MIAMI-DADE COUNTY DEPARTMENT OF CULTURAL AFFAIRS

CULTURAL ADVANCEMENT GRANTS PROGRAM

FY 2010-2011 TRAVEL/CONSULTANT ASSISTANCE PROGRAM

OVERVIEW

As a component of the technical assistance offered through the Cultural Advancement Grants Program, funds for travel or consultant expenses are available in each fiscal year to all grantees (Cat A: $4,000 / Cat B: $2,000). Funds may be applied to opportunities which will enhance the artistic and/or administrative quality of the organization, such as:

·  Conference or workshop attendance

·  Fact-finding/information gathering/research (i.e. viewing performances you are interested in contracting)

·  Management or artistic consultants

·  Master teachers/artists-in-residence

A Travel Request/Consultant Form and a Travel/Consultant Expense Report are required. These forms are attached. Please make copies and keep them in your files in the event that you do not use your entire subsidy on one project.

APPLICATION INSTRUCTIONS

Complete the Travel/Consultant Request Form and attach at least one of the following as support material for this request: detailed travel itinerary, letter of invitation, resumes of artist/consultant, conference brochure/materials, etc.

Meals are based on a $21 per deim ($3 breakfast, $6 lunch, $12 dinner). Meal expenses in excess of the $21 per diem are not eligible grant expenses and cannot be used to meet the grant match requirement.

Submit the completed form (containing an original signature) no less than three weeks prior to travel dates to:

John Copeland

Cultural Advancement Program Administrator

111 NW 1st Street, Suite 625

Miami, FL 33128

NOTE: Emergency travel must be submitted at least one week prior to the travel date and must contain a letter of explanation concerning the emergency basis of the request.

All requests will be reviewed for accuracy/program compliance and approved by the Program Administrator and the Director of the Department of Cultural Affairs. You will receive confirmation via fax of the approval of your travel request within five business days. A check will be issued by Fantasy Theater Factory, fiscal agent for the Travel/Consultant component of the program, within fourteen days of approval notification.

REPORTING REQUIREMENTS

Within five business days of your return, a Travel/Consultant Expense Report must be submitted.

Complete the Travel/Consultant Expense Report Form and attach:

·  Copies of airline ticket(s), receipts for hotel, taxi and other applicable expenses (not required for per deim);

·  A one page written report indicating your experience and how it has benefited your organization; and

·  A check payable to Fantasy Theatre Factory in the event that you owe a balance.

Submit the completed form (containing an original signature) to the above address.

If you have questions about the forms or use of funds please contact John Copeland, Cultural Advancement Program Administrator at 305-375-4209 or via email at


MIAMI-DADE COUNTY DEPARTMENT OF CULTURAL AFFAIRS

CULTURAL ADVANCEMENT GRANTS PROGRAM

TRAVEL/CONSULTANT REQUEST FORM

GRANT PROGRAM YEAR: / 20 / to / 20
ORGANIZATION:
ADDRESS:
CITY: / STATE: / FL / ZIP:
PHONE: / FAX: / EMAIL:
NAME OF TRAVELER: / TITLE:
DESTINATION:
DATES OF TRIP: / to
PURPOSE OF TRIP:
Briefly describe your request. Explain how this request will directly benefit the organization, its management and/or its artists in accomplishing the mission, goals and objectives of the organization. Attach at least one of the following as support materials for this request: copies of travel itinerary, letter of invitation, resumes of artist/consultant or conference brochure/materials.
*ESTIMATED COSTS: / * Please asterisk any expenses that will be reimbursed by other parties, including scholarships. Cultural Advancement travel funds are to be used to cover outstanding additional expenses over and above the reimbursed amount.
Transportation / $
Taxi/Auto Rental
Hotel/Lodging
Per Diem (max $21/day)
Registrations /Other Fees
Other
TOTAL: / REQUEST AMOUNT:
SIGNATURE / DATE
DEPARTMENT USE ONLY:
GRANT AMOUNT: / $ / REMAINING BALANCE: / $
ADMINISTRATOR APPROVAL / DATE
DIRECTOR APPROVAL / DATE


MIAMI-DADE COUNTY DEPARTMENT OF CULTURAL AFFAIRS

CULTURAL ADVANCEMENT GRANTS PROGRAM

TRAVEL/CONSULTANT GRANT EXPENDITURE REPORT FORM

GRANT PROGRAM YEAR: / 20 / to / 20
ORGANIZATION:
NAME OF TRAVELER: / TITLE:
DESTINATION:
DATES OF TRIP: / to
ACTUAL GRANT EXPENSES:
Transportation / $
Taxi/Auto Rental
Hotel/Lodging
Per Diem (max $21/day)
Registrations /Other Fees
Other
TOTAL:
CERTIFICATION:
I hereby certify that funds have not been expended for meals and that the above budget is a true and correct statement of travel expenses incurred in the conduct of the business of the organization. I have attached the following as indicated by check marks:
q / I have attached copies of airline ticket(s), receipts for hotel, taxi and other applicable expenses (not required for per deim) amounting to the total indicated above. (REQUIRED)
q / I have attached a one page written report indicating how the travel/consultant has benefited the organization. (REQUIRED)
q / I am returning unused grant funds and have attached a check in the amount of $ .
SIGNATURE / DATE
DEPARTMENT USE ONLY:
RECEIVED BY / DATE