Frequently Asked Questions – AAR Grant Programs

When can the grant funds be used?

 For awarded projects, expenses must be incurred within the calendar year of the award year.

The grant period starts on January 1 and ends on December 31.

Grant recipients will have the entire calendar year of the award year to complete the grant funded activities.

AAR will not consider requests or assume responsibility for any costs incurred outside of the grant award year.

What if there are changes to the project expenses that were included in my approved proposal budget?

If circumstances prevent the use of the grant monies for the project as described in the proposal, the grant recipient is to contact the AAR office at accounting@aarweb.org. A review will be conducted to determine if the recipient will be required to return the funds.

Do unused grant funds need to be returned?

Yes. Unexpended funds must be returned to AAR when the funding period ends.

In the event that the full amount of the award is not used, the grant recipient is to return the unexpended funds to the American Academy of Religion.

How will the grant payment be disbursed to the recipient?

 The grant funds will be issued electronically. The grant payment will be made in the form of an electronic funds transfer.

Grantees must have a bank account that will allow for the electronic transfer of funds.

Grant funds are issued in USD. Any currency conversions or other international accounting transactions are the responsibility of the grant recipient.

What is needed for the grant payment to be processed?

 There are required accounting forms that must be completed for the grant payment to be processed. AAR will provide grantees with the following forms:

• W-9 Tax Form: Grant recipients are required to submit a completed IRS W-9 tax form to AAR Accounting.

• ACH and Wire Transfer Form: Grant recipients are required to submit a completed ACH and Wire Transfer form to AAR Accounting.

AAR Accounting will provide the W-8 BEN form to grantees who are not US citizens.

Are the AAR grant funds reported to the IRS?

If the grant award amount is $2,000 (USD) or more, the AAR will issue the grant recipient a Form 1099 in the amount of the grant for income tax use.

The grant recipient will be responsible for any applicable income taxes due on the grant revenue.

AAR cannot provide any advice about taxes on the grants. For any questions regarding how the grant funds will be taxed, please consult your tax advisor.

Can the grant payment be made out to someone other than the grantee?

No. Grant funds cannot be remitted to a grantee’s institution, collaborator(s), business entity, or someone other than the individual grantee.

• For awarded individual projects, grant funds will be made payable to the individual grantee.
• For awarded collaborative projects, the grant funds will be made payable to the Primary Contact/Project Director.

When will the grant winner receive the funds?

It will take at least 30 days from the time the completed forms have been received by AAR Accounting for the grant payment to be processed.

• The completed required forms must be submitted to AAR Accounting by May 31 of the award year.
• For awarded projects, grant funds will be disbursed until June 30 of the award year.

Note on AAR Travel Grants 

The following additional grant payment information applies to the AAR Annual Meeting Travel Grant, Judith Plaskow Travel Grant, and the Religion and the Arts Travel Grant:

 The AAR travel grant winners are required to check in with staff at the AAR Member Services desk during the November Annual Meeting and provide photo identification (e.g., Faculty/Student ID, Driver’s license, Passport) so that the grant funds may be released.

The wire transfer of funds can take multiple days to process after the November Annual Meeting.

• Religion and the Arts Travel Grant:

The Religion and the Arts Travel Grant is a reimbursable grant, and expense receipts are required from the grantee.

The grant funds will be distributed to the grantee after the November Annual Meeting and the expense receipts have been submitted to AAR.

Are grant recipients required to submit a report?

Unless otherwise specified in the program description, grant recipients are responsible for submitting final reports.

AAR will provide grantees with a link to the online reporting form.

A final report is due within 30 days of completion of the grant. By January 31 of the following calendar year, the grantee must submit the final reports.

Recipients that do not meet the reporting deadline may jeopardize their future ability to participate in any AAR grant programs.

Grantees are encouraged to submit a report that the AAR can share publicly on the AAR website and at AAR membership events.  All work will be credited.

Publications resulting from the grant must acknowledge the support from the AAR.