Final Report Policy

  • A Final Report, detailing the actual budget and the outcomes of the project, must be submitted within 45 calendar days of the project end date. The project end date is chosen by the grantee in their grant application.
  • If a grantee has requested a modification to their project, which includes a change in the end date, then a new final report deadline, which will be 45 days after the modified end date, will automatically be instated. This modified end date is not considered an extension.
  • Grantees may call, email, or send a letter to the executive director requesting a maximum 45-day extension on a final report, if the request is made on or prior to the project’s final report deadline.
  • The day after the final report deadline, a single email alerting the grantee of their final report’s overdue status and the consequences of noncompliance will be sent to grantees whose final reports have not been turned in and an extension has not been requested.
  • If a grantee requests a final report extension after a final report deadline has passed, the extension may be granted, but only for as many days that remain from the allowable 45 day extension past a final report deadline. (e.g. June 30 is the final report deadline. July 2 an extension request has been made and granted. The maximum extension request is 43 days).
  • Grantees who have surpassed the maximum 45-day extension on a final report are in noncompliance of their grant contract. Their grant contract will be terminated and they will be requested to return their grant funds to Region 2 Arts Council.
  • Grantees who are deemed in noncompliance of their grant contract are ineligible to apply for another R2AC grant, until the grantee has returned the total grant award to R2AC.

Required Cash Match & Profits

  • Whenever a cash match requirement exists, meeting the 20% cash match on the total project cost and/or a 25% cash match on any equipment costs is the responsibility of the grantee. Once the actual budget is complete, if the project has been completed under the estimated budgeted amount, and final calculations show that there was no or partial need for the organization’s cash match, this sum will not be considered a profit for the organization, but will be considered a debt that must be paid to Region 2 Arts Council in order for the organization to meet its cash match. Final reports will not be approved and grantees will not be eligible to apply for future grants or receive disbursement of funds for current grant awards until a check for the remaining cash match amount is received by R2AC.
  • When a cash match requirement exists and you recognize that you will have no need for contributing income to your project because the awarded amount will be sufficient to complete the project, please contact Region 2 Arts Council to discuss ways in which your project could utilize the full grant award while upholding your commitment to supply the required cash match.
  • Once a granted organization has met its required cash match, any profit gained through the granted activity belongs to the organization.

Please note: A grant award amount is based on the sum that remains (not to exceed the maximum award amount possible) once the total estimated project income meets or exceeds the required cash match and has been subtracted from the total estimated project cost. Intentionally underestimating your project income in order to request higher funding amounts is not an acceptable practice.

Grant Specific Requirements

  • Individual Artist grantees must submit receipts for any single equipment purchase over $500 (not multiple equipment purchases that total $500) and all items or groups of like-items, including goods and services (such as venue rental, graphic design, lodging, plane tickets, sheet music, tubes of paint, etc.) that cost $200 or more with their Final Report.
  • Arts Project grantees must submit one piece of publicity or promotional material that exhibits the appropriate credit line.
  • Arts Access, Arts Learning, or Cultural Traditions in the Arts grantees must submit one piece of publicity that exhibits the legacy logo and Arts & Cultural Heritage Fund credit line.
  • Arts Access, Arts Learning, Young Artist, or Cultural Traditions in the Arts grantees must submit copies of letters sent to Minnesota State Legislators thanking them for their support of state arts funding.
  • Arts Project, Arts Access, Arts Learning, or Cultural Traditions in the Arts grantees must submit receipts for all items or groups of like-items, including goods and services (such as equipment, graphic design, sheet music, carpentry work, or lumber), that cost $500 or more with their Final Report.
  • Arts Project, Arts Access, Arts Learning, or Cultural Traditions in the Arts grantees must submit receipts and documentation for all This includes receipts for airfare or other transportation tickets, car rental, and/or mileage vouchers or documentation. Mileage vouchers or documentation must include the name of mileage recipient, travel departure point and destination, total mileage, and the amount reimbursed per mile or amount of travel stipend.
  • Arts Project, Arts Access, Arts Learning, or Cultural Traditions in the Arts grantees must submit in-kind documentation by the contractor/service provider, such as a pro-bono invoice or contract.

 

Terminology

Modification – what it’s called when specific changes have been requested and approved on a granted project. If a modification includes program date changes, or start and end date changes, these must be specified. Modified end dates will result in modified final report deadline dates. A modification IS NOT considered an extension.

Open modifications – it’s what we call a modification that has been mentioned, but the details have not been spelled out. For example, if an individual or organization suggests that they “can’t get their project done/started and they are going to write up the specifics for approval”, they are in a state of open modification. Anyone in a state of open modification is not eligible to apply for ANY Region 2 Arts Council grant until the modification is specified and approved.

Noncompliance – when a grantee has not complied with the requirements of a grant contract.

Overdue final report – a final report is not overdue if it has been granted a 45-day extension. It is overdue if an extension has not been granted or if the extension period has ended and no final report has been turned in.

Extension – the allowable 45-day period following a final report deadline in which a final report may be turned in. Only one 45-day extension may be granted.