[lstac] Giving out funds in advance or only reimbursements

Thu Jul 8 11:50:41 PDT 2021

Same here.

We approve advances based on financial hardship once subrecipient has been approved by our accounting dept.  Once approved, they can only request the funds they need for 30 days after receipt. They need to have quotes on what they need the funds for.

We will also do a "soft" reimbursement where they may be a little short and just need the reimbursement to arrive in time for them to pay it immediately. We usually require

The only downside to advances is keeping track of the documents you will still need after disbursement (i.e., receipts/invoices showing "paid.")

Erica A. McCormick, LD Program Coordinator
Texas State Library and Archives Commission
PO Box 12927 Austin, TX 78711-2927
www.tsl.texas.gov<http://www.tsl.texas.gov/>
Keep in touch with our programs by subscribing to the Library Developments blog http://www.tsl.texas.gov/ld/librarydevelopments/<http://www.tsl.state.tx.us/ld/librarydevelopments/>

From: lstac <lstac-bounces at omls.oregon.gov> On Behalf Of Rachel Cook via lstac
Sent: Thursday, July 8, 2021 11:34 AM
To: NIELSEN Buzzy * SLO <Buzzy.NIELSEN at slo.oregon.gov>
Cc: LSTA Coordinators (lstac at omls.oregon.gov) <lstac at omls.oregon.gov>
Subject: Re: [lstac] Giving out funds in advance or only reimbursements

I will advance funds upon request but require they be spent within 30 days of them receiving the check.  I much prefer to only do reimbursements because I have been burned by doing advancements a few times.  Reimbursements are a great compliance tool for me.  To me, this is where risk assessment and monitoring is helpful.  If I feel confident in the grantee to spend it properly, I usually don't have an issue advancing funds.

Thanks,
Rachel

On Thu, Jul 8, 2021 at 9:41 AM NIELSEN Buzzy * SLO via lstac <lstac at omls.oregon.gov<mailto:lstac at omls.oregon.gov>> wrote:
We recently started giving out some LSTA-funded grants in advance, which we'd already done for years with a state-funded grant we run. We're giving out grants that are $20,000 or less in advance, which is based on my spending authority. We reimburse for larger grants, unless doing so would pose a hardship for the grantee.

Cheers!

Buzzy Nielsen, MPP, MSI (he/him/his)
Program Manager, Library Support & Development Services
State Library of Oregon
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From: lstac <lstac-bounces at omls.oregon.gov<mailto:lstac-bounces at omls.oregon.gov>> On Behalf Of Kathleen Moeller-Peiffer via lstac
Sent: Thursday, July 8, 2021 8:00 AM
To: lstac at listsmart.osl.state.or.us<mailto:lstac at listsmart.osl.state.or.us> <lstac at omls.oregon.gov<mailto:lstac at omls.oregon.gov>>
Subject: [lstac] Giving out funds in advance or only reimbursements

LSTA Coordinators,

My CFO has posed this question to me for the wisdom of the group. Do any of you give out funds in advance (once a grant agreement has been signed), or does everyone do strictly reimbursement? Any advice greatly appreciated!

Kathleen

Kathleen Moeller-Peiffer, MSLS
Deputy State Librarian for Library Support Services
New Jersey State Library
kmoellerpeiffer at njstatelib.org<mailto:kmoellerpeiffer at njstatelib.org>
609-278-2640 ext. 157

Street Address:
185 West State Street
Trenton NJ  08608

U.S. Postal Mailing Address:
PO Box 520
Trenton NJ  08625-0520

--
Rachel Cook
Grants Coordinator and Library Consultant
Utah State Library Division/Department of Cultural and Community Engagement
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801-715-6722<tel:801.715.6722> phone 801-715-6767<tel:801.715.6767> fax
rcook at utah.gov<mailto:rcook at utah.gov>

I am working remotely until further notice.  I am available via email, the phone number above, or by virtual meeting.  Thanks for your patience!

State agency hours: Monday-Friday, 8 a.m. - 5 p.m.
My typical working hours: Monday-Thursday, 9:00 a.m. - 5:00 p.m.
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