Projects must be completed by: June 30th, 2006
All Northampton Arts Council grants work on a reimbursement basis. In other words, you need to have paid for budgeted goods and services before we can pay you. The state guidelines on reimbursement of grant funds are detailed. Please believe that we want to keep the reimbursement process as simple as possible, but we must satisfy some state-specified criteria before we can release your funds.
1.) Print out and complete the reimbursement and summary of expenses request form,
2.) Photocopy your receipts and invoices and send all requested information and forms to the Northampton Arts Council, Attention: Sondra Peron, 240 Main St., Memorial Hall, Room 5, Northampton, MA 01060.
IMPORTANT: feel free to look at our tips for using PDFs page for help with the below forms.
We'll be looking for a couple of things in reviewing your request:
1. Your project must have been completed according to the description in your original application. Please enclose proof of performance, exhibition, etc. with your reimbursement request. Press releases, reviews, and/or programs are fine. You must also submit proof that you have credited the Northampton Arts Council and the Massachusetts Cultural Council for their support of your project as per the credit acknowledgement on your approval letter.
2. Your expenses must relate to the project as outlined in your application. Please submit documentation that proves you have paid these expenses, such as receipted invoices from vendors or copies of cancelled checks. We can pay third-party vendors directly. If you would like us to pay your suppliers direct, indicate that, and let us have copies of their bills to you. If any part of your grant money is being used to pay artist's fees for yourself, enclose an invoice for your time.
3. Under certain conditions (for example, if your proposal is for a series of performances) you may receive progress payments. These are generally based on the percentage of the project that has been done. If you'll be submitting more than one reimbursement request, photocopy the enclosed forms so you'll have blanks for later requests.
Once we receive your reimbursement request with appropriate documentation, it may take two to three weeks to pay you. The Arts Council needs to approve your reimbursement and submit documentation to the city auditors, who will issue your check and mail it to you.
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If for some reason you are unable to complete your project within the agreed upon time frame, you may seek an extension. All extension requests must be in wrinting and will be presented to the Board of Directors of the Arts Council for approval. You may email requests to Sondra Peron at arts@ci.northampton.ma.us.
If you have any questions regarding your grant, please call us at 413.587.1269.