FAQ’s

FAQ’s

We are not a 501 (c) (3) organization. How do we apply with a Fiscal Sponsor?

All fiscal sponsors must be pre-approved by the Philadelphia Cultural Fund through an application process. If your organization currently has a fiscal sponsor, please review the list on our website or contact the Cultural Fund to determine if your current fiscal sponsor can be pre-approved so you can move ahead with your application. 501 (c) (3) nonprofits that wish to serve as an approved fiscal sponsor for the 2020 grant cycle must contact the Philadelphia Cultural Fund, 267-419-7641 or complete the application on our website.

We are an organization that conducts 100% of our programs in Philadelphia but our physical address is not in Philadelphia, are we eligible to apply?

No. The Philadelphia Cultural Fund’s annual allocation from the City of Philadelphia is generated from city taxes, eligible organizations must have their official place of business located in the City of Philadelphia as demonstrated by the address on the organization’s latest 990 filing, SMU|DataArts Funder Report, website, letterhead and printed public materials. The address of a staff member, board member, or volunteer, or that of a fiscal sponsor, unless the official address of the organization, will not be accepted.  

What is SMU|DataArts?

The Philadelphia Cultural Fund partners with SMU|DataArts, the provider of the Cultural Data Profile (CDP). The Cultural Fund, along with other funders across the nation, requires applicants to complete a Cultural Data Profile annually through the SMU|DataArts website. SMU|DataArts provides the cultural community, including funders, with consistent, reliable, comprehensive data on arts and culture nationally, and enables organizations to view trends in their data, benchmark themselves against peer organizations, and enhance their financial management capacity.

How do we complete the required Cultural Data Profile (CDP) Funder Report?

Instructions for New Users of the CDP

Applicant organizations not currently enrolled in DataArts or are first time users of DataArts are encouraged to attend a training session specifically for new users. Dates and locations are available on the DataArts Training Calendar page.

Go to https://da.culturaldata.org in the log-in box, click “Create an account” which takes you a new page where you will enter Basic Information.

Create a new Cultural Data Profile. Complete a Cultural Data Profile for each of the four most recently completed fiscal years; start with the earliest year. If your organization has not been in existence for four years, then enter the data that you have for two years or three years. If you have only one year of data, please contact Cultural Fund staff at 267-419-7641.

Enter data for the most recently completed fiscal year using your board-approved audit/review or yearend financial statements; your financial data must be consistent. You must be IRS compliant. The most recent year entered into DataArts must be the most recent year for which you have filed a form 990 (including 990-EZ).

If your organization is not required to be audited/reviewed, enter data based on board-approved yearend financial statements.

If you are applying for a Program Grant to support an arts program within a larger institution, enter data based on internal financial statements of the arts program for which you are requesting funding, and indicate that you are a Program or department within a parent organization. DO NOT enter project budgets, budgets for future years, or data from incomplete or not-yet-approved audits, reviews or financial statements. When you have finished entering all data, click on the button in your upper right corner that says Check and Complete. This will generate a complete list of errors so that you may address them all at once. If your organization is audited, you will be asked to input key totals directly from your audit or review at the beginning of your data entry process. You will receive an error message if at the end of a financial section if it does not match. Address any errors or questions to DataArts Support Center at 877-707-DATA (3282) or help@culturaldata.org.

Instructions for Organizations that Have Used CDP in the Past

Enter data for the most recently completed fiscal year using your board-approved audit/review or yearend financial statements; your financial data must be consistent. You must have four years of consecutive data, unless your organization was formed three years ago or less. You must be IRS compliant. The most recent year entered into DataArts must be the most recent year for which you have filed a form 990 (including 990-EZ). If your organization is not required to be audited or reviewed, enter data based on board-approved year-end financial statements

How long does it take to complete the CDP Funder Report? The length of time it takes to complete the Funder Report depends on each organization. Established organizations (groups over 5 years old) must provide four consecutive years of fiscal and programmatic data. New & Emerging organizations (groups less than 5 years old) enter data for the year(s) they have been in operation. Users completing the Funder Report for the first time that have operated for more than 4 years may need as little as a week or as many as two or three weeks to complete all four data profiles. Organizations that are familiar with the Funder Report and only have one year of data to enter may be able to complete the report in a few days.

We are a small arts collective that operates on a project by project basis. Should we apply for a program grant?

If your collective, group or organization’s core purpose relates to arts and culture, even if you operate on a project by project basis, you could be eligible to apply for a general operating grant. Program grants are designated for discrete art programs within non-profit organizations whose missions are not specifically focused on arts and culture. To better determine your specific eligibility for a general operating grant contact the Philadelphia Cultural Fund, 267-419-7641.

What are the Budget Size categories?

The budget size categories (or ranges) apply only to Established applicant organizations seeking multi-year funding, not to New & Emerging organizations or Program applicants. The budget size categories are utilized to organize the peer review panels into groups of similarly sized applicants. An Established organization’s budget size is determined by averaging the most recent years of annual expenses as reported on the DataArts Philadelphia Cultural Fund Funder Report (CDP Funder Report). The amount will appear in the Funder Report. To determine which category your organization belongs in, first update your DataArts CDP Data Profile with your most recently completed fiscal year. Next, create a Philadelphia Cultural Fund CDP Funder Report. When you generate the Cultural Fund Funder Report you must have four columns of completed data representing the four most recently completed fiscal years. You will find your Average Budget on the first page of the Report. The Philadelphia Cultural Fund applications are grouped by the following budget categories: ∙ Budgets under $50,000 ∙ Budgets $50,000 to $150,000 ∙ Budgets $150,000 to $400,000 ∙ Budgets $400,000 to $1,500,000 ($1.5 Million) ∙ Budgets Over $1.5 Million If yours is an organization with a non-arts mission applying for a Program Grant, please complete the CDP profile to reflect your arts programming budget and activities only.

Should we reflect In-Kind expenses and income in our financials?

PFC grants are calculated on the “Average Budget” amount (which includes In-Kind) in the CDP Funder Report, not the “Average Budget Less In-Kind”. Fully reporting In-Kind expenses and income consistently (financial statements, budgets, CDP Funder Report) may be advantageous but it’s important that you do so properly. We recommend you review these DataArts resources on how to properly account for and record In-Kind. ∙ Article: What are in-kind contributions, and how do I record them in the Data Profile? ∙ Learning Break Webinar Session 2: Revenue, Part 1: Demystifying Earned, Contributed, In-Kind and Non-operating Revenue

If you don’t see an answer here for one of your questions contact the Philadelphia Cultural Fund, 267-419-7641.

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