Table of Contents

• Grant Forms
• Contract Details
• Grant Award Agreement
• Contract Details Amendment
  • Extensions
• Grant Reporting
• Noncompliance
• Maintaining Grant Records
• Crediting the Division
• International Travel

Handbook

These administration guidelines are incorporated by reference into Rules 1T-1.036 and 1T-1.040, Florida Administrative Code.

Grant Forms

The following forms must be used in the administration of all grants in these guidelines and are hereby incorporated by reference and available from the Division at http://www.florida-arts.org:

1. Grant Application, General Program Support and Specific Cultural Projects (Form CA2E145), effective 3/2014;
2. Grant Application, Fast Track Project (Form CA2E157), effective 5/2013;
3. Contract Details (Form CA2E159), effective 3/2014
4. Grant Award Agreement (Form CA2E142), effective 3/2014;
5. Contract Details Amendment (Form CA2E160), effective 3/2014;
6. Final Grant Report (Form CA2E004), effective 3/2014; and
7. Grant Funds Expenditure Log (Form CA2E136), effective 3/2014.

Contract Details

The Contract Details Form contains the Scope of Work, Deliverables, and updated budget (General Program Support only) that must be submitted before the Division can issue your Grant Award Agreement (your award package).

The Scope of Work is a description of what grant funds will be spent on during the grant period. The deliverables are the services identified in the Scope of Work that correspond to each payment. 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. The deliverables have to be tied to each payment and directly connect with the budget line-items/categories.

Grant Award Agreement

The Grant Award Agreement is the contract between the grantee and the Division. It includes the requirements for the administration of the grant. The grantee's authorized official must sign and return this agreement to the Division within 30 days of the date on the award letter. Applicants that fail to return the agreement within 30 days of the date on the award letter will have their grant rescinded by the Division unless a program manager has approved an award agreement extension (see extensions).

Payments will not be released until the Grant Award Agreement has been executed. The Division will send grantees a fully executed copy of the agreement for their files.

Payments shall be released upon the receipt and approval of the Grant Funds Expenditure Log. Each Log must list all grant expenditures, including transaction numbers, payees, dates of payment, transaction amounts, date activity completed. The Log must support the satisfactory completion of deliverables for each payment. 

Contract Details Amendment

An approved Contract Details form becomes part of the Grant Award Agreement between the grantee and the Division. Therefore the grantee must use the Contract Details Amendment form (found online) to request permission (in advance) for any changes to the grant.

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.

Grant period extensions must also be requested using the Contract Details Amendment request form. See extensions for more detail.

Extensions

An award agreement extension extends the 30 days grantees have to return the signed Grant Award Agreement. Applicants should request an award agreement extension by contacting a program manager.

A grant period extension changes the grant end date. This gives the grantee extra time to complete grant activities and receive matching funds. Grant period extensions must be requested before the grant end date using the Contract Details Amendment form.

Grant Reporting

Grantees must submit a Grant Funds Expenditures log for each payment to the Division and a final grant report at the end of the grant period.
A Grant Funds Expenditures Log must be submitted after each quarter’s funds are spent to show successful completion of that quarter’s Deliverables. An approved log from the previous quarter will trigger Payments 2, 3, and 4.

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.

Noncompliance

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.

Maintaining 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.

Crediting the Division

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 statement must be used on at least one promotional material even if there are no materials that publicize, advertise, or describe sponsorship.

Promotional materials for programming funded with money from the Division of Cultural Affairs should either include the sponsorship statement, or the Division logo, or both. The sponsorship statement (with or without the Division logo) should also be included on posters, brochures, catalogs, press releases, web sites, fliers, and other materials. Grantees are also strongly encouraged to use accessibility symbols in their marketing materials. Accessibility symbols can be downloaded from the Division’s accessibility page at http://www.florida-arts.org/resources/accessibility/.

The Division's logo can be used alone on items where the complete credit statement will not fit, such as postcards, magnets, etc.

The DCA logo can be downloaded from the Division's web site at http://www.florida-arts.org/about/logo/.

International Travel

Cultural organizations that receive state funding and will be traveling internationally must notify the Department of Economic Opportunity with their intention to travel and include date, time and location of each appearance. These same organizations must also notify the Department of State at least 30 days prior to the date the international travel is to commence, or as soon as feasible (section 15.182, Florida Statutes).