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Language: en

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i'm terry devoe with the grants to
states program

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and we welcome you to this orientation
which is kind of a precursor to tomorrow

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and wednesday's conference
we are prompting folks to add their

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state initials to their name and zoom
and we have a travel theme for this

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conference because we're all
just thinking about travel and wishing

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we could travel with you
so we're going to travel in our minds

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and the
the icebreaker that we had prompted

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folks to answer in the chat was
the last trip you took before the

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pandemic we got some great responses so
far

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lori fisher in new hampshire had taken
a trip to d.c to see garth brooks at the

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library of congress
very exciting mandy in illinois had gone

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to asheville north carolina
stacy in arizona thought she'd gone to

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san diego
madison from our team had gone to new

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york city jody thomas to new zealand
wow laura mckenzie had gone to nashville

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a few other folks had gone to pla in
nashville

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right before the pandemic dennis was in
alabama

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for a state library site visit and on
and on susan forbes walt disney world

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so cool tucson
myrtle beach morocco so the the

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chat is pouring in now and we welcome
you to continue it

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um so just a few things
we are going to be recording these

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sessions
and we will eventually post them on our

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website it usually takes us a little bit
to prepare um so just bear with us they

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won't be immediately available but we'll
get them to you

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and um yes this is an orientation
for newer folks to the program maybe

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you've been with us a year
or not even a year or you just want a

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refresher
and we welcome you all um so a quick

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hour
precursor to the general conference and

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the first thing i'd like to do is
introduce our team

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uh you will probably see our faces
throughout the conference but just in

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case you forgot what we looked like
we've got all of us here on the slide

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dennis nangle
our senior program officer madison

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bowles another senior program officer
myself terry devoe our associate deputy

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director
laura mckenzie our newest team member

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and program specialist
and michelle farrell our program officer

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so we are a small and mighty team and
we've got a great

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orientation plan for you so i'm going to
kick it over to

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laura mckenzie to get us started
thank you terry i wanted to start with

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some
acronyms and vocabulary that are

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part of the program so starting with
the museum and library services act or

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mlsa
that's the broader imls statute that

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encompasses
lsta also known as the library services

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and technology act
and the lsta as currently amended

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is a sub-chapter of the authorizing
legislation for imls

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in 1996 congress shifted the library
services and construction

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act lsca to the library services
and technology act lsta and sub chapter

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2
of the museum and library services act

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this ended federal funding for library
construction

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and replaced it with a focus on new
information technologies

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lsta encompasses imls discretionary
programs and it implemented a

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population-based formula
we have the cares act that was passed on

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march 27
2020 an economic stimulus to assist

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american workers
families and small businesses during the

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pandemic
as a lot of you know imls received 50

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million dollars to focus on
digital inclusion and technology or

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technical
capacity building for example ppe

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purchases to assist libraries and
museums

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arpa is the american rescue plan act of
2021

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and this is a one-time funding
supporting museum and library services

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the grants to states program which we
sometimes refer to

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as g2s is the largest source of federal
funding

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support for library services in the u.s
state library administrative agencies or

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slaas are official agencies charged by
law

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with the extension and development of
library services

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the lsta regulations require each
slaa to submit a five-year plan

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that details library services goals
slaas must also conduct a five-year

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evaluation of service goals based on
that plan

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aco is the authorized certifying
official for the grant award

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in most cases this will be the state
librarian

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but it could also be the administrator
that the state librarian reports to

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and finally the chief officers of state
library agencies

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or kosla this is an independent
organization

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representing state and territorial
agencies

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designated as the slaa
cosla serves as a mechanism to help

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address
challenges faced by the heads of the

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state agencies
which are responsible for statewide

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library development
next slide please

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in 2019 imless switched our grants
management system to egms

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you will learn more about egms and the
reach messaging feature

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a bit later in this presentation
sam.gov is the official system for award

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management
website of the us government this site

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allows grantees
no cost access to register and to do

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business with the us
government including updating or

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renewing your entity registration
among other tasks each grantee must

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include their duns number tin number and
bank

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routing number and keep their
registration current

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to receive grant funds the state library
needs to be sure that their

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sub-recipients have put their
information

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into the system and that it is current
next up is the federal funding

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accountability and transparency
act or fifata this was signed in

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2006 to reduce wasteful spending and
increase

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public transparency of federal financial
assistance

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and expenditures the fifata sub subaward
reporting system

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or fsrs is the reporting tool that prime
recipients

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in this case the slaas enter information
on subrecipients who received grants of

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30
000 or more the state

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program report or spr is part of an
online system that is specific to the

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grants to state's reporting requirements
for grant awards and you can access the

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spr login page at imls.gov
a match is the amount of money

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specifically 34 percent
of the grant allotment that our lsta

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legislation requires
from the state library to contribute

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toward the grant program
each year these funds are from

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non-federal resources
including state local corporate

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foundation or other non-federal entities
the spr will automatically populate the

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expected grant
match amount and lastly moe

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our maintenance of effort the library
services and technology act helps ensure

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that federal dollars enhance and do not
replace

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state support for library services
to receive the full amount allowed by

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the lsta grants to states formula
a state must maintain its financial

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support for library programs
and services at not less than the

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average amount
reported for the prior three fiscal

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years
if the state does not meet its moe level

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in any given reporting year
its next allotment is reduced by the

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same percentage as the missed moe
the law provides an opportunity for

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states to request a waiver of
moe under specific circumstances

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please refer to the grants to state
section online at imls.gov

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or reach out to your program officer for
more information

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next slide please

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now here we have a few words that might
be found on your grant award document

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the federal government requires a
business in this case the slaa

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to have at least one of these numbers
while imls does not assign any of the

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first three numbers
imls does however assign the federal

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award
identification number or fain

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and the federal government will stop
using the duns number

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to uniquely identify entities registered
in the system for award management

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sam by april of 2022
at that point entities doing business

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with the federal government will use
a unique entity identifier

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uei or ue created in sam.gov
you should already be an active

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registrant in sam.gov
and the gsa another acronym here

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general service administration will
assign a ue to you

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and it will be viewable within sam.gov
there's no action for registered

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entities to take at this time
in the next slide please

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and here we have a few more acronyms pte
pass through entity is a non-federal

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entity that provides a sub-award
to a sub-recipient to carry out part of

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a federal program
for example the state libraries of pte

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and the idc indirect costs are those
costs

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not readily identified with a specific
project or

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organizational activity but incurred for
the joint benefit of both

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projects and other activities indirect
costs are usually grouped into common

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pools
and charged to benefiting objectives

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through an allocation
process an indirect cost rate is simply

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a device for determining fairly
and expeditiously the proportion of

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general
or non-direct expenses that each project

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will bear
it is the ratio between the total

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indirect costs
of an applicant and some equitable

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direct cost base
indirect costs include costs which are

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frequently referred to as overhead
expenses

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such as rent and utilities and general
administrative expenses for example

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officers salaries accounting department
costs

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and personnel and department costs
and with that i will turn it over to

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madison
i thanks so much laura we'll go on to

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the next slide
great welcome everybody so happy to have

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you here i'm going to be talking a
little bit about communications

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uh once imless receives notification
from the state library that a new lsda

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coordinator has
started we will send a welcome message

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letting that person know who their
program officer is and where to find

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program information your program officer
will also send a message regarding who

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your mentor is
as part of the mentors program the

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mentors are drawn from a voluntary group
of experienced coordinators

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so you will have two experienced people
to draw from

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when you have questions about the
program your program officer

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is going to be the person to contact for
the official

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interpretation of program legislative
requirements

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you will also be added to the state
program report system and the egms

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grants management system
and login and use instructions will be

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sent to you
next slide

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between email and the egms system you
will have a few ways to communicate

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with your program officer email is going
to be the more common and informal way

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and here are a few reasons to use email
in your communication

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these can be allowable cost questions
contact changes

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spr issues or just general feedback that
you have for your program officer

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you'll also want to send your quarterly
grant accrual reports

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through email but that will go to the
email address address that is listed

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on this slide uh this is actually a
pretty

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good slide to keep for your records just
in case you need to refer back to it

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next slide please

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as mentioned our egms reach system
electronic grants management system

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is used by imls awardees to manage their
awards

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and only official contacts like the
chief officer or authorized

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authorized certifying official lsta
coordinator

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or the designated library development or
finance officer

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have access to the system in order to
administrate

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and administer your award through egms
reach

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you can request payments see past
payments

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and see reporting schedules you'll also
be able to send official messages

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directly to your program officer
responsible for administering your award

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next delay please

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now with this messaging in egms reach
you will want to communicate things that

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should be part of the official grant
record

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so so more formal communications uh this
is a good slide again to

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to keep for your records uh to refer
back to uh for example

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uh messaging messaging in reach is good
for spr

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extension requests uh sending newly
signed certifications and assurances

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and moe waiver requests um
i i imeless has a great deal of

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information available to you on our
website um

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about communications um but if you have
any doubt about how to send

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what message you can ask your program
officer

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program officer the best way to do it
with that i'm gonna send it over to

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michelle
hi everyone i think

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you've heard a lot about the vocabulary
and such i want to talk about the imls

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website
if you go to the imls website at

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www.imls.gov
that will take you it'll have a number

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of tabs up at the top
you want to go to grants and then from

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there
pick grant programs and then select

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grants to states
when you've done those three clicks you

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get to this page
and this is the page that has the grants

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to states
manual you're probably going to want to

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bookmark it
there are sections in this grants manual

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on the awards cycle calendar financial
requirements

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financial and performance reporting the
spr

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site visits imls guidance
statutes and regulations any of the

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presentations that we give at
conferences or if we do a separate

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webinar
any forms that we use that we feel you

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would need to have access to
and our contact information and as you

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can see on this slide there's
history five-year plan evaluation tabs

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and the state allotment table next
this slide is showing you three webinars

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that are available in the grants estates
manual

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under the financial and performance
reporting tab

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the first webinar which we have given in
the past is called the spr

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overview and guide

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this particular webinar
gives you detailed information on

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concepts
adding projects intents subjects

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activities all the aspects of the svr
report

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and there are hyperlinks to those
particular topics

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within the uh webinar
i think you'll find it useful the second

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one is the imls state program reporting
requirements

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this gives you uh a description of the
spr

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framework and basically
what is composed of the spr what they

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call data elements
and the last webinar is the spr

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reporting system
user documentation what the state

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library
sees so there's some glossary terms

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00:18:00.400 --> 00:18:04.960
there
and screenshots which you'll find useful

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00:18:04.960 --> 00:18:07.280
next

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00:18:09.039 --> 00:18:17.120
this is the login address for the spr
system iml your imls program officer can

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00:18:17.120 --> 00:18:21.520
set you up in the spr system by
creating an account for you your

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00:18:21.520 --> 00:18:25.679
username
is your email address and we will send

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00:18:25.679 --> 00:18:28.240
you
your password you can change your

237
00:18:28.240 --> 00:18:31.039
password by going into the account
management

238
00:18:31.039 --> 00:18:35.360
section of the spr after you're logged
in

239
00:18:35.360 --> 00:18:40.480
please note that chrome and foxfire are
the recommended browsers

240
00:18:40.480 --> 00:18:45.039
for using the spr system issues with
saving

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00:18:45.039 --> 00:18:51.280
and editing can occur also if you have
open two browser windows or tabs at the

242
00:18:51.280 --> 00:18:57.840
same time
in the spr so it's best to avoid that

243
00:18:58.640 --> 00:19:00.960
next

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00:19:03.039 --> 00:19:06.240
and here's where you'll find the state
info page

245
00:19:06.240 --> 00:19:10.720
under the account management tab so you
can see up at the left account

246
00:19:10.720 --> 00:19:16.240
management and then it says state info
this is an important page

247
00:19:16.240 --> 00:19:19.919
having up-to-date contact information in
the uspr

248
00:19:19.919 --> 00:19:24.720
is important you will need it to certify
your report

249
00:19:24.720 --> 00:19:30.880
imls also uses the contacts listed here
when sending important communications

250
00:19:30.880 --> 00:19:35.039
this page includes
the agency information as you see at the

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00:19:35.039 --> 00:19:39.200
top
the chief officer the lsta coordinator

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00:19:39.200 --> 00:19:42.320
contact
head of library development and the

253
00:19:42.320 --> 00:19:46.400
fiscal officer
please note that only you can update

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00:19:46.400 --> 00:19:49.679
this page
once you have updated this account

255
00:19:49.679 --> 00:19:54.640
management state info section
then you might want to send an email to

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00:19:54.640 --> 00:19:58.480
your program officer
so you can let us know that you've added

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00:19:58.480 --> 00:20:02.799
a new contact person
and we've had a lot of that this year

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00:20:02.799 --> 00:20:07.280
the dons in ein
are not required to save the data but

259
00:20:07.280 --> 00:20:10.960
they are required to certify the reports
so you'll want to put that

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00:20:10.960 --> 00:20:17.600
in the in that section there in the top
also note the parent organization

261
00:20:17.600 --> 00:20:22.559
should match the name associated with
your duns number

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00:20:22.559 --> 00:20:24.880
next

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00:20:26.720 --> 00:20:30.000
there are three fiscal officers you can
list in the state

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00:20:30.000 --> 00:20:34.720
info section of the spr the main fiscal
officer is listed

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00:20:34.720 --> 00:20:39.679
first if you have other fiscal staff
that you would like to have access to

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00:20:39.679 --> 00:20:44.400
egms
you can list them as fiscal officer 1

267
00:20:44.400 --> 00:20:49.840
and 2. if you have even more fiscal
staff that need access to egms for

268
00:20:49.840 --> 00:20:54.640
drawdown processes
then email your program officer with the

269
00:20:54.640 --> 00:21:01.840
contact information for those
persons spr just has room for three

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00:21:01.840 --> 00:21:08.400
next here you'll see
our table of yours user roles there are

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00:21:08.400 --> 00:21:12.720
four
user roles in the str reporting system

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00:21:12.720 --> 00:21:17.840
the lsta coordinator and the authorized
certifying official

273
00:21:17.840 --> 00:21:24.320
aco accounts have permission
to manage subrecipient user accounts

274
00:21:24.320 --> 00:21:29.600
in the system and that's
frequently used by states that do

275
00:21:29.600 --> 00:21:33.200
subgrants
they may establish user accounts as well

276
00:21:33.200 --> 00:21:38.880
as update lost
forgotten passwords for sub-recipients

277
00:21:38.880 --> 00:21:45.679
the slaa project data entry user
allows someone to add view or edit all

278
00:21:45.679 --> 00:21:49.679
projects
but they cannot validate certify or

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00:21:49.679 --> 00:21:54.640
change
state goals so the role of ls

280
00:21:54.640 --> 00:21:59.919
la a project data entry
is something that you might have one of

281
00:21:59.919 --> 00:22:02.320
your project directors at the state
library

282
00:22:02.320 --> 00:22:08.320
get that status use the menu to navigate
to go to the account management

283
00:22:08.320 --> 00:22:13.840
subrecipient access click add user and
enter the contact information

284
00:22:13.840 --> 00:22:20.159
email address will be used to log in
enter and confirm the password you can

285
00:22:20.159 --> 00:22:25.760
select a signed subrecipient
an affiliated institution and

286
00:22:25.760 --> 00:22:30.080
select save the user so you can enter
sub recipients

287
00:22:30.080 --> 00:22:33.840
one thing that you should realize about
the sbr system

288
00:22:33.840 --> 00:22:37.600
is nobody has ever really deleted from
the spr

289
00:22:37.600 --> 00:22:42.159
system instead should somebody leave the
state library

290
00:22:42.159 --> 00:22:46.159
um or move on and not be involved with
this

291
00:22:46.159 --> 00:22:52.400
then you can change their user status
to inactive or you can ask one of your

292
00:22:52.400 --> 00:22:57.760
program officers to do so
and now i'm going to turn it over to

293
00:22:57.760 --> 00:23:02.080
dennis
thank you michelle i am here to talk

294
00:23:02.080 --> 00:23:06.240
about
timelines and deadlines and calendars

295
00:23:06.240 --> 00:23:11.200
so um each grant award as you may
already know covers a 24

296
00:23:11.200 --> 00:23:15.120
month period of performance but we tend
to

297
00:23:15.120 --> 00:23:22.880
award the grants um on about a 12-month
basis so there's always some overlap

298
00:23:22.880 --> 00:23:28.159
with um the awards and the
you'll see this is the one one first of

299
00:23:28.159 --> 00:23:32.400
many uh
visual timelines that you'll see us

300
00:23:32.400 --> 00:23:35.440
share with you all
um throughout the length of the

301
00:23:35.440 --> 00:23:39.520
conference um
we enjoy them because we find that they

302
00:23:39.520 --> 00:23:43.039
are very
um they provide helpful anchors um and

303
00:23:43.039 --> 00:23:47.279
so
this is um a visual example

304
00:23:47.279 --> 00:23:54.400
of a normal uh lsta
grant cycle timetable so for those of

305
00:23:54.400 --> 00:23:59.200
you who have started
in this role whether um at the state

306
00:23:59.200 --> 00:24:01.679
library in general or as an lsj
coordinator

307
00:24:01.679 --> 00:24:05.520
if you started within the past year this
may not look familiar to you because

308
00:24:05.520 --> 00:24:07.760
there's
a lot of new and exciting things that

309
00:24:07.760 --> 00:24:12.720
have been happening with
more awards than usual but um

310
00:24:12.720 --> 00:24:17.039
when we don't have uh additional
stimulus funds and rescue funds

311
00:24:17.039 --> 00:24:24.480
to manage typically um you're managing
two awards at a time and there's overlap

312
00:24:24.480 --> 00:24:29.039
as you can see
in this example um and so

313
00:24:29.039 --> 00:24:34.480
in this example the fy 2020 award starts
october 1st 2019

314
00:24:34.480 --> 00:24:40.320
and it ends um september 30th 2021
and we've had some years where there was

315
00:24:40.320 --> 00:24:42.880
a continuing resolution for federal
funding

316
00:24:42.880 --> 00:24:48.159
and as a result we sent out the award
notifications after january

317
00:24:48.159 --> 00:24:52.320
so it's not exactly like neatly right at
the beginning of the federal fiscal year

318
00:24:52.320 --> 00:24:56.640
sometimes there are
other elements that uh cause a bit of

319
00:24:56.640 --> 00:25:01.520
delay with the award notifications
um but a best practice that we recommend

320
00:25:01.520 --> 00:25:04.880
in general
for working with multiple funds at once

321
00:25:04.880 --> 00:25:08.080
is to finish off the funds from your
previous award

322
00:25:08.080 --> 00:25:11.200
uh before you start drawing down on the
more recent one

323
00:25:11.200 --> 00:25:16.240
and so again this is under the auspices
of having only two at a time

324
00:25:16.240 --> 00:25:19.840
uh but that's our general best practice
for um

325
00:25:19.840 --> 00:25:25.679
working with the 24 month period of
performance

326
00:25:25.679 --> 00:25:30.480
this is a snapshot of one of our grant
cycle calendars this is the one for uh

327
00:25:30.480 --> 00:25:37.440
2021. um the powerpoint which is
linked on the um agenda link that we

328
00:25:37.440 --> 00:25:42.720
sent out previously
um that has a link to the grand cycle

329
00:25:42.720 --> 00:25:47.360
calendar and we update it annually
um and we found that it is helpful to

330
00:25:47.360 --> 00:25:50.320
print out
because um it's very printer friendly

331
00:25:50.320 --> 00:25:55.039
and it kind of gives you a quick
overview of um due dates for materials

332
00:25:55.039 --> 00:25:58.640
that you need to send to us
and so this what's nice about this is

333
00:25:58.640 --> 00:26:02.320
that um
it's also shaded to kind of help give

334
00:26:02.320 --> 00:26:06.880
you a visual
idea of what a word period we're talking

335
00:26:06.880 --> 00:26:10.799
about to
so we try uh there's a lot overlapping

336
00:26:10.799 --> 00:26:13.279
but um
but that's kind of the the goal of what

337
00:26:13.279 --> 00:26:15.120
we're doing here and what's nice is that
it

338
00:26:15.120 --> 00:26:19.200
also includes like report deadlines but
also period of performance

339
00:26:19.200 --> 00:26:24.080
uh deadlines as well and it also has the
quarterly grant accrual

340
00:26:24.080 --> 00:26:27.919
report deadlines which tend to be quite
sneaky

341
00:26:27.919 --> 00:26:31.360
that not everybody is immediately aware
of and so

342
00:26:31.360 --> 00:26:38.000
um a quarterly grand account report is
a way for us to ask you all for

343
00:26:38.000 --> 00:26:41.600
just a brief snapshot of how things are
going

344
00:26:41.600 --> 00:26:46.400
with um with the spending down of your
various awards

345
00:26:46.400 --> 00:26:51.440
and so it's not a formal report uh
that has omb approval and it's

346
00:26:51.440 --> 00:26:54.320
standardized it's not a standard form or
anything like that

347
00:26:54.320 --> 00:26:58.480
which is why um you won't see it kind of
in reach

348
00:26:58.480 --> 00:27:05.120
as a formal official report it's it's um
less formal than that and so

349
00:27:05.120 --> 00:27:09.039
what we have here is and there's again
there's corley grant accrual report

350
00:27:09.039 --> 00:27:13.360
guidance on the
uh grants to states manual and in that

351
00:27:13.360 --> 00:27:17.360
guidance document
is an example of this very very brief

352
00:27:17.360 --> 00:27:22.159
and very simple
um table and so what we're trying what

353
00:27:22.159 --> 00:27:27.120
we're asking for you
all from you is um to give us

354
00:27:27.120 --> 00:27:30.559
the total expenses incurred as of the
end of the quarter

355
00:27:30.559 --> 00:27:37.520
for each of the grand awards um and then
compare that with the total amount um of

356
00:27:37.520 --> 00:27:42.799
draws that you've made
in reach and then the final column is

357
00:27:42.799 --> 00:27:46.320
column b less column c so we can
understand kind of

358
00:27:46.320 --> 00:27:51.440
how much you've accrued um locally
and so we have a better snapshot of how

359
00:27:51.440 --> 00:27:56.720
things are going um
you know i feel like this this report um

360
00:27:56.720 --> 00:28:00.799
sort of unnecessarily trips people up
sometimes because it's a lot simpler

361
00:28:00.799 --> 00:28:05.440
than i think people realize
uh especially you know if you are if you

362
00:28:05.440 --> 00:28:10.240
are like many states
and are taking our guidance to uh spend

363
00:28:10.240 --> 00:28:13.600
you know the majority of your funds
first with your earliest

364
00:28:13.600 --> 00:28:17.120
award and then your recent later
sometimes that

365
00:28:17.120 --> 00:28:20.960
that second row that would be your grand
award for your most recent sometimes

366
00:28:20.960 --> 00:28:25.120
it's a bunch of zeroes
but even those bunch of zeros is part of

367
00:28:25.120 --> 00:28:30.159
the quarterly grand accrual report
so it's um and there isn't a formal way

368
00:28:30.159 --> 00:28:33.679
of submitting it other than providing
the figures

369
00:28:33.679 --> 00:28:37.120
that the table is asking you for and
then emailing them

370
00:28:37.120 --> 00:28:42.799
to that email that's on the slide
um so again it's it's something that is

371
00:28:42.799 --> 00:28:46.480
a
do quarterly and um

372
00:28:46.480 --> 00:28:49.679
and we ask that you submit this
information no later than four business

373
00:28:49.679 --> 00:28:52.159
days
after the last day of the quarter

374
00:28:52.159 --> 00:28:55.919
because it's very um
time sensitive information that our

375
00:28:55.919 --> 00:28:59.360
grants admin
office uses for their records um and

376
00:28:59.360 --> 00:29:03.039
like i said at the end of each quarter
you send an email to the address on the

377
00:29:03.039 --> 00:29:06.080
powerpoint slide
with the grant numbers and the total

378
00:29:06.080 --> 00:29:13.440
grant accrual amounts
then you'll be good to go

379
00:29:13.440 --> 00:29:17.919
and finally uh we want to point you all
to a very helpful resource for the lsda

380
00:29:17.919 --> 00:29:23.919
coordinators and that's the lstac
listserv um it's designed by and for

381
00:29:23.919 --> 00:29:28.480
lsta coordinators to share information
on practical aspects of administering

382
00:29:28.480 --> 00:29:32.720
the lsta grants
the lister is generously maintained by

383
00:29:32.720 --> 00:29:37.279
the oregon state library
and so we are very appreciative of them

384
00:29:37.279 --> 00:29:41.200
facilitating this
dialogue space for everybody and

385
00:29:41.200 --> 00:29:43.840
coordinators can ask questions about
reports and

386
00:29:43.840 --> 00:29:48.559
sub awards um that's probably going to
be an increasingly hot topic

387
00:29:48.559 --> 00:29:53.760
uh allowable costs um the kind of the
sky's the limit with a lot of the topics

388
00:29:53.760 --> 00:29:56.320
um
but larger questions of availability of

389
00:29:56.320 --> 00:30:00.320
federal funds or
other policy questions would be more

390
00:30:00.320 --> 00:30:04.480
appropriately directed
um to us your program officer if they're

391
00:30:04.480 --> 00:30:08.399
very
specific questions in that vein um

392
00:30:08.399 --> 00:30:13.200
and as a disclaimer uh we are not the
hosts of the listserv and therefore

393
00:30:13.200 --> 00:30:18.480
we're not responsible for the content
of the listserv itself so

394
00:30:18.480 --> 00:30:24.559
um with that we would like to
spend the rest of our time opening up

395
00:30:24.559 --> 00:30:28.960
for any questions that
any of you all may have

396
00:30:32.000 --> 00:30:36.000
it looks like we already have two
questions in the chat

397
00:30:36.000 --> 00:30:39.440
the first one is from chris in
connecticut um

398
00:30:39.440 --> 00:30:45.840
do sub-awardees for arpa funds
need to have need to be in sam.gov

399
00:30:45.840 --> 00:30:50.399
or do they just need to have a duns
number

400
00:30:50.399 --> 00:30:53.919
i guess i can take a stab at this uh
this is

401
00:30:53.919 --> 00:30:57.519
a topic that will be covered in cam
trowbridge's

402
00:30:57.519 --> 00:31:03.679
two cfr 200 presentation tomorrow
are it's it's complicated our

403
00:31:03.679 --> 00:31:08.559
understanding of this
and this is not specific to arpa

404
00:31:08.559 --> 00:31:13.200
this is an umbrella sort of catch-all
for all your grant awards

405
00:31:13.200 --> 00:31:19.600
um sub recipients
should get a duns at this time

406
00:31:19.600 --> 00:31:24.080
that is the cleanest way of sort of
accommodating them

407
00:31:24.080 --> 00:31:27.840
you don't have to go through sam.gov at
the moment

408
00:31:27.840 --> 00:31:31.679
in order to get them a done so you can
go straight to the dmb

409
00:31:31.679 --> 00:31:37.360
site the tricky part of this is that
we're in a migration

410
00:31:37.360 --> 00:31:41.120
timeline that laura touched on at the
outset

411
00:31:41.120 --> 00:31:46.320
so in order to move from the duns to the
ue

412
00:31:46.320 --> 00:31:50.080
that is going to be accommodated through
sam.gov

413
00:31:50.080 --> 00:31:56.720
and only entities that are in sam.gov
will eventually get assigned the ue or

414
00:31:56.720 --> 00:32:00.480
have to go in later to get one so what
we're

415
00:32:00.480 --> 00:32:03.919
probably going to recommend for the near
term is

416
00:32:03.919 --> 00:32:07.039
you know if you're given spring summer
awards

417
00:32:07.039 --> 00:32:12.640
get them duns numbers and think about
you know sort of easing them into

418
00:32:12.640 --> 00:32:17.120
sam.gov as you have
time in the fall program officers

419
00:32:17.120 --> 00:32:22.559
correct me if i'm wrong on this
and then by next spring april of 2022

420
00:32:22.559 --> 00:32:26.240
when the changeover officially happens
to the ue

421
00:32:26.240 --> 00:32:29.519
the sub-recipients that are in the
sam.gov system will kind of

422
00:32:29.519 --> 00:32:33.600
automatically be you know brought into
the fold

423
00:32:33.600 --> 00:32:38.799
so there's a lot there um

424
00:32:40.640 --> 00:32:45.679
we have a second one uh will one of the
grand cycle calendars be created to

425
00:32:45.679 --> 00:32:49.679
layer in
cares act and arpa

426
00:32:49.679 --> 00:32:53.120
we have not been in the habit of
updating once

427
00:32:53.120 --> 00:32:57.760
a grand award calendar is made for the
year it's made at the time of award

428
00:32:57.760 --> 00:33:02.720
we have not updated it now this happened
last year with fiscal 2020

429
00:33:02.720 --> 00:33:06.399
and then cares act were issued so what
we were saying

430
00:33:06.399 --> 00:33:12.159
is cares act is running in parallel
to your fiscal year 2020 award and you

431
00:33:12.159 --> 00:33:15.679
should follow
the deadlines related to your allotment

432
00:33:15.679 --> 00:33:18.240
grant
as you would for cares act we're going

433
00:33:18.240 --> 00:33:21.760
to say the same thing again this year
because the same thing happened

434
00:33:21.760 --> 00:33:25.840
when we created the fiscal 21 calendar
we did make a note at the top and i

435
00:33:25.840 --> 00:33:30.080
think this was like in a
minuscule print on dennis's slide there

436
00:33:30.080 --> 00:33:34.000
is
you know any references to fiscal 20

437
00:33:34.000 --> 00:33:38.000
in the fiscal 2021 calendar and compass
cares act

438
00:33:38.000 --> 00:33:43.840
and so when we make our next fiscal year
2022 calendar they're right up there in

439
00:33:43.840 --> 00:33:47.200
the teeny tiny font at the very top is
where that reference is

440
00:33:47.200 --> 00:33:53.120
we'll do the same thing next year
for arpa but for the meantime just know

441
00:33:53.120 --> 00:33:55.840
that arpa is running in peril or will
because

442
00:33:55.840 --> 00:34:01.120
we haven't made the awards yet will run
in parallel to your fiscal year 2021

443
00:34:01.120 --> 00:34:04.960
allotment grant
so any uh references in the calendar to

444
00:34:04.960 --> 00:34:11.839
fiscal year 2021
will apply also to arpa

445
00:34:11.919 --> 00:34:17.599
thank you another question
excuse me uh when and how often do we

446
00:34:17.599 --> 00:34:21.839
need
to do fifato reporting

447
00:34:22.480 --> 00:34:26.639
anybody have this one on the tip of
their tongue i welcome other voices

448
00:34:26.639 --> 00:34:33.599
i'll i'll note that fufato reporting
uh is required for any sub awards that

449
00:34:33.599 --> 00:34:37.760
are made
at thirty thousand dollars and higher

450
00:34:37.760 --> 00:34:41.520
that's a very recent change it used to
be twenty five thousand dollars and

451
00:34:41.520 --> 00:34:45.359
higher
um you only need to do the reporting in

452
00:34:45.359 --> 00:34:49.679
fufada
within 30 days of you issuing the award

453
00:34:49.679 --> 00:34:54.480
and you don't have to do anything
additional um after that

454
00:34:54.480 --> 00:35:00.800
so one time for fighter reporting within
30 days of an award that's over 30 grand

455
00:35:00.800 --> 00:35:04.560
yeah um and that's i'm glad you brought
that up because it's

456
00:35:04.560 --> 00:35:07.920
for reporting it's a little bit of a
reverse

457
00:35:07.920 --> 00:35:10.960
schedule that i think most people are
familiar with they're usually

458
00:35:10.960 --> 00:35:14.400
once the awards are done and once
everything's been spent is when we

459
00:35:14.400 --> 00:35:17.440
report but for
fada it's just as soon as you award the

460
00:35:17.440 --> 00:35:21.359
funds and we've had questions before of
well what if my recipient ends up not

461
00:35:21.359 --> 00:35:25.280
spending as much as
we were awarded and that doesn't matter

462
00:35:25.280 --> 00:35:29.680
um it's how much you awarded them to
begin with

463
00:35:29.680 --> 00:35:34.880
and it is all about transparency people
about getting the information out there

464
00:35:34.880 --> 00:35:39.839
right away where is the money going
if it's 30 000 or more who got it

465
00:35:39.839 --> 00:35:45.839
and uh the public would have access to
that

466
00:36:09.520 --> 00:36:13.119
i'm hoping you all feel a little bit
more comfortable since we've done the

467
00:36:13.119 --> 00:36:27.839
orientation there was a lot to take in

468
00:36:29.920 --> 00:36:33.280
well very good and of course if there
are questions

469
00:36:33.280 --> 00:36:38.320
that you have once the session is over
feel free to reach out to your program

470
00:36:38.320 --> 00:36:45.040
officer again our program officers
are dennis nangle madison bowles

471
00:36:45.040 --> 00:36:49.040
and michelle farrell hopefully you know
who your program officer

472
00:36:49.040 --> 00:36:55.839
is but if you don't just email any one
of us and we will tell you

473
00:36:56.800 --> 00:37:00.400
there is a question of from lori in new
hampshire

474
00:37:00.400 --> 00:37:03.599
or any of us participating in the casa
webinar

475
00:37:03.599 --> 00:37:09.760
thursday about sub grants
i have not been i have been vaguely in

476
00:37:09.760 --> 00:37:13.200
touch with tim carabini about the
possibility of us participating in

477
00:37:13.200 --> 00:37:16.560
webinars
i don't have one calendared for this

478
00:37:16.560 --> 00:37:23.839
thursday so
that is a to be determined

479
00:37:34.960 --> 00:37:39.119
here's an additional question on fifata
if a sub awardee receives multiple

480
00:37:39.119 --> 00:37:43.520
awards that total
over 30 000 are over

481
00:37:43.520 --> 00:37:53.040
a fufata report is needed
that is a nuance i might have to look

482
00:37:53.040 --> 00:37:58.160
into
yeah my gut is that it's it's not a

483
00:37:58.160 --> 00:38:00.800
requirement but we could double check on
that because

484
00:38:00.800 --> 00:38:07.760
it's a total i think it is uh for one
one specific award it's the counting of

485
00:38:07.760 --> 00:38:10.960
the award
so it's sort of an interesting kind of

486
00:38:10.960 --> 00:38:16.800
question
yeah i get i get single audit threshold

487
00:38:16.800 --> 00:38:20.880
rules mixed up
with this sometimes where it's like a

488
00:38:20.880 --> 00:38:24.720
single line of threshold is
the total amount of any federal awards

489
00:38:24.720 --> 00:38:28.000
given to any
any particular recipient but but yeah we

490
00:38:28.000 --> 00:38:47.839
can follow up with that to be sure
it's a good question it is

491
00:38:54.400 --> 00:39:00.640
well it seems our questions
may be tapering off and that's okay we

492
00:39:00.640 --> 00:39:05.359
just wanted to give you a
kind of primer on the acronyms that we

493
00:39:05.359 --> 00:39:08.320
tend to throw around in the federal
government so that when you come into

494
00:39:08.320 --> 00:39:14.560
the conference tomorrow you're not
um completely confused and and then just

495
00:39:14.560 --> 00:39:17.440
to
you know welcome you and to say that

496
00:39:17.440 --> 00:39:21.520
this is a
federal and state partnership and we are

497
00:39:21.520 --> 00:39:25.599
very
eager to walk alongside you as you carry

498
00:39:25.599 --> 00:39:28.800
out this program
so that we can head off any problems at

499
00:39:28.800 --> 00:39:33.520
the outset
um there are no stupid questions

500
00:39:33.520 --> 00:39:37.200
please come to us with anything on your
mind always

501
00:39:37.200 --> 00:39:42.079
and and we will do our best to help you
through it we know there's a lot coming

502
00:39:42.079 --> 00:39:45.359
at you right now from the federal
government in particular

503
00:39:45.359 --> 00:39:52.400
and um and we we we will help you along
as best we can

504
00:39:53.040 --> 00:39:58.240
so thank you to all of you and
we will plan to see you tomorrow

505
00:39:58.240 --> 00:40:03.920
tomorrow our conference starts
two hours earlier and it will run

506
00:40:03.920 --> 00:40:08.160
for four hours total

507
00:40:09.200 --> 00:40:15.040
it has a different url so please don't
try to use this one again

508
00:40:15.040 --> 00:40:20.000
but we will we will see you there thanks

509
00:40:22.839 --> 00:40:25.839
everybody

510
00:40:28.560 --> 00:40:30.640
you