Photo Courtesy of Able ARTS Work
Reporting & Invoicing
Invoicing and reporting forms must be submitted online at via SurveyMonkeyApply.
- The OGP fiscal year runs from July 1 to June 30.
- OGP grants are paid at the beginning of each year (after submission of payment request).
- Grantees will receive exactly half of the award in each year of the two years of the grant cycle.
- Grantees no longer need to submit "partial" payments and will no longer need to do so because the full first- and second-year payment can be requested at the beginning of the fiscal year.
- Payment requests should be submitted by August 1 each year.
- All report forms are due by June 1.
- All project funds including the matching funds should be expended by June 30 (end of the fiscal year).
- To prepare, please review the Year 1 and Year 2 sample report forms.
- Helpful info about evaluation and reporting from the OGP reporting workshop.
Grant activities and expenses must be consistent with those approved for funding. If changes in the project are necessary, you must:
- Contact the Department of Arts and Culture's Grants and Professional Development staff and set up a project amendment phone appointment;
- Complete the form called Project Amendment online under the applicable grant cycle at https://www.apply-lacdac.smapply.io
- Submit the project amendment and upload a project amendment letter written on your organization’s letterhead through the online form. The project amendment letter must, at a minimum, include the following information:
- OGP contract number,
- Specific change(s) requested,
- Justification for each requested change(s),
- Revised project budget, if applicable, or else a statement that "No revised project budget has been included in this amendment,"
- Contact information, including a phone number, fax number and e-mail address,
- A statement which reads as follows: "The parties agree to amend the terms of the contract as set forth in this amendment. Except as amended herein, all other terms and conditions of this contract shall remain in full force and effect," and
- Signature of two authorizing officials of your organization, or a corporate resolution or affidavit from the corporation's board that the single officer signing the letter on the corporation's behalf has the authority to bind the corporation.
No project amendment is in effect unless, and until, grantee receives approval from the Department of Arts and Culture, in the form of a signed project amendment form. Until such time as grantee receives such written approval, grantee shall only incur costs and shall only carry out its project in a manner consistent with the terms and conditions of the original contract.
Grantees must notify the Department of Arts and Culture of changes to their organization’s contacts or other organizational information. A Contact and Change of Information form can be found online at https://www.apply-lacdac.smapply.io. Once logged in, find and fill out the form and submit it for review by grants staff.
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*IMPORTANT NOTE: All grantees are required to maintain financial records to verify compliance for up to three (3) years after your contract expires. The grantee will compile, maintain and permit access to records as required by applicable regulations, guidelines or other directives. If you are selected for an audit you must have and submit proof of expenses for review by grants staff upon request.