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Managing your Loan Star Libraries Grant Wendy Clark Jennifer Justus Texas State Library and Archives Commission.

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Presentation on theme: "Managing your Loan Star Libraries Grant Wendy Clark Jennifer Justus Texas State Library and Archives Commission."— Presentation transcript:

1 Managing your Loan Star Libraries Grant Wendy Clark Jennifer Justus Texas State Library and Archives Commission

2 What well cover What is Loan Star Libraries Overview of the grant process and timeline How to complete reports –Performance –Financial

3 Loan Star Libraries Direct state aid for Texas public libraries First grants issued in 2002 All public libraries who are system members are eligible

4 Money! Where does it come from? State of Texas funds Administered by TSLAC ( Texas State Library and Archives Commission)

5 What can the grant funds be used for? Salaries Computers and other equipment Library materials in all formats Services Any library operating expense Source: Loan Star Libraries Administrative Rules: (

6 What cant grant funds be used for? Food or other refreshments Entertainment expenses Major renovations Capital expenditures Prizes or other incentives Source: Uniform grant Management Standards ( )

7 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.

8 Grant timeline Augustgrant awards issued October 31grant applications (plan of action) due October 31all previous year reports due February 28- contracts due June 15status updates due for next years funding July 31any revisions due August 31all funds encumbered/spent October 15-all bills paid; funds liquidated October 31- final deadline for report submission

9 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.

10 What does this mean? Liquidate: to pay or settle bills or accounts; to pay expenses related to a grant.

11 What does this mean? GMS: online grant management system (GMS) used for grant applications and reporting.

12 Want your grant funds faster? Heres 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 wont be sent until all previous grant reports are received.

13 Want to manage your grant well? Heres 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.

14 Completing Grant Reports Reporting Requirements Reporting Requirements and Process

15 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.

16 Grant Reports : Performancereports numbers (outputs) along with a narrative description of activities Financialreports 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)

17 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.

18 Logging into grant management system

19 Performance Report


21 Performance Reportopening page

22 Performance Report– no activity

23 Performance Report


25 Performance Report-materials

26 Performance Report--materials


28 Performance Reportpersons served


30 Performance Reportlibrary staffing

31 Performance Reportother expenses

32 Performance Reportnarrative questions


34 Performance Report spell checking/editing

35 Performance Reportsaving for later

36 Performance Reportreport submission


38 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

39 Financial Reporting Requirements Required Financial Reports: Financial Status Reports (FSR) Request For Funds (RFF) – Over 50K Equipment Report – Only if grant funds are budgeted in the equipment category

40 Financial Status Reports Grantees with an award amount over 20K - Submit Quarterly Grantees with an award amount under 20k - Submit Twice per Year FSR is required even if there were 0 expenditures for the period

41 GMS Homepage

42 Financial Status Report



45 Error Message…..

46 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 havent received all grant money from TSLAC. Contact myself or Wendy if you ever have any questions – We are here to help!!

47 Equipment Report


49 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

50 Request For Funds O ver 50K Only Submit 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

51 Request For Funds in GMS

52 Request For Funds


54 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 didnt have any expenditures.

55 Reporting Periods & Due Dates A wards Over 20K Reporting PeriodDue Date Sept 1 st – Nov 30 th Dec 31 st Dec 1 st – Feb 28 th March 31 st March 1 st – May 31 st June 30 th June 1 st – Aug 31 st Sept 30 th

56 Reporting Periods & Due Dates Awards Under 20K Reporting PeriodDue Date Sept 1 st – Feb 28th March 31 st March 1 st – Aug 31 st Sept 30 th

57 Other Important Dates August 31 st – Last day to obligate or encumber grant funds October 15 th – All obligations and encumbrances must be liquidated or paid October 31 st – All reports should be submitted no later than this date

58 Questions?Questions?

59 Further Information Wendy Clark at Jennifer Justus at

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