FY 2023 ILL Lending Reimbursement Program

 Performance Certification Form Submit signed form in the GMS Portal by August 31, 2023.

FY 2023 ILL Lending Reimbursement Program Webinar, April 26, 2023:

FY 2023 Program Guidelines and Terms & Conditions are available here

FY 2023 Instructions for using the Grant Management System are available here.

Program Overview

Participation in the Texas State Library and Archives Commission's (TSLAC) ILL Lending Reimbursement Program is completely optional.

TSLAC supports a statewide interlibrary loan program to help ensure Texans will have access to shared library resources to meet their learning and information needs.

The goal of the ILL Lending Reimbursement Program is to support and encourage libraries in statewide resource sharing by reimbursing libraries on a per-lend basis for direct costs associated with statewide resource sharing such as postage, mailing materials, courier fees and staff time.

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 # (FAIN): LS-252486-OLS-22
Federal Award Date: April 8, 2022
Assistance Listing Number/Title: 45.310 State Library Program

Participating libraries will be eligible to receive a reimbursement for each lend they provide to other Texas libraries using Navigator.  

Awards are tied to lending activity and expenses between August 1, 2022 - July 31, 2023.  The payments will be dispersed in September 2023.

Program Timeline

April 26, 2023: Webinar: FY 2023 ILL Lending Reimbursement Program Overview for Texas Libraries, 10:00 a.m. - 11:00 a.m. CST.  Register here.  A link to the recorded webinar will be available following the live program.

April 26, 2023: Access opens to opt-in to the FY 2022 ILL Lending Reimbursement Program in the Grant Management System (GMS) portal.

July 28, 2023: Deadline to submit completed Participation Signature form in the GMS portal, signed by authorized legal entity signatory.

August 17, 2023: TSLAC will notify libraries of total eligible lends and award amounts and begin accepting Performance Certification forms through the GMS portal.

August 31, 2023: Deadline to submit completed Performance Certification form in GMS, signed by Library Director.

September 2023: Award letters sent out and reimbursement payments dispersed to legal entities (cities, counties, universities).



Award Information

Participating libraries will be eligible to receive a flat rate for each lend they provide to other Texas Navigator libraries. 

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).

Awards are tied to lending activity between August 1, 2022 - July 31, 2023.  The payments will be dispersed after the end of the fiscal year, in September 2023.

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.

Eligibility Information

Accredited Texas public libraries who have fully implemented Navigator and lend items to other Texas public libraries between August  1, 2022-July 31, 2023 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.

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 between August 1, 2022 - July 31, 2023.

Unique Entity ID (UEI)

Before submitting an application, applicant organizations must have a current and active federal Unique Entity ID (UEI). The federal government uses a unique identifier for each entity (company, non-profit, organization, etc.) that does business with the federal government. For more than two decades, Dun & Bradstreet’s Data Universal Numbering System (DUNS) served as the unique entity ID. On April 4, 2022, the federal government completed the transition to a new UEI issued within the System for Award Management (SAM). The DUNS number is no longer be an accepted UEI.

If you are currently registered in SAM.gov, you’ve already been assigned a SAM Unique Entity ID. It’s viewable on your entity registration record in SAM.gov. If you have never registered at SAM.gov or have never applied for a grant with TSLAC or other state or federal agency, you will need to initiate the process of obtaining a SAM UEI at SAM.gov. 

To get started registering your entity, to renew your registration, or for more information, visit SAM.gov or to refer to the Quick Start Guide for Getting a Unique Entity ID, published by the US General Services Administration (GSA).


Application Information

Participating libraries must use TSLAC's GMS portal to access, print, and submit required grant forms.  The GMS allows grantees to opt-in and submit required forms online.  To create or re-activate an account, please have the library director submit a completed GMS Import Template to shayes@tsl.texas.gov.  The email should reference "GMS Access" in the subject line.  TSLAC will review the request and grant appropriate access.

Participation will require three steps:

  1. Opt in to the program online through TSLAC's Grant Management System portal  beginning April 26, 2023.
  2. Access, print, and submit a completed Participation Signature form, signed by authorized signatory of the library's legal entity, in the portal by July 14, 2023.
  3. Submit a completed Performance Certification Form in the portal by August 31, 2023 after TSLAC announces the library's lends and award amount in mid-August.

Libraries will opt-in to the program through the Grants Management System and download the Participation Signature form to complete and submit by July 14, 2023.

TSLAC will send participating libraries information regarding their lending statistics and award amounts by August 17, 2023 so they can complete and submit the Performance Certification form by August 31, 2023.

Obtain free Adobe PDF Reader software from the Adobe site here.


Application Review Information

This grant is non-competitive. 

Participation Signature forms are generated in the GMS upon opting in and 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

Signing Authority Sample Letter

Program Performance Certifications may be signed by the Library Director and will be available in August.

Award Administration Information

To participate in the program:

1. Beginning April 26, 2023, log into the GMS portal 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 in the folder titled "2023  ILL Lending Reimbursement Program" 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  Participation Signature form located on the page where you opt in to the program (see below).

2. Click on NC (non-competitive) Grants from the top of the screen and then select Start New Non-Competitive Grant.

3. Complete drop down menus selecting ILL Lending Reimbursement 2023 as your Grant Program and click Save.

4. While you will be able to opt in to the program and agree to the terms of the program, the Participation 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.


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

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.

Other Information

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: August 21, 2023