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Managing your Loan Star Libraries Grant Part 2

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

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  1. Managing your Loan Star Libraries Grant Part 2 Wendy Clark Jennifer Justus Texas State Library and Archives Commission

  2. What we’ll cover • Overview of the grant timeline • How to complete reports • Grant management best practices

  3. 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

  4. Completing Grant Reports Reporting Requirements and Process

  5. Grant Management System • GMS: online grant management system (GMS) used for grant applications and reporting. • https://gms.tsl.state.tx.us/

  6. Grant Management System • One user must be grantee official • Record your username and password

  7. Logging into Grant Management System

  8. Resetting password in GMS

  9. 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)

  10. 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.

  11. Performance Report

  12. Performance Report

  13. Performance Report—opening page

  14. Performance Report– no activity

  15. Performance Report

  16. Performance Report

  17. Performance Report – materials

  18. Performance Report - materials

  19. Performance Report - materials

  20. Performance Report - persons served

  21. Performance Report - persons served

  22. Performance Report - library staffing

  23. Performance Report - other expenses

  24. Performance Report - narrative questions

  25. Performance Report - narrative questions

  26. Performance Report - spell checking/editing

  27. Performance Report – saving for later

  28. Performance Report - report submission

  29. Performance Report - report submission

  30. 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

  31. 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

  32. 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

  33. GMS Homepage

  34. Create New RFF

  35. Filling out the RFF

  36. Filling out the RFF

  37. 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.

  38. 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

  39. GMS Homepage

  40. Create New FSR

  41. Filling out the FSR

  42. Filling out the FSR

  43. Filling out the FSR

  44. FSR - Pending

  45. FSR - Approved

  46. FSR - Error

  47. FSR - Error

  48. FSR Submitted with Errors

  49. 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!!

  50. Equipment Report

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