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Managing your Loan Star Managing your Loan Star Libraries Grant Part 3Libraries Grant Part 3
Managing your Loan Star Managing your Loan Star Libraries Grant Part 3Libraries Grant Part 3
Wendy ClarkWendy ClarkJennifer JustusJennifer Justus
Texas State Library and Archives Texas State Library and Archives Commission Commission
What we’ll cover
• Grant Data Reporting• Completing Year-End
reports• Preparing for the Next
Funding Cycle
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 Tips
Yes!• Report items
received not those on order
• Use accurate counts from an auditable record
• Track users for items or services purchased with grant funds
No!• Reporting entire
population served • Report ‘no activity’
every report period• Try to report a
number for items like furniture; enter a zero
Performance Reporting
• Report the number of items received; base that number on a documented count (# of books received).
• The number of times items circulate is good info. to report in the narrative section but not a statistical measure.
Performance Reporting
• Report the number of persons served; base that number on a documented count (# of people in attendance at program).
• The number of people using a service, such as a database or computer purchased with grant funds, must be reported
Performance Reporting
• Each report is discrete; report numbers for that period only
• However, if you forgot to report a number from a previous quarter you can add it in; but you must explain that in the report
Performance Reporting
• Method of measurement=how did you come up with the number?
• Justification? What source did you use to come up with that number (shipping list, count from your ILS, head count, sign-in sheet)?
Completing Grant Completing Grant ReportsReports
Completing Grant Completing Grant ReportsReports
Reporting Requirements Reporting Requirements
and Processand Process
• GMS:online grant management system (GMS) used for grant applications and reporting.
• https://gms.tsl.state.tx.us/
Grant Management System
Performance Report
Performance Report—opening page
Performance Report
Performance Report
Performance Report – materials
Performance Report - materials
Performance Report - persons served
Performance Report - library staffing
Performance Report - narrative questions
Grant revisions
A grant revision is needed:If you need to move $ into a zero
budget category If the total amount of $ you need to
move exceeds 10% of grant fundsIf you need to dramatically change
what you want to do with grant funds
Grant revisions
A grant revision should :Be completed prior to reallocating
fundsIf making multiple revisions, track
your budget so you know where you are
Grant Revision
Grant Revision
Grant Revision
Grant Revision
Financial Reports
Required Financial Reports:
Request For Funds (RFF) – Over 50KFinancial Status Reports (FSR) Equipment Report – Only if grant
funds are budgeted in the equipment category
GMS Homepage
Final RFF
Final RFF
Final RFF
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.
GMS Homepage
Final FSR
Final FSR
Final FSR
FSR Submitted with Errors
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!!
Final FSR Tips• Check “Final Report” box under
Report Information• Only submit final once all funds
have been received and expended• If there is a balance that has not
been expended in excess of $25 the funds must be returned to TSLAC
Equipment Report
Equipment Report
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
Total of Equipment Report should be greater than or equal to the Total Cumulative Expenditures in Equipment on the Final FSR
Preparing for next year…Preparing for next year…Preparing for next year…Preparing for next year…
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
Best Practices• 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
• Grant funds will not be sent until all previous grant reports are received.
Best Practices
• Read your contract• Put report dates on your
calendar and submit on time
• Print all submitted forms from GMS and file
• Keep copies of invoices documenting expenditures in the file
• Communicate with TSLAC staff
• Plan to collect ‘outputs’
• Track statistics carefully and realistically
• Be proactive – Always be aware of your budget, submit revisions as they arise and do not wait until the last minute to expend grant funds
Questions?Questions?Questions?Questions?
Further Further InformationInformation
Further Further InformationInformation
Wendy Clark at [email protected]
Jennifer Justus at [email protected]
Pauline Brewer at [email protected]
