Manage Your Grant

A completed 4Culture reimbursement request must be submitted through apply.4culture.org and must include:

• Final narrative report documenting completed project activities to 4Culture (as outlined in the contract). This report should include information about outreach efforts used to publicize the project and a brief project overview for possible publication and posting on the 4Culture website or in its newsletters.
• A final project budget, including all in-kind contributions.
• Examples of marketing or publicity materials that include the 4Culture logo or other acknowledgement.
• 5 digital images documenting the project activities. Each image must be under 2 megabytes.
• A document containing captions and credits for the submitted digital images. Images that have faces of children under 18 years old must have proper permission and documentations on file at your institution. This document must be submitted as a Word or PDF file. This document must be submitted as a Word or PDF file.
  Sample format of a caption and credit: Short description of the photo, © Year taken, courtesy of Photo owner, Photo by photographer name.

Have questions? Contact Chieko Phillips at chieko.phillips@4culture.org.

You must upload these required attachments for a Capacity Building invoice:

• Receipt(s) for all work performed that equal or exceed the total amount you are requesting.
• For a final payment request: The overall cost/timeline of the whole project including status of the capital project work plan and “public benefit” that the project will help you provide
• One or two digital images of the project process.
• Any other specific documentation identified in your contract’s Scope.

You must upload these required attachments for a Cultural Facilities invoice:

• Receipt(s) for all work performed that equal or exceed the total amount you are requesting.
• For a final payment request: The overall cost/timeline of the whole project, and one or two digital images of the facility construction.
• Any other specific documentation identified in your contract’s Scope.

You must upload these required attachments for a Cultural Equipment invoice:

• Receipt(s) for all items purchased and any installation or related costs that equal or exceed the total amount you are requesting
• One or two photographs of the equipment purchased

In order to receive your final payment and close out your contract you must upload attachments for all deliverables noted in the Scope of Service and Public Benefit sections in your agreement, including:

• Examples of marketing or publicity materials that include the 4Culture logo or other acknowledgement
• Project documentation including nine (9) digital images showing before, during, and after the completion of your project. These photos should show how the project progressed and include workers on the job.
• Any additional requirements identified in your contract’s specific Scope of Service

Partial Payment

[50% of Grant Award Funds] For planning costs, service fees, and direct project expenses.

• Select “Partial” under Type of Payment Request
• Amount of Payment Requested should be 50% of your total grant funds
• Service Dates should be the contract start date to today’s date.
• Skip attendance, venue/city information, and all items under “Required Attachments”
• Under Progress Report/Evaluation indicate general work-to-date on your project. This can be brief. Indicate any changes or updates with the project

Final Payment

[Final 50% of Grant Award Funds]: Completion of Public Benefit (See Public Benefit as stated in your contract) and submission of required evaluation and final documents.

• Select “Final” under Type of Payment Request.
• Amount of Payment Requested should be 50% of your total grant funds;
• Service Dates should indicate dates of your public benefit event(s).
• Payments will not be made until after these dates;
• Estimate the attendance of your public benefit event(s);
• Indicate the venue(s) and city(s) of your public benefit event(s);
• Under Progress Report/Evaluation please evaluate the specific benefits and services provided to the public during the contract period/year as outlined in your contract’s Scope of Service (approximately 300 words).
• Under “Required Attachments”
• Skip Final Budget and Purchase receipts
• Upload examples of marketing or publicity materials that include the 4Culture logo or other acknowledgement
• Upload photographs documenting your project, including photo credits

Art Projects

Art projects can submit payment requests for partial payments. Follow these steps to submit partial and final payment requests.

Have questions? Contact Melissa Newbill at melissa.newbill@4culture.org (Individuals) or Scott Oshima at scott.oshima@4culture.org (Groups).

Partial Payment

[50% of Grant Award Funds] For planning costs, service fees, and direct project expenses.

• Select “Partial” under Type of Payment Request
• Amount of Payment Requested should be 50% of your total grant funds
• Service Dates should be June 1, 2016 to today’s date (e.g. 6/1/16 – 8/5/16)
• Skip attendance, venue/city information, and all items under “Required Attachments”
• Under Progress Report/Evaluation indicate general work-to-date on your project. This can be brief. Indicate any changes or updates with the project

Final Payment

[Final 50% of Grant Award Funds]: Completion of Public Benefit (See Public Benefit as stated in your contract) and submission of required evaluation and final documents.

• Select “Final” under Type of Payment Request.
• Amount of Payment Requested should be 50% of your total grant funds;
• Service Dates should indicate dates of your public benefit event(s).
• Payments will not be made until after these dates;
• Estimate the attendance of your public benefit event(s);
• Indicate the venue(s) and city(s) of your public benefit event(s);
• Under Progress Report/Evaluation please evaluate the specific benefits and services provided to the public during the contract period/year as outlined in your contract’s Scope of Service (approximately 300 words).
• Under “Required Attachments”
• Skip Final Budget and Purchase receipts
• Upload examples of marketing or publicity materials that include the 4Culture logo or other acknowledgement
• Upload photographs documenting your project, including photo credits

Heritage Projects

You may submit a request for payment once you have completed the Public Benefits as outlined in your contract. A completed 4Culture reimbursement request must be submitted through apply.4culture.org and must include:

• Final narrative report documenting completed project activities to 4Culture (as outlined in the contract). This report should include information about outreach efforts used to publicize the project and a brief project overview for possible publication and posting on the 4Culture website or in its newsletters.
• The final project budget, including all in-kind contributions.
• Examples of marketing or publicity materials that include the 4Culture logo or other acknowledgement.
• 5 digital images documenting the project activities. Each image must be under 2 megabytes.
• A document containing captions and credits for the submitted digital images. Images that have faces of children under 18 years old must have proper permission and documentations on file at your institution. This document must be submitted as a Word or PDF file.
  Sample format of a caption and credit: Short description of the photo, © Year taken, courtesy of Photo owner, Photo by photographer name.

Have questions? Chieko Phillips at chieko.phillips@4culture.org.

Preservation Special Projects

You may submit a request for either a partial payment or final payment, depending on your contract’s Scope of Service. Check your project’s scope and gather the information required under each phase of work, before submitting a payment request for that phase.

When you submit a payment request, you’ll also need to provide a brief description of the work done, the dates that the work took place and number of people involved in the project. You will then attach any additional items required within your scope to that request.

Have questions? Contact Dana Phelan at dana.phelan@4culture.org.

In order to receive your final payment and close out your contract you must submit all the information required in the Scope of Service section of your contract, including:

• Examples of marketing or publicity materials that include the 4Culture logo or other acknowledgement.
• Digital images documenting your project, including photo credits & permission to publish.
• Any additional requirements identified in your contract’s Scope of Service.

The 4Culture Touring Arts Roster Incentive Program cannot submit payment requests for partial payments. Follow these steps to submit the final (and only) payment request.

Have questions? Contact Nina Yarbrough at nina.yarbrough@4culture.org.

Final Payment

[Final Reimbursement Award Funds]: Completion of Public Benefit event and submission of required evaluation and final documents.

• Select “Final” under Type of Payment Request.
• Amount of Payment Requested should be 50% of your total grant funds;
• Service Dates should indicate dates of your public benefit event(s).
• Payments will not be made until after these dates;
• Estimate the attendance of your public benefit event(s);
• Indicate the venue(s) and city(s) of your public benefit event(s);
• Under Progress Report/Evaluation please evaluate the specific benefits and services provided to the public.
• Skip Final Budget and Purchase receipts
• Upload examples of marketing or publicity materials that include the 4Culture logo or other acknowledgement
• Upload photographs documenting your project, including photo credits

Art Sustained Support

You applied to Sustained Support as an organization and were chosen based on your organization’s qualifications, but in order for 4Culture to give you your award, you must choose a project(s) to which this award will be applied in your payment request. This is one or more events or activities that are (a) accessible to King County residents, (b) happens within the calendar year, and (c) has total expenses that are equal to or greater than the amount of your award. You cannot claim your award until the selected project(s) are complete; if you need your award as soon as possible, choose a project(s) that happens as early in the year as possible. When making your payment request, be sure to include beginning and ending dates of the selected project(s).

Have questions? Contact Bret Fetzer at bret.fetzer@4culture.org.

Filling out your Arts Sustained Support invoice:

Under Payment Request:

• Type of Payment Requested is ‘Final’. Arts Sustained Support does not allow partial payments.
• ‘Amount of Payment Requested’ should be the total amount of your Sustained Support award.

Under Public Benefit:

• Under ‘Service Dates’, list both the titles of the event(s) and the beginning and ending dates of that event(s).
• Fill in the ‘Total Visitors/Attendance’ of your events(s) and the ‘Venues & Cities’ in which your event(s) took place.
• Under ‘Evaluation’, discuss the Public Benefit your organization provides for King County residents. As when you filled out the Contract Information Form, ‘Public Benefit’ refers not to the general good done by your organization, but to the free and discounted services you offer (discounted tickets, free or pay-what-you-can performances, scholarships, workshops, etc.) that make it easier for King County residents (in particular disadvantaged communities) to access your work. Discuss the Public Benefit your organization offers throughout the year – this does not need to be limited to your Scope of Service.
• Then, finally, upload the following attachments: A Final Project Budget; examples of marketing or publicity materials that include the 4Culture logo or other acknowledgement; and any photos you may have from the event(s) of your Scope of Service.

Heritage Sustained Support

You may submit a request for payment once you have completed the Public Benefits as outlined in your contract. A completed 4Culture reimbursement request must be submitted through apply.4culture. org and must include:

• A final report that details how you completed the public benefits outlined in your contract.
• Updated financial reporting, as reflected in the 990 section of your organization profile at apply.4culture.org.
• Examples of public 4Culture acknowledgement
• 5 digital images documenting the project activities. Each image must be under 2 megabytes.
• A document containing captions and credits for the submitted digital images. Images that have faces of children under 18 years old must have proper permission and documentations on file at your institution. This document must be submitted as a Word or PDF file.
  Sample format of a caption and credit: Short description of the photo, © Year taken, courtesy of Photo owner, Photo by photographer name.

Have questions? Contact Chieko Phillips at chieko.phillips@4culture.org.

Preservation Sustained Support

Preservation Sustained Support payments are made at the end of each year. Please submit a 4Culture invoice for the full amount of your award in December. When you submit your invoice, you’ll provide a brief written evaluation describing the specific services and benefits provided to the public during the year, as outlined in your contract’s Scope of Service.

Have questions? Contact Dana Phelan at dana.phelan@4culture.org.

In order to receive your payment and close out your contract you must upload attachments for all deliverables noted in the Scope of Service and Public Benefit sections in your agreement, including:

• 5-8 digital images documenting your activities, including photo credits, permission to publish, and captions.
• Examples of acknowledgement of 4Culture support, including any marketing or program materials with the 4Culture logo.
• Any additional requirements identified in your contract’s Scope of Service
• In addition, organizations should make sure that your IRS 990 Actuals are up-to-date in your account profile, for your most recently completed fiscal year. Municipalities should upload a one-page budget showing all preservation-related income and expenses for the year.