Invoicing Instructions
The Organizational Grant Program I/Small Budget Organizations (OGP I) assists Los Angeles County resident arts organizations to achieve long-range artistic and administrative goals through direct funding and management assistance services. Funds for the OGP I program are provided by the Los Angeles County Board of Supervisors and administered by the Los Angeles County Arts Commission.
Grant applications and artistic documentation submitted by organizations are reviewed by peer panels that make recommendations to the Arts Commission based on the following criteria:
• Artistic quality;
• Suitability of project to promote organizational or artistic advancement;
• Level of organizational readiness and ability to carry out the
proposed project;
• Awareness of and response to community needs.
The receipt of an OGP I grant
indicates that a peer panel has evaluated your organization and
determined that the organization has met these criteria. Your organization's
ability to complete the appropriate reporting and invoicing procedures
in a timely manner will confirm the panel's decision and enable
your organization to remain eligible to receive support through
Los Angeles County Arts Commission programs.
Funds awarded through the Arts Commission grant programs are available as reimbursement for accrued expenses related to the funded project.
Organizations may invoice up to two times within each fiscal year (July 1-June 30).
In order to invoice, you must have accrued expenses and accumulated the required documentation for the amount invoiced plus the match. For example, you must have accrued expenses with documentation for $4,000 to invoice for $2,000.
All OGP I organizations have
been awarded two years of funding. In order to invoice for the
second year of funding, the organization must complete all required
reports (see below) during the first year. A Second Year Potential
Project Description and Budget form will be sent to you toward the
end of the current fiscal year in order to update and revise project
information for the second year of your grant.
The invoicing procedure requires your organization to submit an invoice packet that contains the following:
• 1 original, dated and signed
invoice on the organization's letterhead.
• 1 completed and signed Project Report for each invoice packet
submitted.
• 1 copy of proof of project expenses (must total twice the invoiced
amount).
• 1 copy of a printed program/flier or verification that proper
credit has been given
- to the Los Angeles County Arts Commission.
When submitting the invoice,
use your organization's letterhead and use the following wording:
"We request payment in the amount of $______ upon completion
of the (first, final) phase of our project as provided in our Los
Angeles County Contract #MC_______."
[The contract number begins with the letters MC followed by four numerals and is found in the upper right corner on the first page of the agreement.]
Make sure that a member of the
board or staff who has signing authority signs the invoice letter.
The organization is required to submit one project report with each invoice package.
Review the organization's contract
to determine whether the project is administrative or artistic.
Once determined, submit either an Administrative Project
Report or an Artistic Project Report. Forms for both reports
are enclosed. The forms can also be accessed from the Los Angeles
County Arts Commission web site at www.lacountyarts.org
under Funding Opportunities and then by clicking on Information
for Current Grantees. The forms on the web site can be downloaded
and filled out on your computer using Microsoft Word (PC).
OGP I organizations are required to submit documentation verifying project expenses.
In order to invoice, you must submit and have accrued expenses and accumulated the required documentation for the amount invoiced plus the match. For example, you must submit and have accrued expenses with documentation for $4,000 to invoice for $2,000.
If submitting expenses of several different types, e.g. administrative salaries, artistic fees, copying, mailing, etc., please group expenses by category and provide a cover sheet listing the categories and amounts for each.
FOR RETURNING OGP I GRANTEES
ONLY (have been funded by LACAC for at least the past 3 consecutive
years)
Required documentation may include the following:
• computer reports, from an in-house accounting system such as Quick
Books or
- Quicken, which must include
date, check number, payee, check amount, and brief
- description as to the nature of the
expense.
- Or if an in-house accounting system
is not utilized,
• a typed itemized list of expenses, grouped by type, and must include
date, check
- number, payee, check amount, and
description. If a non-computer generated list is
- submitted, there may be a periodic
audit of the organization's expense records and
- the need to submit additional expense
documentation. Organizations should retain
- copies of canceled checks, invoices
and bank statements for accounting purposes.
FOR FIRST TIME OGP I GRANTEES
Operational expense documentation could include items such as:
• bills from vendors with copies of canceled checks (front and back)
showing
- proof of payment;
• bank statements, cash register receipts, credit card statements,
invoices, and
- purchase orders (accompanied by copies
of canceled checks showing proof
- of payment);
• telephone bills (send only pages with applicable highlighted charges
and
- the summary page, and copy of canceled
checks showing proof of payment).
• computer reports, from in-house accounting systems such as Quick
Books or
- Quicken, which must include
date, check number, payee, check amount, and description.
- [Note: all small receipts should
be copied onto 8 ½" by 11" paper; several receipts
may be copied onto the same sheet of paper.]
Personnel salaries, artistic
and administrative fees, or contracted services, acceptable documentation
includes:
• signed and dated contracts or letters of agreement stating duties,
dates of
- employment, or services;
• a signed and dated statement from an individual including time
period worked,
- amount paid, and service performed;
• computer reports, from Quick Books or Quicken, which must
include date, check
- number, payee, check amount, and
description.
Non-reimbursable Expenses
The Commission will not reimburse travel, meal or other food
expenses related to your project. While the Commission will reimburse
for rental of equipment for project expenses, the Commission will
not reimburse for the purchase of such equipment if it is
considered a capital expenditure (has an expected life of five years
or more). Other non-reimbursable expenses would include renovation
of facilities, purchase of land or buildings, endowments, maintenance
of existing facilities. If you have a question as to a specific
project expense, please contact the Grants Manager at the Commission
office for clarification.
It is mandatory that proper credit be given to the Los Angeles County Arts Commission in printed programs, as part of a list of supporters, logo placement, and/or as follows:
"This (performance/exhibit/festival, etc.) is supported in part by the Los Angeles County Arts Commission."
Usage of the Arts Commission logo on programs, fliers and brochures is encouraged. The logo can be received electronically, by e-mailing a request to the Grants Manager.
As part of the invoice packet, include a copy of a printed program or verification that proper credit has been given to the Commission. [Note: although this grant may specifically provide for salaried personnel or contracted services, recognition of the Commission is appropriate in printed and promotional materials.]
In the event that you do not use printed programs, posters, brochures, fliers, or a website; a public announcement must be made giving credit to the Los Angeles County Arts Commission for its support. Failure to adhere to this provision will jeopardize your eligibility to apply for future grants.
If no program is provided and
a public announcement was made, please indicate this on the Project
Report.
All invoice packets should be sent to:
R. Renae Williams, Grants
Manager
Los Angeles County Arts Commission
374 Kenneth Hahn Hall of Administration
500 West Temple Street
Los Angeles, CA 90012
Upon receipt of properly executed invoices, and proper documentation, staff will approve the payment request and will forward the request to accounting for processing. Payment usually takes about four weeks from Commission receipt of a complete invoice packet.
For any questions contact
R. Renae Williams, Grants Manager
by e-mail at: rrwilliams@bos.co.la.ca.us
or by phone at: (213) 974-1343.