Wyoming Arts Council

Grant Guidelines

GRANT CRITERIA FOR ALL GRANTS

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.

 

Acknowledgement of Grant Support

Following are the requirements for acknowledging the Wyoming Arts Council, the National Endowment for the Arts and/or Wyoming State Legislature for supporting your art project.

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

 

The Wyoming Arts Council 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 Arts Council 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 Arts Council receives Federal funding from the National Endowment for the Arts 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.

NOTE:  Grantees who receive grants from Federal funds cannot use those Federal funds as match for a different grant that is also paid from Federal funds.  You can use grants paid from State funds as a match to a grant paid with Federal funds.

You must also acknowledge the National Endowment for the Arts prominently in all materials and announcements related to activities funded for the duration of the period of the Wyoming Arts Council grant award:

      • For print materials:  A phrase acknowledging support from the National Endowment for the Arts is a basic requirement.  In addition, we encourage you to use their 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 Wyoming Arts Council 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 Arts Council, 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 Americans with Disability Act.
  • 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 Costs

  • 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 Wyoming Arts Council/National Endowment for the Arts 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 activity (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 sub-award. 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 Arts Council.

 

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 National Endowment for the Arts 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 machine-readable 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 Arts Council or Federal government, provided that it will be used for activities similar to those approved by the Arts Council and the National Endowment for the Arts.

 

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 National Endowment for the Arts funds must be on a United States 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 Wyoming Arts Council 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 Wyoming Arts Council and the National Endowment for the Arts 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 Wyoming Arts Council and the National Endowment for the Arts 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 sub-recipient organizations and Fiscal Sponsors, if used) are required to have a unique entity identifier (currently a Dun & Bradstreet #, or DUNS#) that reflects the organization’s legal name and current, physical address.  This requirement does not apply to individual artists.
  • If your organization or Fiscal Sponsor (if used) does not currently have a DUNS#,  your organization can still apply for a grant.  You should enter a dummy DUNS# (123456789) in this field.  Applicants and/or Fiscal Sponsors (if used)  must have a valid DUNS# before a grant can be awarded.
  • Applying for a DUNS# is free and easy to apply for.  Here is the link to their webpage:  http://www.dnb.com .  It takes 30 days to receive your new DUNS#.
  • After your organization receives your new DUNS#, the Grant Contact must Sign In to the e-granting system and change the dummy DUNS# to the organization’s new DUNS#.  Once you Sign In,  click on the MY ACCOUNT icon (it looks like a head and shoulders in upper right corner of the screen), then click on MY ORGANIZATION tab to enter your new DUNS#.
  • Fiscal Sponsors that did not have a DUNS#, should notify the Arts Council (307-777-7742) as soon as they receive their new DUNS#, so the new DUNS# can be added to the Fiscal Sponsor page of the application.


FAQ

What happens after I submit my application?

  • All applications are initially reviewed by Arts Council staff for completeness.
  • Rural Arts Access grants and Professional Development/Career Advancement Grants are approved by Arts Council staff after they complete their review.  As long as the application meets all the specified requirements, it should be able to be approved.
  • All other grant categories are reviewed by Peer Panels, and then by the Wyoming Arts Council Board.
  • 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 APPROVED: If your grant is approved for funding, the grant contact who applied for the grant will receive an email to tell them that their grant was approved.  We recommend that you print a copy of this email for your records, because it contains important information about the requirements for your grant award.

SUBGRANTEE AWARD AGREEMENT:  After a grant has been approved, Arts Council staff will create a Subgrantee Award Agreement and submit it to the State Attorney General’s Office for their approval.  When the Arts Council receives the approved Subgrantee Award Agreement back from the Attorney General, they will mail it to the grant contact.  The Agreement is a legally binding contract, so Grantees should review it very carefully,  as it provides important information about your  legal responsibilities for the grant.  Grantees should also review the associated Attachments to the Agreement (see Attachments below).   It normally takes two to four weeks to receive the Agreement.  However, if your request is approved in June-July, it may take as long as four-six weeks to receive it, due to the sheer volume of contracts the Attorney General has to process at the beginning of the new fiscal year.  If you do not receive the Agreement in a timely manner, contact the Arts Council at (307) 777-7742.

Two different legal representatives of the Organization are required to sign the Subgrantee Award Agreement.  If your Organization used a Fiscal Sponsor, then your Organization should provide the first signature and the Fiscal Sponsor must provide the second signature.  Individuals only need to provide their own signature.

We suggest that you make a copy of the signed Agreement for your records, and then mail the complete signed Agreement back to the Arts Council immediately upon receipt, so your grant payment can be processed.  Wyoming Arts Council grant funds are paid directly to the applicant organization (or Fiscal Sponsor, if used), who is then responsible for paying all of the project’s expenses.

Following are examples of the current Subgrantee Award Agreement and associated Attachments:

Click here for Subgrantee Award Agreement for Organizations and Individuals

Click here for Attachment A for Organizations

Click here for Attachment A for Individuals

Click here for Attachment B for Organizations and Individuals

Click here for Attachment C for Individual Visual Artists

 

How will my grant payment be processed?

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

These forms may be updated frequently, so you need to make sure that 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 State Auditor’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.

NOTE:  It can take six to eight weeks for the State Auditor’s Office to process these vendor forms, so you should mail them to the Arts Council as soon as you are notified that your grant has been approved.  This will allow sufficient time for the State Auditor’s Office to process your vendor forms before the Arts Council receives your signed Subgrantee Award Agreement back to pay.  If you wait and send us these vendor forms with your signed Subgrantee Award Agreement, your payment will be delayed six to eight weeks while the State Auditor processes your vendor forms.   Due to the many variables involved, the Arts Council cannot guarantee that grant funds will be received prior to your Project Start Date, so you should be prepared to pay any expenses incurred with other funds, if necessary, until your grant funds are received.

 

What forms do I need to submit?

If your organization is already registered in the Auditor’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 Federal Employer Identification Number (FEIN) appears in the data base – You will need to complete a W9 and a Wyoming Vendor Management Form.

-Need to change the method that you receive your state payments in (check or Electronic Funds Transfer (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 Wyoming Vendor Management Form, and

      • To sign up to receive your payments via EFT, you will attach an unused, voided check to the Wyoming Vendor Management form.
      • To sign up to receive your payments via a check, you do not need to fill out PART 2 on the Wyoming Vendor Management 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 Wyoming 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 Wyoming Vendor Management Form using your legal name with the Internal Revenue Service, as they will verify all forms with the Internal Revenue Service’s 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 before your grant can be awarded.  The name you register with them must be the same exact name that you have registered in the Arts Council e-granting system, because the names on all grant contracts must match the name in the Secretary of State’s data base exactly when the contract is submitted to the Attorney General’s Office to process.  The overall goal is that the organization’s name will be identical in the Internal Revenue Service and Secretary of State data bases, as well as in the Arts Council e-grant system.

INVITE LEGISLATORS AND LOCAL CIVIC LEADERS TO ATTEND YOUR EVENT – The Arts Council 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 Arts Council receives both Federal and State funding.  Your award letter will tell you if any of the 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 Arts Council 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 Arts Council 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 Arts Council staff  at (307) 777-7742 if you would like them to review the panel comments with you.

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