Affiliated with the national Young Audiences Arts for Learning network
PLEASE NOTE: Due to reduced staff capacity this summer, there may be delays in processing Fun for the Arts Fund reimbursement requests. We appreciate your patience and understanding during this time, and we will process your submission as soon as we are able.
Any visiting artist program (performance, residency etc). Services must be for and include students (i.e. funds cannot be used to commission artwork from an artist). |
For example: Oregon Symphony, Portland Opera, Ethos, Oregon Children's Theatre. (This option has a 10% processing fee) |
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For example: Art supplies, music instruments, busing costs to go on an arts-related field trip, a kiln, costumes for a play, or arts services such as piano tuning or rights to a play. Also use for Fun for the Arts event expenses (up to $250). (This option has a 5% processing fee) |
For example: a workshop for art or music specialists, teacher trainings to include collage art in their animal habitats unit. Professional development is only applicable for payment if it is intended to directly strengthen the arts experience of students. |
Visiting Artist/Programs Payment
Fun for the Arts funds may be used to pay for visiting artist programs. ALNW does not have programmatic or scheduling control over these services, but does act as the fiscal agent for this programming. A 10% processing fee will be deducted from your account for this service.
Please note, Fun for the Arts funds cannot be used for:
- Payment to school employees during contracted hours with their district (for example, PPS requires all funding for staffing go through an equity allocation process and only funds from school foundations can be utilized as an additional source for FTE funding).
- Commissioned artwork from an artist (services must be for and include students).
Have you already paid the artist and need to be reimbursed? Please check the box for "School already paid artist" in Section A and submit a copy of your check and their invoice with the Fun for the Arts Payment Form. Please note that you will be responsible for providing tax information to the artist, if applicable.
Step 1: Download these two files and have the artist fill them out:
- Statement of Fiscal Procedures
- IRS W9 (if we don't have one on file)
Step 2: Ask the artist for an invoice for their program (should include their name, address, the services they are providing, and their fee)
Step 3: After you receive the documents from the artist, a school staff member should fill out the Fun for the Arts Payment Form (be sure to check Non-Roster Arts Program (A) under Type), then submit it with the materials from the artist to Arts for Learning NW. The principal or an FFA Manager's signature is required.
Please submit all paperwork to [email protected]
Step 4: We will process the paperwork and schedule the artist for payment. You will be sent a confirmation invoice which will show the total amount deducted from your Fun for the Arts account (artist payment plus the processing fee). The artist will also receive a confirmation invoice.
Artist Payment Schedule
Artist payments are based on the length of the program provided in Section A of the Fun for the Arts Payment Form. If the artist you are contracting with would like to know when they will be paid, you can refer them to this document:
Non-Roster Arts Organization Payment
(arts programs not listed in the Artist & Program Guide)
ALNW Fun for the Arts funds may be used to purchase the services of community artists or arts organizations not listed in the Artist & Program Guide on our website. Young Audiences does not have programmatic or scheduling control over these services, but does act as the fiscal agent for this programming.
Have you already paid the organization and need to be reimbursed? Please check the box for "School already paid artist" in Section A and submit a copy of your check and their invoice with the Fun for the Arts Payment Form. Please note that you will be responsible for providing tax information to the artist, if applicable. A 10% processing fee will be deducted from your account for this service.
Step 1: Ask the organization for an invoice for their program (should include their name, address, the services they are providing, and their fee) and a W-9 (if we don't have one on file).
Step 2: After you receive the documents from the organization, a school staff member should fill out the Fun for the Arts Payment Form (be sure to check Non-Roster Arts Program (A) under Type), then submit it with the materials from the artist to Arts for Learning NW. The principal or an FFA Manager's signature is required.
Please submit all paperwork to [email protected]
Step 3: We will process the paperwork and schedule the organization for payment. You will be sent a confirmation invoice which will show the total amount deducted from your Fun for the Arts account (payment plus the processing fee). The organization will also receive a confirmation invoice. Payment is scheduled for the artist pay date that is closest to the due date stated on their invoice, or the first pay date after the end of their program. You can view artist pay dates here:
Pay (or be Reimbursed) for Art Supplies, Equipment and Transportation
All expenses must be intended for use in an arts experience for students (e.g. clay, sheet music, marimbas, a kiln, cameras, etc.) or be payments to artists or vendors that indirectly benefit the arts experiences of students (e.g. piano tuning, kiln repair, bus to symphony, rights to a play, etc.).
Step 1: Download and fill out the Fun for the Arts Payment Form (be sure to check Arts Supplies (B) or Arts Services & Transportation (C) under Type)
- If the vendor will send you an invoice for the amount, we can pay them directly.
- If the vendor requires payment up front, we can reimburse whoever paid.
The principal or an FFA Manager's signature is required. A 5% processing fee will be deducted from your account for this service.
Step 2: Submit the form with supporting receipts or invoices to Arts for Learning NW at [email protected]
School reimbursements and vendor payments will be made every Monday. Invoices that are received by Wednesday at noon will be paid the following Monday.
Please note: PPS schools can order buses and indicate that they are using FFA funds. In this case, the district will invoice Young Audiences directly and no Fun for the Arts Payment Form is needed.
Pay for Professional Development
Up to 25% of Fun For The Arts funds collected in a year may be used for teachers to attend workshops that strengthen arts instruction in the classroom.
Download and fill out the Fun for the Arts Payment Form (be sure to check Professional Development (D) under Type), then submit it with supporting invoices to Arts for Learning NW. The principal or an FFA Manager's signature is required. Please submit all paperwork to [email protected]
School reimbursements and vendor payments will be made every Monday. Invoices that are received by Wednesday at noon will be paid the following Monday.
Fund Manager Authorization Form
This form allows the principal to designate one or more Fun For The Arts “fund managers” who will be allowed to sign FFA forms (and thus authorize payments from the school’s Fun For The Arts account) on the principal’s behalf.
Please submit all paperwork to [email protected]