Managing Your Grants

Electronic Payments

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.

You may download the Electronic Payment Authorization form at https://www.myfloridacfo.com/Division/AA/Forms/DFS-A1-26E.pdf.

If you have any questions about completing this form, please contact the Department of Financial Services at DirectDeposit@MyFloridaCFO.com.

Payment Schedule

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 payment requests per the language in their contracts.

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.

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 Arts and Culture 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.

For more information, please watch the Change Request Tutorial video below.

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.

G. 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.