The Northampton Arts Council is a city board and a non-profit organization whose goal is to support and promote the arts in Northampton. Originally created as a Local Arts Lottery Council, it began its work by administering a grants program in which proceeds from a state lottery are distributed to local artists, arts groups, and public schools.

Spring Grant Reimbursement

Which grant round did you receive a grant? Spring or Fall? It makes a difference.

IMPORTANT: Funds are awarded on a reimbursement basis only. Request for payment must be made within twelve months of notification of grant award. In addition, all successful applicants must properly credit the Northampton Arts Council for providing funds to the project IN ALL (online, print, radio, tv) press materials, posters, programs, announcements, paid advertising by putting the Arts Council logo on the press materials. Failure to do so will result in loss of funding. An example of proper credit would be: "This program is supported in part by a grant from the Northampton Arts Council" as well as adding our logo to the materials. We strongly encourage sending a press release and image to arts@northamptonma.gov two weeks prior to the project taking place so we can advertise the public component of your funded project.

ArtsEZ SPRING GRANT ROUND

ArtsEZ grants work on a reimbursement basis only. In other words, you need to have paid for budgeted goods and services before we can pay you. The local 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 locally-specified criteria before we can release your funds.
Download the ArtsEZ Spring Reimbursement Form: ArtsEZ Spring Reimbursement Form for Grant Recipients

Please read the instructions on the cover sheet before filling out the form. Fill out the reimbursement sheet, the summary of expenses fom, the W-9 form, and include one example where the Northampton Arts Council received credit for funding. You can snail mail the completed and signed forms to the attention of Brian Foote, Director, Northampton Arts Council, 240 Main Street, Memorial Hall #1, Northampton, MA 01060. You can also email them to bfoote@northamptonma.gov with subject "ArtsEZ Grant Reimbursement."


We'll be looking for a couple of things when 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, Inc. for support of your project as per the credit acknowledgement in 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. Whomever the reimbursement check is to made out please have them fill out a W-9 Form and enclose it with the reimbursement documents.


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. Please contact Brian Foote, Director directly to discuss the specifics. 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 form, summary of expenses form, W-9 form and proof of performance documentation, it may take 2-3 weeks to pay you. The Arts Council needs to approve your reimbursement, issue your check and mail it to you.

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