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Contracts, Documents and Requirements Contracts, Documents and Requirements

Requirements of all IAC grantees
Contract/Grant Agreement
Required Forms
Requirements for Letters to Public Officials
Additional State Requirements for Grantees
Federal Requirements

Contract/Grant Agreement

The grant agreement is the official contract with the Indiana Arts Commission. Read this document carefully as each grantee will be responsible for meeting all the terms and conditions it contains. Sign and return the Grant Agreement, IRS W-9 Form, State Direct Deposit Form, and copies of the letters sent to your local legislator(s) to the IAC office immediately. The signed grant agreement will be reviewed by three other state agencies: the Department of Administration, the Budget Agency, and the Attorney General’s office (this is standard procedure). When all state official signatures have been affixed to the document, a copy of the fully executed agreement will be sent to the grantee. The original is kept on file at the Indiana Arts Commission. The IAC will not recognize any contractual obligation to an individual or organization without a fully executed copy of the grant agreement on file.

Signed Grant Agreements
Grantees can obtain a copy of the grant agreement with all signatures by going to the State of Indiana Active Contract Search and entering the EDS number (Found at the top of the extra copy of the grant agreement mailed for your records). Copies of these documents are scanned and posted in PDF format as public record.

Required Forms

  1. IRS W-9 and State Direct Deposit Forms

    The State of Indiana now requires completion of an IRS W-9 and a State Direct Deposit Form by all direct grantees (only complete these forms if you receive funds directly from the state). These forms replace the previously required Vendor Information Form. These forms should be completed using your legal name. Schools must complete these forms using their district/corporation information as the State will not issue payments to individual schools. Completed forms should be returned to the Indiana Arts Commission with the grant agreement. The IAC will submit the forms to the Auditor's Office on your behalf. If you have questions about how to complete these forms, contact the IAC. 

    These forms collect taxpayer identification information and direct deposit information as all payments from the State of Indiana are made electronically. A voided check may be used in place of having your bank complete the routing information for your account. To use this option, the name and address listed on the check must match the remit name and address at the top of the forms.
  2. E-1 Entity Annual Report Form

All grantees will need to submit an Entity Annual Report (E-1) to the State Board of Accounts (SBOA) within 60 days of your entity's fiscal year end. Please note SBOA has implemented a new electronic submission process for the filing of Entity Annual Reports through the Indiana Gateway for Government Units (Gateway). Gateway submission will be the only means of submitting your E-1 Entity Annual Report. This report is required for anyone receiving state funds including direct grantees of the IAC. Some entities may submit the E-1 Report twice if the initial award and final award are received in two different fiscal years. Any questions regarding the E-1 Report should be directed to For instructions on the online E-1 submission process, click on the following resources:

  • Fast Guide - A "fast guide" or quick overview of the online E-1 submission process.
  • User Guide - The Gateway E-1 User Guide has detailed information and screen shots to assist you on how to enter and submit your E-1 Entity Annual Report.

Purpose/Description: Nongovernmental organizations (entities) receiving financial assistance from governmental sources in the form of grants, subsidies or contributions, are required to file an Entity Annual Report (Form E-1) with the State Board of Accounts. Receipt of the funding referred to above subjects your organization to State audit requirements discussed in IC 5-11-1-9, which requires the complete audit of an entity when the public funds disbursed are equal to or greater than 50% of the entity's total disbursements. The State Examiner may waive the audit requirement if the public funds disbursed are less than 50% of the total disbursements, or at least 50%, but less than $200,000 if the entity is organized as a not-for-profit corporation. The audit requirements may be waived if the State Examiner determines in writing that all disbursements of public funds appear to be made for the purposes for which the funds were received. Visit this page for more information.

  1. Modification/Final Reports/Updates 
    Please refer to your grant guidelines for details on reporting required throughout and at the end of your grant period.

Requirements for Letters to Public Officials

Public officials include the governor and legislators. Grantees can find their representatives by clicking here. Organizations serving multiple counties can include legislators in the areas served.

Public official thank you letters to the governor and legislators are required of all IAC grantees.
Grantees mail or email letters directly to their public official(s). One of the required letters must be addressed to the governor. Each grant recipient will be required the minimum number of letters and on the front end of the grant (when accepting the grant with the signed contract) and on the back end of the grant cycle (when submitting the final grant report). Grantees must provide a copy of each letter to the IAC (or the Regional Arts Partner if funded through the Regional Initiative Grant Program). 

Letter documentation is required as follows:

First letter(s): Submit with Contract 
Thank public official(s) for making public funds available, and raise awareness about the upcoming funded activity(ies).  Take the opportunity to share information about you, your project, and/or organization and invite them to an upcoming activity or event.

Second Letter(s): Submit with Final Grant Report
Written at the end of the grant period/project. Thank public official(s) for making public funds available for the arts and describe the impact of those dollars on their community and state.

Sample Letters:

Minimum Number of Letters Required by Program
(each year if multi-year grant)




Arts in the Parks - Organizations

2 Letters

2 Letters

Arts in the Parks - Individuals 1 Letter 1 Letter


2 Letters

2 Letters

Capacity Building (CY15)

2 Letters

2 Letters

Individual Artist Program

1 Letter

1 Letter

Indiana Masterpiece

2 Letters

2 Letters

Regional Arts Partnership

2 Letters

2 Letters

Regional Initiative Grants

2 Letters

2 Letters

Additional State Requirements for Grantees

  1. Business Entity Report
    Non-governmental organizations must have an active Business Entity Report if the organization is a DIRECT IAC grantee. After a business entity has formed or been granted authority to do business in the state of Indiana, it has an ongoing responsibility to file regular business entity reports. These reports must be filed every year by nonprofit organizations. The filings are due during the anniversary month of the organization's formation or the anniversary month when granted authority to do business in the state of Indiana. Any business past due on its entity report will not be able to sign a contract with the state or receive grant funds. If you have an existing account and need to file your annual report, go to If you are creating a new account or need to contact the Secretary of the State Business Services Division go to
    • If you are accepting a grant as an individual artist/sole proprietor, this is not applicable. If you are unsure if you need to submit this, contact the grants manager for assistance.
  2. Clearance Check
    All DIRECT IAC grantees must go through a mandatory clearance check to ensure that they are in good standing with the Department of Revenue (DOR) and Department of Workforce Development (DWD). If the clearance is denied by either agency, the grantee will be contacted by the IAC and provided with contact information to assist in resolving the issue. The IAC allows up to 30 days to rectify the problem. At the end of this deadline, the clearance check will be performed again. If the clearance check is denied a second time, grantees risk losing funding for the Fiscal Year.
  3. E-Verify Memorandum of Understanding (SEA 590)
    Senate Enrolled Act 590 (SEA 590), signed into law by Governor Mitch Daniels in May 2011, stresses that State agencies cannot award a grant of more than $1,000 to a grantee unless the grantee documents enrollment and participation in the E-Verify program, affirming that a grantee does not knowingly employ an unauthorized alien. Your organization must comply with this legislation upon acceptance of your grant or you risk losing the grant and rescinding of any funds paid.  You can find more information at the E-Verify website.  An enrollment instruction book can be found here.  Please click here to enroll. Enrollment must be completed online and the Memorandum of Understanding (MOU) must include the electronic signature of the organization and the Department of Homeland of Security to be valid. The IAC does not need a copy of your MOU unless requested.
    • Grantees are responsible for registering and/or updating E-Verify Enrollment as needed. The Indiana Arts Commission cannot determine if your organization should register.
      • Note: Anyone accepting a grant as an individual (As selected under the 'Legal Entity Type' header of the State Vendor Form) is not required to register. Public/Charter schools and state universities are also exempt.

Federal Requirements

  1. Dun & Bradstreet (D&B) D-U-N-S Number 
    All applicants must have a DUNS number to complete an application. A DUNS number is a unique nine-digit sequence recognized as the universal standard for identifying and keeping track of businesses. DUNS numbers are the basis by which Americans for the Arts tracks nonprofits and for-profits for its important research reports on Creative Industries: Business & Employment in the Arts. The federal government (which includes the National Endowment for the Arts) requires organizations to provide a DUNS number as part of its grant applications. Go to to apply for a DUNS number. DUNS Number assignment is free for all businesses required to register for contracts or grants. Please note that it can take several weeks to receive your DUNS number. If you do not have your DUNS number to complete the application by the deadline date, please contact the program manager for further instructions.

  2. Federal Funding Accountability and Transparency Act (FFATA)
    Per the requirements of the Federal Funding Accountability and Transparency Act (FFATA), applicants that receive awards of $25,000 or more must be reported.  Your grant letter will indicate the amount of federal funds your organization has received so you are aware if your funding is being reported.  Please visit this website if you have further questions: