SaskMusic - The Saskatchewan Recording Industry Association

2009 SaskMusic Grant Final Report Form – Revised May 2009 Page 1 2009 SASKMUSIC GRANT FINAL REPORT FORM Completed final report forms should be sent to: SaskMusic Attention: Grant Applications #114 - 2001 Cornwall Street Regina, Saskatchewan S4P 3X9  Incomplete final report forms will not be processed  Please allow at least sixty (60) days from the date of receipt at SaskMusic for disbursement of funds to occur.  If you have questions or require clarification on any part of this final report form, please contact SaskMusic at 1-800-347-0676 or email derek@saskmusic.org for assistance. 2009 SaskMusic Grant Final Report Form – Revised May 2009 Page 2 Final Report Form Guidelines:  You will be issued a T4a slip for income tax if you receive more than $500 from SaskMusic throughout the tax year, and this income must be reported to Revenue Canada. Please keep your receipts. T4a slips are issued based on income received during the January 1 to December 31 fiscal year. So, if you receive funding prior to January 1, 2010, you need to claim it on your 2009 tax return. If you receive funding after December 31, 2009, you will claim the grant on your 2010 tax return. This may require the proof of original receipts of purchase when you submit your return. The applicant should provide explanation for any figures that vary more than 25% from the original budgeted amount. Please attach an explanation to the final report form. SaskMusic will use its discretion when considering whether the increased cost will be eligible. The applicant should provide an explanation for any cost incurred that was not outlined in the original budget. Please attach an explanation to final report form. SaskMusic will use its discretion when considering whether the cost will be eligible. Upon completion of the final report form supplied by SaskMusic and submission of receipts, documentation and any other supplementary materials related to the initiative, and proof that SaskMusic has been properly acknowledged, the funds will be released pending certain requirements. The applicant should allow for a minimum of sixty (60) days, from the day that SaskMusic receives the final report form, provided certain requirements are met, for disbursement of funds. The applicant is not required to complete all sections on the Statistical Information in order to receive funding. Applicants may avoid answering any questions that are of a sensitive nature. However, these statistics are important in proving the viability and success of this program. We strongly encourage applicants to complete those sections regarding the actual cost of the project so that we can adjust our funding levels appropriately and justify to our funding agencies the return on their investments. If you include GST in your calculations, the final report will not be processed. Please take out the GST in your budget.       2009 SaskMusic Grant Final Report Form – Revised May 2009 Page 3 Eligible Costs:  Are only those incurred after the application was received by SaskMusic, and which were indicated on the budget page of the application form. An exception will be made for the cost of conference/workshop/trade show registrations and airfare incurred before applying; these costs may also be claimed on the expense form. Are only those incurred in direct relation to the proposed project, and indicated on the budget page of the application form.  2009 SaskMusic Grant Final Report Form – Revised May 2009 Page 4 Ineligible Costs: Shall include but are not limited to  Prescriptions or other health related items or toiletries;  Traffic violations;  GST; (Contact Revenue Canada for more information on GST exemption)  Credit card interest;  Garments or dry-cleaning;  Food or beverages (because per diems are claimed in lieu);  Equipment purchases and/or capital expenditures;  Home studio rates greater than $50/hour;  Professional studio rates greater than $80/hour;  Home studio costs when the studio is owned by the applicant/artist;  Mileage greater than $0.36 per km (includes Gas and Mileage); or $0.20 per km plus all gas receipts.  CD/DVD Manufacturing beyond 25 copies;  Donated services that exceed 25% of total budget;  Alcohol or cigarette purchases. Receipts/Proof of Expense Documentation  Please include photocopies for all invoices, receipts, and proof of payments (e.g. cancelled cheques, debit/credit card receipts or bank statements) that are related to this initiative and outlined in your budget. Failure to submit required documents can delay your final payment. Please organize invoices and proof of payment on each by budget category (in order of each budget line). Any expenses paid in cash must have documentation that shows proof and method of payment (e.g. handwritten signed receipt, or signed invoice showing amount paid in full by cash). Any expenses submitted without documentation will not be accepted for final payment and will be deducted from your budget. You must provide proof for all expenses claimed (this includes paying individual band members, hired musicians, road crew or labour for fees, donated services and per diems); visit our website for document examples at www.saskmusic.org/funding. If you are claiming mileage, please include documentation that supports the mileage you are claiming. Note: If you plan to claim these expenses on your income tax, you are going to need      2009 SaskMusic Grant Final Report Form – Revised May 2009 Page 5 gas receipts and a mileage log. www.saskmusic.org/funding. See vehicle log example at 2009 SaskMusic Grant Final Report Form – Revised May 2009 Page 6 Final Report submissions should include:  The completed final report form;  The completed Benefits of the Program report;  A detailed budget, and variance report for expenses exceeding 25% of budgeted amount;  Copies of any materials created through this program (i.e. new press kit, demo, posters, etc);  Samples of appropriate funding acknowledgement;  Copies of all invoices and receipts with proof of payment for each. 2009 SaskMusic Grant Final Report Form – Revised May 2009 Page 7 Part A: Recipient Information Number: Original Applicant’s Name: Artist’s Name: Cheque Recipient: (This individual/company will receive the T4a slip) Applicant Social Insurance Number (Individual) or Registered Business Number (Company) City: Fax Number: Postal Code: Mailing Address: Phone Number: Email Address: Part B: Benefits of the Program Please submit a one-page statement about the benefits that you received through the support of the 2009 SaskMusic Grant Program by addressing the following:  Attach a final schedule of activities.  What were the benefits of being able to carry out this initiative and receive support through this program?  What have been some immediate successes or outcomes?  How has or how do you think this experience will impact your career?  What have been your successes/challenges in achieving the goals you outlined for the project on the initial application?  Please specifically include a list of any new business relationships or awards/nominations which directly or indirectly came as a result of this project. For Tour Grant Recipients: Please provide tour details in the following format on a separate, attached sheet. Tour details must be provided for this 2009 SaskMusic Grant Final Report Form – Revised May 2009 Page 8 final report to be complete. Dates Venue/Capacit y Town/City Fees Promoter/Venue Contact 2009 SaskMusic Grant Final Report Form – Revised May 2009 Page 9 Part C: Additional Comments We would love to hear any of your suggestions or comments, especially on ways to improve this program. Part D: Promotion of SaskMusic and the Government of Saskatchewan Please indicate how SaskMusic has been acknowledged for funding provided by checking the applicable boxes, and include samples of proof for the acknowledgement. Logo Placement on: Verbal Acknowledgement:      CD DVD MySpace site Website Print material (posters, etc.)  Media releases  Merchandise  At live venues  In media interviews Other Written Acknowledgement:  In press releases  In blogs, journals, or newsletters  Distributed SaskMusic promotional material  Other: Other Promotion provided (please describe): 2009 SaskMusic Grant Final Report Form – Revised May 2009 Page 10 Part E: Budget Please provide a detailed budget that outlines your expenses and revenues. Also please included any sources of funding, corporate sponsorship, or self-generated revenues. GST is not an eligible expense. Please do not include it in your budget. (Please see page 3 for detailed information regarding receipt/proof of expense documentation) Budget Notes:  A per diem of $40 per person a day (maximum) will be accepted and must be verified as paid with receipts and/or cancelled cheques.  The mileage rate, if it includes gas and mileage, is $0.36/km  The mileage rate, if it includes only mileage, is $0.20/km (i.e. gas receipts to be provided separately). Total Revenue Minus Expense Total Net Loss $ $ $ Part F: Statistics The following information will be used solely to gather general statistical information about our industry. The applicant is not way required to answer any questions requesting sensitive information in order to receive funding. SaskMusic respects the applicant’s right to privacy. This information will be used as part of an aggregate to show our funding agencies the economic impact of our programming. Please  15  16  20  31  45  55  65 indicate your age group: and under to 19 years of age to 30 years to 44 years to 54 years to 64 years and over Gender:  male  female Are you a member of a minority group?  yes  no  Aboriginal  other (please specify) Please indicate your role within the music industry: 2009 SaskMusic Grant Final Report Form – Revised May 2009 Page 11      Artist Songwriter Musician Composer Arranger   Manager Promoter/Agent  Graphic Artist  Lawyer  Venue Owner    Producer Engineer Studio Owner  Talent Buyer  Other (please specify) ______________ ______________ ______  Distributor 2009 SaskMusic Grant Final Report Form – Revised May 2009 Page 12 How long have you been actively involved in the music industry?  Less than 6 months  6 months–1 year  1–3 years  3–5 years  5–10 years  Over 10 years How much of your personal income is generated from the music industry?  100%  100% 75-  50-75%   25-50% 25% less than Please indicate how many working hours were contributed to this project, or provide an estimate using the formula below: # of # of hours per day # of people x (average) x days = Program Benefits  Increased market reach  Sense of Community  Education  Career Advancement    New Partnership Economic New Market Awareness  Personal Growth    Inspiration Networking Other (please specify): ______________________ Additional Economic Activity Please provide an estimate of additional expenses associated with your project that you aren’t claiming, either because they are ineligible through our program, or are in excess of budgets allowed through this program. This will give us a sense of the “real” budget of your entire project. Please do not include here the costs you have already listed in your final budget report form. SaskMusic will be aggregating this information to our funding agencies to indicate the return on investment of the program and the music industry within Saskatchewan. This information is critical for SaskMusic to readjust its funding levels and to obtain additional funding for the program. The information gathered will be released as an aggregate statistic; individual information will not be released. Office and Other Related Expenses: 2009 SaskMusic Grant Final Report Form – Revised May 2009 Page 13 Includes: Office Rent, office equipment purchases & rentals, office staff wages, office and stationery supplies.   $0.00 $1.00 $100.00  $101.00 $250.00  $251.00 $500.00 Equipment:  $0.00  $1.00 $100.00  $101.00 $250.00  $251.00 $500.00  $501.00 $750.00  $751.00 $1000.00  Other: Professional Services and Includes: CD manufacturing, consulting fees, agent fees, publicist fees, manager fees, legal fees, graphic designer fees, advertising and promotion. Food, Beverages, Etc.: Includes: Soft drinks, beer, wine, and alcoholic beverages; cigarettes and other tobacco products; food products; restaurant and catering costs.  $501.00 $750.00  $751.00 $1000.00  Other:   $0.00 $1.00 $100.00  $101.00 $250.00  $251.00 $500.00  $501.00 $750.00  $751.00 $1000.00  Other: Toiletries and Personal Hygiene: Includes: Clothing and  $0.00 custom tailoring;  $1.00 laundry, cleaning, and $100.00 dry cleaning services;  $101.00 toiletries; prescriptions or health- $250.00  $251.00 related items. $500.00 Miscellaneous: Includes: Professional development (books, workshops, etc.); banking and other financial service fees; association and other trade fees; electricity, energy, water and other utilities.  $501.00 $750.00  $751.00 $1000.00  Other:   $0.00 $1.00 $100.00  $101.00 $250.00  $251.00 $500.00  $501.00 $750.00  $751.00 $1000.00  Other: 2009 SaskMusic Grant Final Report Form – Revised May 2009 Page 14 Travel Costs: Includes: Vehicle usage/rental; gas, oil, and other vehicle maintenance; air, bus, taxi and other transportation fees; accommodations. Estimated Total:   $0.00 $1.00 $100.00  $101.00 $250.00  $251.00 $500.00  $501.00 $750.00  $751.00 $1000.00  Other: $ Final Report Check List:   The completed final report form; The completed one-page statement on the Benefits of the Program (Section B);  A detailed budget, and variance report for expenses exceeding 25% of budgeted amount;  Copies of any materials created through this program;  Samples of appropriate funding acknowledgement;  Copies of all invoices and receipts with proof of payment related to the initiative. Signature of Applicant Date