Managing Your Grants
How to Manage Your Grant
Congratulations! You successfully completed the application process and have been awarded funding.
Now it's time to accept and successfully manage your grant. You can find all the required forms for payment requests, updates and reporting under "manage application/contracts" in the online system at DOSGrants.com. You can also use the DOSGrants FAQ as a resource.
You may also find it helpful to view a recording of our most recent Grants Management webinar for General Program Support and Specific Cultural Project grants (registration required).
A. Contract Details Form
In order to receive your contract, you must complete the Contract Details Form in the online grant system. The form is found under "Contracts."
The Contract Details Form contains the Scope of Work, Deliverables, required documentation, and updated budget (General Program Support only) that must be submitted before the Division can issue your contract.
The Scope of Work is a summary of the programmatic activities that will be completed during the grant period. The Deliverables are the tasks identified in the Scope of Work that must be completed in order to trigger the 2nd and all subsequent payments. For GPS, the budget on this form will be used to submit changes to the application budget if award amount is less than requested in application.
B. Grant Award Package
When your Contract Details Form has been submitted and approved, you access the Grant Award Agreement and the Award Letter from the Secretary of State. All correspondence with the Division will be handled through the online system. Mailing of items is not permitted.
C. Accepting the Award
The Grant Award Agreement and Award Letter represent the Division's offer to you.
You must correctly complete and return the documents to receive any funds. Documents will be downloaded from the DOSGrants.com online system, signed by the authorized official, then scanned and uploaded into the online system. The grantee's authorized official must sign and upload this agreement to the Division within 30 days of the date on the award letter. Applicants that fail to upload the agreement within 30 days of the date on the award letter will have their grant rescinded by the Division unless a program manager has approved an award agreement extension.
D. Receiving Funds
After the Division receives all award documents and the online Substitute W9 form required by the Department of Financial Services is completed, your grant funds will be available to you. Here is the link for information about the Substitute W-9: https://flvendor.myfloridacfo.com/.
Important: No payments will be released until all grant award documents have been signed by the grantee and approved by the Division.
You can choose to use electronic funds transfer (EFT) to receive your grant payments.
All grantees wishing to receive their award through EFT must submit a Electronic Payment Authorization form to the Florida Department of Financial Services.
If EFT has already been set up for your organization, you do not need to submit another authorization form unless you have changed bank accounts.
To download this form visit the Direct Deposit sign-up information for Vendors page on the Department of Financial Services web site. That page also includes tools and information that allow you to check on payments.
Payments are made in installments. Process Dates, or when grant funds are disbursed to the Division, are as follows:
- First payment: 7/1 (July 1st)
- Second payment: 10/1 (October 1st)
- Third payment: 1/1 (January 1st)
- Fourth payment: 4/1 (April 1st)
Grantees will be required to submit a Grant Funds Expenditure Log, the Grantee Invoice Form (provided by program managers), and the required documentation to their program manager in order to receive their 2nd and subsequent payments. General Program Support and Specific Cultural Project grantees will have their first payment advanced to them upon returning their signed Grant Award Agreement and substitute W-9.
Note: Payments will not be processed if the organization is in non-compliance status with the Division. Organizations may be put into non-compliance status because of overdue reports, missing or incomplete Grant Award Documents, or for administrative reasons.
E. Administrative Requirements
You must do the following:
Set Up a Grant File
When your contract has been approved, create a grant file to organize grant-related materials such as:
- a copy of the grant proposal and any financial worksheets used to compile the proposal budget
- your copy of the Award Letter and signed Grant Award Agreement
- copies of any correspondence from the Division
- a copy of the final report; copies of financial worksheets and grant statistical data source used to compile the final report
- copies of flyers, brochures, programs, catalogs, and news reviews and articles (particularly those showing compliance with credit language and logo) for final report purposes
You may also keep electronic copies of documents in your grant's Activity Log in the online system.
Maintain Grant Records
Grantees must maintain complete and accurate financial records, supporting documents, statistical records, and all other records related to this grant for at least five (5) years after the grant is closed (the final report is approved). These records must be readily available on request for the entire period. If there is an audit or litigation regarding the grant, then all records should be maintained for five years from the end of the audit or litigation.
Grantees must maintain an accounting system that provides complete documentation of the use of all of the grant funds, including:
- Accurate, current, and complete records that adequately identify the sources and use of funds for all grant activities, including detailed receipts for expenditures of state funds;
- Effective control over and accountability for all funds, property, and other assets; and
- Bills for grant services or expenses (i.e., invoices, bills, and canceled checks) in detail sufficient for proper pre-audit and post audit.
Insure accessibility to the public
For help see our accessibility resources.
Credit the Department of State
Use our statement and logo on all publicity. Grantees are required to credit the Division for funding using the following sponsorship statement.
“Sponsored in part by the State of Florida, Department of State, Division of Cultural Affairs and the Florida Council on Arts and Culture.”The statement must appear when publicizing, advertising or describing sponsorship in accordance with section 286.25, Florida Statutes. The sponsorship statement and the Division logo should also be included on posters, brochures, catalogs, press releases, web sites, fliers, and other materials.
Notify the Division of changes
An approved Contract Details form becomes part of the Grant Award Agreement between the grantee and the Division. Any changes after the contract is executed must be approved by the program manager prior to the change.
Changes include any deviation from the proposal as outlined in the grant application and/or Deliverables, Scope of Work, or budget in the Grant Award Agreement.
- Program Changes:
- changes in program content that result in revision of goals, objectives, or activities; and
- inability to complete the programming for which grant funds were awarded.
- Budget Changes:
- budget changes from the approved Contract Details;
- addition of an expense line where none existed in the approved budget;
- budget changes which include a decrease in the total expenses of the approved proposal by 25% or more;
- a change in line item expense of 50% or more;
- charging admission or fees when the proposed activity was free to the public; and
- introduction of a subcontractor relationship where none existed in the application.
The Division will approve or deny a change request based on whether the change is directly related to the goals or objectives of the funded application.
If changes are implemented without the Division’s written approval, the grantee will be placed in noncompliance, and the grant award will be reduced or completely refunded to the State of Florida, in accordance with the Grant Award Agreement.
Track Grant Expenditures
You must use an accounting system that provides a complete record of the use of all grant and match funds.
Use the Grant Funds Expenditure Log to keep track of grant spending as it happens. This helps you keep grant financial records in the level of detail required by your grant agreement.
The Log is found in the online system under "Details" for you grant, then "Forms and Reports."
F. Grant Reporting
Grantees must submit a Mid-year Project Process Report for the grant period July 1 through December 31; this report is due no later than January 30. The final report for the grant period July 1 through June 30 is due no later than July 30.
The Department shall apply the following financial consequences for failure to perform the services identified in the Scope of Work: Any grant funds utilized for unauthorized expenditures not in compliance with the Proposal Budget, or not paid out within 90 days of receipt, must be returned to the Division within 30 days of written demand from the Division. The Final Report will provide a full accounting of all funds expended to complete the Scope of Work and Deliverables. Future payments will be withheld for failure to comply with the approved Scope of Work and Deliverables.
The Final Grant Report includes information and documentation that the proposed programming was completed in compliance with the Grant Award Agreement and these guidelines. Grantees must also submit support materials showing the required division credit and demonstrating that the funded activities took place.
The Division uses the information provided in the grant report to:
- compile performance reports for the Florida Legislature and for Congress (via the National Endowment for the Arts);
- develop advocacy materials and data to support future funding needs;
- provide statistical information requested by local, regional, and national arts and cultural organizations;
- aid in evaluating the success of Division programs;
- identify emerging cultural needs; and
- compile an annual Rural Economic Development Initiative (REDI) report.
A final grant report (including support materials) is due on July 30. Grantees that fail to submit a report on the due date will be placed into noncompliance. Failure to comply will result in the demand for the return of all funds paid.
When the final report has been approved by the Division, the grant is considered closed.
The Division of Cultural Affairs shares grant compliance information with the Division of Historical Resources and the Division of Library and Information Services. Together these three Divisions make up the Office of Cultural, Historical, and Information Programs (OCHIP). Any applicant that has not submitted required reports or satisfied other administrative requirements for grants from any division in OCHIP will be in noncompliance.
Grant compliance issues must be resolved before grantees can:
- be issued award agreements for new grants; or
- receive payments on existing grants.
Panels will be advised of each applicant's reporting history (up to 5 years) for consideration in the Management review criterion.
The Council may decline to recommend funding for an otherwise eligible application if the applicant is in noncompliance.
Visit this page for all documents needed to manage your grant including Expenditure Logs, update forms, and reporting forms. You can also find useful help documents for managing your current grant.
These Frequently Asked Questions cover issues related to grant management and payments for General Program Support, Specific Cultural Project, and Fast Track grants.