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LSTA Policies and Procedures Manual: Financial Procedures

Policies and procedures related to LSTA subgrants and LSTA funding from IMLS

Financial Procedures for Subgrants

Initiating payments:

Once the signed contract and forms are received back from Kendall Wiggin, State Librarian, email a pdf of the entire contract to the library for their records. Also email the contract and application for payment to Lynette Baisden. She will fill out a purchase requisition for each grant and send them to Mark Smith. Mark will forward the information to Brian Saczawa at DAS for further approval. Elsie Stempenksi will prepare a purchase order for each grant and forward it to Mark Smith and the LSTA Coordinator.

To request a grant payment (either the first or second installment), send an email to Rhonda Haskell, Michael Felix, and Jerry Lynn, cc'ing Dawn and Mark, with a written request and scanned copy of the Application for Payment with my initialed OK. My message should include the payee, grant number, amount and the standard account coding.

If the library has not completed required reports from this grant or a previous grant, notify them of this lapse and state that payments will not be issued until all of their reporting is complete.

Sample email:

Hello __

Please find attached an application for payment and contract signature page for an LSTA grant. I have initialed and dated the application to indicate that it is approved for payment and have circled the particular amount to be paid. Please send me the voucher number once you have issued payment. 

This is the first/final installment on this grant.

  •  [Library name], [LSTA contract number], [$amount]

The coding is as follows: CSL66055   85006   12060   21031   CSL_NONPROJECT    55050

Please let me know if you have any questions. Thank you.

Paula will email back a voucher number.  Add this to the Grant Log spreadsheet.

Deadline for expenditure of grant funds:

All grant funds must be spent or encumbered by June 30. If a grantee requests a project extension and Dawn approves it, they must spend all the funds by September 30. In both cases, grant activities can continue beyond the spending deadline.

Refunds

If a grantee does not spend all the grant funds by the deadline, it must issue a refund to the state. The refund check should be made out to the “Connecticut State Library.” On the check and the accompanying memo, grantees should note the grant number and “LSTA reimbursement.”

Grantee should mail the check to Mark Smith, Financial Officer. Send him an email to let him know the refund is coming.

Mark Smith, Financial Officer
Connecticut State Library
231 Capitol Avenue
Hartford, CT 06106

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