managing your loan star libraries grant wendy clark jennifer justus texas state library and archives...
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Managing your Loan Star Managing your Loan Star Libraries GrantLibraries Grant
Managing your Loan Star Managing your Loan Star Libraries GrantLibraries Grant
Wendy ClarkWendy ClarkJennifer JustusJennifer Justus
Texas State Library and Archives Texas State Library and Archives Commission Commission
What we’ll cover
• What is Loan Star Libraries• Overview of the grant
process and timeline• How to complete reports
– Performance– Financial
Loan Star Libraries
• Direct state aid for Texas public libraries
• First grants issued in 2002
• All public libraries who are system members are eligible
Money! Where does it come from?
• State of Texas funds
• Administered by TSLAC (Texas State Library and Archives Commission)
What can the grant funds be used for?
• Salaries• Computers and other equipment• Library materials in all formats • Services• Any library operating expenseSource: Loan Star Libraries Administrative
Rules:(http://www.tsl.state.tx.us/ld/funding/loanstar/adminrules.html)
What can’t grant funds be used for?
• Food or other refreshments• Entertainment expenses• Major renovations • Capital expenditures• Prizes or other incentivesSource: Uniform grant Management Standards (http://governor.state.tx.us/files/state-grants/UGMS062004.doc)
Keep in mind…Loan Star Libraries is……designed to help local
communities maintain, improve, and enhance local library services.
Loan Star Libraries is…… a supplement to and not a
replacement of local support.
Grant timeline
• August—grant awards issued
• October 31—grant applications (plan of action) due
• October 31—all previous year reports due
• February 28-contracts due
• June 15—status updates due for next year’s funding
• July 31—any revisions due
• August 31—all funds encumbered/spent
• October 15-all bills paid; funds liquidated
• October 31- final deadline for report submission
What does this mean?
• Encumber:bookkeeping procedure that commits a given amount of money to the payment of an order. Each time an order is placed an amount of money (encumbrance) equal to the total price of all items in that order is deducted from the grant fund.
What does this mean?
• Liquidate:to pay or settle bills or accounts; to pay expenses related to a grant.
What does this mean?
• GMS:online grant management system (GMS) used for grant applications and reporting.
• https://gms.tsl.state.tx.us/
Want your grant funds faster? Here’s how:
• Complete reports by October 31 for previous cycle
• Respond to any requests TSLAC sends asking for report changes
• Use direct deposit; verify banking information
• Return your contracts as soon as possible
• Ensure the contracts are signed correctly
• it bears repeating: grant funds won’t be sent until all previous grant reports are received.
Want to manage your grant well? Here’s how:
• Read your contract• Put report dates on
your calendar and submit on time
• Track statistics carefully and realistically
• Ask for a revision if needed
• Send publicity materials and pictures
• Put a plan together focusing on greatest needs; write up stories and results
• Contact us if you have questions.
Completing Grant Completing Grant ReportsReports
Completing Grant Completing Grant ReportsReports
Reporting Requirements Reporting Requirements
and Processand Process
Why grant reporting?
– TSLAC has a contract with your library – The Texas Legislature requires TSLAC
to report on the services provided through the grant
– The information you provide is important; it provides evidence to support the overall program.
Grant Reports :• Performance—reports numbers (outputs)
along with a narrative description of activities
• Financial—reports how the grant budget was spent
• Equipment (only required if you purchased items listed as equipment in grant budget)
• Revisions (only required if you need to change the way grant funds are allocated)
Performance Report
• Grantees with an award over 20K report quarterly.
• Grantees with an award amount under 20K report twice.
• Performance reports must be submitted even if ‘no activity’ has occurred.
Logging into grant management system
Performance Report
Performance Report
Performance Report—opening page
Performance Report– no activity
Performance Report
Performance Report
Performance Report-materials
Performance Report--materials
Performance Report--materials
Performance Report—persons served
Performance Report—persons served
Performance Report—library staffing
Performance Report—other expenses
Performance Report—narrative questions
Performance Report—narrative questions
Performance Report—spell checking/editing
Performance Report—saving for later
Performance Report—report submission
Performance Report— report submission
Performance Report Tips
Yes!• Reference your
grant application (plan of action)
• Report items received by type
• Use accurate counts or best estimates
• Track users of computers purchased with grant funds
No!• Reporting entire
population served • Submit ‘no activity’
every report period• Try to report persons
served from items like furniture, other furnishings
Financial Reporting Requirements
Required Financial Reports:Financial Status Reports (FSR) Request For Funds (RFF) – Over 50KEquipment Report – Only if grant
funds are budgeted in the equipment category
Financial Status Reports Grantees with an award amount over 20K
- Submit QuarterlyGrantees with an award amount under
20k - Submit Twice per YearFSR is required even if there were 0
expenditures for the period
GMS Homepage
Financial Status Report
Financial Status Report
Financial Status Report
Error Message…..
FSR Tips Instruction link at top of form will provide
step-by-step instructions.Do not try to enter information into
grayed out cells – these cells are auto filled by GMS.
Do not check Final if you have not spent all grant money and/or you haven’t received all grant money from TSLAC.
Contact myself or Wendy if you ever have any questions – We are here to help!!
Equipment Report
Equipment Report
Equipment Report Tips
Due no later than October 31st Only required if grant funds
were budgeted and spent in the equipment category
Fill out report for ALL equipment/property purchased with grant funds
Request For Funds
Over 50K OnlySubmit Request For Funds – No more
than once per month but no less than once per quarter
You are required to submit a Request for Funds once per quarter even if 0 funds were expended – GMS has a Zero Funds Expended check box for this
Request For Funds in GMS
Request For Funds
Request For Funds
RFF Tips
Only applies to Loan Star grantees with an award amount over 50K
Instruction link at top of form will provide step-by-step instructions.
Make sure to enter the amount of expenditures for the grant term, not just the period of request – GMS will calculate the current request amount
Submit a Request For Funds at least once per quarter even if you didn’t have
any expenditures.
Reporting Periods & Due Dates
Awards Over 20KReporting Period Due DateSept 1st – Nov 30th Dec 31st
Dec 1st – Feb 28th March 31st
March 1st – May 31st June 30th
June 1st – Aug 31st Sept 30th
Reporting Periods & Due Dates
Awards Under 20KReporting Period Due DateSept 1st – Feb 28th March 31st
March 1st – Aug 31stSept 30th
Other Important Dates
August 31st – Last day to obligate or encumber grant funds
October 15th – All obligations and encumbrances must be liquidated or paid
October 31st – All reports should be submitted no later than this date
QuestionsQuestions??
QuestionsQuestions??
Further Further InformationInformation
Further Further InformationInformation
Wendy Clark at [email protected]
Jennifer Justus at [email protected]