managing your loan star libraries grant wendy clark jennifer justus texas state library and archives...

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 wendy.clark@tsl.state.tx.us

Jennifer Justus at jennifer.justus@tsl.state.tx.us