[lstac] lstac Digest, Vol 159, Issue 6
Walsh, Maura
maura.walsh at sos.wa.gov
Fri Jul 9 09:11:22 PDT 2021
Hello,
We did this for the first time with CARES funds, trying to be faster to respond and the amounts were generally smaller than other grants. We have found that our work is substantially increased, reminders to spend and send receipts, having funding returned, not knowing until very late (not yet) how much funding we still need to spend. We've decided not to do ARPA the same way. Earlier deadlines and all reimbursement.
Best,
Maura
Maura Walsh, Grant & Contracts Coordinator Lead
Washington State Library | Office of the Secretary of State
6880 Capitol Blvd SE, Tumwater, Washington gov
maura.walsh at sos.wa.gov, WSLgrants at sos.wa.gov
www.sos.wa.gov/library
Please remember I'm working remotely. Email is the best way to reach me.
-----Original Message-----
From: lstac [mailto:lstac-bounces at omls.oregon.gov] On Behalf Of lstac-request at omls.oregon.gov
Sent: Thursday, July 8, 2021 11:51 AM
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Subject: lstac Digest, Vol 159, Issue 6
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Today's Topics:
1. Giving out funds in advance or only reimbursements
(Kathleen Moeller-Peiffer)
2. Re: Giving out funds in advance or only reimbursements
(NIELSEN Buzzy * SLO)
3. Re: Giving out funds in advance or only reimbursements
(Rachel Cook)
4. Re: Giving out funds in advance or only reimbursements
(Erica McCormick)
----------------------------------------------------------------------
Message: 1
Date: Thu, 8 Jul 2021 14:59:37 +0000
From: Kathleen Moeller-Peiffer <kmoellerpeiffer at njstatelib.org>
To: "lstac at listsmart.osl.state.or.us"
<lstac at listsmart.osl.state.or.us>
Subject: [lstac] Giving out funds in advance or only reimbursements
Message-ID: <a0acfa109a474a678163f1bb63c84230 at njstatelib.org>
Content-Type: text/plain; charset="us-ascii"
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
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------------------------------
Message: 2
Date: Thu, 8 Jul 2021 15:40:59 +0000
From: NIELSEN Buzzy * SLO <Buzzy.NIELSEN at slo.oregon.gov>
To: "LSTA Coordinators (lstac at omls.oregon.gov)"
<lstac at omls.oregon.gov>
Subject: Re: [lstac] Giving out funds in advance or only
reimbursements
Message-ID:
<CO6PR09MB741483184B403F6948F610D2DC199 at CO6PR09MB7414.namprd09.prod.outlook.com>
Content-Type: text/plain; charset="us-ascii"
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 buzzy.nielsen at slo.oregon.gov | 971-375-3486 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.oregon.gov%2Flibrary%2Flibraries&data=04%7C01%7Cmaura.walsh%40sos.wa.gov%7Ce56d3f5c91d842e09f8308d942ec5111%7Ce02dabe2c2cb4e7aa37163ed1feb65a0%7C1%7C0%7C637614406079099438%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C2000&sdata=WiicjZlTsFSTFhzNqUCRYT0vQz22Ce9VTqIhPz00eEY%3D&reserved=0<https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.oregon.gov%2Flibrary%2Flibraries&data=04%7C01%7Cmaura.walsh%40sos.wa.gov%7Ce56d3f5c91d842e09f8308d942ec5111%7Ce02dabe2c2cb4e7aa37163ed1feb65a0%7C1%7C0%7C637614406079099438%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C2000&sdata=7dTadTZ5sPlbZIVKs8QEKrCyMNZFppdLNkNbVYdtGJk%3D&reserved=0>
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From: lstac <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 <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
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------------------------------
Message: 3
Date: Thu, 8 Jul 2021 10:33:41 -0600
From: Rachel Cook <rcook at utah.gov>
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
Message-ID:
<CACzSfyNspNxXN=cr-8MaCnuWpKVq1kRwrGAbJUSefdGMF04YgA at mail.gmail.com>
Content-Type: text/plain; charset="utf-8"
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> 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
>
> buzzy.nielsen at slo.oregon.gov | 971-375-3486
> https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.o
> regon.gov%2Flibrary%2Flibraries&data=04%7C01%7Cmaura.walsh%40sos.w
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>
>
>
>
> *From:* lstac <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 <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
>
> 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*
*250 N. 1950 W., Suite A
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*Salt Lake City, UT 84116
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Message: 4
Date: Thu, 8 Jul 2021 18:50:41 +0000
From: Erica McCormick <emccormick at tsl.texas.gov>
To: Rachel Cook <rcook at utah.gov>, NIELSEN Buzzy * SLO
<Buzzy.NIELSEN at slo.oregon.gov>, "lstac at listsmart.osl.state.or.us"
<lstac at omls.oregon.gov>
Subject: Re: [lstac] Giving out funds in advance or only
reimbursements
Message-ID:
<SA0PR16MB366249453AB9D5BBA78FC97F8D199 at SA0PR16MB3662.namprd16.prod.outlook.com>
Content-Type: text/plain; charset="us-ascii"
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 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.tsl.texas.gov%2F&data=04%7C01%7Cmaura.walsh%40sos.wa.gov%7Ce56d3f5c91d842e09f8308d942ec5111%7Ce02dabe2c2cb4e7aa37163ed1feb65a0%7C1%7C0%7C637614406079119347%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C2000&sdata=I1eG8BHghv12vSMbHnXjH%2F0rhSH8hDZK%2FJP6rMtoJGA%3D&reserved=0<https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.tsl.texas.gov%2F&data=04%7C01%7Cmaura.walsh%40sos.wa.gov%7Ce56d3f5c91d842e09f8308d942ec5111%7Ce02dabe2c2cb4e7aa37163ed1feb65a0%7C1%7C0%7C637614406079119347%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C2000&sdata=I1eG8BHghv12vSMbHnXjH%2F0rhSH8hDZK%2FJP6rMtoJGA%3D&reserved=0>
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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)
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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
250 N. 1950 W., Suite A<https://protect2.fireeye.com/v1/url?k=b45bb7eb-ebc08f10-b45cd71d-867de8bc58cb-bd2a69ca92c6f56e&q=1&e=532c6dbd-d949-49d5-a127-2fd1d9fde361&u=https%3A%2F%2Fnam10.safelinks.protection.outlook.com%2F%3Furl%3Dhttps%253A%252F%252Fmaps.google.com%252F%253Fq%253D250%252BN.%252B1950%252BW.%252C%252BSuite%252BA%2ASalt%252BLake%252BCity%252C%252BUT%252B84116%2A%2526entry%253Dgmail%2526source%253Dg%26data%3D04%257C01%257Cemccormick%2540tsl.texas.gov%257C95f37bf01e374dc4893408d9422e2f7b%257Ca4597bff9f384145a0334a2168399a5e%257C0%257C0%257C637613589378377396%257CUnknown%257CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%253D%257C3000%26sdata%3DmkLzZVnKp6Q9qahav6KegsaKHI8ke2wKgHgEAWcxWb0%253D%26reserved%3D0>
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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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End of lstac Digest, Vol 159, Issue 6
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