FY2016 Interlibrary Loan Lending Reimbursement Program

Participants will recieve an email the week of September 19th - 23rd with the number of the lends and information on accessing the Performance Certification Form.  This form is to be signed by the library director and uploaded to the library's corresponding non-competitive grant application in the  Grant Management System (GMS).

Actual reimbursement amounts will be sent out in early October and payments will be dispersed by direct deposit in early November.

Week of September 19-23, 2016: TSLAC will notify libraries of total lends and begin accepting Performance Certification forms through the online Grant Management Portal (GMS)

September 30, 2016: Deadline to submit completed Performance Certification form, signed by Library Director

Early October 2016: Final reimbursement amounts calculated

Early November 2016: Reimbursement payments dispersed to legal entities

Please contact Sara Hayes with any questions at shayes@tsl.texas.gov.


Webinar and FAQs

Award Information
Program Information and Timeline
Eligibility Information
Application Information
Application Review Information
Award Administration Information
Contact Information
Forms
Award Information


Approximately $700,000 in funding is expected to be available through the SFY2016 ILL Lending Reimbursement Program, subject to approval by the Texas State Library and Archives Commission and available funding. 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).

Federal Award Identification Number (FAIN): LS-00-15-0044-15
Catalog of Federal Domestic Assistance (CFDA) Number: 45.310

Participating libraries will be eligible to receive a reimbursement based on the number of lends they provide to other Texas libraries. We anticipate being able to reimburse libraries $5.79 per lend made to Texas public libraries, amount subject to vary based on the number of participants and available funding.

Awards are tied to lending activity during SFY2016, September 1, 2015 - August 31, 2016.  The payments will be dispersed after the end of the fiscal year, in late October or early November 2016.

If your library participates in the program, please communicate to your legal entity's accounting department or
grants accountant that federal money will be coming to the organization after the end of the fiscal year.

 

Program Information and Timeline


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 Texas libraries with partial reimbursements for direct, out-of-pocket costs associated with participating in statewide resource sharing such as postage and shipping material costs.

The goal of the ILL Lending Reimbursement Program is to support and encourage libraries in statewide resource sharing endeavors by reimbursing direct costs associated with participation.

Changes to the FY2016 program:

  • IMLS has given permission for the ILL Lending Reimbursement Program to grant fixed amount awards.  Participating libraries will not be required to submit expenditure documentation or invoices/receipts in support of a reimbursement payment, although that documentation needs to be kept locally for audit purposes.
     
  • The program will be managed online through TSLAC's Grant Management System (GMS).
     
  • While dispersed after the end of SFY2016, the reimbursements do need to be applied to costs associated with resource sharing participation expended during SFY2016 (September 1, 2015-August 31, 2016).  Please discuss this program with your legal entity's accounting or grants management office so they are aware this is federal money and, if approved, to expect the payment after the end of the fiscal year.

April 11, 2016: Library directors will receive an email from Sara Hayes with a contact form to complete and return for library staff program permissions

April 15, 2016: Contact forms due back to TSLAC

April 25, 2016: Invitations to access the GMS portal will be sent based on information from contact forms
                           Libraries may opt-in to the ILL Lending Reimbursement Program in the Grant Management System

July 31, 2016: Deadline to submit completed Grant Agreement form, signed by authorized legal entity signatory

Week of September 19-23, 2016: TSLAC will notify libraries of total lends and begin accepting Performance Certification forms through the online Grant Management Portal (GMS)

September 30, 2016: Deadline to submit completed Performance Certification form, signed by Library Director

Early October 2016: Final reimbursement amounts calculated

Early November 2016: Reimbursement payments dispersed to legal entities
 

Eligibility Information


Texas public libraries who have fully implemented Navigator and lend a minimum of 24 items to other Texas public libraries during SFY2016 (September 1, 2015-August 31, 2016) using OCLC’s Navigator system are eligible for a reimbursement based on the number of lends provided and available funding. OCLC will provide Navigator lending statistics to TSLAC.  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
reimbursement payments based on the number of lends they make to Texas Navigator libraries in SF2016.

Application Information


Participation will require three steps:

1. Opt in to the program online through TSLAC's GMS
2. Submit a completed Grant Agreement Form for your library, signed by authorized signatory of the library's legal entity, in the GMS
3. Submit a completed Participation Certification Form after TSLAC announces the library's award amount in mid-September in the GMS

Libraries will opt-in to the program through the Grants Management Stystem and download the Grant Agreement form to complete and submit by July 31, 2016.

TSLAC will send participating libraries information regarding their lending statistics and award amounts by September 19, 2016 so they can complete and submit the Performance Certification form by September 30, 2016.


Application Review Information


This grant is non-competitive.  Applicants will receive notice of application status via email.

Grant Agreement Forms must be signed by an individual authorized to enter into contract on behalf of the library’s legal entity (unless written approval from the legal entity for the Director to sign has been provided):

  • City libraries: Mayor or City Manager
  • County libraries: County Judge
  • Non-Profit libraries: Library Board President
  • Academic libraries: School Dean or President

Program Performance Certifications may be signed by Library Directors and will be available in September.
 

Contact Information


Questions related to the programmatic aspects of the sub-award should be addressed to:

Sara Hayes, ILL Coordinator
512-463-5406 or 512-936-2306
shayes@tsl.texas.gov

Questions related to the financial aspects of the grant sub-award should be sent to the financial specialist for grants in your legal entity’s business or accounting office.

Forms


On April 25, 2016 the Grant Agreement Form will be available on the Grant Management System portal and on this website.

This form will need to be signed by an individual authorized to enter into contract on behalf of your legal entity.

Performance Certification Forms will be available in September and can be signed by library directors.

Instructions

 


ONLINE GRANT MANAGEMENT SYSTEM

Instructions (Click to access a PDF)

To participate:
1. Log in to the GMS System at grants.tsl.texas.gov
Contact Sara Hayes at shayes@tsl.texas.gov for log in information

2. Access the Program Guidelines and LSTA Terms & Conditions form under the "Documents" section and have an individual eligible to enter into contact on behalf of your library read the document.  That individual will then need to sign the  Application Cerification (Signature) form located on the page where you opt in to the program (see below).

2. Click on NC (non-competitive) Grants from either the top or side menu and select Add NC Grants.

3. Complete drop down menus selecting ILL Lending Reimbursement as your Grant Program and click Save.

4. While you will be able to opt in to the program and agree to the terms, the Application Certification (Signature) form at the top of this page  will need to be printed, signed, and uploaded to GMS before your library is considered eligible. 

Please contact Sara Hayes at shayes@tsl.texas.gov with any questions.

 

FAQs


WEBINAR
TSLAC staff will present a webinar on the FY2016 ILL Lending Reimbursement Program on April 7, 2016 at 10:00 am CST.
Register for the webinar here:
https://attendee.gotowebinar.com/register/2150509877437868803

Webinar Recording:

https://attendee.gotowebinar.com/recording/8509802558339337730

 

Full size slides:

https://www.tsl.texas.gov/sites/default/files/public/tslac/ld/workshops/webinars/illreimbursement2016/2016%20ILL%20Webinar.pdf

 

Slides in handout format:

https://www.tsl.texas.gov/sites/default/files/public/tslac/ld/workshops/webinars/illreimbursement2016/2016%20ILL%20Webinarhandout.pdf

How long do libraries need to maintain documentation related to the FY2016 ILL Lending Reimbursement Program?

Libraries should maintain documentation related to the FY2016 ILL Lending Reimbursement Program through December 31, 2021.  Related documentation includes proof of costs related to lending participation up to the amount a library receives in reimbursement: courier costs, OCLC subscriptions, shipping supplies, postage costs, and staff time.

Who is authorized to sign the Grant Agreement Form at an Academic institution?

This varies from institution to institution.  Please contact the Dean of Libraries to determine who is authorized to enter into contract on behalf of your institution.  If you are the Dean, please contact the Office of the Provost or Office of Grants Management at your institution to determine who is authorized to enter into contract  on behalf of your institution.

When can we log into the GMS system and access the ILL Lending Reimbursement Program?

Unless participants already signed in to the GMS for the competitive grant program, April 25, 2016.  The ILL Lending Reimbursement Program will not be visible in the GMS until April 25, 2016.

Can libraries be reimbursed for borrowed items as well?

While this program does not provide reimbursements for returning borrowed items, please see section 8.2.1 in the ILL Protocol about charging patrons for requesting items in order to help cover return postage costs: https://www.tsl.texas.gov/texshare/illprot.html.


This project was made possible in part by the Institute of Museum and Library Services.

Page last modified: September 19, 2016