Hillsborough County explains Community Arts Impact Grant rules, deadlines and reimbursement process

Hillsborough County Arts Council Division staff led a virtual workshop to explain the Community Arts Impact Grant application process and grant administration requirements for nonprofit and college applicants. Kathy Collins, program manager for the Community Arts Impact Grant, outlined eligibility, the reimbursement model and key deadlines.

The grant supports arts- and culture-based projects funded from the county’s allocation and is strictly project-based, Collins said. "It is a reimbursement based grant," she said, adding that applicants must spend project funds first and then submit paperwork for reimbursement. Collins told attendees that the application opened "yesterday at 9AM, and it will close on Friday, March 28 at 5PM. That is the absolute drop dead deadline."

Why it matters: The program provides county funding for events and arts projects — including free classes, concerts, exhibits and small festivals — for community audiences. For many small arts groups, the award (up to $5,000 for nonprofits; up to $12,500 for colleges and universities) can cover artist fees, supplies and marketing but cannot be used for operating expenses or capital projects.

Key eligibility and deadlines - Applicants must be based in Hillsborough County and hold 501(c)(3) status; Collins required an IRS determination letter and a Form 990, 990‑EZ or 990 postcard filed within the previous 18 months before an applicant can move past the eligibility quiz in the Neighborly portal. Municipalities and most educational institutions are ineligible, with the exception of colleges and universities. - Project activity eligible for reimbursement must occur between November 1, 2025, and August 15, 2026. Expenses incurred outside that window are not reimbursable. - The online application will close on March 28 at 5:00 p.m.; Neighborly stops accepting submissions at that time.

Scoring and funding process Collins and other staff described the review timeline: staff will check applications for basic eligibility after submission, the Arts Council Advisory Board will review and score eligible applications and meet on June 3 to vote on those scores, and the Hillsborough County Board of County Commissioners will vote in October or November on whether to fund the scored applications. Applicants must attain an average score of at least 75 to be eligible for funding consideration, although Collins cautioned that "even if you get a 75, do not count your chickens before they're hatched" because the commission vote is separate.

Budgeting and reimbursements Collins emphasized that the grant reimburses only expenses listed in the approved project budget. "You have to put out the money on the project and then ask the county to reimburse you," she said. Applicants may submit up to five reimbursement requests provided all claims are submitted by August 15, 2026. Required documentation for each reimbursement includes receipts, evidence that payments cleared (not just copies of checks), and details showing who was paid, when and how much.

Eligible expenses cited by staff include instructor fees, composers or designers, art supplies, mileage and marketing, provided those items are in the project budget. Ineligible items include general operating costs, regranting, most food and beverage costs, cash awards and expenses outside the funding period. Collins said applicants may request a budget change form if costs shift modestly within the scope of the approved project, but major deviations from the funded scope are unlikely to be approved.

Application materials and tips The online application in Neighborly includes an eligibility quiz, profile, narrative prompts, an operating budget (actual revenue/expenses for the prior fiscal year and current fiscal year), a project budget and required support materials. Required attachments include the IRS determination letter and a list of board members with affiliation/experience information. Optional materials that strengthen applications include current letters of support or partnership on organization letterhead that reference the specific project.

Staff recommended drafting narrative answers offline (for spell-check and character counts) and submitting well before the deadline so staff can flag missing documents. Eileen Blake, another Arts Council staff member, noted the rubric used for scoring is available on the Arts Council website. Collins said staff will provide a grant administration workshop — likely in November or December — if the commission approves funding; applicants will also receive a grant agreement (a contract) and must return a signed, dated W-9 before reimbursements proceed.

Logistics and follow-up Staff will convert the workshop slides to a PDF and email them to attendees and will make a recording available on request after processing. Collins encouraged attendees to contact her with questions during the application period; staff can reopen sections in Neighborly for corrections only before the March 28 deadline.

Ending Staff told applicants to plan timelines and budgets carefully, keep contemporaneous receipts and payment evidence, and to treat the reviewer rubric and support materials as essential context for scoring. The Arts Council and county staff asked applicants to submit early to avoid last-minute technical problems with Neighborly and to allow staff time to check eligibility and missing documents.