For Fiscal Year 2011 General Operating Support (GOS) General Operating Support Expansion (GOSE) Continuation Programs (GOS/ GOSE) Artist Project Grants (APG) Final Report Workshop

Report Deadlines Online Final Report & Supplemental Materials Deadline for ALL PROGRAMS (GOS, GOSE, APG, and CONTINUATION) are due by Monday, August 22, 2010 by 5 pm. All Required Support Materials are due to HAA’s office. These are NOT postmarked deadlines. Reports are reviewed in the order they are received.

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: http://www.houstonartsalliance.com/grants/our-grantees/

LATE FINAL REPORTS Final Reports received late will delay payments for FY2012 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, 2011 will prevent organization for applying for funding in 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 (FY11: July 1, 2010 – June 30, 2011). 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. You are required to turn in 2 supporting documents per item listed in the Financial Documentation Summary (copies of receipts, invoices, contracts or checks). (this does not apply to continuations) 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 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 an additional $10,000 matching monies you received from another source (both receipts and payments). Only submit documents to match your grant amount. Remember that No In-Kind Goods or Services can be included within your report.

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 FY11 Application. Complete All Forms and Hit Submit Button.

Walking Through E-Grant System Please select the correct program from the Drop Down Menu

Walking Through E-Grant System Complete Contact Information Complete Personnel Information Complete Activity Information

Walking Through E-Grant System Complete Audience Demographics

Walking Through E-Grant System Complete Expenses Report

Walking Through E-Grant System Complete Revenue Report

Walking Through E-Grant System Complete Required Supplemental Materials Report Make sure you choose the correct form for your program

HAA Grants Staff Should you have any questions, please contact HAA Grant Staff at: 713-527-9330 Fleurette Fernando, Director of Grants Fleurette@haatx.com (extension 133) Kristina Spritzer, Grants Coordinator Kristina@haatx.com (extension 135) Crystal Benavides, Grants Manager Crystal@haatx.com (extension 117) Sontera Dresch, Grants Assistant Sontera@haatx.com (extension 112)