Wyoming Arts Council

Grant Guidelines

FISCAL YEAR 2017 GRANTS

For projects taking place 7/1/16-6/30/17

The Wyoming Arts Council (WAC) has revamped the grant programs we will offer for Fiscal Year 2017 (7/1/16-6/30/17).  Click here for detailed information about the four new programs that are available for Fiscal Year projects that start after July 1.

FY 2017 GRANT APPLICATIONS AND DEADLINES:

  • Community Support Grant Program:
    • 2/1/16 Application Available
    • 3/15/16 Draft Deadline
    • 4/1/16 Final Deadline
  • Capital Support Grant Program:
    • 4/1/16 Application Available
    • 5/1/16 and 11/1/16 Deadlines
  • Professional Development/Career Advancement Grant Program:
    • 5/1/16 Application Available
    • Deadline:  6 weeks before project start date
  • Rural Arts Access Grant Program:
    • 5/1/16 Application Available
    • Deadline:  6 weeks before project start date

NEW E-GRANT SYSTEM LAUNCHED 2/1/16 for FY 2017 WAC GRANTS!

The WAC is changing to a new e-grant system for all Fiscal Year 2017 grant applications, and this new system launched on 2/1/15.  Information from the old FY 2016 e-grant system was not carried forward into the new FY 2017 e-grant system, so all organizations and individual artists will need to Sign Up as a new User in the new e-grant system.   Click here for directions on how to register as a New User. You can register at any time, even if the application for the grant category you want to apply to is not available yet.

Before you Sign Up, we recommend that you read the FAQ’s about the new e-grant system, and how to submit an application.  This information is available on the HELP link in the upper left corner of the Sign Up screen.  You can also click here to go to the HELP link.


ADDITIONAL INFORMATION FOR GRANTS STARTING JULY 1st:

  • Organizations that receive a Community Support Grant are only eligible to apply for a Capital Support Grant.
  • Organizations that do not receive a Community Support Grant are eligible to receive up to two WAC grants in the other grant programs for different programs/events, depending on criteria for each specific grant.
  • Schools will no longer apply as an individual school, they will apply as the school district.  Each school district is eligible to receive one Community Support Grant. If a school district does not receive a Community Support Grant, they are eligible to receive up to two other WAC grants for different programs/events, depending on criteria for each specific grant.
  • University of Wyoming and Wyoming Community Colleges can apply for one Community Support grant per department. Departments cannot use Section I (state funding) as match. If a department does not receive a Community Support Grant, they are eligible to receive up to two other WAC grants for different programs/events, depending on criteria for each specific grant.
  • Final report signature forms will no longer be required for FY 2017 grants.

FISCAL YEAR 2016 GRANTS

(For projects taking place 7/1/15-6/30/16)

HOW MANY WAC GRANTS CAN AN ORGANIZATION RECEIVE IN FY 2016?

      • Organizations may receive WAC funding for up to two (2)  grant programs per fiscal year for different arts projects that take place between July 1, 2015 – June 30, 2016.
      • Organizations may receive funding for either a Operating Support grant OR a Grants to Organizations grant, but not both.
      • NOTE:  Community Arts Partners, Partnerships and Capacity Building grants are in addition to the two grants per fiscal year rule.

Fiscal Year 2016 Changes

Changes deal with how grantees will report data for FY 2016.  Organizations will be reporting the populations they serve differently than in previous years.  In addition, the WAC is now required to collect information about every venue where an arts activity takes place.   We will start collecting the following information for FY 2016 grants:

      • Adults & Youth Engaged in “In-Person” Arts Experiences.  These numbers will reflect two separate groups of people — those under 18 years of age and those who are older than 18 years of age and  who directly participated in the arts.  To the extent possible, do not double-count repeat attendees.  Direct participation excludes individuals reached through TV, radio or cable broadcast, the Internet or other media.
      • There are three new fields which ask you to select as many as is applicable.  Grantees should only select those groups that represent 25% or more of the population who directly benefited from the project or event. These three fields request information about populations that benefited by race/ethnicity, age and distinct groups (such as individuals with disabilities or in institutions, or military, etc).  Note that your responses to these questions will not affect grant approval, or future grant approval, but simply provide information about the populations that are being served with our grant funding.
      • Organizations must now provide project activity locations for every location/venue in which an event is held.  This requirement will pertain to most, but not all grants, depending on the primary activity type selected in the request.  Information for each venue will include street address, city, state, zip, number of days on which activities occurred.  For example, if an organization holds events in a park, an auditorium, four local schools and the senior center, the above listed information would be required for each of those places.
      • The Financial Template (detailed budget) form will no longer be required in Final Reports for Anytime Grants (Artists Across Wyoming, Arts Projects, Capacity Provisioning and Individual Artist Professional Development).  In lieu of the Financial Template form, grantees will be asked to provide additional financial detail in the Final Report itself.  The grant seeker will also be required to certify in the Final Report that WAC grant funds were not used to purchase food and/or alcohol.  Grantees will still need to keep detailed budget records associated with WAC Anytime grant awards, in case their grant is audited.  The Financial Template form will still be required in Final Reports for all Grants to Organization, Arts Education, Operating Support and Community Arts Partners requests.

GRANT CRITERIA FOR ALL GRANTS, REGARDLESS OF FISCAL YEAR

Acknowledgement of Grant Support

Following are the requirements for acknowledging the WAC, NEA and/or Wyoming State Legislature for supporting your art project.

      • Crediting language should specify the supported program/activity being supported by the WAC.
      • This language should be removed from all materials at the completion of the grant project period.

The Wyoming Arts Council (WAC) should be acknowledged as a funding source for all grants.

Following is the language that should be used: “Supported in part by a grant from the Wyoming Arts Council“.

      • If the WAC is only sponsoring one art component/project of a larger event, then we should be acknowledged as the sponsor of that component/project, and not as a sponsor of the entire event.
      • The WAC receives Federal funding from the National Endowment for the Arts (NEA) and State funding from the Wyoming State Legislature, so one or both of these funding sources also need to be acknowledged, depending upon how your grant is paid.  Your award letter and contract will tell you which funding source was used to pay your grant.  See below for these additional acknowledgement requirements.

Grants paid with Federal funds. You must also acknowledge the NEA prominently in all materials and announcements related to activities funded for the duration of the period of the WAC grant award:

      • For print materials:  A phrase acknowledging support from the NEA is a basic requirement.  In addition, we encourage you to use the NEA’s current logo, whenever possible.
      • For radio or television broadcast, we require the following voice-over language:  “This project is supported in part by an award from the National Endowment for the Arts.  On the web at arts dot gov.”

Grants paid with State funds. You must also acknowledge the Wyoming State Legislature prominently in all materials and announcements related to activities funded for the duration of the period of the WAC grant award.

      • “Supported in part by a grant from the Wyoming Arts Council, through funding from the Wyoming State Legislature”.

Changes in Your Project

      • Amendments – You are required to carry out a project consistent with the application or proposal approved for funding. Amendment requests are considered on a case-by-case basis, and approval is not guaranteed. Until you receive written approval from the WAC, you may only incur costs consistent with the terms and conditions of the award in effect at the time of your request.
      • We have the right to request additional information, such as an update on specific activities including a revised budget or an itemized list of actual expenditures, as needed.
      • If your organization is undergoing an audit by the Arts Endowment’s Inspector General’s office, amendments of the award(s) in question will not be approved independent of the audit resolution process.

The following types of amendments must be requested in writing:

      • Period of performance changes. This may include a new start date (no earlier than the earliest allowable start date per the guidelines), as well as an end date extension.
      • Final report filing extension.
      • Project scope changes. These may include changes to the approved activities or focus of content, significant changes in targeted participants, and changes in the breadth or impact of. These also include changes in artists or key partners, if they were specifically identified as confirmed in the application.
      • Budget Revisions.
      • Budget changes due to a change in the scope of the Arts Endowment-supported project.
      • Adding permanent equipment.
      • Adding foreign travel.
      • Adding indirect/F&A costs allowable under a Federally-negotiated rate.

The following changes do not require written approval from us:

      • Changes in organizational management/project administration (unless specified in your award document).
      • Changes in artists, participants, or project partners that were not identified specifically in the approved project. (This is common with festivals.)
      • Addition or removal of auxiliary programming as long as it does not impact the overall project scope.
      • Changes in project venues or touring locations, as long as all project locations are fully accessible in compliance with Section 504 and the ADA.
      • Transfers among direct cost line items.
      • Elimination or addition of an allowable project cost that does not affect the scope of the award.

Conference Costs

      • Conferences include meetings, seminars, workshops or other events whose primary purpose is dissemination of technical information).
      • Are still generally allowable, however conference sponsors must exercise discretion and judgment in ensuring that conference costs are appropriate, necessary, and managed in a manner that minimizes costs to the Federal award.
      • Costs associated with activities that generally occur at a closing meal, or a reception at the end of the working day, are unallowable. These activities usually have alcohol associated with them and/or are of a social nature, which is prohibited under Federal awards.

Entertainment Cost

      • Entertainment, including amusement and social activities such as receptions, parties, galas, dinners, etc., and any associated costs including catering, alcohol, planning, staffing, supplies, etc. are unallowable.
      • However, specific costs that might otherwise be considered entertainment have a programmatic purpose may be allowable if authorized either in the approved budget for the Federal award or with prior written approval of the Federal awarding agency.

Fundraising

      • Some fundraising costs that were previously unallowable may now be included. For example, a percentage of salary and fringe benefit costs (incurred within the period of performance) for development or fundraising staff or contractors who raise funds to implement the WAC/NEA project is allowable.
      • However, salaries or contracts for general fundraising activities or events, including those for donors, or that benefit the organization as a whole, are unallowable.
      • Costs associated with fundraising activities such as galas, parties, or other events, where alcohol is available, are unallowable.

Goods for resale

      • Costs of goods for resale are unallowable.
      • This includes the sale of concessions, promotional merchandise or items purchases to sell, even if related to your programming.
      • It also includes any associated staffing or facilities costs.
      • Costs for items that are required to be produced as part of the approved project activitiy (e.g. publications, such as journals or exhibit catalogs, or records, such as orchestra concert CDs) and that are incurred during the period of performance are allowable.

Home office workspace

      • The rental of any property owned by any individuals or entities affiliated with the award recipient for purposes such as the home office workspace is not allowable, unless artwork is actually being created in this space

Individual Artist Support

      • This support must be to fund programs and activities, and cannot be a one time monetary recognition award.
      • Support to individual artists may be allowable if the award funds programs and activities and is not a one‐time monetary recognition award. Awards to individuals should include presentations, training, research, and/or creation of an artwork, with tangible outcomes required by the subaward. This is considered a stipend to the artist for the work undertaken and completed.

Period of Performance – Only costs and activities incurred during the Period of Performance, i.e. Project Start Date to the Project End Date, may be listed as a project expense or income on the budget information you provide to the WAC.

Prohibition on use of funds to ACORN or its subsidiaries

      • None of the Federal or matching funds expended for your awarded project may be distributed to the Association of Community Organizations for Reform Now (ACORN) or its subsidiaries.

Record Retention and Access

      • Financial records, supporting documents, statistical records, and all other non-Federal entity records pertinent to a Federal award must be retained for a period of three (3) years from the date of submission of the final Federal Financial Report (FFR).
      • Exceptions include if litigation, claim, or audit is started before the expiration of the three-year period, or if we notify you in writing to extend the retention period.
      • Standards for Documentation of Personnel Expenses. Charges to Federal awards for salaries and wages must be based on records that accurately reflect the work performed. The records must comply with your organization’s internal controls and established accounting policies. Records must support these costs for both the Federal funds and cost share or matching requirements. We may require personnel activity reports or equivalent documentation if necessary.
      • Records for equipment must be retained for three (3) years after final disposition.Access to Federal award information.
      • During the period of performance and the subsequent retention period, the NEA’s Inspector General, the Comptroller General of the United States, or any of our authorized representatives has the right of access to any documents, papers, or other records which are pertinent to the Federal award, in order to make audits, examinations, excerpts, and transcripts. The right also includes timely and reasonable access to your personnel for the purpose of interview and discussion related to such documents. The rights of access in this paragraph are not limited to the required retention period, but last as long as records are retained.
      • Federal award-related information should be collected and stored in open and machinereadable formats whenever practicable. In addition, restrictions on public access are generally limited to protected personally identifiable information (PPII) and other FOIA and applicable exemptions.

Supplies

      • Tangible items costing less than $5,000 can be considered as supplies. For example, a basic computer device costs less than $5,000 and is considered a supply for use and disposition purposes, regardless of the length of its useful life.
      • If there is a residual inventory of unused supplies, including computing devices purchased for $5,000 or less per unit, you may retain them without further obligation to the WAC or Federal government, provided that it will be used for activities similar to those approved by the WAC and the NEA.

Travel expenses

      • Travel costs are the expenses for transportation, lodging, subsistence, and related items incurred by employees who are on official business attributable to work under an award and in accordance with your entity’s written travel reimbursement policies.
      • Any airfare charged to the award, whether domestic or foreign, may not exceed the value of the basic least expensive unrestricted accommodations class offered by a commercial carrier.
      • Fly America Act:
        • You are required to follow the provision of the Fly America Act. The regulations regarding the Fly America Act are available at: http://www.gsa.gov/portal/content/103191 . Any air travel paid in whole or in part with NEA funds must be on a U. S. flag air carrier or a foreign air carrier under an air transport agreement (code share agreement) with the United States when these services are available.
        • For travel under an air transport agreement (code share agreement) the ticket, or documentation for an e-ticket, must identify the U. S. flag carrier’s designator code and flight number, e.g. American Airlines (AA) 1601 operated by Air France.
        • There are some exceptions to the Fly America Act. If you do use a foreign air carrier you must provide the WAC with a certification, including a justification as to why your travel met one of the exceptions. We may request additional information if necessary.
        • NOTE: Lower cost, convenience or traveler preferences are NOT acceptable reasons for using a foreign air carrier.
        • Foreign Travel is defined as any travel outside Canada, Mexico, the United States, and its territories and possessions. The WAC and NEA must give written approval for all foreign travel not originally approved in your award BEFORE travel is undertaken.
        • NOTE: While travel requests to Mexico and Canada that are project related, allocable and allowable do not require prior written approval from the WAC and NEA before being undertaken, the Fly America Act DOES apply.

Unique Entity Identifier/DUNS #

      • Currently a Dun & Bradstreet number (DUNS) is used as the “Unique Entity Identifier” for applying for, and obtaining, Federal funds.
      • Organizations (including subrecipient organizations) are required to have a unique entity identifier (currently a Dun & Bradstreet number, or DUNS) that reflects the organization’s legal name and current, physical address.
      • The WAC may only make subawards to entities who have a valid DUNS number.

 What happens after I submit my application?

      • All applications are initially reviewed by WAC staff.
      • Artists Across Wyoming grants are approved by staff after they complete their review.  As long as the application meets all the specified requirements, it should be able to be approved.
      • After staff review, all other grant categories are reviewed by members of the WAC Board and a peer panel.
      • The panel process will take several weeks, so we recommend that you submit your grant request with as much lead time as possible before the project start date.

What happens if my application is approved?

GRANT AWARDED: If your grant is approved for funding, the Grant Seeker will receive an email to let them know.  If it is not approved, the Grant Seeker will receive a letter to let them know.

AWARD FOLDER:  Within two weeks of approval, the Grant Seeker  will be mailed a large two pocket award folder of information from the WAC that includes the official award letter, along with a Subgrantee Award Agreement or Individual Award Agreement, attachments to the Subgrantee Award Agreement, and additional WAC information, so be watching for this folder to arrive.  The grant seeker should thoroughly read the award letter, as it provides critical information about your grant award.  If you do not receive this award packet within 15 working days from the time you receive the email, please contact the WAC Grants Manager at (307) 777-7743.

SUBGRANTEE AWARD AGREEMENT: Two different legal representatives of the Organization must sign the Subgrantee Award Agreement that is in the award packet, make a copy of it for your records, and then mail the signed Agreement back to the WAC as soon as possible, so your grant payment can be processed.  Individuals will only provide one signature on their Agreement.  WAC grant funds are paid directly to the grantee, who is then responsible for paying all of the project’s expenses.  Following are examples of the current contracts and attachments:

Click here for Subgrantee Award Agreement

Click here for Attachment A for Organizations

Click here for Attachment B for Organizations and Individuals

Click here for Individual Award Agreement

Click here for Attachment A for Individuals

Click here for Attachment C for Individual Visual Artists

HOW YOUR GRANT PAYMENT WILL BE PROCESSED

All state payments are processed through the State Auditor’s Office (SAO) database.  Before you can receive your first state payment, you have to submit the necessary forms to be added to the SAO’s database.  In an effort to reduce Imposter Fraud, all new vendors, as well as existing vendors who wish to change their name, address, EIN#, Financial Institution information, or to add primary contact information, will need to complete the appropriate form(s).

These forms may be updated frequently, and you need to ensure you are always using the most current form(s).  All new vendors, as well as those who wish to make changes to how their information appears in the state database, should go to the State Auditor’s web page to access the most current form.  The SAO’s website is:  http://sao.wyo.gov/vendor-resources .  They also have a link to Frequently Asked Questions about these new forms that you may find helpful.

WHAT FORMS DO I NEED TO SUBMIT?

If your organization is already registered in the SAO’s data base and you:

-Do not need to make any changes, you will not need to submit any forms.

-Need to change how your organization’s name, address or EIN# appears in the data base – You will need to complete a W9 and a WY Vendor Management Form.

-Need to change the method that you receive your state payments in (check or EFT):

      • You have changed the Financial Institute that you want to receive EFT state payments from, or
      • You want to start receiving state payments via EFT instead of receiving a check, or
      • You want to start receiving state payments via a check instead of EFT.

Then you will need to complete the WY Vendor Management Form, and

      • To sign up to receive your payments via EFT, you will attach an unused, voided check to the Vendor form.
      • To sign up to receive your payments via a check, you will not need to fill out PART 2 on the Vendor form or attach a voided check.

If your organization has not received a payment from the State of Wyoming during the past two years:

      • You will need to complete a W9 and a WY Vendor Management Form.
      • Attach an unused, voided check to the form if you wish to receive your state payments via EFT.
      • You will need to complete the W9 and WY Vendor Management Form using your legal name with the Internal Revenue Service, as they will verify all forms with the IRS database.

REMEMBER – If you are a 501c3 non profit organization, you must also be registered to do business in Wyoming with the Secretary of State’s office.  The name you register with them must be the same name that you have in the WAC e-granting system, because the names on all grant contracts must match the name in the Secretary of State’s data base.  The overall goal is that the organization’s name will be identical in the IRS and SOS data bases, as well as in the WAC e-grant system.

It can take up to two weeks for the State Auditor to get your information input/changed, and this has to be done before your grant payment can be processed.

INVITE LEGISLATORS AND LOCAL CIVIC LEADERS TO ATTEND YOUR EVENT – The WAC encourages organizations to invite legislators and local civic leaders to all arts events. During the event, the organization should thank the officials for coming and remind them how important arts events are to the local community.

FEDERAL FUNDING REQUIREMENTS: The WAC receives both Federal and State funding.  Your award letter will tell you if any of the WAC funding you will be receiving is being paid from Federal dollars (from the National Endowment for the Arts), as well as providing you with the CFDA # for those Federal funds.  Organizations who receive federal funding from the WAC will be required to fill out an OMB Cicrular A-133 Audit Requirements form by March of the fiscal year following the grant award. Organizations who receive more than $500,000.00 in Federal funds will also be asked to provide the WAC with an audit and Notice of Findings and how they addressed any Findings.

What happens if my application is not approved?

      • If your application was not recommended for funding, you will receive a letter in the mail to advise you of this.
      • Feel free to contact WAC staff if you would like them to review the panel comments with you.