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LSTA Full Grant Reporting Manual
Note: This manual is also available under the documents tab. Project Reports Budget Changes Publicity Inventory Control
Introduction This manual should be used to assist libraries which have received a Library Services and Technology Act (LSTA) full grant to prepare the required narrative and fiscal reports, to request federal funds, to make program changes, and to request budget revisions.
The LSTA Program Coordinator and LSTA Fiscal Coordinator will make an on–site visit to all libraries receiving an LSTA grant, within the first month of the grant. They will be discussing the grant implementation process and reviewing materials found in the manual.
The manual should be used in conjunction with the Contract, Application, and LSTA Five Year Plan. The reporting schedules are a part of the contract. If the Administering Agency fails to meet any term of the contract, the State Library, may suspend the payment of funds and/or the project in whole or in part.
Project Coordinators, Fiscal Officers and other project partners should work closely together. They are urged to contact the State Library whenever questions or concerns about the project arise. Programming issues should be addressed to the Liaison Consultant or LSTA Program Coordinator. Fiscal questions should be directed to the LSTA Fiscal Coordinator or LSTA Program Coordinator.
The administration of the grant is subject to the provisions required by the Library Services and Technology Act (P.L. 104–208), 45 Code of Federal Regulations (CFR) 1183, OMB Circular A–133, State Library of Ohio Board policies, the Ohio LSTA Five–Year Plan, and the laws governing the State of State Library staff wants the LSTA process to be as beneficial to your library and community as possible. Staff is available to answer your questions and work with you throughout the grant process. The general numbers for the LSTA/Library Development offices are: (614) 644–7061 or 1–800–686–1532.
One of the requirements of having an LSTA grant is that narrative and fiscal reports must be prepared and submitted to the State Library on a quarterly basis. These reports show progress of the project and indicate that the project is being implemented on schedule. The information provided is used to report
General Requirements: Quarterly reports are due in the LSTA office within 15 working days after the quarters ending December 31, March 31, June 30, and September 30. Approximately one week after the report due date, if a report has not been received, a call will be made to the project coordinator regarding late narrative reports and/or the fiscal officer regarding late fiscal reports. These calls will serve as a reminder that the report has not yet been received.
The termination date for full LSTA grants is September 30. Purchase orders may not be issued after this date. A cumulative financial report for the period through September 30 is due at the State Library within fifteen working days.
The financial close–out report and the final narrative report are due fifteen working days after the close–out period for the project. The close–out date for full LSTA grants is October 31, thirty days after the termination of the project.
The Project Coordinator should prepare the narrative reports and the Fiscal Officer the fiscal reports.
The LSTA Program Coordinator and the Liaison Consultant review narrative reports. Fiscal reports are first reviewed by the LSTA Fiscal Coordinator and then by the LSTA Program Coordinator and Liaison Consultant. All reports are maintained as part of the official project file at the State Library. The Full Grant Reporting Timeline, with actual dates, can be found at http://oh.webjunction.org/ohlstafulreptime
Narrative reports are to be written against the objectives, activities, and evaluation stated in the application.
For the first and third quarterly report, a standardized reporting form will be used. These reports must address all the activities scheduled to be undertaken during that quarter. The final report is a concise narrative, evaluating the project as a whole. It is due at the State Library fifteen working days after the Close–out date of the project. All report forms required for the project can be at http://oh.webjunction.org/ohlstarepfulauto
If information in the report is not clear or complete, or if questions arise from the report, the Liaison Consultant or LSTA Program Coordinator will request further details from the Project Coordinator. The report will not be accepted until all staff concerns are addressed. Depending upon the issue staff concerns may be addressed through a phone call or email or they may necessitate re–submission of the report. In extreme cases, a site visit will be arranged by the LSTA Program Coordinator.
The second quarterly report will consist of a visit from the Project Liaison Consultant. This visit will take place during the last month of the second quarter (March) or first month of the third quarter (April). The Liaison Consultant will contact the Project Coordinator to set up a mutually convenient time to meet. Although questions and discussion will vary with specific projects, the basic questions to be used can be found along with other reporting forms at http://oh.webjunction.org/ohlstarepfulauto. The Liaison Consultant will write a brief report upon their return to the State Library, for inclusion in the project's official file.
A year after evaluation will be sent to the project coordinator, one year after the project's termination. The year after evaluation will be used to determine if the project is being continued, any modifications made to the original project, and to assess the project's impact on the community.
It is preferred that narrative reports be sent as an email attachment to Julia Ward at jward@sloma.state.oh.us. If the report is sent as an email attachment please send a carbon to
Fiscal reports must be prepared against the budget cited in the contract or subsequent approved budget revisions. Acceptance of a fiscal report is contingent upon the accurate reporting of disbursements and open purchase orders and the correct reporting of any unencumbered balances.
If questions arise in the report review, the LSTA Fiscal Coordinator will contact the treasurer. The report will not be accepted until all staff concerns are addressed. Depending upon the issue staff concerns may be addressed through a phone call or email or they may necessitate re–submission of the report. In extreme cases, a site visit will be arranged by the LSTA Fiscal Coordinator.
Fiscal reports are cumulative. The disbursements should reflect the total disbursement of funds from the beginning of the project through the current reporting period. The outstanding p.o.'s should reflect all open p.o.'s not paid from the beginning of the project through the end of the current reporting period.
Upon completing the fiscal portion of the grant, a close–out report must be submitted to the State Library. This report indicates that all funds have been disbursed. Close–out reports are due at the State Library within thirty days of the termination of the project. LSTA projects end on September 30, therefore the Close–out report must be at the State Library fifteen working days after October 31.
Instructions for completing the fiscal report can be found with the LSTA Cumulative Financial Report Form–Schedule I. All report forms required for the project can be found at http://oh.webjunction.org/ohlstarepfulauto.
It is preferred that fiscal reports be sent as an email attachment to Julia Ward at jward@sloma.state.oh.us. If the report is sent as an email attachment please send a carbon to
Libraries receiving an LSTA grant will be called upon receipt of the first quarter financial report by the LSTA Fiscal Coordinator and asked to supply the State Library with back–up documentation.
Libraries receiving an LSTA full grant may also be visited sometime during the grant year by the LSTA Fiscal Coordinator and/or asked to supply the State Library with appropriate back–up documentation to verify that the subgrantee is in compliance with audit and federal regulations.
All sub–grantees must comply with the requirements and principles as outlined in OMB Circular No. A–133. Institutions expending $300,000 or more in a year in Federal awards (including LSTA funds) will be audited under OMB Circular No. A–133. Monthly requests are required to obtain LSTA funds. They should be prepared by the person responsible for the fiscal portion of the project.
The request for LSTA funds form is due at the State Library no later than the 10th of the month preceding the month for which funds are being requested. For example, a request for April funds must arrive at the State Library by March 10.
Due to the method in which the State Library calls down cash from the Institute of Museum and Library Services, requests received at the State Library after the 10th of the current month can not be processed for payment for another 30 days until the 10th of the following month.
The request is reviewed by the LSTA Fiscal Coordinator to insure accuracy of the approved budget as found in the contract, or as amended through a budget revision, of reporting disbursements and a reasonable assurance the Administering Agency will not be carrying excess federal cash on hand. The LSTA Fiscal Coordinator will contact the Administering Agency if clarifications are needed.
Instructions for completing a Request for LSTA Funds can be found along with the form found at: http://oh.webjunction.org/ohlstafullrequestfunds.
It is preferred that Request for Funds be sent as an email attachment to Julia Ward at jward@sloma.state.oh.us
If mailed, completed requests should be sent to:
State Library staff realizes that changes can occur between the time you write a grant and the time you begin implementation, such as new technology availability, price fluctuation, and items that are no longer available. Should it become necessary, there are three ways in which you can change your budget during the year. They are:
LSTA staff prefers that whenever possible, Budget Changes be received in the LSTA office at least 30 days prior to the termination of a project. LSTA staff realizes that discounts, fluctuations in equipment prices, etc. may require last minute Budget Changes. Realizing that all moneys need to be encumbered by September 30 and that after this date you may only make payments against open purchase orders, it is highly recommended that you plan 30 days in advance. If a Budget Transfer is necessary in the last month (September) in order to ensure that all funds are encumbered and disbursed, please contact the LSTA office. Staff will work with you to facilitate any necessary Budget Changes.
Budget Adjustments can be done without prior permission from the State Library. Such changes should be noted in the narrative report. If you have any questions regarding whether or not permission is required to make a change, please call either the LSTA Program Coordinator or LSTA Fiscal Coordinator at 800–686–1532.
Budget Revisions are requested when funds (local cash or federal) are moved within a category to either purchase an item not included in the original budget or to eliminate an item included in the original budget. An example of a Budget Revision would be if the equipment category includes PC's and a laptop and you wish to purchase a printer or decide not to purchase the laptop.
Budget Revisions require prior approval from the State Library before the revision is implemented or used for reporting purposes. Budget revisions may be accomplished via an email request made to either
Upon receiving the Budget Revision request the State Library will either approve or deny the request or ask for further clarification via email. Final approval of the Budget Revision will be made by email and a copy of the email will be placed in the project's Financial file. All changes should be noted in the Narrative Report.
Budget Transfers are required when moving funds (local cash or federal) from one Budget Category to another. Budget Transfers MAY NOT be implemented or used for reporting purposes until approval is received from the State Library.
Following approval of a Budget Transfer, all Request for LSTA Funds forms and Quarterly Reports should reflect the revised budget.
Transfers between federal and local funds are not permitted. For example, federal funds may only be transferred into another federal funds category. Funds must be transferred into a category already containing funds (see possible exceptions under end–of–year allowances).
To request a budget transfer a three page form must be submitted to the LSTA Office. All forms must be received before LSTA staff can review the budget transfer request. The forms are:
The LSTA Fiscal Coordinator and the LSTA Program Coordinator will review Budget Transfers. Following approval of the Budget Transfer, the library will be called or emailed with state approval. An official letter approving the transfer will be sent by the LSTA office and a copy of the letter placed in the project's Financial file.
Instructions for completing the Budget Transfer can be found with the Budget Transfer form. All report forms required for the project can be found at: http://oh.webjunction.org/ohlstabudtrans .
It is preferred that Budget Transfers may be sent as an email attachment to Julia Ward at jward@sloma.state.oh.us. If the transfer is sent as an email attachment, please send a carbon to
Budget Transfers – End of Year Allowances During the final quarter of a project, July – September, limited transfers may be made into a category which does not currently include any moneys. Up to $1000 may be transferred into a category not previously existing by using the LSTA Budget Request form. Amounts over $1000 must be accompanied by a program amendment. Transferring large amounts of funds into a category not previously existing may have implications for the intent of the project.
The 50/100 Rule: For purposes of balancing budget categories at the end of the project year, limited transfers will be permitted during the last month of the project, September, without prior approval. Transfers are limited to a maximum of $50 transferred out of a category and a maximum of $100 transferred into a category. Transfers must be made using the same budget funds (federal to federal and local to local). Budget category is defined by the total of local and federal funds rather than by individual funds. For example, if $100 in federal funds and $500 in local cash are budgeted for library materials, only a maximum of $50 can be transferred out of library materials or $100 transferred into library materials against the total $600 budget.
Budget transfers made during the last month of the project, September, are to be noted on the termination report. The explanation must include the budget category and the amount transferred.
Program Amendments New activities or new programs not stated in the original project application cannot be undertaken without the written permission of the State Library of Ohio. These constitute changes in the intent of the project and may not meet Federal LSTA or State Library guidelines.
Program amendments are also required when completely eliminating an item or adding a new item in a budget category.
If you are anticipating substantial changes to the project, you should be in contact with your Liaison Consultant and/or the LSTA Program Coordinator, prior to the need to submit a program amendment. When an amendment becomes necessary, a letter should be submitted to the State Library detailing the request and why it is required. This Program Amendment will then be placed in the official file for the project.
Written requests, in the form of a letter, should be prepared by the Project Coordinator and should be submitted to the LSTA Program Coordinator. The request will be reviewed by the LSTA Program Coordinator and the Liaison Consultant. If the request is for an entirely new program other State Library staff may also review the letter. If a revised budget is necessary to implement the amendment, a revised Schedule I budget form should be submitted with the narrative request.
The LSTA Program Coordinator will respond in writing to the Program Amendment request.
All Program Amendments must be received in the LSTA office 30 days prior to the termination of a project. Requests received after this date will not be considered.
Because LSTA grants run during the federal fiscal year, project extensions are not possible. All publications, press releases, and products produced as part of the LSTA project must credit both the State Library of Ohio and the
The
In terms of publications and products, the LSTA Office recommends using one of the following options.
This project was supported in whole or in part by federal
Or, This publication was funded through an
For space–saving concerns you may also use "This publication funded in part through an
If you have any questions please
For information on Inventory Control please go to http:/oh.webjunction.org/ohlastaequip.
Following is a list of frequently used terms that will be encountered during the project year.
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