Below are frequently asked questions regarding the Miami-Dade Arts Support (MAS) Grants Program for organizations.
Q: Where can I find the Miami-Dade Arts Support Grants Program Guidelines and Application?
A: The MAS Program Guidelines are available through the Miami-Dade Arts Support Action Center. The MAS online application form will open next week however the application questions are available now to be downloaded through the MAS Action Center.
Q: What is the objective of the Miami-Dade Arts Support (MAS) Grants Program?
A: The MAS Program utilizes resources from the federal Coronavirus Relief Fund (CRF) to help provide relief to arts and cultural businesses impacted by the Coronavirus (COVID-19). Please see the MAS guidelines for more information.
Q: Will the Department be offering a workshop on how to apply?
A: Yes. The Department is presenting mandatory online workshops for arts organizations that are submitting applications for these funds. There will be six (6) grant writing workshops offered through Zoom. Applicants must register in advance. Space is limited to 99 participants for each workshop. The workshops dates and registration links are posted in the Miami-Dade Art Support Action Center. Organizations planning to submit an application must register and attend at least one workshop.
Q: How do I access the application form?
A: To access the grant application, you must have a user account with SurveyMonkey Apply, the Department’s online grant application portal, for basic log-in access. It is free to use. A current email address and password creation is required. First-time applicants and/or new users unfamiliar with SurveyMonkey are encouraged to contact their Grants Administrator with any questions or if technical assistance is required.
Q: Are individual artists eligible to apply through the Miami-Dade Arts Support Program for organizations?
A: No. The Miami-Dade Arts Support Program funds cultural businesses and arts organizations. However, artists and artist-entrepreneurs are eligible to apply to a similar program, the Miami-Dade Artist Support! (MAS!) program by the deadline on August 26, 2020. The MAS! artists guidelines and application are available in the Miami-Dade Arts Support Action Center.
Q: Is my organization eligible to apply to Category A?
A: To be eligible to apply to Category A, an organization must have received a notification from the Department of Cultural Affairs with an invitation to apply to this category and meet other requirements listed in the guidelines under eligibility. Organizations designated eligible to apply in Category A are not eligible to apply in Category B - Coronavirus Grants for Arts and Cultural Organizations.
Q: Is my organization eligible to apply to Category B?
A: To be eligible to apply to Category B, an organization must be based in Miami-Dade County; be legally incorporated in Florida; have a primary arts and culture purpose and function; have at least a one-year track record of creating, producing or presenting cultural programs and activities; and be presenting activities and/or programs that are located within Miami-Dade County, that benefit local audiences and that are open and accessible to the general public. Local municipalities and individual departments of colleges and universities may be eligible to apply; restrictions apply, please see MAS Guidelines for details.
Organizations designated eligible to apply in Category A are not eligible to apply in Category B - Coronavirus Grants for Arts and Cultural Organizations. NOT EILIGIBLE: educational organizations or facilities (such as a daycare/preschool or school); school support organizations (such as parent-teacher association, booster club or auxiliary organization; and religious organizations whose cultural programming, in whole or in part, are designed to promote religious or sectarian activities or to encourage the preference of a particular religion.
Q: Can I apply using a fiscal agent?
A: Unincorporated groups may apply to Category A or B for a grant under the fiscal agency sponsorship of an eligible arts and cultural organization that is incorporated either as a not-for-profit, tax-exempt organization or a for-profit organization. See guidelines for specific requirements.
Q: Are local municipalities eligible to apply to Category B?
A: Units of local government may be eligible to apply to Category B provided that the agency has at least a one-year track record of presenting or producing artistic/cultural programming with the public at-large as the primary target audience and direct beneficiaries of the program. Please contact Nikenna.Benjamin@miamidade.gov for more information.
Q: How much can I apply for? - REVISED 8.17.2020
A: CATEGORY A - Organizations in this category have been notified by the Department of Cultural Affairs of a pre-established maximum grant award amount. Please contact your Program Administrator for more information.
CATEGORY B - Depending on budget size, organizations in this category may be eligible to apply for CRF support from the Coronavirus Grants for Arts and Cultural Organizations (CG) for up to $5,000; up to $10,000 or up to $15,000 in support for eligible expenses; funding requests will be reviewed on a case by case basis. Please see MAS Guidelines for details or contact Nikenna Benjamin at Nikenna.benjamin@miamidade.gov.
Q: My organization usually applies to the Community Grants Program and/or the Tourist Development Council Grants Program. Can we apply to MAS?
A: Organizations that have FY 2019-2020 grants from the Department’s Community Grants and/or Tourist Development Council grants programs can apply for eligible expenses in Category B.
Q: My organization does not apply to the Miami-Dade County Department of Cultural Affairs for grant funding. Can we apply to MAS?
A: Yes, organizations who meet the eligibility criteria listed in the guidelines, can apply to Category B for eligible expenses.
Q: What is the grant period for the use of the funds?
A: Coronavirus Relief Funds awarded through MAS can be used for demonstrated financial impacts that have occurred between March 1, 2020 and December 30, 2020.
Q: Can I apply to be reimbursed for COVID-19 related expenses my organization incurred prior to August 2020?
A: Organizations can submit eligible expenses that already have been incurred between March 1, 2020 and August 31, 2020. Please see guidelines for eligible expenses under the ALLOWABLE EXPENDITURES section.
Q: I can apply now for expenses I expect to incur after August 2020?
A: Organizations can estimate eligible expenses expected to be incurred between September 1, 2020 and December 30, 2020 and also submit a “advance” request now for these funds. Please be advised that a final report will need to substantiate the use of all CRF grant monies.
Q: My organization has an expense that was partially covered by another CARES Act Coronavirus Relief Fund such as PPP (or other County funding, such as an annual operating grant.) Can we apply to MAS for the portion that was not covered?
A: Yes, you may apply to be reimbursed for an eligible expense that has not already been covered by CARES Act Funding through other emergency county, city, state, or federal forgivable loan or grant programs established in response to COVID-19 or by insurance or covered by any other funding provided by Miami-Dade County. For example, if your organization’s rent is $10,000 and you received a State CARES Act grant to cover $8,000 in rent, you can apply for the balance of $2,000 (up to the maximum request grant award available to you.)
Q: Can I apply for staff expenses for W-2 employee and 1099 independent contractors?
A: Some staff expenses are eligible for reimbursement for both W-2 employees and 1099 independent contractors. Please see the MAS guidelines for details.
Q: If employees worked during the eligible time period, after March 1st, without pay, can the organization use MAS grant funds to pay them retroactively?
A: Yes. Your organization can apply for support to pay employees for work within the CRF grants time period of March 1 – December 30, 2020.
Q: Are fundraising events considered eligible expenses?
A: Organizations may charge for their cultural services, as usual, including through fundraising events, however, costs associated with activities generating charitable contributions for other entities, as defined, “a donation made to a cause or an organization whose mission is predominantly unrelated to the donor organization’s mission,” are not eligible expenses.
Q: My business purchased good or services that are eligible expenses and paid sales tax on these purchases. We are not a 501(c)(3) nonprofit organization. Is the sales tax reimbursable as well?
A: Yes, the sales tax can be included as part of the reimbursed eligible expenses.
Q: My organization signed a contract with an artist in January 2020 for an April 2020 performance and paid a non-refundable deposit in January, prior to the March 1st grant period. The artists cancelled due to COVID-19 and the organization lost the deposit for the April performance. Can that deposit be reimbursed?
A: Yes, organizations that entered into a contract prior to March 1, 2020 and pre-paid non-refundable, eligible expenses for services that were to occur during the March 1 – December 30th time period, can submit these costs for reimbursement.
Q: Our company frequently tours outside of Miami-Dade County and had scheduled shows in another county (or state or country) in April that were cancelled due to the COVID-19 pandemic. Are paid expenses like artist fees, non-refundable travel expenses and venue deposits related to that program eligible in though the program was occurring outside of Miami-Dade County?
A: Yes, paid expenses directly related to the program are eligible under the Business Interruption category. However, any loss of revenue from these programs is NOT eligible for reimbursement.
Q. What kind of documentation should we submit to substantiate expenses submitted for eligible costs?
A. You must submit documentation of the specific expenses together with corresponding proof of payment for all submitted expenses. Below are some examples of documentation necessary to satisfy this requirement. It is essential that the materials submitted provide clear evidence of the expense, the date incurred, and proof of payment.
Samples of documentation for expenses:
• Dated Invoices / receipts
• Contracts, including but limited to rent and mortgage agreements (all contracts must be legally executed and signed and dated by both parties)
• Employee time sheets / payroll ACH / contracts with employees (all containing designation of category of services rendered and payment amounts)
• Utilities bills (e.g., Water and Sewer, FPL, etc.)
• Email confirmations of specific goods, supplies and materials received and specific services rendered
Samples of corresponding documentation for payments of expenses:
• Cancelled checks (front and back)
• Bank-issued cancelled check summary statements only if the payees are clearly noted
• Credit card transactions and/or statements with payees are clearly noted along with proof of remittance to the credit card issuing company confirming payment made
• Bank statements for debit card payments with payees are clearly noted
• Wire transfers transaction or bank statement highlighting the wire transfer payment
Q. Can we submit cash payments?
A. We advise against cash payments as a business practice. However, if you have paid for an eligible expense in cash, you must submit a dated receipt and/or invoice documenting that the goods or services were received and confirming that the bill was paid in full. For cash payments issued to an individual, you must submit a notarized affidavit signed by the individual receiving payment, attesting to the services provided, the date of services, and payment received.
Q. Do I need to provide “originals” of documentation submitted to substantiate eligible expenses?
A. No. You may submit scans of these materials. However, you must keep the original materials on file and available for inspection.
Q: Are my application and the documents I submit to substantiate expenses, such as cancelled checks and invoices, subject to public record laws?
A: Yes, all documents submitted to Miami-Dade County are subject to the State of Florida Public Records Law, Chapter 119, Florida statutes. (Section119.011(12), Fla. Stat.)
Q: Should I wait until the deadline day to apply?
A: No, applications can be submitted prior to the deadline. Applications received before the deadline will be reviewed on a first-come, first served basis. Category A applications submitted, reviewed and approved prior to the deadline; may have their grant payments issued earlier. Category B applications will be evaluated in the order they are received. Funding in Category B is subject to availability and will be allocated on a first come, first approved basis. Grant funding will be issued as soon as the application has been reviewed, deemed complete, and approved. Applicants are strongly encouraged to apply as soon as possible.
Q: What happens if I can’t use the awarded CRF funds?
A: Organizations must reimburse Miami-Dade County for any CRF funds received and not used, not used for eligible purposes, and/or not satisfactorily substantiated.
Q: Can my organization apply to MAS for revenue losses due to COVID-19?
A: Use of CRF funds for revenue replacement or revenue losses is NOT allowable.
Q: What are eligible uses of the CRF provided through the MAS program?
A: Eligible uses include business interruption costs; mitigation expenses for re-opening; and program transition support. Restrictions apply; for more information, please see the Eligible Uses section of the MAS Guidelines.
Q: Do I need to register in the federal System for Award Management (SAM) to access these federal CRF funds?
A: Only large cultural institutions applying for more than $50,000 are required to have an updated SAM registration to receive these federal funds. Click here to register for a SAM account: https://www.sam.gov.
Q: My organization has received other CARES Acts funding. Can I apply to MAS for the same expenses?
A: No. Applicants may not submit expenses to MAS that have already been covered by financial assistance from other emergency county, city, state, or federal forgivable loan or grant programs established in response to COVID-19 or by insurance.
Q: My organization is producing virtual events. Can I apply for virtual programs?
A: No. Expenses related to producing virtual programs is not an allowable expenditure. However, the cost of transitioning to virtual platforms for public programming is eligible. Please refer to the Eligible Uses section of the MAS guidelines for specific information.
Q: How will my application be reviewed?
A: Department staff and, where necessary, a Miami-Dade County consultant, will review for applications’ eligibility and approval. Applicants will be notified by the Program Administrator if corrections are needed.
Q: I have not received any email messages from the Survey Monkey Apply online grants portal. How do I make sure to get email notifications?
A: Please check your email spam or junk folders. It is strongly recommended that all applicants add Survey Monkey Apply to the “safe senders” list in their email inbox. The email address is “noreply@mail.smapply.net.”
Q: Where can I find out more information about COVID-19 relief support from the Miami-Dade County Department of Cultural Affairs for organizations?
A: The Miami-Dade County Department of Cultural Affairs has launched the Miami-Dade Arts Support Action Center to keep the cultural community informed about the County's CARES Act Coronavirus Relief Fund opportunities for cultural businesses, artists and artist-entrepreneurs in response to the Coronavirus (COVID-19) pandemic. Please visit the Miami-Dade Arts Support Action Center for updates.
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