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ANNUAL REPORT Annual reports are required for all LSTA funded projects. The State and Federal Grants Office mails report forms with guidelines for completion to each grant recipient in September. Reports are divided into four sections:
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Expenditures The Expenditures page should show actual expenditures for grant related activities by both category of expenditure and source of funds - grant and matching. If matching funds are from partner organizations in the project, make additional copies of the Expenditures page and detail partner matching expenditures on a separate page for each partner. In-kind contributions may not be included in matching funds reported. Only actual cash expenditures are allowable. Both federal and matching expenditures must have taken place during the grant period, i.e. between the date the contract is executed and its ending date. Neither federal funds nor local funds used as match for the grant may be obligated prior to or after these dates. This does not mean that project-related expenditures may not take place before and after the grant period; it does mean, however, that any such expenditure cannot be counted as local match or be paid for with grant funds. |
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Equipment A list of equipment purchased as part of an LSTA-funded project must be submitted. Include only equipment with an acquisition cost of $1,000 or more and a useful life of more than 1 year. The inventory should include the item and description, date received, total cost, local and LSTA amounts spent on the item, serial/model numbers, local identification number, and its location and use. The total costs of equipment listed on the Equipment page should equal the amount on Line F of the Expenditures page of the report. |
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Narrative The narrative should consist of a detailed, descriptive report of the project in sufficient detail to make its purposes, activities and results clear. It should discuss the purpose of the project, its activities, progress made toward meeting the project's outcomes, any problems or setbacks which have affected attainment of the outcomes and evaluating the success or failure of the project using the criteria established in the original proposal or revision. It is essential in writing a grant report to relate the report back to the proposal. Any statistics used to evaluate the project should be compared to a previously determined standard for success or failure, not simply listed in the narrative. Detailed instructions for reports are sent with the forms. |
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Signatures Both the library administrtive unit (system or cooperative) director and the library system's fiscal officer must sign the cover page of the report. If local matching funds are from a partner organization, the fiscal officer of the partner organization must sign the bottom of their organization's expenditure pages to verify the expenditures. |
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Deadline Reports are due on November 1st (postmark). This allows the Division time to meet its December reporting deadline to the Institute of Museum and Library Services. In order to be eligible for consideration for an Exemplary Program Award, the report must be postmarked by the report deadline. |
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Annual Report Form Annual Report Form |