipients of WAC fellowship award funds or grants) must review and comply with the requirements in the General Provisions by the Attorney General of the State of Wyoming provided with the Individual Award Contract.

 

Crediting

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Any published materials, radio and TV announcements created by the awardee in recognition of this award must include the following credit: “Supported in part by an award from the Wyoming Arts Council, through funding from the National Endowment for the Arts and the Wyoming State Legislature.”

 

Final Report

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Individual grant recipients will expend the funds as a result of this application solely on the described projects and programs, and will file a Final Report within 60 days of the project’s completion.

Fellowship award recipients file a final report within 30 days of the end of their fellowship. Approval of the final report releases the second payment.”

 

Statistical/Programmatic Information

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Recipients of WAC funds will furnish statistical and programmatic information, as requested in their Final Report, to the Wyoming Arts Council for projects such as financial surveys, audience statistics information, etc., and for purposes of documentation, analysis and compliance audit.

 

Audit

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Recipients of WAC funds are subject to audit, upon request, by the Wyoming Arts Council. Complete records must be kept on file for three (3) years following receipt of your grant or award. Documentation must be kept on the source and nature of matching funds, in-kind contributions, and earned income.

 

Taxes

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The Awardee shall pay all taxes and other such amounts required by federal, state and local law, including but not limited to federal personal income taxes, social security taxes and sales taxes.

 

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