How to Manage Your Grant Award

Award Letter and Contract Agreements

The Council approves grants in June, September and December. After the decisions are made an Award Letter is sent, followed by two copies of the Contract Agreement. Before signing and returning these documents, please check to be sure the NAME and ADDRESS are correct and match what is on the Tax Exempt Letter or the birth certificate or social security records. Both signed copies of the Contract Agreement must be returned to the Grants Office within 30 days of receipt. If the documents are not returned within this time frame, the agreement becomes void and the grant can be cancelled.

Vendor Registration

Every person or entity receiving a grant is now considered a VENDOR of the state. As a Vendor you are required to register in the STAARS Vendor Self Service Portal. Here is the link to the website: HTTPS://procurement.staars.alabama.gov. For instructions on how to register and how to use the portal, please read the JOB AID for New Registration and the Vendor Self Service Guide. It is important that the NAME and ADDRESS listed in the registration fields are same as the information listed on the original grant application submitted to ASCA and printed out on the Contract Agreement. This information must match exactly on all of the documents.

Change of Project Scope for Officials

Sometimes it becomes necessary to change the project scope after the grant has been awarded. For example, the artist selected is no longer available or the workshop had to be cancelled, etc. Also, there may be a change in personnel if the project director and/or the authorizing official are no longer with the organization. Please click here to download the Project Change Form. The Project Change Form should be completed, signed and returned to the Program Manager for approval before implementing any changes..

Grant Payment(s)

An Invoice and Request for Payment form was included with the Contract Agreement. Please sign and return this form to request the first payment on your grant award. Again, be sure that the name and address are exactly the same as the information you entered in the STAARS Vendor Self Service Portal. The final payment on the grant award will be sent after the receipt of the final report.

Final Report

If you applied for the grant through the eGrant system, you must submit the final report through eGrant. Log in through the eGrant’s main page and you will see the final report option listed under the application for your current grant.

Click here for the Art and Cultural Facilities Final Report Form, Folklife Apprenticeship Final Report Form and the Technical Assistance Final Report Form.

Final reports are due thirty days after the funded project is completed, but no later than August 1. It is important to remember that a substantial delay in filing your final report or in discussing your problem with a program manager or the grants office can result in a loss of the balance of your grant funds. It is also important to remember that your organization is not eligible for any additional funding from the Council if you have outstanding final reports. Delinquent reports must be filed before any future grants can be processed.

If your project activities will not be completed prior to August 1, the Request for Advance or Reimbursement Form must be completed and returned to the Grants Office. Click here for a link to the form. You are still required to submit the final report through the eGrant system after all project activities have been completed.

Publicity, Credit Language, Logos

The Alabama State Council on the Arts (ASCA) is pleased to award grants to nonprofit arts organizations, schools, universities, cities and a wide range of community groups.

As a recipient of Alabama State Council on the Arts grants, we rely on you, the grantee, to help publicize the work these grants makes possible. When you acknowledge ASCA in your publicity materials, citizens and elected officials learn why these funds are important to all Alabamians. To help elected officials understand what the investment of public funds for arts activities accomplishes, we strongly encourage you to contact your state senator and representative(s) and U.S. senator and members of Congress and invite them to your public program(s). And, we encourage you to write a letter thanking them and making them aware of the programs made possible by their support. Please send copies of invitations and letters to ASCA’s office.

For further information on who your specific state legislators or Congressional representatives are, please visit the following websites:

For State Senate and State Representative Districts:

www.legislature.state.al.us

For U.S. Congressional Districts:

www.house.gov

Credit Language:

Include in all promotional materials, press releases, publicity, advertisements and printed programs, the following statement:

“This program/project has been made possible by grants from the Alabama State Council on the Arts and the National Endowment for the Arts.”

When no printed materials or programs are used, please give verbal credit to the Council prior to each event.

Please click here for logos.