General
Every individual or organization that receives a grant from the Iowa Arts Council, which exists within the Iowa Economic Development Authority (the IEDA), must complete a Final Report.
Only grantees whose grant payments are distributed on a reimbursement basis need to complete a Reimbursement form. Refer to your grant agreement or the grant program guidelines found on the Grants & Programs page for each grant program to determine how your grant funds are distributed.
Reimbursement and Final Report forms must be completed and submitted via the Iowa Arts Council’s SlideRoom, an online portal.
Links to the form(s) for each grant program can be found on the Grants & Programs page for each grant program.
Links to all available forms can be found on the Iowa Arts Council’s SlideRoom landing page: iowaartscouncil.slideroom.com.
Reimbursement forms may be completed and submitted after the grantee has expended the grant funds and required matching funds (if applicable).
Final Report forms may be completed after the grantee has expended the grant funds and required matching funds (if applicable) and after all grant activities are completed.
Deadlines for completed Reimbursement and Final Report forms vary by program. Deadlines can be found in your grant agreement or the grant program guidelines located on the Grants & Programs page for each grant program. Failure to complete a timely Reimbursement or Final Report form may result in a delay, forfeiture, or return of funds.
Refer to your grant agreement or the grant program guidelines found on the Grants & Programs page for each grant program to determine whether your grant has a matching requirement.
Please reach out to the program manager for your grant program with any questions. The program manager is listed on the Grants & Programs page for each grant program.
Budget
Yes, all grantees must demonstrate the grant funds and required matching funds (if applicable) have been spent by providing documentation of expenditures, including receipts and proof of payment.
A few expense types do NOT require additional documentation. See “Which expense types do NOT require additional documentation?” below.
Refer to your grant agreement or the grant program guidelines found on the Grants & Programs page for each grant program to determine whether your grant has a matching requirement.
Matching funds are required for some grants to demonstrate investment from a source(s) other than the Iowa Arts Council.
- Cash match is actual cash, like cash donations, grants, organizational reserves, and revenues that are dedicated to the grant project. This may include sources like private foundations; corporate or individual donors; ticket sales; an organization's operating budget or an individual’s own time dedicated to the grant project.
- In-kind match is non-cash goods or services provided at no charge to the grant project by a third party. The use and value of third-party contributions must be properly documented. All third-party contributions must be necessary and reasonable for the project.
Expenses covered by matching funds must also adhere to the expense eligibility requirements outlined in the grant program guidelines, which can be found on the Grants & Programs page for each grant program.
Refer to your grant agreement or the grant program guidelines found on the Grants & Programs page for each grant program to determine whether your grant has a matching requirement.
Paid staff or grantee time dedicated to the project can be included in the cash match if not covered by the grant award.
A grantee’s own materials and supplies dedicated to the grant project can be included in the cash match if not covered by the grant award.
Refer to your grant agreement or the grant program guidelines found on the Grants & Programs page for each grant program to determine whether your grant has a matching requirement.
Yes. If your grant has a matching requirement, you must provide documentation of expenditures, including receipts and proof of payment for the required match in addition to the grant award.
A few expense types do NOT require additional documentation. See “Which expense types do NOT require additional documentation?” below.
Refer to your grant agreement or the grant program guidelines found on the Grants & Programs page for each grant program to determine whether your grant has a matching requirement.
Expenses related to the grant project that were not covered by the grant award or matching funds (if any), are considered supplemental expenses. We ask grantees to note these expenses in their Final Report to document the full investment in the project, but grantees are not required to provide additional documentation of these expenses.
No. Documentation such as receipts and proof of payment is not required for supplemental expenses.
Refer to the grant program guidelines found on the Grants & Programs page for each grant program for a list of eligible and ineligible expenses.
Expenses covered by matching funds must also adhere to the expense eligibility requirements outlined in the grant program guidelines.
Grantees will provide an itemized list of the expenses covered by the grant award and required matching funds (if any) in the spreadsheet linked from the applicable Reimbursement or Final Report form in SlideRoom.
Grantees must download and save a copy of the spreadsheet, then fill out and upload the completed spreadsheet in SlideRoom.
Spreadsheets are designed to work with most spreadsheet software.
NOTE: If you are completing the spreadsheet in the Apple Numbers application, you will need to print the completed spreadsheet to .pdf before uploading it in SlideRoom. Iowa Arts Council staff are not able to open Apple Numbers files.
Refer to your grant agreement or the grant program guidelines found on the Grants & Programs page for each grant program to determine whether your grant has a matching requirement.
Expenese Documentation
Expense documentation, including receipts and proof of payment, should be uploaded in the shared folder with the grantee’s name through the link provided by the grant program manager. If you need the link to be resent, please reach out to the program manager for your grant program. The program manager is listed on the Grants & Programs page for each grant program.
Other examples of proof of payment include: an invoice with payment information (ex: pd with card #xxxxYYY); a copy of a deposited check; a credit card or bank statement with the payment highlighted; a screenshot of an app transaction (ex: Zelle, Venmo); or a letter from the vendor stating the payment was received (email is fine).
Paid staff or contractor time dedicated to the project needs to be documented with a payroll ledger or paid invoice. Mileage and/or per diem paid to staff or a contractor needs to be documented with both a receipt or record of the expenses (ex: $0.xx per mile for y miles) and proof of payment.
Here is an example template that can be used to document proof of payment: Acknowledgement of Payment Template
The value of in-kind materials or space donated by a third party needs to be documented with a note from the donors.
Here is an example template that can be used to document in-kind donation value: Acknowledgement of In-Kind Donation
Additional documentation, including receipts and proof of payment, are NOT required for the below expense types.
- grantee time working on the project if the applicant is an individual
- mileage and/or per diem if the applicant is an individual
- in-kind volunteer time
- applicant’s own materials and supplies dedicated to the project
For these expense types, just list the per unit cost and # of units (ex: $0.xx per mile for y miles, $x per hr for y hrs, etc.) in the spreadsheet linked from the applicable Reimbursement or Final Report form in SlideRoom.
We do not require a specific file format or naming convention for expense documentation.
However, a simple file naming convention using category, vendor, and date can help to efficiently organize documentation. For example:
- TRAVEL – Hotel 1 – 20261015.pdf
- TRAVEL – Hotel 2 – 20261101.pdf
- MATERIALS – PaintStore – 20260905.pdf
- MATERIALS – OnlineVendor – 202560910.pdf
- PEOPLE – Name1 – 20270104.pdf
- PEOPLE – Name2 – 20270104.pdf
- PEOPLE – Payroll Ledger – 20270215.pdf
Areas Served
- Statewide