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Managing your Loan Star Libraries Grant Part 2. Wendy Clark Jennifer Justus Texas State Library and Archives Commission. What we’ll cover. Overview of the grant timeline How to complete reports Grant management best practices. August—grant awards issued
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Managing your Loan Star Libraries Grant Part 2 Wendy Clark Jennifer Justus Texas State Library and Archives Commission
What we’ll cover • Overview of the grant timeline • How to complete reports • Grant management best practices
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 Grant timeline
Completing Grant Reports Reporting Requirements and Process
Grant Management System • GMS: online grant management system (GMS) used for grant applications and reporting. • https://gms.tsl.state.tx.us/
Grant Management System • One user must be grantee official • Record your username and password
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.
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 or materials for items like furniture, enter a zero Performance Report Tips
Financial Reports Required Financial Reports: • Request For Funds (RFF) – Over 50K • Financial Status Reports (FSR) • Equipment Report – Only if grant funds are budgeted in the equipment category
Request For FundsOver 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
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.
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
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!!
