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Loan Star Libraries Part 2


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Wendy Clark, Lone Star Libraries Grant Coordinator, goes over Part 2 in her webinar series on managing the grant for Texas public libraries.

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Loan Star Libraries Part 2

  1. 1. Managing your Loan Star Libraries Grant Part 2 Wendy Clark Jennifer Justus Texas State Library and Archives Commission
  2. 2. What we’ll cover <ul><li>Overview of the grant process and timeline </li></ul><ul><li>How to complete reports </li></ul><ul><li>Grant management best practices </li></ul>
  3. 3. Loan Star Libraries <ul><li>Direct state aid for Texas public libraries </li></ul><ul><li>First grants issued in 2002 </li></ul><ul><li>All public libraries who are system members are eligible </li></ul>
  4. 4. Money! Where does it come from? <ul><li>State of Texas funds </li></ul><ul><li>Administered by TSLAC ( Texas State Library and Archives Commission) </li></ul>
  5. 5. What can the grant funds be used for? <ul><li>Salaries </li></ul><ul><li>Computers and other equipment </li></ul><ul><li>Library materials in all formats </li></ul><ul><li>Services </li></ul><ul><li>Any library operating expense </li></ul><ul><li>Source: Loan Star Libraries Administrative Rules: </li></ul><ul><li>( ) </li></ul>
  6. 6. What can’t grant funds be used for? <ul><li>Food or other refreshments </li></ul><ul><li>Entertainment expenses </li></ul><ul><li>Major renovations </li></ul><ul><li>Capital expenditures </li></ul><ul><li>Prizes or other incentives </li></ul><ul><li>Source: Uniform grant Management Standards </li></ul><ul><li>( ) </li></ul>
  7. 7. Grant timeline <ul><li>August—grant awards issued </li></ul><ul><li>October 31—grant applications (plan of action) due </li></ul><ul><li>October 31—all previous year reports due </li></ul><ul><li>February 28-contracts due </li></ul><ul><li>June 15—status updates due for next year’s funding </li></ul><ul><li>July 31—any revisions due </li></ul><ul><li>August 31—all funds encumbered/spent </li></ul><ul><li>October 15-all bills paid; funds liquidated </li></ul><ul><li>October 31- final deadline for report submission </li></ul>
  8. 8. What does this mean? <ul><li>Encumber: </li></ul><ul><li>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. </li></ul>
  9. 9. What does this mean? <ul><li>Liquidate: </li></ul><ul><li>to pay or settle bills or accounts; to pay expenses related to a grant. </li></ul>
  10. 10. Completing Grant Reports Reporting Requirements and Process
  11. 11. <ul><li>GMS: </li></ul><ul><li>online grant management system (GMS) used for grant applications and reporting. </li></ul><ul><li> </li></ul>Grant Management System
  12. 12. Grant Management System <ul><li>One user must be grantee official </li></ul><ul><li>Record your username and password </li></ul>
  13. 13. Logging into Grant Management System
  14. 14. Resetting password in GMS
  15. 15. Grant Reports <ul><li>Performance —reports numbers (outputs) along with a narrative description of activities </li></ul><ul><li>Financial —reports how the grant budget was spent </li></ul><ul><li>Equipment (only required if you purchased items listed as equipment in grant budget) </li></ul><ul><li>Revisions (only required if you need to change the way grant funds are allocated) </li></ul>
  16. 16. Performance Report <ul><li>Grantees with an award over 20K report quarterly. </li></ul><ul><li>Grantees with an award amount under 20K report twice. </li></ul><ul><li>Performance reports must be submitted even if ‘no activity’ has occurred. </li></ul>
  17. 17. Performance Report
  18. 18. Performance Report
  19. 19. Performance Report—opening page
  20. 20. Performance Report– no activity
  21. 21. Performance Report
  22. 22. Performance Report
  23. 23. Performance Report – materials
  24. 24. Performance Report - materials
  25. 25. Performance Report - materials
  26. 26. Performance Report - persons served
  27. 27. Performance Report - persons served
  28. 28. Performance Report - library staffing
  29. 29. Performance Report - other expenses
  30. 30. Performance Report - narrative questions
  31. 31. Performance Report - narrative questions
  32. 32. Performance Report - spell checking/editing
  33. 33. Performance Report – saving for later
  34. 34. Performance Report - report submission
  35. 35. Performance Report - report submission
  36. 36. Performance Report Tips <ul><li>Yes! </li></ul><ul><li>Reference your grant application (plan of action) </li></ul><ul><li>Report items received by type </li></ul><ul><li>Use accurate counts or best estimates </li></ul><ul><li>Track users of computers purchased with grant funds </li></ul><ul><li>No! </li></ul><ul><li>Reporting entire population served </li></ul><ul><li>Submit ‘no activity’ every report period </li></ul><ul><li>Try to report persons or materials for items like furniture, enter a zero </li></ul>
  37. 37. Financial Reports <ul><li>Required Financial Reports: </li></ul><ul><li>Financial Status Reports (FSR) </li></ul><ul><li>Equipment Report – Only if grant funds are budgeted in the equipment category </li></ul><ul><li>Request For Funds (RFF) – Over 50K </li></ul>
  38. 38. GMS Homepage
  39. 39. Create New FSR
  40. 40. Filling out the FSR
  41. 41. Filling out the FSR
  42. 42. Filling out the FSR
  43. 43. FSR - Pending
  44. 44. FSR - Approved
  45. 45. FSR - Error
  46. 46. FSR - Error
  47. 47. FSR FAQ’s <ul><li>What do I enter in Section 2, line b., Grantee Share of Expenditures, local funds? </li></ul><ul><ul><li>This cell is where you can report any local funds that were used in addition to the grant funds. </li></ul></ul><ul><ul><ul><li>Example – Your Loan Star grant funds were used to purchase a computer but the cost of the computer exceeded available grant funds, so other funds were used to cover the remaining cost. The amount you added to get the computer would be entered in this cell. </li></ul></ul></ul>
  48. 48. FSR FAQ’s <ul><li>What are outstanding encumbrances? (Section 2, line d.) </li></ul><ul><ul><li>This is where you can record any money that you have encumbered but not yet spent as of the end of the period. </li></ul></ul><ul><ul><ul><li>Example – An order for books was placed on February 15 th , but the books and invoice will not be received until March (the following FSR period). You can record the amount of the order in the outstanding encumbrance cell on the FSR. The actual expenditure amount will then be reported on next period’s FSR. </li></ul></ul></ul>
  49. 49. FSR FAQ’s <ul><li>When I try to submit my Final FSR, GMS gives me an error message stating that “Balance Due cannot be negative on the Final Report”. What does this mean? </li></ul><ul><ul><li>The FSR cannot be the Final report if grant money is still owed to your library. </li></ul></ul><ul><ul><li>Either you did not enter Total TSLAC Funds Received in Section 2, line g. </li></ul></ul><ul><ul><li>Or… </li></ul></ul>
  50. 50. <ul><ul><li>You haven’t yet received payment on your Final Request for Funds – if this is the case you will uncheck Final, submit it as the period’s report and once funds are received you will submit a Final showing that the final payment was received. </li></ul></ul>FSR FAQ’s
  51. 51. FSR Submitted with Errors
  52. 52. Financial Status Reports <ul><li>Grantees with an award amount over 20K </li></ul><ul><ul><ul><ul><li>Submit Quarterly </li></ul></ul></ul></ul><ul><li>Grantees with an award amount under 20k </li></ul><ul><ul><ul><ul><li>Submit Twice per Year </li></ul></ul></ul></ul><ul><li>FSR is required even if there were 0 expenditures for the period </li></ul>
  53. 53. FSR Tips <ul><li>Instruction link at top of form will provide step by step instructions. </li></ul><ul><li>Do not try to enter information into grayed out cells – these cells are auto filled by GMS. </li></ul><ul><li>Do not check Final if you have not spent all grant money and/or you haven’t received all grant money from TSLAC. </li></ul><ul><li>Contact myself or Wendy if you ever have any questions – We are here to help!! </li></ul>
  54. 54. Equipment Report
  55. 55. Equipment Report
  56. 56. Equipment Report
  57. 57. Equipment Report
  58. 58. Equipment Report Tips <ul><li>Due no later than October 31st </li></ul><ul><li>Only required if grant funds were budgeted and spent in the equipment category </li></ul><ul><li>Fill out report for ALL equipment/property purchased with grant funds </li></ul><ul><li>Total of Equipment Report should be greater than or equal to the Total Cumulative Expenditures in Equipment on the Final FSR </li></ul>
  59. 59. Grant revisions <ul><li>A grant revision is needed: </li></ul><ul><li>If you need to move $ into a zero budget category </li></ul><ul><li>If the total amount of $ you need to move exceeds 10% of grant funds </li></ul><ul><li>If you need to dramatically change what you want to do with grant funds </li></ul>
  60. 60. Do I need a revision? <ul><li>We spent more in one of our Approved Budget categories, do we need to submit a budget revision? </li></ul><ul><ul><li>A budget revision is not needed if the amount over budget is less than 10% of your total grant award amount. </li></ul></ul><ul><ul><ul><li>Example – The total grant award amount is $7,000.00 with $5,000.00 budgeted in Equipment but $5,500.00 was actually spent. Since the expenditures total $500.00 more than budgeted a budget revision is not necessary. (10% of $7000.00 is $700.00) If instead $5,800.00 was spent, then a budget revision would be necessary. </li></ul></ul></ul>
  61. 61. Grant Revision
  62. 62. Grant Revision
  63. 63. Grant Revision
  64. 64. Grant Revision
  65. 65. Request For Funds O ver 50K Only <ul><li>Submit Request For Funds – No more than once per month but no less than once per quarter </li></ul><ul><li>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 </li></ul>
  66. 66. Create New RFF
  67. 67. Filling out the RFF
  68. 68. Filling out the RFF
  69. 69. RFF Tips <ul><li>Only applies to Loan Star grantees with an award amount over 50K </li></ul><ul><li>Instruction link at top of form will provide step by step instructions. </li></ul><ul><li>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 </li></ul><ul><li>Submit a Request For Funds at least once per quarter even if you didn’t have any expenditures . </li></ul>
  70. 70. Reporting Periods & Due Dates A wards Over 20K <ul><li>Reporting Period Due Date </li></ul><ul><li>Sept 1 st – Nov 30 th Dec 31 st </li></ul><ul><li>Dec 1 st – Feb 28 th March 31 st </li></ul><ul><li>March 1 st – May 31 st June 30 th </li></ul><ul><li>June 1 st – Aug 31 st Sept 30 th </li></ul>
  71. 71. Reporting Periods & Due Dates Awards Under 20K <ul><li>Reporting Period Due Date </li></ul><ul><li>Sept 1 st – Feb 28th March 31 st </li></ul><ul><li>March 1 st – Aug 31 st Sept 30 th </li></ul>
  72. 72. Other Important Dates <ul><li>August 31 st – Last day to obligate or encumber grant funds </li></ul><ul><li>October 15 th – All obligations and encumbrances must be liquidated or paid </li></ul><ul><li>October 31 st – All reports should be submitted no later than this date </li></ul>
  73. 73. Want your grant funds faster? Here’s how: <ul><li>Complete reports by October 31 for previous cycle </li></ul><ul><li>Respond to any requests TSLAC sends asking for report changes </li></ul><ul><li>Use direct deposit; verify banking information </li></ul><ul><li>Return your contracts as soon as possible </li></ul><ul><li>Ensure the contracts are signed correctly </li></ul><ul><li>it bears repeating: grant funds won’t be sent until all previous grant reports are received. </li></ul>
  74. 74. Best Practices <ul><li>Read your contract </li></ul><ul><li>Put report dates on your calendar and submit on time </li></ul><ul><li>Track statistics carefully and realistically </li></ul><ul><li>Ask for a revision if needed </li></ul><ul><li>Send publicity materials and pictures </li></ul><ul><li>Put a plan together focusing on greatest needs; write up stories and results </li></ul><ul><li>Contact us if you have questions. </li></ul>
  75. 75. Grant Management Tips… <ul><li>Keep organized files </li></ul><ul><li>Keep a copy of the contract in the file </li></ul><ul><li>READ THE CONTRACT </li></ul><ul><li>Print all submitted forms from GMS and file </li></ul><ul><li>Keep copies of invoices documenting expenditures in the file </li></ul>
  76. 76. Questions?
  77. 77. Further Information Wendy Clark at [email_address] Jennifer Justus at [email_address]