Grant Guidelines & WAC Requirements
LIFE CYCLE OF A WAC APPLICATION
Grant Guidelines Available
Grantee submits Request electronically by stated Deadline
Panel Review (if required)
Board Approval (if required)
Grantee Notified if Request was Approved
Grantee receives Award Folder for Approved Grants within two weeks
Grantee Signs/Returns Contract for Payment within ten days after receipt (If Fiscal Sponsor was used, they must provide 1 of the 2 required signatures)
Final Report is Released to Grantee on Project End Date
Grantee Completes Final Report with 60 days (for Organizations) or 30 days (for Individuals), and mails the Final Report Signature Form to the WAC (If Fiscal Sponsor was used, they must provide 1 of the 2 required signatures)
Staff Review/Approve Final Report
ANYTIME GRANT PROGRAMS
ANNUAL AND QUARTERLY GRANT PROGRAMS
NEW FOR FISCAL YEAR 2015! (July 1, 2014 – June 30, 2015)
The Signature Form will no longer be required. However, the Final Report Signature Form will still be required.
NEW FOR FISCAL YEAR 2014! (July 1, 2013 – June 30, 2014)
- 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.
- Grantees who use a fiscal sponsor must now have the fiscal sponsor provide one of the two required signatures on all WAC paperwork, including the Signature Form, The Subgrantee Award Agreement, and the Final Report Signature Form. These forms are all mailed to the WAC for processing.
- All organizations who receive a WAC grant payment are now required by the National Endowment for the Arts to provide us with their DUNS #. If your organization meets WAC eligibility criteria, then you should list your DUNS # in your organization record in our e-granting system. If your organization does not meet WAC eligibility criteria and you had to use a Fiscal Sponsor to apply, then you should provide the DUNS # for your Fiscal Sponsor on the Fiscal Sponsor page of the request, because the grant payment is originally issued to the Fiscal Sponsor. DUNS # do not apply to individuals.
WAC GRANT GUIDELINES
-Applicant organizations must be a 501c3 non profit or a government agency (city/county/state/federal/school/tribal government) to apply for a WAC grant. Applicants who do not meet this eligibility criteria may still apply if they can find an organization who meets WAC eligibility requirements and is willing to serve as your fiscal sponsor. See WHO CAN APPLY for additional information on applicant eligibility.
-Applicants must be a Wyoming or bordering state organization who primarily serve the citizens of Wyoming.
-Organizations may receive a maximum of two (2) WAC grants per fiscal year for different art projects that take place between July 1 – June 30. Partnerships, Capacity Building and Community Arts Partners grants are exempt from this two (2) grant rule.
-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
-Submit grant requests by the deadline specified for each grant program. The deadline date listed for each grant category is the minimum deadline, and applicants are encouraged to apply earlier whenever possible. Applying early usually allows the grantee to receive their WAC funding before the project takes place, instead of after the project ends.
-Funding sources for Anytime Grant Program funds is limited, so applying early in the fiscal year ensures there is still grant funding available for your project.
-No grants may be funded retroactively.
-Applicants must be in compliance with all applicable Wyoming state laws.
-Projects must be available to the general public.
-Applicants should apply via the WAC e-grant system, unless otherwise noted.
-Projects should meet the criteria specific to the grant program through which funding is being sought.
-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.
-Exclude overhead and indirect costs from the project budget, as these operational costs are not eligible expenses for a grant request.
-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.
-Have different matching funds for each request.
NOTE SPECIAL GUIDELINES FOR FOOD! Food expenses may only be listed on the Financial Template Form you upload to your grant request if it meets one of the following criteria:
- 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.
WHO CAN APPLY?
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 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.
- Fiscal Sponsorship – If your organization does not meet the eligibility guidelines stated above, you may still be able to 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. Go to USING OR SERVING AS A FISCAL SPONSOR for more information.
Financial Information Needed
- Applicants are required to upload a Financial Template form to all new requests. This budget form lists all of your project expenses and who is going to provide the income to pay all of the expenses. The Total Cash Expense figure must be the same as the Total Cash Income figure in your request to prove you have enough income to pay your expenses. Download the blank Financial Template form to your desktop, complete the form, SAVE the form, print a hard copy of the form for your records, and then upload the completed form back into your request. After you upload the Financial Template form to your request, double click on it to make sure that the financial information appears correctly.
- Copy the Subtotal Figures that appear on your Financial Template form over into your request, so they are the same.
- No project or program may receive funds from two different WAC grants
- Budgets submitted for new requests reflect a projection of expenses and sources of match. Budgets submitted with final reports reflect actual expenses and match.
- Budgets should show that there sufficient income to pay the expenses; final report budgets may show a profit. If the final report shows a loss, call WAC prior prior to submitting the final report.
- Matching cash funds are actual cash resources that will pay for the cash expenses of your project(s).
- Cash match does not need to be “in hand” at the time of application; match may include, for example, ticket sales from the project
- Federal funds may be used as match. However, we request that organizations who intend to use federal funds from other sources for their project inform WAC at the time of application, in order to avoid having two sources of federal funds match each other, which is prohibited
- In-kind, donated non-cash contributions play an important role in an application’s total budget and show community support for the project.
- In-kind contributions are anything other than cash that is donated to your project(s) and include volunteer hours and donated professional services, materials, etc.
- In-kind contributions may be used toward the cash match for the following categories: Artists Across Wyoming and Arts Projects.
Funding Limitations and Restrictions
Certain expenses cannot be funded with WAC dollars, and are prohibited by the Office of Management and Budget of the Federal government (OMB Circulars #A_122, #A_21 and #A_87). Copies of these OMB Circulars may be obtained through a link on the NEA’s website at arts.endow.gov or by writing to the Grants & Contracts Office, National Endowment for the Arts, 1100 Pennsylvania Avenue, NW, Washington, DC 20506.
Following is a partial list of expenses that cannot be funded with WAC dollars:
- New construction, renovation, remodeling or restoration of facilities. (However, planning grants or facility studies may be funded.)
- Capital expenditures for land or general purpose equipment or the purchase of any special purpose equipment with a cost of $5,000 or more and a normal useful life of more than one year.
- Bad Debts: any losses from previous years or from uncollectible accounts/claims.
- Projects completed prior to awarding of a grant.
- Replacement funds (to take the place of money normally budgeted for the project).
- Interest, fines or penalties and organizational indirect or overhead costs.
- Cost sharing or matching requirements of any other federally financed program.
- Contributions, contingency funds, donations, prize money, scholarships, or any form of tuition assistance for college or university study.
- Goods or services for personal use.
- Entertainment: receptions, food, alcohol, flowers, invitations, etc.
- Lobbying costs for activities such as federal, state or local electioneering and support of such entities as campaign organizations and political action committees; direct lobbying of Congress to influence legislation; lobbying of the Executive Branch in connection with decisions to sign or veto enrolled legislation; efforts to utilize state or local officials to lobby Congress or state legislatures; grassroots lobbying concerning either Federal or state legislation; legislative liaison activities in support of unallowable lobbying activities; or membership costs in organizations that lobby.
- Costs of advertising and public relations designed solely to promote the organization; costs of promotional items and memorabilia. (Costs for the purpose of communicating to the public specific activities related to sponsored programs are allowable, as are costs for recruitment of personnel.)
- Fundraising and investment management costs, including financial campaigns, solicitation of gifts and bequests, and similar expenses incurred to raise capital or obtain contributions.
- Costs of defense or prosecution of criminal and civil proceedings, claims, appeals and patent infringements.
OMB Circular A-133 Audit Requirements
The Wyoming Arts Council (WAC) awards state, federal or a combination of state and federal funds to our grantees. We receive our federal funds from our partnership with the National Endowment for the Arts, and our state funds from the Wyoming State Legislature. Federal law requires the WAC to find out if any organization who was awarded WAC federal funds also received federal funds from any other sources during the previous fiscal year. We are also required to request an audit from any grantee who received $500,000 or more in federal funds from all sources during the previous fiscal year (July 1 to June 30).
Each spring, the WAC mails a cover letter, along with the federally required OMB Circular A-133 Audit Requirements form, to all grantees who received federal funds from the WAC during the previous fiscal year. The OMB Circular A-133 Audit Requirements form has information on both sides of the form that must be filled out, and then the form should be returned to the WAC by the due date specified in the cover letter. If an audit is required and it is not available when you mail the WAC your OMB Circular A-133 Audit Requirements form, then we ask that you include a copy of the OMB Circular A-133 Audit Requirements form with your audit when you mail it to the WAC at a later date. Grantees should also include a letter stating how they are addressing any audit findings. Audits must be received no later than the end of the fiscal year.
NOTE: The organization whose name appeared on the WAC grant check or EFT payment is the one who needs to fill out/return the OMB Circular A-133 Audit Requirements form. If a grantee used a Fiscal Sponsor for their WAC grant, then the Fiscal Sponsor is the one who must fill out/return the OMB Circular A-133 Audit Requirements form, NOT the grantee.
We really appreciate our grantees helping us meet these federal requirements. Please contact the WAC at (307) 777-7743 if you have any questions
Duns and Bradstreet (DUNS) Numbers
As of 7/1/13, all organizations who apply to the WAC (or Fiscal Sponsors, if used) must provide their DUNS # on the WAC request to comply with the Federal Funding Accountability and Transparency Act (FFATA). If your organization (or Fiscal Sponsor, if used) does not have a DUNS #, you should apply for it immediately. Until you receive your DUNS #, you may enter the following dummy # and then provide WAC staff with your actual DUNS # as soon as you receive it: 123456789. Many large organizations and all public schools/government organizations may already have a DUNS #, so check with your Business Office before you apply for a new DUNS #. Organizations should list their own DUNS # in the Organization record in our e-granting system. If a Fiscal Sponsor is used, then the Fiscal Sponsor’s DUNS # should be listed in the request on the Fiscal Sponsor page. Grant requests can go through the WAC review process without a DUNS #, but they cannot be awarded until the WAC has received the DUNS #.
- ABOUT DUNS #: The Dun & Bradstreet DUNS # is a unique nine-digit identifier that is FREE to obtain at https://iupdate.dnb.com/iUpdate/companylookup.htm. It can take 30 days to receive your free DUNS #. NOTE: DUNS # do not apply to individuals, just organizations.
- The following information is needed to request a DUNS #: Organization Name, Address, Telephone #, Name of CEO or Organization Owner, Legal structure of the Organization, Year the Organization started, Primary line of business and Total # of Employees.
- The first thing you are asked to do is search for your organization. It will bring up all organizations that it thinks are matches. Select the match, if it is there. If you don’t match with one of the organizations listed, then you scroll down and select option 2, which allows you to sign up for a number for free.
Credit and Publicity Statement
WAC grant recipients must credit the Wyoming Arts Council, the National Endowment for the Arts and the Wyoming Legislature in all publicity about the project(s) using the statement “This project is supported in part by a grant from WAC, through funding from the Wyoming State Legislature and the National Endowment for the Arts” Publicity includes posters, programs, catalogues, broadcast scripts, and public service announcements. Logos for the Wyoming Arts Council and the National Endowment for the Arts should be used. WAC has a new logo, and several variations of it are available on the WAC web page at: http://wyoarts.state.wy.us/grants/logos/ .
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.
All applicants must make projects and programs accessible as per the American with Disabilities Act. This includes providing appropriate and reasonable accommodations such as accessible entrances, seating, bathrooms, parking, large print programs and other signage, interpreters, assistive listening systems, audio description, or other service. See the Accessibility Worksheet for a limited checklist and other information on “full compliance” requirements. The information will assist you in answering the “Accessibility and Inclusion” section in the application. Disability access symbols are available in the Guide to Grants. The following checklists are a required component for every WAC grant application.
Accessibility (ADA 504)
Following is information on the services provided to meet the Americans with Disability Act requirements. Note: the services listed here represent the most commonly provided services and are only a partial list of the options available.
- Accommodations for Organization Staff
- Clear entry signage
- Emergency Plan (written plan and trained employees)
- Exhibits (label height, approaching distance, floor space)
- Impaired Hearing (captioning, assistive listening devices, sign language interpreter, etc)
- Impaired Vision (large print, audio/video description, Braille, touch tours)
- Policy on accessibility and plan for improvement (written)
- Seating (oversized, companion seating, integrated, dispersed)
- Staff/Volunteer training on Accessibility
- Telephone Access (TDD, TTY, Amplifier, other)
- Use of Accessibility symbols on signage, promotional/informational materials
- Venue (doors, elevator/lift, handrails, indoor/outdoor ramps, restrooms, lighting)
- Website (tagging, text only option)
Following is a checklist to see how to make your program inclusive.
- Discounted or Free Tickets
- Impaired learning accommodations (incl. for the developmentally disabled)
- Outreach to Ethnic or Cultural Groups (Hispanic, Native Americans, Basque, Korean)
- Outreach to institutionalized people
- Outreach to low-income populations
- Outreach to Older Adults (seniors)
- Outreach to other special populations (migrants, energy workers, etc)
- Outreach to people with disabilities
- Outreach to youth at risk Partnerships with service organizations (Boys & Girls Club, Senior Center)
- Sliding Scale Fee
ADDITIONAL INFORMATION ON ACCESSIBILITY AND INCLUSION
Awardees who are found not in compliance will need to submit an “Access Plan” which indicates the areas not in compliance, what it takes to make that area compliant, what it will cost, and when the organization anticipates completing it. This Access Plan will then become part of the grant support materials. The Access Specialist will be available to help the grantee with the development of an Access Plan.
A 504 Self Evaluation is available to help an applicant determine if it is in compliance with 504 requirements. It includes an Arts Accessibility Checklist that outlines major access accommodations to assist organizations in making their facilities and programs fully accessible. The document is available free of charge from the WAC or it may be downloaded from the NEA web site at http://www.arts.gov/resources/Accessibility/index.html in pdf format. This evaluation must be on file at the applicant organization.
Design for Accessibility: A Cultural Administrator’s Handbook provides information on making cultural programs fully accessible to individuals with disabilities. The publication is available from the WAC or it may be downloaded from the NEA Web site at www.arts.gov. It also may be purchased from the National Assembly of State Arts Agencies (202) 347-6352) or ordered through their web site at http://www.nasaa-arts.org/publications/design_access.shtml.
For an accessibility checklist and disability access symbols see the Guide to Grants.
Assurance of Compliance
By signing the application form, the applicant certifies that it is in compliance with the statutes outlined here and with other WAC regulations and that it will maintain records and submit the reports that are necessary to determine compliance.
The applicant certifies that it does not discriminate:
- On the grounds of race, color, or national origin (including limited English proficiency), in accordance with Title VI of the Civil Rights Act of 1964, as amended (42 U.S.C. 2000d et seq.).
- On the grounds of disability, in accordance with Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794) and the Americans with Disabilities Act of 1990 (“ADA”) (42 U.S.C. 12101-12213).
- The ADA’s requirements apply regardless of whether you receive federal funds.
- On the basis of age, in accordance with the Age Discrimination Act of 1975 (42 U.S.C. 6101 et seq.).
- On the basis of sex, in any education program or activity, in accordance with Title IX of the Education Amendments of 1972 (20 U.S.C. 1681 et seq.).
For further information and copies of the nondiscrimination regulations identified above, contact the Arts Endowment’s Office of Civil Rights at 202/682-5454 or 202/682-5695 Voice/T.T.Y. For inquiries about limited English proficiency, go to http://www.lep.gov or contact the Office of General Counsel at email@example.com or 202/682-5418.
ADDITIONAL FEDERAL REGULATIONS
Debarment and Suspension (45 C.F.R. pt. 1154). The applicant certifies that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in covered transactions by any federal department or agency, nor has, within the three years preceding the submission of this application, been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with a public (federal, state, or local) transaction or a contract under a public transaction; for violation of federal or state antitrust statutes; for commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; had any public transactions terminated for cause or default; or is presently indicted for or otherwise criminally or civilly charged by a governmental entity with any of the preceding offenses.
Federal Debt Status (OMB Circular A-129). The applicant certifies that it is not delinquent in the repayment of any federal debt. Examples of relevant debt include delinquent payroll or other taxes, audit disallowances, and benefit overpayments. Labor Standards (29 C.F.R. pt. 505). The applicant certifies that, if awarded a grant, it will comply with the labor standards set out in Labor Standards on Projects or Productions Assisted by Grants from the National Endowments for the Arts and Humanities.
The Drug-Free Workplace Act of 1988 (41 U.S.C. 701 et seq. and 45 C.F.R. pt. 1154). Grantee organizations, within 30 days of receiving a grant, make a continuing, good faith effort to maintain a drug-free workplace through implementation of the following:
- Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the grantee’s workplace, and specifying the actions that will be taken against employees for violation of the prohibition. (For the purposes of this Act, alcohol is not considered a controlled substance.) The grantee shall give a copy of the statement to each employee who will be involved in grant-supported activities and notify such employees that they are expected to abide by the terms of the statement. For the purposes of this law, “employees” include consultants and temporary personnel (but not volunteers), who are directly engaged in work under the grant and who are on the grantee’s payroll. The grantee should maintain on file the address of each site where work is performed under the grant.
- Establish a drug-free awareness program that will inform employees about the dangers of drug abuse in the workplace, the grantee’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that might be imposed for workplace drug abuse violations. Employees should be informed that any conviction for a violation of a criminal drug statute that occurs in the workplace must be reported to the employer, in writing, no later than five calendar days after such a conviction. The grantee, in turn, must notify the Arts Endowment’s Grants & Contracts Officer, in writing, within ten calendar days of receiving such notice from its employee. The grantee’s notice to the Arts Endowment must include the convicted individual’s position title and the number(s) of each affected grant.
- Within 30 calendar days of receiving notice of an employee’s criminal drug conviction, a grantee should take appropriate personnel action against the convicted employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or require the employee to participate satisfactorily in a drug abuse assistance or rehabilitation program that has been approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate agency.
The Native American Graves Protection and Repatriation Act of 1990 (25 U.S.C. 3001 et seq.). Any organization which controls or possesses Native American human remains and associated funerary objects, and which receives federal funding, even for a purpose unrelated to the Act must comply.
If the proposed project, including the planning stage, has environmental implications (e.g., an arts festival in a park or the commissioning and installation of an outdoor sculpture) the applicant may be requested to provide information to the WAC in response to specific questions in accordance with the National Environmental Policy Act.
If the proposed project includes the planning for major renovation of any structure that is eligible for or on the National Register of Historic Places the applicant may be requested to provide additional information on its project to ensure compliance with the National Historic Preservation Act. This law also applies to planning for new construction that would affect historic properties. If a structure for the proposed project is more than fifty years old, contact the State Historic Preservation office at 307-777-7697 for more information.
What happens after my Organization’s grant request has been approved?
- An E-mail will be sent from our e-granting system to the Grant Seeker to let them know the grant has been approved.
- WIthin two weeks, the Grant Seeker will receive a blue two pocket folder of information from the WAC that includes the official award letter, two copies of the Subgrantee Contract, attachments to the Subgrantee Contract, and additional WAC information.
- Invite Legislators and local Civic Leaders to 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.
What do I need to do after my Organization receives the grant award packet?
- Read the Award Letter carefully, as it provides a brief overview of the conditions of your grant award.
- Review the Subgrantee Award Agreement carefully, as it provides details that the applicant agrees to carry out the proposed project and to comply with all state and federal regulations. It is a legally binding document.
- Obtain two signatures on one of the Subgrantee Award Agreements, and return it back to the WAC immediately. If you used a Fiscal Sponsor, they should provide one of the two required signatures. All University of Wyoming contracts should also be taken to the Office of Research and Economic Development to be logged in and provide one of the signatures.
- Communicate any Changes to Your Project with WAC in writing (letter or e-mail) immediately if it becomes necessary to make any changes to the project.
- Credit The Wyoming Arts Council, the National Endowment for the Arts and the Wyoming Legislature in all publicity about the project(s).
- Final Reports are released online on the project end date, and must be submitted to the WAC within 60 days of the project/program completion . The Final Report is an NEA (federal) requirement for all organizations receiving funding from state arts agencies. WAC grantees that fail to submit their Final Report by the due date will have their Organization’s eligibility status suspended, and funding for other grant awards due to them will be held until the late Final Report has been received. Grantees who have extenuating circumstances that prevent them from submitting their Final Report by the due date may contact the WAC to request an extension.
- Financial Records should be kept in order. WAC and the National Endowment for the Arts shall have access to any books, documents, papers, and records maintained to account for funds expended under the terms and conditions of any grant. If in-kind is used as part of the match, records must include appropriate documentation of in-kind donations. All records must be retained for a period of three years from the date of submission of the Final Report. If an audit is conducted, records must be retained until the audit is resolved. WAC staff may conduct random audits of organizations.
FINAL REPORT REQUIREMENTS FOR YOUR GRANT
What is a Final Report? Everyone who receives funding from the Wyoming Arts Council is required to complete a Final Report after the project is over. Since projects frequently change or have unexpected outcomes, this is your opportunity to tell us what happened. This information is then used to report to the Legislature and the National Endowment for the Arts. We are providing you with this information now so you can start gathering up the information that you will need to enable you to complete your Final Report. Call the WAC at 307-777-7742 if you have questions.
When is my Final Report due? Final Reports for Anytime and Grant Programs with Deadlines are due 60 days after the Project End Date, and IAPD, Fellowship, and Folk & Traditional Arts Mentorship Final Reports are due 30 days after the Project End Date. A Final Report (called Impact Report in the e-grant system) is scheduled to be released to the grant seeker on the project end date. If you wish to begin work on the Final Report prior to the project end date, just contact the WAC so we can release the Final Report early. Final Reports should be submitted by the due date. If extenuating circumstances prevent this, the grant seeker should email the WAC to request an extension. Applicants who have late Final Reports will not receive any WAC grant payments or be awarded future grants until the delinquent Final Report has been submitted.
Who is responsible for submitting the Final Report? The grant seeker who submitted the original request will submit the Final Report. If they are no longer with the applicant organization, a representative of the organization should contact the WAC so we can release the Final Report to a different grant seeker to complete.
What information do I mail to the WAC? All project documentation needs to be uploaded to your Final Report in our e-granting system. The only exception to this is the Final Report Signature Form, which should be signed by two legal representatives of the applicant organization (or one signature if an individual grant). If you used a Fiscal Sponsor, they must provide one of the two signatures. Mail the signed form to the WAC within seven to ten days. All documentation for your project, including receipts, should be retained by your organization for at least three years in case your grant is audited.
How do I access my Final Report? Go to the WAC web page http://wyoarts.state.wy.us/grants/final-reports/ and scroll down the left side of the Final Reports page to ACCESS THE E-GRANT SYSTEM. Click on the down arrow and select the grant program for the Final Report you need to access. You will be taken to the Log-In page for that grant program. After you have logged in, your Welcome Page will appear. Scroll down to the Impact Reports Requiring Action section and click on the link to begin working on your Final Report (Impact Report). Remember to SAVE and PROCEED at the bottom of each page so you don’t lose any information.
Following are the things you will need to complete your Final Report:
- A breakdown of audience/participants into groups such as Youth (18 and under), Administration, General Audience, and Artists. Count individuals only once even if they participated multiple times.
- You will create a Financial Template form (budget) and then upload it to your Final Report. It will show actual cash expenditures and income, as well as cash match and any in kind donations. This form is very similar to the Financial Template form you completed for your original request, so you may want to refer back to it.
- Cents should be rounded up or down to whole dollars.
- Receipts should not be uploaded to the Final Report.
- Total Cash Income should be equal to or more than Total Cash Expenses.
- The Grant Amount Spent Figure should be the grant amount you were awarded.
- Keep a copy of the Financial Template form for your records, and upload this form to the Final Report.
- Use the totals from the Financial Template to input into the report, so they match exactly.
- Special Guidelines for food: Food expenses may only be listed on the financial template form if they meet one of the following criteria:
- Per diem for artists or others traveling in connection with the grant.
- Food supplies for teaching and/or demonstrating, and results are not sold.
- A short summary of the project, including any changes. WAC staff should be notified about any major changes to your project in writing as soon as they occur.
- A summary of information garnered through the evaluation of the project. You do not need to upload actual evaluation forms. You will also need to address accessibility and the impact the project had.
- Upload the best 3-5 digital photos, preferably high resolution, to showcase the project. Other documents and audio/visual materials that demonstrate the project may also be uploaded. By uploading photos, you are giving permission for them to be used in publications by the WAC and its funders.
- Copies of all publicity about the project should be uploaded, and should acknowledge the WAC as a funding source.
- An Artist Evaluation Form must be uploaded for all Artists Across Wyoming grants, and is also required for other grants utilizing WAC Artist Roster artists.
How do I submit my Final Report?
- After printing a hard copy of the Final Report Signature Form, click SAVE AND PROCEED and the Final Report will appear in its entirety.
- If you missed filling in any of the required fields, you will receive an error message. Click on the error link and it will take you to the screen that the error appears on, so you can correct it and save the changes. Return to the Signature Form page, click SAVE AND PROCEED again and you will be back to your completed Final Report.
- Print a hard copy for your records.
- Click on the SUBMIT key, and you should receive an email that your Final Report was successfully submitted.
- If additional information is needed, you will be contacted by WAC staff.
- After your Final Report has been read and approved, you will receive notification via email from the WAC.