Missouri Arts Council FY09 Invoice for Reimbursement
How to Request Payment for Your MAC-Funded Project
1. INVOICE REQUIREMENTS: Payment of your MAC-funded project is made on a reimbursement basis. In order to request payment, you must have completed the following: a. Returned the yellow copy of the grant agreement to the MAC office b. Incurred the expenses for the approved MAC-funded project occurring between July 1, 2008 and June 30, 2009 c. Have the necessary matching funds (see #4 for details) 2. PARTIAL PAYMENT: Grantees may submit invoices for partial payment of project expenses, up to 90% of their award, and no more than one invoice a month. To receive the final 10%, grantees must submit a final invoice with their final report. Exception: Organizations receiving funds through Established Institutions and Mid-Sized Arts Organizations may invoice no more frequently than quarterly for an equal portion of the award. 3. DEADLINE: Grantees must submit the Final Invoice no later than 30 days after the completion of the funded project or by July 13, 2009, whichever occurs first. Invoices must be (1) postmarked by July 13, 2009 or (2) hand delivered to the MAC office by 5 p.m. on July 13, 2009. 4. MATCHING REQUIREMENT: The MAC award must be matched on a one-to-one basis. For example, a $1,000 award must be matched with at least $1,000. If necessary, grantees may use in kind contributions for matching funds; however, they cannot exceed 50% of the matching funds, for example, a $1,000 award may be matched with $500 cash and $500 in kind contributions. Exceptions: a. Capacity Building grants must be matched with 100% cash. b. Touring grantees may invoice up to 60% of the artist fee. Please note that the touring artist should be paid before submitting an invoice. c. DREAM Challenge grants must be matched on a 4:1 basis with cash. In kind contributions cannot be used. For example, a $20,000 challenge grant may be matched with $80,000 in cash. 5. PROCESSING TIME: MAC requests payment from the State Office of Administration for all invoices. 3–4 weeks are needed to issue payment after receipt of properly completed invoices. (Grants supported by federal funds may take up to 8 weeks to issue payment after receipt of properly completed invoices. Section 8 of your Grant Agreement will indicate if your grant is funded with federal dollars.) Invoices submitted with errors will be returned for correction, and payment of funds will be delayed. Project changes must be approved before the invoice can be paid. The Grantee must assume the responsibility for accurate and timely invoicing. 6. DOCUMENTATION: Grantees must keep all bills, receipts, and other supporting documentation for at least three years.
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7. PREPARING THE INVOICE: All invoices must be typed and all questions must be answered. Title of Funded Project. Provide the name of your MAC-funded project, as shown on your Grant Agreement. Note: Touring grantees should provide the performing artist’s name. Project Location. Provide the city where the project took place. All MAC-funded projects must occur in the state of Missouri. Date of Project. Answer one of the following:
a. If the MAC-funded project has been completed, then you should provide
the project’s public presentation dates. For example, on October 27, 2008, Wind Dance Company may submit an invoice for its dance performance series that had public presentations on August 15-16 and September 26-27.
b. If the MAC-funded project is incomplete or still ongoing throughout the
MAC fiscal year, then you should provide the time period in which your organization incurred the costs (paid the expenses for the MAC-funded project). For example, on January 12, 2009, the Film-tastic Series may submit an invoice for the expenses it incurred from July 1, 2008 through January 9, 2009 for the MAC-funded project. The film series project will not be completed until June 30, 2009. Project Finances To Date. Indicate the project costs that have been incurred to date. If this is your second (or third, etc.) invoice, you must provide the cumulative project costs incurred. Round all amounts to the nearest dollar. • • • • Amount Requested. The award amount being requested from MAC on this invoice. MAC Payments Previously Requested/Received. Include all payments previously requested/received from MAC for this grant. Match. Include all cash income provided by your organization and other nonMAC sources along with in kind contributions if they are needed for match. Total Cost of the MAC-Funded Project To Date. Include all cash expenses and, if needed for match, in kind contributions. Amount Requested from MAC on this Invoice + Total MAC Payments Previously Requested/Received + Total Match (amount provided by grantee and non-MAC sources). Total Cost of the MAC-Funded Project To Date Certification. The authorizing official must sign in BLUE ink. RETURN THE ORIGINAL INVOICE AND ONE COPY TO THE MAC OFFICE. If you have any questions, please contact your assigned MAC staff member or Joan White, Grants Manager, at toll free 866-407-4752 or 314-340-6845.
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Return original signed form and one copy to MAC office
Missouri Arts Council 815 Olive Street, Suite 16 St. Louis, MO 63101-1503
(314) 340-6845 Toll Free (866) 407-4752 TDD (800) 735-2966
FY2009 INVOICE FOR REIMBURSEMENT
Invoice form must be typed and all questions must be answered. If you have any questions, contact your assigned MAC staff member or Joan White, Grants Manager, at toll free 866-407-4752 or 314-340-6845. 1. Legal Name (Organization) 3. Contact Person 5. Address 6. City State Zip (9-digit) 2. Grant Number 4. Day Telephone
MO
Project Information 7. Title of Funded Project 8. Project Location (city and state)
9a. If project has been completed, provide the public presentation dates and then proceed to question 10. If not, check N/A and provide answer to question 9b. Do not provide answers to 9a and 9b. 9b. If project is incomplete, provide the time period in which your organization incurred the costs.
Project Finances To Date 10. Amount Requested 11. Total MAC Payment(s) Previously Requested/Received for this Grant 12. Total Match (Amount Provided by Grantee and Other Non-MAC Sources) 13. TOTAL COST of the MAC-Funded Project To Date (Add lines 9, 10 & 11) Certification
Round all entries to the nearest dollar .00 .00 .00
$
.00
I certify, to the best of my knowledge, that the project will occur and the information included in this invoice is true and correct in all material matters; and that adequate records will be maintained to substantiate all information reported for a period of no less than three (3) years from this date. Signature (must be signed in blue ink) Name of Authorizing Official Date Title of Authorizing Official