Requirements of Grant Recipients

Acknowledging your funding source(s) is not only a stipulation of your grant agreement, but it is also a crucial opportunity to let your audiences know how their state supports cultural experiences through your project or programming.

Every time you credit your funding sources, you are thanking your audience (taxpayers), and your local, state, and national organizations and political leaders for their support of the arts in Indiana and your work.

On what materials should I provide funding acknowledgement?

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

Specific Requirements per Program

Contract/Grant Agreement

• Your grant contract will be delivered for electronic signature through the DocuSign via email in the weeks following funding notification and submission of a Next Steps form. Instructions on how to access and sign the grant contract are included in the email from DocuSign.
• You will receive a notification once the contract is signed by the IAC. Once the grant contract is signed, it is sent through an approval process with fellow state agencies. The approval process may take up to four (4) weeks. Once approved, a downloadable copy of the fully executed agreement is posted on the State Contract Transparency Portal.

IRS W-9 and State Direct Deposit Forms

• The State of Indiana requires completion of an IRS W-9 and a State Direct Deposit Form by all direct grantees. These forms should be completed using your legal name/organization name. Schools must complete these forms using their district/corporation information as the State will not issue payments to individual schools.
• The IAC will reach out to grantees directly to collect these forms and any other information. If you have questions about how to complete these forms, please contact Austin Hendricks at auhendricks@iac.in.gov.

Significant changes to your original grant proposal must be discussed and approved by your grant program manager before moving forward. The IAC defines significant changes as major changes to the who, what, when, or why of the project or total income or expenses that change by 20% or more from the original budget.

Your grant program manager may require you to complete and submit a grant modification follow up form outlining the changes for review. This form will be assigned through the IAC online system. If a modification is required and is not submitted, your award will be rescinded, and any disbursed funds must be returned to the IAC.

Final reports are assigned through the IAC's online grant system unless otherwise noted in the program guidelines. The final report link will appear on the dashboard. All grantees receive a direct email once the final report is available for submission. Please see the IAC Not in Good Standing and Late Final Report Policy for more information on late final reports. If you need assistance with the Final Grant Report, contact your program manager.

The Indiana Arts Commission (IAC) supports universal access to the arts. IAC abides by state and federal laws that prohibit public support to organizations (people or entities) that discriminate against people with disabilities. Therefore, each grantee is required to assure that they are in compliance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 (ADA). By signing an IAC application or grant agreement, applicants/grantees are in effect acknowledging that their programs, services, and facilities are accessible, or a plan to make them accessible is in place and being followed. Funds may not be granted unless applicants are able, if requested, to provide documentation of their efforts to be in compliance.

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

Contract Clearance
IAC grantees must go through a mandatory clearance check to ensure that they are in good standing with the Department of Revenue (DOR) and Department of Workforce Development (DWD). Organizations without paid employees will not need a DWD clearance. If the clearance is denied by either agency, the grantee will be contacted by the IAC and provided with contact information to assist in resolving the issue. The IAC allows up to 30 days to rectify the problem. At the end of this deadline, the clearance check will be performed again. If the clearance check is denied a second time, grantees risk losing funding for the Fiscal Year.

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

Non-governmental, nonprofit organizations must have an active Business Entity Report. After a business entity has formed or been granted authority to do business in the state of Indiana, it has an ongoing responsibility to file regular business entity reports. Any business past due on its entity report will not be able to sign a contract with the state or receive grant funds. If you have an existing account and need to file your annual report, go to https://inbiz.in.gov/start-business/maintain/. If you are creating a new account or need to contact the Secretary of the State Business Services Division go to http://www.in.gov/sos/business/3648.htm.

Annual Financial Report for Non-Governmental Entities

1. Filing an annual financial report called an Entity Annual Report (E-1) is required by IC § 5-11-1-4. This is done through Gateway which is an online electronic submission process.

a. There is no filing fee to do this.
b. This is in addition to the similarly titled Business Entity Report required by the Indiana Secretary of State.
c. The E-1 electronical submission site is found at https://gateway.ifionline.org/login.aspx
d. The Gateway User Guide is found at https://gateway.ifionline.org/userguides/E1guide
e. The State Board of Accounts may request documentation to support the information presented on the E-1.
f. Login credentials for filing the E-1 and additional information can be obtained using the notforprofit@sboa.in.gov email address.

2. A tutorial on completing Form E-1 online is available at https://www.youtube.com/watch?v=nPpgtPcdUcs&t

3. Based on the level of government financial assistance received, an audit may be required by IC § 5-11-1-9

E-Verify Memorandum of Understanding (SEA 590)
(Not applicable to Public/Charter Schools and State Universities)

State agencies cannot award a grant unless the grantee documents enrollment and participation in the E-Verify program. E-Verify, authorized by Illegal Immigration Reform and Immigrant Responsibility Act of 1996 (IIRIRA), is a web-based system through which employers electronically confirm the employment eligibility of their employees.

For more information, visit the E-Verify website. Access an enrollment instruction book. Please click here to enroll in E-Verify. You can check the status of your enrollment here.

Grantees are responsible for registering and/or updating E-Verify Enrollment as needed and must be able to provide documentation of enrollment if requested the by the IAC or another state agency.

Please note if your organization has no paid employees, you are not required to enroll.

The IAC strongly encourages all organizations to obtain a UEI number.

*Obtaining a UEI for your organization, & use of the SAM.gov + FSD.gov platforms, will always be a free service.  Please ignore and delete all communications you receive offering to "help" you get a SAM UEI for a hefty cost: they are scams.

Federal Funding Accountability and Transparency Act (FFATA)
Per the requirements of the Federal Funding Accountability and Transparency Act (FFATA), applicants that receive awards of $30,000 or more must be reported directly to the federal government. Your grant letter will indicate the amount of federal funds your organization has received so you are aware if your funding is reported.  Please visit this website if you have further questions:  https://www.fsrs.gov

Fair Compensation

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

Programs effected by this requirement include:

• Arts Organization Support
• Indiana Cultural Districts
• Traditional Arts Indiana
• Strengthen & Innovate
• Creative Convergence

Uniform Administrative Requirements

All organizations receiving federal funds are expected to follow all requirements outlined in 2 CFR Part 200 inclusive of all requirements regarding allowable and non-allowable expenses.

Civil Rights: The IAC complies with all state and federal laws and regulations concerning civil and human rights and must assure that programs, awards, and employment practices are free of any discrimination based on race, color, national origin, physical disability, religion, gender, or age.

The submitted IAC application and signed Grant Agreement indicate that the organization understands and is in compliance with these laws:

• Title VI of the Civil Rights Act of 1964 (42 U.S.C. 200d) provides that no person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program or activity receiving federal financial assistance.
• Title VII of the Civil Rights Act of 1964 (42 U.S.C. 200e) as amended by the Equal Opportunity Act of 1972 (Public Law 92-261).
• Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 706) provides that no otherwise qualified handicapped individual in the United States, as defined in the law, shall, solely by reason of his handicap, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program or activity receiving federal assistance.
• The term "handicapped individual" means "any person who (a) has a physical or mental impairment that substantially limits one or more of such person's major life activities, (b) has a record of such impairment, or (c) is regarded as having such an impairment."
• Americans with Disabilities Act of 1990 provides for nondiscrimination in public accommodation on the basis of disability.
• Title IX of the Education Amendments of 1972 which provides that no person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving federal assistance.
• The Age Discrimination Act of 1975 provides for nondiscrimination in federally assisted programs on the basis of age.

Drug-Free Workplace

• The Drug-Free Workplace Act of 1988 requires that employees of the grantee not engage in the unlawful manufacture, distribution, dispersion, possession, or use of controlled substances in the grantee’s workplace or work site.

Fair Labor Standards

• Applications must follow Fair Labor Standards which provide that all professional performers and related or supporting professional personnel employed on projects or productions that are financed in whole or in part by this grant will be paid, without subsequent deduction or rebate on any account, not less than the minimum compensation as determined by the Secretary of Labor to be the prevailing minimum compensation for people employed in similar activities.
• No part of any project that is financed in whole or in part under this grant will be performed or engaged under working conditions that are unsanitary, hazardous, or dangerous to the health and safety of the employees engaged in a project or production. Compliance with the safety and sanitary laws of the state in which the performance or part thereof is to take place shall be prima facie evidence of compliance.

Disclosure

• All information provided on your application may be disclosed under the Access to Public Records Act, IC 5-14-3.