FY10 Final Report Workshop

For Fiscal Year 2010 • General Operating Support (GOS)

• General Operating Support Expansion (GOSE)

• Continuation Programs (GOS/ GOSE)

• Artist Project Grants (APG)

Final Report Workshop

The Online Final Report Final Reports for all programs must be submitted through HAA’s

online E-Grant system.

• If you are not sure of your program, please refer to the following list from HAA’s website:

• Under Managing Your Grants: http://www.houstonartsalliance.com/grants/e-grant/

• In addition, there will be a Required Supplemental Materials Section at the end of the E-Grant process.

Report Deadlines Online Final Report Deadline for ALL PROGRAMS (GOS, GOSE,

APG, and CONTINUATION) are due by Friday, August 13, 2010 at 5 pm.

Required Supplemental Materials Forms:

• GOS, GOSE and APG Programs: Required Supplemental Materials deadline are due by Wednesday, August 18, 2010 at 5:00 p.m.

• CONTINUATION Programs: Required Supplemental Materials deadline are due by Friday, August 13, 2010 at 5 pm.

• All Required Support Materials are due to HAA’s offices.

• These are NOT postmarked deadlines.

• Reports are reviewed in the order received.

LATE FINAL REPORTS Final Reports received late will delay payments for FY2011

• Grantees who fail to file the required Final Report within 90 days of the deadline will forfeit final payment and jeopardize future awards.

• Payments on future pending grants will be penalized by forfeiture of each quarterly payment for each quarter delay in filing the Final Report.

• Failure to file Final Report prior to December 31, 2010 will prevent organization for applying for funding in next fiscal year.

• Example #1: If your report was due August 13th and you filed your report on Sept 20th, you are still within the 90 day grace period and able to receive final payment. However, if it is submitted after Nov. 15th, you will loose that final payment and your first qtr. payment for the coming year will also be forfeited.

• Example #2: If you fail to submit the final report by December 31st; you will not only loose the two previous grant periods of payments, but will also be prevented from applying for the next fiscal year.

Hotel Occupancy Tax HAA grants are made possible by revenues generated by the

Hotel Occupancy Tax Funds (HOT FUNDS)

• In keeping with HOT FUNDS requirements, you will need to be aware of the following classifications, as you will be addressing this in your Required Supplemental Material’s demographics section in the FINAL REPORT.

• Definitions:

• A tourist is a person who travels from 50 miles away specifically to attend the HAA funded event.

• A visitor is a person who is already visiting Houston and happens to attend the HAA funded event.

Financial Documentation All Expenses and Revenue that you account for must be dated within

your Grant Term (FY10: July 1, 2009 – June 30, 2010).

• It is important that prior to filling out your Final Report that you refer to the Scope of Services within your grant agreement to determine exactly what expenses should be submitted.

• Credit card receipts may substitute for checks, but HAA still needs a copy of the receipts.

• It is required to turn in copies of receipts/invoices or contracts and the accompanying checks.

• Example #1: If your Scope of Services states that you were doing three performances throughout the year of three different plays, then all the expenses that you submit should be directly related to those three plays.

• Example #2: If your Scope of Services states that you were doing four exhibitions throughout the year, then all the expenses that you submit should be directly related to those four exhibitions.

Financial Documentation A portion of your Final Report expenses may be used for

some administrative costs related to the Scope of Services, but should not exceed 25% of the HAA grant.

75% or more should be directly related to the Scope of Services written in your grant agreement.

Remember that No In-Kind Goods or Services can be included within your report.

Excessive documentation will delay processing of final payment.

Documenting Matching Funds Only submit documents to match your grant amount. Excessive

documentation will delay processing of final payment.

For the GOS, GOSE and CONTINUATION: Only Matching Funds Documentation is required, if the HAA grant represents 25% or more of your prior year’s (FY09) operating cash revenue.

• Example #1: If you are an organization that has a $100,000. revenue budget and you only receive a $10,000 grant from HAA, then it is NOT necessary for you to show a $10,000 match documentation.

• Example #1: If you are an organization that has a $100,000 revenue budget and you received a $25,000 grant from HAA, then it IS necessary to show another $25,000 match in revenue for documentation.


Documenting Matching Funds For the Artist Project Grants (APG): Matching documentation is

always required for expenses.

The amount of the APG award must be matched 100% in expenses (NOT REVENUE) with receipts and checks.

• Example: If you have a received $10,000 grant award from HAA; you will have to document how you spent the $10,000 award (both receipts and payments), along with showing the additional $10,000 matching monies you received from another source (both receipts and payments).

Only submit documents to match your grant amount.


Project Documentation

Please limit examples of reviews, flyers, programs and/or ads, of your season of events to 3-5 samples.

Indicate location of the required Houston Arts Alliance and City of Houston credit line and/ or logos.

Online Final Report Form Access the online form via the E-Grant Application System.

The E-Grant system can be accessed through the HAA website:

• Under Managing Your Grants: http://www.houstonartsalliance.com/grants/e-grant/

Use the Login Name and Password that was used for the FY10 Application.

Complete All Forms and Hit Submit Button.

Walking Through E-Grant System

Please select the correct program from the Drop Down Menu


Complete Contact Information Complete Personnel Information Complete Activity Information


Complete Audience Demographics


Complete Expenses Report


Complete Revenue Report


Complete Required Supplemental Materials Report

Make sure you choose the correct form for your program

Confirmation RequestNow that you have completed the

FY10 Final Report Online Workshop,

please confirm this with HAA by emailing Grants Assistant Sontera Dresch:

[email protected]

This confirmation will be added to your final report file.

HAA Grants Staff Should you have any questions, please contact HAA

Grant Staff at: 713-527-9330

• Sontera Dresch, Grants Assistant

• [email protected] (extension 116)

• Crystal Benavides, Grants Coordinator• [email protected] (extension 112)

• Kristina Spritzer, Grants Coordinator• [email protected] (extension 135)

• Fleurette Fernando, Director of Grants• [email protected] (extension 133)

FY10 Final Report Workshop

Business

Transcript of FY10 Final Report Workshop