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State Grants to Libraries Request for Funds
For the 2023-2024 grant year, funds must be requested on a reimbursement basis using an online request for funds (RFF) submission process through Formsite.
Last day to request funds for the 2023-2024 grant cycle is June 30, 2024
- Overview on RFF workflow procedure (PDF): a one-page document that covers the basics of filling out the online Request for Funds form and some of the frequently asked questions.
- Authorized Representative Designation Form (xlsx): Use this form to update or add authorized representatives for your library/school.
Frequently Asked Questions:
- Who is my Authorized Representative?
The Authorized Representative(s) is designated by your district/organization by filling out an Authorized Representative Designation Form and submitting it to the State Library. Check with your administration or the State Library if you are unsure of who your authorized representative is.
- I submitted an Authorized Representative Designation Form last year. Do I need to complete a new form for this year?
No, the information you submitted last year is still on file and you will continue to use the same code. However, if there have been changes in your authorized representative an updated form will need to be submitted.
- How does the Authorized Representative receive their 4-digit code?
After the Authorized Representative Designation form is submitted to the State Library an email will be sent to the listed individual(s) that contains their code.
- What is the purpose of the Authorized Representative Designation form?
Having this completed form allows the State Library to have a signature on file for people who are approved to request funds. That signature is then associated with a code that can be used in place of a physical signature during the online request for funds process.
- I am already an Authorized Representative for other grants with CDE. Do I still need to complete the Authorized Representative Designation Form for State Grants to Libraries?
No, you can use the same code as used with other funds. However, if you would like to have additional people as authorized representatives, please complete and submit the form with their information.
- I am the person completing Part 1 as well as the authorized representative. Do I still need to complete Part 2?
Yes, you will still need to complete to Part 2 in order to approve the request by entering your 4-digit code and submitting the form. Just think of it as a great chance to review everything!
- I am the Authorized Representative, can I change the information that was entered by the individual requesting the funds?
Yes, all populated fields can be edited before submitting if corrections need to be made to the information.
- Note: 3207 is not a valid 4-digit code for approving requests for funds submissions
3207 is the code identifying that State Grants to Libraries is a state-funded grant for accounting/auditing purposes. It is not assigned to any authorized representative for use in the RFF process.
- I have not yet expended any funds, can I still request my allocated funds?
These funds are reimbursable, meaning that eligible expenditures need to be paid for or invoiced before making a request.
- What items are eligible for reimbursement?
You are able to request reimbursement on eligible purchases made between July 1, 2023 and June 30, 2024.
- Do I have to wait until all of my funds have been expended before making a request for funds?
No, you can make multiple request for funds during the course of the grant cycle.
- Since these are reimbursable funds, do I need to submit receipts when I request funds?
No, receipts do not need to be submitted with your request. However, please be sure to retain your receipts/invoices for your own records or in case there are any questions.
- I just submitted the final request for funds for the grant year. How do I provide a copy of the general accounting ledger for these funds?
Like receipts, a general accounting ledger does not need to be submitted for this grant. Details on how much was spent on eligible grant items is to be provided in the short final report.
- How long should supporting documentation for grant-funded purchases be kept?
Supporting documentation should be retained for 5 (five) years after the completion of the grant cycle.
- How do I locate my approved funding amount for this year?
This information can be found on your grant award letter/notification or on the 2023-2024 Final Funding Allocation document.
- For "Previously Requested Funds," do I include grant money from earlier grant years?
No, only include funds that you have requested during the current grant year (2023-2024). If this is your first request for funds for this grant year, you would enter $0 in the "Previously Requested Funds" field. View example.
- I submitted an eligibility form for my library in August/September. Was that a request for funds?
The submission of a eligibility form is not considered a request for funds. That form is used to determine a library's eligibility to receive these grant funds and allow the State Library to allocate the larger pool of money based on the number of eligible libraries and their populations. All request for funds are completed online.
- When I click the "Calculate" button under the "Total Amount of Current Request," I receive a total of $0. Is there something wrong with the form?
If you entered $0 in both the "Expenditures to Date" and "Previously Requested Funds" fields your total would be $0. In order to receive an amount of more that $0 in the "Total Amount of Current Request" field, the "Expenditures to Date" needs to be more than the "Previously Requested Funds" as that is what is totaled when you click on the "Calculate" button.
- When I click the "Calculate" button under the "Total Amount of Current Request," I receive a negative amount. How do I correct that?
You receive a negative amount when the "Previously Requested Funds" is greater than the "Expenditures to Date." To correct this issue, make sure that the amount in "Expenditures to Date" is more than the amount in "Previously Requested Funds."
One common instance of this error occurring is during the first request for funds of the grant year. For a first request you would enter $0 for "Previously Requested Funds."
The other instance this most often happens is in a second or third request for funds in grant year. Make sure that "Expenditures to Date" includes all expenditures, not just those incurred since the first request. View example.
- What do I enter in "Expenditures to Date" for a second or third request for funds?
Request for funds build on each other. So the "Expenditures to Date" should always be the total amount of expenditures not just what was spent since the previous request. Then the amount entered in "Expenditures to Date" from the previous request would become the amount to enter in "Previously Requested Funds" and it would calculate to the amount of your current request. View Example.
- Can I save my progress and return to the form?
No, at this time this RFF is not set up to allow for users to save and return or to set up accounts.
- As the authorized representative, how do I review and approve a request for funds?
Once the first part of a request for funds has been submitted through Formsite an email will be sent to the address listed in the authorized representative email address field. This email will include a link to access the form to review and approve using the authorized representatives assigned 4-digit code.
- What will the email from Formsite look like for the authorized representative?
The email will come from Formsite or firstname.lastname@example.org with "Request For Funds - State Grants to Libraries" in the subject line. Be sure to check junk or spam folders if you do not receive the email. Also, email@example.com can be added to your white list so future emails do not get caught in junk or spam filters.
Please contact Melissa Carlson, firstname.lastname@example.org, or 303-866-6910 with any questions.