Guidelines for Funding
FY2023 Guidelines for Funding
The Commissioners approved the above FY2023 Guidelines in concept at its December Committee meeting.
VCA Grantees Must Have UEIs (Unique Entity Identifiers) to Receive Awards in FY23
As we have been sharing for several months now, as of April 4, 2022 the federal government is now recognizing (only) Unique Entity Identifiers (UEIs) generated by SAM.gov (System for Award Management). The transition is a federal, government-wide initiative.
If you HAVE obtained your UEI
To those who successfully obtained their UEIs (Unique Entity Identifiers), we thank you for doing so. The VCA needs that information in order to disburse any new grant awards. In order to collect that information, all VCA applicant must submit an updated VA W-9 with your UEI number. The revised VA W-9 form is due to the VCA by June 30, 2022. As a reminder, these forms are submitted via Foundant Online Grant System under your FY22 Grant Application.
Note: Individual Artists and Ensembles in the Tour Director and Artist Roster are not required to submit a VA W-9 Form or a UEI number unless they are classified as a non-profit organiztion requesting other VCA Grants.
Even as the VCA is continuing the full grant review process, with the majority of FY23 grant funding recommendations going to the Board in June, it is imperative that all applicants submit their UEI, in order to not delay new payments at the start of FY23.
If you have NOT obtained your UEI
Any organization receiving a grant from the VCA in FY23 (and beyond) must have a UEI (assigned by SAM.gov) in order to receive any award funds. As the April 4, 2022, transition date has passed, organizations without a SAM registration may still obtain their SAM-UEIs from SAM.gov without first obtaining or inputting a DUNS number.
To begin this process*:
Go to SAM.gov and select “Sign In” from the upper right corner of the page. If you do not have a Login.gov account, select “Create an account”. SAM.gov uses Login.gov for authentication. More help with using Login.gov can be accessed here. Once you create your user credentials, you will return to SAM.gov to complete your profile.
- On the “Entity Management” widget, select the “Get Started” button.
*Note that SAM.gov has documented the first three steps of the process. Additional information will be available later.
For more detailed information on how to obtain your UEI:
visit this SAM.gov page for obtaining a SAM UEI: SAM.gov | Entity Registrations
IF YOU NEED ASSISTANCE (Questions, TroubleShooting)
If organizations need help (most likely, verifying your information), contact the Federal Service Desk (FSD.gov) by phone (866-606-8220) or online through “Live Chat” or “Create an Incident”. Hours of Operation: Monday - Friday 8 a.m. to 8 p.m. ET. Please note that there can be a wait time for phone and Live Chat.
- Log into FSD.gov using the same username and password that you use for SAM.gov.
- Click “Need Help” in the upper right corner.
- From the drop-down box select “Live Chat” or “Create an Incident”.
- Live Chat
- A pop-up window will open with heading "Welcome to Federal Service Desk Chat".
- Type in your question and click “Send”.
- In the “Type your question and hit enter” field, enter your question.
- Hit Enter or press the “Send” button.
- An FSD agent will respond shortly to your question.
- Create an Incident
- Once on the "Create an Incident" page, you will be prompted to complete an incident form.
- For “System Name”, select “System for Award Management (SAM)”.
- For “Is this related to a Special Project?”, select “None”.
- For “Issue Type”, select “Other”.
- For “Business Type”, select “Grants”.
- Complete “Subject” and “Please describe the issue”.
- You may add attachments, for example, your organization’s DUNS listing and screenshots of your attempts to complete your organization’s information.
- Use the “Add Attachments” next to the paperclip icon at the bottom right-hand corner of the incident form.
- The "Open File" screen will appear on your screen.
- Locate and select the document you would like to upload. Note: Once you select the document, it will populate in the "File Name" field and the "Open" button will be outlined in blue.
- Click "Open". Note: The document will appear in the bottom left-hand corner of the incident form.
- To begin, select a "System Name" and "Issue Type".
- Once you have determined the system and issue, enter a brief description in the "Subject" field, and then a detailed description in the "Describe Issue" field.
- Once you have completed all the necessary fields, click "Submit" on the right-hand side of the screen. Note: If you press "Submit" without entering all necessary fields, the page will display the message: "Some fields are incomplete: [missing fields will populate here.]."
- To check the status of the Incident, go back to FSD.gov homepage, select “My Incidents”. Select the appropriate Incident based on the Subject. You will be redirected to a screen that will show the progress of your incident report.
- See the original NEA notice about SAM UEIs: DUNS-to-SAM-UEI-Notice-12-2021.pdf (arts.gov)
W-9 Form Requirement
Plan ahead! All organizations applying to the Virginia Commission for the Arts are required to provide a W9.
Download a W-9 form, HERE.
Appeals Process for Grant Applicants
Applicants who believe their applications for funding were rejected for any of the following three reasons may appeal to the Commission for reconsideration:
- The application was declined on the basis of review criteria other than those appearing in the guidelines;
- The application was declined due to influence of advisory panel or Commission members who willfully failed to disclose conflicts of interest; or
- The application was declined because erroneous information was provided by the staff, panelists, or Commission board members at the time of review, despite the fact that the applicant provided accurate and complete information on regulation forms as part of the standard application process. Incomplete applications are specifically denied any appeals process.
Dissatisfaction with the denial of an award or the amount of a grant award is not grounds for appeal. Requests of appeals must be received, in writing, at the Commission office within 30 days of the applicant's notification of a funding award decision. The board of the Commission will review and act upon the appeal at its next regularly scheduled meeting. If the board of the Commission changes a funding decision as a result of an appeal, the timing of the payment of the grant will be at the discretion of the agency's Executive Director.
Complaints Pertaining to Civil Rights Compliance
Any person who believes that a grantee of the Virginia Commission for the Arts is not in compliance with either the Civil Rights Act of 1964, the Americans with Disabilities Act, or Section 504 of the Rehabilitation Act of 1973 may file a written complaint with the Executive Director of the Commission. The letter of complaint should include information about the dates, location, and specific aspects of the grantee's activities that may not be in compliance.
The staff of the Commission will attempt to resolve the matter informally, if possible, by meeting with the grantee and the complainant. If the staff of the Commission determines that the grantee is in full compliance with civil rights requirements, the Executive Director of the Commission will so inform the grantee and the complainant.
If the staff of the Commission determines that the matter cannot be resolved informally, the matter will be brought to the board of the Commission for consideration of suspension or termination of funding.