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LSTA Policies and Procedures Manual: Money and Regulations

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

Recent Allotments to Connecticut

The Grants to States Program is the largest grant program run by IMLS; it provides funds to State Library Administrative Agencies (SLAAs) using a population-based formula set by the law.

2012 2013 2014 2015 2016 2017
$2,038,047 $1,974,810 $2,034,387 $2,012,231 $2,022,715 $2,001,123

Use of Federal Funds

The use of federal funds is guided by whether the costs are allowable, allocable and reasonable. Activities or materials that do not fit these standards may not be paid for with federal funds. As of December 2014, allowable cost principles can be found in 2 CFR 200.

Method for Tracking LSTA Admin Costs

Include cleaning costs, office equipment rental, and tasks related to LSTA administration (subgrants, SPR/FSR/FFR, monthly financials, 5-year plan, any other reports). To track LSTAC's time spent on LSTA Administration, use this method:

Count the number of weeks in each quarter (usually 13). Select a random week to track in each quarter by using excel formula [=RANDBETWEEN(1,13)] for each quarter.

For calendar year 2017, these are the weeks to be tracked:

Q1 = 11 (March 13-17)
Q2 = 1 (April 3-7)
Q3 = 7 (August 14-18)
Q4 = 7 (November 13-17)

For calendar year 2018, these are the weeks to be tracked:

Q1 = 10 (March 5-9)
Q2 = 8 (May 21-25)
Q3 = 6 (August 6-10)
Q4 = 11 (December 10-14)

LSTA Comment/Complaint Procedure

Comments and complaints about fiscal, contractual, or ethical concerns regarding LSTA programs and funding will be forwarded to the LSTA Coordinator. The LSTA Coordinator will confer with CSL Division of Library Development and IMLS staff as needed. The LSTA Coordinator will respond as appropriate either through a phone call, an email message or a formal letter. The State Library will accept complaints or questions from any Connecticut resident or member of the Connecticut library community.

If the person making the comment or complaint is not satisfied with the information provided by the LSTA Coordinator, the comment or complaint will be sent to the DLD Director who will respond as appropriate to the situation.

If the person making the comment or complaint is not satisfied with the information provided by the DLD Director, the comment or complaint will be sent to the State Librarian who will respond as appropriate to the situation. The State Librarian is the person of last resort for complaints about the state LSTA program.

For more information or assistance contact:
Maria Bernier, LSTA Coordinator
786 South Main St.
Middletown, CT 06457
860-704-2204
Maria.Bernier@ct.gov

Documentation and Record Keeping

Record keeping and documentation of LSTA project activities should follow federal and state guidelines. In Connecticut, LSTA subgrant files are covered by Retention Schedule 9-3-12, and most statewide projects are covered by Retention Schedule 10-4-1. The Connecticut State Library may retain records in either hard copy or electronic format.

Electronic subgrant files are maintained in the DLD shared drive, and paper copies with official signatures are stored in the LSTA Coordinator's office.

Documentation related to statewide projects is maintained by those project directors.

Additional information regarding the LSTA program in Connecticut is maintained on the DLD shared drive.

Annually, the LSTA Coordinator requests data from program directors for inclusion in the IMLS State Program Report.

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