FY 2023 TexShare Card Reimbursement Pilot Program

FY 2023 TexShare Card Reimbursement Pilot Program Webinar (August 9, 2023):

• View the webinar recording: https://www.youtube.com/watch?v=lRiecbyYvy0
• Download the presentation slides.
• Review the Notice of Funding Opportunity (NOFO).

• Program Description and Timeline
• Award Information
• Eligibility Information
• Application and Submission Information
• Contact Information

Program Description and Timeline

The Texas State Library and Archives Commission (TSLAC) administers the TexShare Card Program, a free reciprocal borrowing program, to promote and facilitate access to information, communication, and research among public, academic, medical, and special libraries throughout the state. Participating libraries extend free reciprocal borrowing privileges to each other’s patrons, so they may have direct, personal access to materials that are not available at their home library.

The TexShare Card Reimbursement Program, a non-competitive grant, helps support Texas libraries with partial reimbursements for direct, out-of-pocket costs associated with participating in the TexShare Card Program, including the cost of materials lost by TexShare Card patrons and paid by their home libraries and materials lost by TexShare Card patrons that were not reimbursed by the patrons’ home libraries. Reimbursement will cover the cost of materials only.

The reimbursements apply to participating TexShare libraries active in the TexShare Card Program during state fiscal year 2023 (September 1, 2022–August 31, 2023). While disbursed after the end of SFY 2023, the reimbursement payments do need to be applied to TexShare Card Program costs incurred during SFY 2023. Please discuss this program with your legal entity’s accounting office so they are aware this program involves state funds and, if approved, to expect the payment after the end of the state fiscal year on August 31, 2023.

Award Information

Eligible participants will receive a reimbursement from funds appropriated to TSLAC by the Texas Legislature during the 88th regular session for state fiscal year 2024. 

Reimbursement will be for the actual reported costs of lost materials or, if total actual reported costs for all participating libraries exceed funds available for the TexShare Card Reimbursement Program, a reimbursement amount proportional to the total actual reported costs for all participating libraries for the program period (September 1, 2022–August 31, 2023).

Participants will maintain financial records and supporting documents relating to this program and award for a minimum of three years after the program closes. This means the recipient must maintain all grant-related records through November 30, 2026. In addition, recipients that operate as state agencies must comply with Texas Government Code, §441.1855, relating to state agency contracting and the retention of all contract-related documents.

In the event the recipient or receiving entity ceases to exist, the recipient will notify TSLAC in writing providing the name of the legal entity that will maintain the records and the location of the records.

Eligibility Information

TexShare Consortium member libraries that are active participants in the TexShare Card Program and have completed the TexShare Card Program report for the period September 1, 2022, through August 31, 2023, are eligible to apply for a reimbursement payment through this program. A library must demonstrate financial loss related to its participation in the TexShare Card Program during the program term to be eligible for a reimbursement. Examples include:

• Payment to another TexShare Card Program library for the cost of materials lost or damaged by one of its patrons. The home library (applicant) must have been invoiced for the materials lost by its patrons and must provide documentation of payment.
• Unrecovered costs for materials lost or damaged by a TexShare Card patron from another library. The lending library (applicant) may only request reimbursement for obligations outstanding longer than six months, as specified in the TexShare Card Program Agreement (https://www.tsl.texas.gov/texshare/cardagree.html). 

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, nonprofit, organization, etc.) that does business with the federal government

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).

Libraries’ legal entities must also have an Active Direct Deposit Account and Texas Identification Number (TIN) on file at TSLAC.  More information on TIN is available on the Texas Comptroller of Public Accounts’ webpage here:  https://fmx.cpa.texas.gov/fmx/training/wbt/tins/0102.php 

State agencies/universities will be asked for additional financial information by TSLAC’s grants accountant.

There is no requirement for cost sharing, matching funds, or cost participation with this program.

Application Information

Interested libraries must complete the TexShare Card Program Report survey for state fiscal year 2023 (September 1, 2022–August 31, 2023), including information about materials lost by visiting TexShare Card patrons and/or costs paid to other TexShare Card Program libraries for materials lost by their own patrons.

Based on the TexShare Card Program Report survey responses, libraries will be invited to complete the opt-in application form in the TSLAC Grant Management System (GMS) portal.

Additional program information, including a Notice of Funding Opportunity (NOFO) and detailed application instructions will be shared with eligible libraries.

Contact Information

Questions related to the TexShare Card Program Pilot Program should be addressed to TexShare staff at TexShare@tsl.texas.gov.