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, Vendor Form, 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
Required Materials to Submit
- Vendor Information Form
To complete a Vendor Information Form, go to https://forms.in.gov/Download.aspx?id=7159. Completed forms should be returned to the Indiana Arts Commission. If you have questions about how to complete this form, contact the IAC.
Purpose/Description:
This form 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 name and address at the top of the form. - Legislator Letters
Letters to legislators are required by all grantees. The grant guidelines will provide you with details for your specific program. Find your representatives at http://www.votesmart.org/
Samples legislator letters:- Individual Artist Program
- Regional Initiative Grant (RIG)/Regional Arts Partner AOS or APS Grants:
- RIG Sample 1 - Beginning of grant period
- RIG Sample 2 - End of grant period
- RIG Sample 3
- Statewide Arts Service Organizations
- E-1 Entity Annual Report Form
To complete an E-1 Entity Annual Report, click here. Completed forms should be submitted directly to the State Board of Accounts following the grant period and receipt of all funds associated with your grant. This form is required for anyone receiving State funds including direct and indirect grantees of the IAC.
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.
If you need assistance in filing your Entity Annual Report, call 317-232-2525.
Visit the following links for additional information: - Interim/Modification/Final Reports
Please refer to your grant guidelines for details on reporting required throughout your grant period.
Additional State Requirements for Grantees
- 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. To file your entity report, go here: http://www.in.gov/ai/appfiles/sos-berf/. Contact the Secretary of the State Business Services Division with questions or for more information at http://www.in.gov/sos/business/index.htm. - 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. - 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 must include the electronic signature of the organization and the Department of Homeland of Security to be valid. - Grantees must email a copy of the Memorandum of Understanding (MOU) to the IAC at grantsadmin@iac.in.gov.
- A copy of the MOU must be submitted to the IAC with each signed grant contract, even if you are a returning grantee that has submitted this file in past years. This will ensure that the IAC has the most up-to-date version on file.
- Enrollment must be completed online and the Memorandum of Understanding must include the electronic signature of the organization and the Department of Homeland of Security to be valid. If you determine you do not need to register, you must submit a letter stating that to the IAC.
- Note: Public/Charter schools and state universities do not need to register and will not need to send this letter.
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