For Grantees
Congratulations on your grant! Now what?

Here you will find instructions for current grantees on how to acknowledge the Arts Commission, submit a Final Report, receive payments and report an extension or modification.

Photo courtesy of CubaCaribe.

You did it! You have succeeded in making it through a very competitive process. We hope that you will leverage your Arts Commission grant for future funding opportunities. In the meantime, please take a close look at the information on this page, which includes important next steps in your grant process. Please remember that as a Grantee, you are solely responsible for all taxes incurred on your award. Also, please be mindful that all correspondence and documents submitted to the Arts Commission are public record and can be requested by any member of the public at any time. If this happens, rest assured that all vital information, such as social security numbers and phone numbers will be redacted.

Arts Commission Acknowledgement

As noted in grant agreements, all grantees are required to acknowledge funding from the Arts Commission in promotional materials tied to the funded project using the following or similar language: "Supported by the San Francisco Arts Commission." Please refer to the grant agreement for further instruction (Section 4.4 (f)), which may include additional acknowledgements for grantees receiving funding from the San Francisco Public Utilities Commission. You also have the option of using the Arts Commission logo in your promotional materials. Download the logo and our style guide, which outlines its proper usage in your collateral.

Final Report Instructions and Forms

All grant award recipients are required to submit a Final Report to the San Francisco Arts Commission upon the completion of the awarded project. Final Reports are due to staff within 30 days of the close of the grant window, as specified in the Grant Agreement. If a report is not received within 30 days, the Grant Agreement has been breached and the grantee will be considered in default. A reminder will not be sent at the end of grant periods. Individuals and organizations in default are not eligible to receive the remaining balance of a grant award. See step by step below for further instructions.


For FY2015-2016 Grantees: Report forms can be emailed to your designated program officer and/or Barbara.mumby@sfgov.org. Invoices with original, “wet” signature must be submitted by mail to process payment.

Payments and Insurance

Initial grant payments are made upon completion and approval of all required grant paperwork. Payments cannot be made earlier than the start of the grant window. It may take a few weeks after the grant window for checks to be sent out, so please plan accordingly.

Eligible grant expenses must fall within the grant window. Expenses taking place before or after the window (without an approved extension request) should be excluded from the final expense report and reimbursement.

Final grant payments are made on a reimbursement basis on completion of the grant project and approval of a complete Final Report by staff. Grantees must submit third party proof of payment (receipts, cancelled checks, etc.) for all expenses as part of their Final Report. Individual artists do not need to submit proof of payment for the portion of the grant going toward their own artistic fee.

The original, signed copy of invoices are required to authorize payments, so please mail or drop off invoices when requesting grant disbursements.

A copy of the blank invoice is included in grant agreements, see Appendix E. You can also download a copy of a blank grantee invoice. Remember that final invoices will not be processed until we approve a complete final report.

Insurance and Waivers

In order to authorize grantee payments, we will need up-to-date insurance certificates and/or waivers on file. Insurance certificates must have the following information included:

  1. General Liability insurance: Coverage of not less than $2 million general aggregate, $1 million each occurrence. Certificates must name “The City & County of San Francisco, its officers, agents, and employees” as additional insured and “Community Investments, San Francisco Arts Commission, 401 Van Ness Ave #325, San Francisco, CA 94102” as certificate holder.
  2. Workers’ Compensation insurance: Coverage of $1 million. Certificates must name “Community Investments, San Francisco Arts Commission, 401 Van Ness Ave #325, San Francisco, CA 94102” as certificate holder.
  3. Auto insurance: Coverage of $1 million. Insurance can be waived for auto and Workers' Compensation, but not General Liability. As an alternative, we request that your host venue sign a venue confirmation form stating that your event is covered under their insurance policy and submit the form to your program officer at least two weeks before your public event.

If you have questions about any payments, please contact Cristal Fiel.

Ownership of Results, Intellectual Property and License

  • The Grantee owns all interests and retains all copyrights in the work that is created during the grant period;
  • The City maintains a perpetual license to distribute limited documentation of the artistic work that was created and may request copies or documentation of the funded project for publicity, reporting, and archival purposes;
  • This does not grant the City the right to include the reproductions on three-dimensional merchandise, such as tote-bags, T-shirts, coffee mugs and similar merchandise. Such reproductions may only be created pursuant to Grantee’s separate permission.

Final Reports Packets have five primary components, which are outlined in the step by step below:

01
Grant Plan Progress Report Form

For FY2015-2106 Grantees: A soft copy of your Gran Plan Progress Report Form was provided to you by email following the grantee orientation. This progress report form is directly associated with what is outlined in your grant agreement, Appendix B: Grant Plan. If you are prepared to submit your final report (for one-year grantees) or interim report (for two-year grantees), you much also report on the progress or outputs of the activities outlined in the grant plan.

If you have questions about this form or need a copy, please contact your designated program officer or barbara.mumby@sfgov.org.

02
Expense Report and Documentation

Please complete Appendix F: Expense Report following these instructions:

  • Please refer to Appendix D: Approved Budget Narrative for the detailed authorized expense items.
  • For interim and final reports, please enter the date submitted and indicate in the proper column how your funds have been expended. Interim reports do not require back up documentation. It is ok for two-year grantees to have spent more than the advance payment or less than the advance payment at this point. You will still be able to request the amount identified in Appendix G: Disbursement Schedule.
  • For final reports, supporting documentation is required for your full grant amount
    • Please collect invoices from your payees (vendors and artists) and proof of payment (canceled checks, payroll service sheets, bank statements). The date of the payee invoices should fall within grant window. Proof of payment should indicate that the payment cleared the bank, so we need photocopies of canceled checks, not photocopies of the check issued to the payee.
    • Organize the invoice and proof of payment (if possible) by expense line. Group all of your Salaries together, Production and Exhibition invoices together, Facility Expenses together, and so on.
  • These items may be emailed to the program officer.
  • If you foresee that you will have trouble meeting the deadline to submit all final report items including proof of payment, call your program officer.

TIPS:

  • As you receive invoices from your vendors and artists that will be paid with SFAC funds, make a copy of it and save it in a separate folder
  • Note the check number on the invoice so that you can more easily find either the canceled check or bank statement that includes the payment
  • Cannot be incurred before the start of grant window – May 1, 2016 (for FY2015-2016 grantees);
  • Paid by Grantee prior to the submission of the final invoice;
  • Within the scope of the approved budget line items.
  • Expenses related to meals or catering;
  • Penalties, late charges or interest on any late payments; and
  • Taxes on wages and salaries that were accrued outside the grant window

Eligible Expenses are:

  • Cannot be incurred before the start of grant window – May 1, 2016 (for FY2015-2016 grantees);
  • Paid by Grantee prior to the submission of the final invoice;
  • Within the scope of the approved budget line items.
  • Ineligible Expenses include:
  • Expenses related to meals or catering;
  • Penalties, late charges or interest on any late payments; and
  • Taxes on wages and salaries that were accrued outside the grant window
03
Final Report

The final report is a set of narrative questions that must be submitted alongside other required documentation. Download the report form that corresponds with your grant category and email the complete report to your designated program officer and/or barbara.mumby@sfgov.org.

FY16 Final Report Forms

Artists and Communities in Partnership
Artists for Neighborhood Vitality
Cultural Equity Initiatives
Creative Space - Facilities
Creative Space - Planning
Individual Artist Commission
Organization Project Grant
 

TIPS:

  • For FY2015-2016 Grantees: Due July 30, 2017 or 2018
  • All other required documents must be received before payment will be approved
05
The Invoice

Please complete Appendix E: Invoice in your grant agreement following these instructions:

  • Please submit a signed, hard copy invoice for your interim or final payment. We cannot accept invoices by email or fax.
  • All other required documents must be received before payment can be approved. This includes: Grant Plan Progress Report, Expense Report, Back Up Financial Documentation, Final Report, Photo documentation
  • Date: make sure that the date falls within the grant window
  • Payee Address should reflect the address that we have on file. If you or your organization has moved contact your program officer
  • Total of All Grant Funds Disbursed Prior to this Request refers to the money you have already received on this specific grant
  • Amount of this Disbursement refers to the amount you are requesting. If you are not sure of the amount, please refer to the disbursement schedule in your grant agreement
  • Balance of Grant Funds Available After this Request refers to any remaining funds (subtract the total grant funds disbursed and the amount you’re requesting from the original grant amount)

TIPS:

  • For FY2015-2016 Grantees: Due July 30, 2017 or 2018
  • All other required documents must be received before payment will be approved
04
Photo Documentation
  • At least one image should be provided electronically that highlights the public presentation or the project that is being funded.
  • Print quality JPG or TIFF, emailed to us (not an a card reader).
  • Remember to include a photo credit and caption. A place is designated in the Final Report form for this information.
  • Payments and Insurance.

What's Coming Up

Public Meeting

Street Artists Committee Meeting

May 10 to September 13
/
2:30 PM to 4:30 PM

War Memorial Bldg | Rm 125
Public Meeting

Street Artists Committee Meeting

May 10 to September 13
/
2:30 PM to 4:30 PM

War Memorial Bldg | Rm 125
Public Meeting

Street Artists Screenings

April 27 to June 29
/
9:30 AM to 1:00 PM

War Memorial Bldg | Rm 125
Public Meeting

Executive Committee Meeting

April 24 to June 20
/
12:30 PM to 2:30 PM

War Memorial Bldg | Rm 125