ArtsEZ Grant Reimbursement Information for Award Recipients
Arts 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. Please believe that we want to keep the reimbursement process as simple as possible, but you must satisfy some criteria before we can release your funds. Request for payment must be made after completion of the public component of your project and within twelve months of notification of grant award.
Complete the ArtsEZ 2018/2019 reimbursement form Along with the completed form, submit the following documents by snail mail, email, or share via google drive:
Grant Reimbursement form, Summary of Expenses form, copies of relevant invoices and receipts, a W-9 form for tax purposes (W-9 Form) and a copy of an advertisement of the public component of the project that credited the Northampton Arts Council for supporting the project.
Complete reimbursement forms should be mailed to the attention of Brian Foote, Executive Director, Northampton Arts Council, 240 Main Street #1, Northampton, MA 01060. Alternatively, you can also email or share the files over google drive with bfoote@northamptonma.gov.
Please remember that we do not reimburse for FOOD OR CAPITAL EXPENSES.
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 or exhibition with your reimbursement request. Press releases, reviews, photographs, and/or programs are acceptable. You must also submit proof that you have credited the Northampton Arts Council for support of your project as per the credit acknowledgement in your approval letter. All grant awardees must acknowledge the Northampton Arts Council for supporting the project in all (online, print, radio, tv) press materials, posters, programs, announcements, and paid advertising by putting the Northampton Arts Council logo on press materials. Failure to do so will result in loss of funding. Example of proper credit: "This program is supported in part by a grant from the Northampton Arts Council" along with the Northampton Arts Council logo, which is available on our website.
Publicity: We require that each award recipient email a press release and image file (.jpg preferred) to arts@northamptonma.gov. Please email the press release and image at least two weeks prior to the event or exhibition to the public. We will help to advertise the public component of your funded project on our website-http://northamptonartscouncil.org.
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 copies of receipted invoices from vendors, artists, or copies of cancelled checks. 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. Please contact Brian Foote, Executive 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 and documentation, it may take 2-3 weeks to pay you. The Northampton Arts Council needs to approve your reimbursement to issue your check and mail it to you.
