Interlibrary Loan Lending Reimbursement Program FY2015

**Participating libraries will receive an email from TSLAC in mid-September with the dollar amount they are eligible to request and their sub-award number.**

The Texas State Library and Archives Commission (TSLAC) supports a statewide interlibrary loan program in order to assure Texans will have access to shared library resources to meet learning and informational needs.  The Interlibrary Loan Lending Reimbursement Program helps support libraries with reimbursements for direct, out-of-pocket costs associated with participating in statewide resource sharing using Navigator.

The goal of the reimbursement program is to support and encourage libraries in statewide resource sharing endeavors by reimbursing direct costs associated with participation.

The reimbursements are sub awards (or pass through awards) of the Grants to States program from the Texas State Library and Archives Commission’s federal funder, Institute of Museum and Library Services (IMLS). In order to be in compliance with federal regulations, the  Interlibrary Loan Lending Reimbursement Program procedures and guidelines have been updated for SFY2015, September 1, 2014-August 31, 2015.  A signed participation agreement and supporting documentation of expenditures will be required in order to receive a reimbursement payment for lends made in SFY2015.


Why are these changes being made?
Who is eligible to participate?
How much are the reimbursements?
How does a library participate?
What costs are eligible for reimbursement?  What is acceptable documentation?
What is the timeline for the program?
Where can I get the forms?
Where do I submit the forms?
Will there be a webinar about the program?
**Information for State agencies**
Questions?

 

Click here for FAQs from the Augusth 20th Webinar

FAQs from the February 27th Webinar
Click here for a list of Texas Navigator Libraries

 


Eligibility

Texas public libraries that lend a minimum of 24 items to other Texas public libraries using OCLC’s Navigator system in SFY2015 (September 1, 2014-August 31, 2015) are eligible for reimbursements not to exceed actual, direct costs associated with interlibrary loan lending activity.

Please submit a participation form if you anticipate meeting the minimum number of lends by August 31, 2015 and choose to participate in the program. If you have any questions about your library's lending activity, please contact Sara Hayes at shayes@tsl.texas.gov or 512-463-5406.

Texas academic libraries that have agreed to lend materials to Texas public libraries are also eligible for reimbursements for actual, direct costs associated with interlibrary loan lending activity.


Reimbursement Amounts

Participating libraries will be eligible for reimbursement amounts based on a formula.  The formula will consider the number of lends provided to Texas public libraries using the Navigator system and the available funding.   This year we anticipate funding to cover at least $4.48 per lend, up to the amount of a library's documented, actual participation expenditures.  Reimbursements will not exceed actual amounts expended.  Libraries are encouraged to report all actual costs, should there be additional funds available.

Quarterly Navigator interlibrary loan lending statistics are provided to TSLAC by OCLC.


Participation Requirements

1. Complete the Participation Agreement Form and submit it to TSLAC (via email to shayes@tsl.texas.gov or via fax to 512-936-2306) by March 31, 2015.

This form must be signed by an individual authorized to enter into contract on behalf of the library's legal entity and must include the legal entity's:

  • DUNS number
    The DUNS number is a nine-digit ID established and assigned by Dun and Bradstreet, Inc. to give business entities a unique designation. If your legal entity does not currently have a DUNS number, they may request one from Dun and Bradstreet.  There is no charge for obtaining a DUNS number for your entity.
  • System for Award Management (SAM) registration expiration
    Entities must register in SAM, a federal repository, in order to conduct business as a recipient of federal funds.  There is NO CHARGE for registering your entity in SAM.
  • Texas Identification Number System (TINS) Number

2. Lend a minimum of 24 items to Texas public libraries using Navigator in SFY2015, September 1, 2014-August 31, 2015.

3. Submit the following forms to TSLAC by September 30, 2015:

Receipts received after September 30, 2015 will not be eligible for erimbursement.

Reimbursements will be dispersed electronically to legal entities, you may be contacted for a current direct deposit authorization form in order to complete an electronic funds transfer.

State agencies will receive reimbursement checks or warrants, TSLAC accounting staff will contact your agency with further instructions.

Contact Sara Hayes at shayes@tsl.texas.gov or 512-463-5406 with any questions.


Actual Costs and Documentation

TSLAC will reimburse actual, documented expenditures that eligible libraries incur participating in statewide resource sharing as funding allows.

The following expenditures are eligible for reimbursement:

  • Postage related to statewide resource sharing
  • Shipping supplies related to statewide resource sharing
  • Equipment procured to support statewide resource sharing (up to $4,999.99)
  • TExpress courier subscription costs
  • OCLC cataloging contracts
  • Staff time dedicated to statewide resource sharing** (see details below)

Acceptable supporting documentation of expenditures include:

  • Paid receipts - Indicate the items on the receipt being submitted for reimbursement
  • Paid vendor invoices for services necessary to participate in ILL lending activities
  • Postage meter records or postal receipts for shipping loans to Texas Navigator libraries
     
  • **Staff time documentation must include copies of time sheets (if staff is part time ILL staff or dedicates a certain number of hours to ILL activity), copies of payroll registers or paychecks (with personally-identifiable information redacted), and certification of hours worked (if staff is full time ILL staff)

Document expenditures on this Expenditure Documentation Form (Attachment A Form).

If your library does not document specific hours that staff dedicates to ILL on timesheets, you may wish to use this LSTA Grant Employee Timecard to do so.

 


Timeline

February 27, 2015: Texas State Library hosted webinar.  Register here.

March 31, 2015: Deadline to submit Participation Agreement

September 30, 2015: Deadline to submit Request for Reimbursement form, Expenditure Documentation form, and supporting documentation (receipts, invoices, etc.)
Documentaion received after September 30, 2015 will be ineligible for reimbursement.


Forms

Participation Agreement Form: Word | PDF

Reimbursement Request Form: Word | PDF
Expenditure Documentation Form (Attachment A Form)

LSTA Grant Employee Time Card
Certification of Hours Worked (If staff member is full time ILL staff)

Direct Deposit Authorization Form

Application for Texas Identification Number


Submit forms

Submit the Participation Agreement form by March 31, 2015 to:

Sara Hayes
shayes@tsl.texas.gov
fax: 512-936-2306

Submit the Request for Reimbursment form, the Expenditure Documentation form, and all supporting documents (receipts, invoices, etc.) by September 30, 2015 to:

Sara Hayes
shayes@tsl.texas.gov
fax: 512-936-2306

AND

Tamra Lavin
grants.accounting@tsl.texas.gov
fax: 512-475-0185

 


Webinar

TSLAC will host a webinar about the Interlibrary Loan Lending Reimbursement  Program documentation on Thursday, August 20th from 10:00 -11:00 a.m. CST
Please register for the webinar here.

A recording of the webinar and presentation slides are available to view here.

Please contact Sara Hayes with any additional questions at shayes@tsl.texas.edu or 1-512-463-5406 or 800-252-9386 (toll-free to Texas).


 

TSLAC will host a webinar about the Interlibrary Loan Lending Reimbursement  Program policies and procedures on Friday, February 27th from 10:00 -11:00 a.m. 
Please register for the webinar here.

A recording of the webinar, along with the powerpoint slides, is available here.

Please contact Sara Hayes with any additional questions at shayes@tsl.texas.edu or 1-512-463-5406 or 800-252-9386 (toll-free to Texas).


Information for State agencies

In accordance with Texas Comptroller or Public Accounts requirements, State agencies will receive reimbursement payments from TSLAC via warrant or check.   Once a participation agreement form has been submitted, TSLAC's accounting office will contact you with additional instructions.


Questions?

Contact Sara Hayes, ILL Program Coordinator, at shayes@tsl.texas.gov or 512-463-5406/800-252-9386 (toll-free statewide)

 

Institute of Museum and Library Services logo

This program is administered by the Texas State Library and Archives Commission (TSLAC) and funded by the federal Library Services and Technology Act (LSTA) through the Institute of Museum and Library Services (IMLS).

Page last modified: September 3, 2015