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Indiana Arts Commission

IAC > For Current Grantees > Contracts & Required Documents Contracts & Required Documents

 Contract/Grant Agreement

The grant agreement is the official contract with the Indiana Arts Commission. Read this document carefully as each grantee will be responsible for meeting all the terms and conditions it contains. Sign and return the grant agreement, IRS W-9, State Direct Deposit, E1 Form, and copies of the letters sent to your local legislator, to the IAC office immediately. The signed grant agreement will be reviewed by three other state agencies: the Department of Administration, the Budget Agency, and the Attorney General’s office. (This is standard procedure). When all state official signatures have been affixed to the document, a copy of the fully executed agreement will be sent to the grantee. The original is kept on file at the Indiana Arts Commission. The IAC will not recognize any contractual obligation to an individual or organization without a fully executed copy of the grant agreement on file.

All Grantees must click here to review additional grant guideline information before proceeding

Signed Grant Agreements
Grantees can obtain a copy of the grant agreement with all signatures by going to the State of Indiana Active Contract Search and entering the EDS number (Found at the top of the extra copy of the grant agreement mailed for your records). Copies of these documents are scanned and posted in PDF format as public record.

Required Materials to Submit

IRS W-9 and State Direct Deposit Forms
The State of Indiana now requires completion of an IRS W-9 form and a State Direct Deposit Form by all direct grantees. (Only complete these forms if you receive funds directly from the state). These forms replace the previously required Vendor Information Form. These forms should be completed using your legal name. Schools must complete these forms using their district/corporation information as the State will not issue payments to individual schools. Completed forms should be returned to the Indiana Arts Commission with the grant agreement. The IAC will submit the forms to the Auditor's Office on your behalf.  If you have questions about how to complete these forms, contact the IAC. 

Purpose/Description:
These forms collects taxpayer identification information and direct deposit information as all payments from the State of Indiana are made electronically. A voided check may be used in place of having your bank complete the routing information for your account. To use this option, the name and address listed on the check must match the remit name and address at the top of the forms.

  1. Legislator Letters 
    Letters to legislators are required by all grantees. The grant guidelines will provide you with details for your specific program, including how many letters are required during the grant period.
     
    • Letter Recipients - Grantees are required to write letters to their local, state legislators, and/or the Governor. Grantees can find their representatives by clicking here. Organizations serving multiple counties can include legislators in the areas served.

    • Purpose of Letters & When to Send Them - Letters should thank legislators for making funds available for the arts and raise awareness of the project that was funded or the organization’s impact in their community. The letters are an opportunity to educate public officials on the valuable work that artists and arts organizations do and the importance of public funding for the arts. The first letter(s) should be written at the same time you are signing and sending your grant contract to the IAC. The final letter(s) should be written near the end of the grant period and copies can be uploaded as part of the final report. Letters are purposely spread out to insure communication with public officials over the grant period. Letters sent at the end of the grant period should give the legislator information about the activities provided during the grant period and the impact of those services on the community

    • Mailing Letters - Grantees will mail letters directly to the recipients and provide a copy of each letter to the IAC. The first letter(s) can be mailed in with the grant contract and the final letter(s) can be uploaded as part of your final report or mailed/emailed.

    • Sample Legislator Letters
  2. E-1 Entity Annual Report Form
    All grantees will need to complete an E-1 Entity Annual Report Form. If you are a direct grantee of the IAC, your information has been provided to the State Board of Accounts (SBOA) and you should be contacted by them for more information. If you do not receive a contact from SBOA, you can use the number below to assist you in completing the form with the data they need. Completed forms should be submitted directly to the SBOA. Forms will note the receipt of all grant funds within the associated calendar year. Due to many grant programs running the Fiscal Year (July 1 - June 30), some grantees will complete 2 forms. This scenario occurs when the first payment is made in a separate calendar year than the final payment. This form is required for anyone receiving State funds including direct and indirect grantees of the IAC. Any questions regarding the E-1 form should be directed to 317-234-8812. The IAC does not manage this process and cannot contact SBOA on behalf of the grantee.

    Purpose/Description:
    Nongovernmental organizations (entities) receiving financial assistance from governmental sources in the form of grants, subsidies or contributions, are required to file an Entity Annual Report (Form E-1) with the State Board of Accounts. Receipt of the funding referred to above subjects your organization to State audit requirements discussed in IC 5-11-1-9. The information you report on the Entity Annual Report enables us to assist you in correctly determining your auditing and reporting requirements.

    Visit the following links for additional information:
  3. Modification/Final Reports/Updates 
    Please refer to your grant guidelines for details on reporting required throughout your grant period.

Additional State Requirements for Grantees

  1. Business Entity Report
    Non-governmental 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. These reports must be filed every year by nonprofit organizations. The filings are due during the anniversary month of the organization's formation or the anniversary month when granted authority to do business in the state of Indiana. 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 http://www.in.gov/ai/appfiles/sos-berf/. 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.
    • If you are accepting a grant as an individual artist/sole proprietor, this is not applicable. If you are unsure if you need to submit this, contact the grants manager for assistance.

  2. Clearance Check
    All 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). 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.

  3. E-Verify Memorandum of Understanding (SEA 590)
    Senate Enrolled Act 590 (SEA 590), signed into law by Governor Mitch Daniels in May 2011, stresses that State agencies cannot award a grant of more than $1,000 to a grantee unless the grantee documents enrollment and participation in the E-Verify program, affirming that a grantee does not knowingly employ an unauthorized alien.  An explanation of the legislation can be found here. Your organization must comply with this legislation upon acceptance of your grant or you risk losing the grant and rescinding of any funds paid.  You can find more information at the E-Verify website.  An enrollment instruction book can be found here.  Please click here to enroll. Enrollment must be completed online and the Memorandum of Understanding (MOU) must include the electronic signature of the organization and the Department of Homeland of Security to be valid. The IAC does not need a copy of your MOU unless requested.

    • Grantees are responsible for registering and/or updating E-Verify Enrollment as needed. The Indiana Arts Commission cannot determine if your organization should register.

      • Note: Anyone accepting a grant as an individual (As selected under the 'Legal Entity Type' header of the State Vendor Form) is not required to register. Public/Charter schools and state universities are also exempt.

Federal Requirements

  1. Dun & Bradstreet (D&B) D-U-N-S Number 
    All applicants must have a DUNS number to complete an application. A DUNS number is a unique nine-digit sequence recognized as the universal standard for identifying and keeping track of businesses. DUNS numbers are the basis by which Americans for the Arts tracks nonprofits and for-profits for its important research reports on Creative Industries: Business & Employment in the Arts. The federal government (which includes the National Endowment for the Arts) requires organizations to provide a DUNS number as part of its grant applications. Go to http://www.dnb.com/get-a-duns-number.html to apply for a DUNS number. DUNS Number assignment is free for all businesses required to register for contracts or grants. Please note that it can take several weeks to receive your DUNS number. If you do not have your DUNS number to complete the application by the deadline date, please contact the program manager for further instructions.

  2. Federal Funding Accountability and Transparency Act (FFATA)
    Per the requirements of the Federal Funding Accountability and Transparency Act (FFATA), applicants that receive awards of $25,000 or more must have an active Central Contractor Registration (CCR) and may be required to report executive compensation. 
    • If you receive a grant, a record of your active CCR account will be requested with your contract. The registration must remain active throughout the grant period.  Central Contractor Registration is an online service that can be accessed at http://www.sam.gov/.
    • If executive compensation data is required, the IAC will provide further details to each grantee during the grant period.

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