Grants

Eligible Expenditures

• Purchases that support the project implementation;
• Equipment costing $5,000 or more.  Prior approval must be requested by using the Equipment - $5000 Request for Approval form; and
• Indirect costs of up to 10 percent of the project total.
  • Or, if the award recipient has negotiated another indirect cost rate with the federal government, it may charge up to the percentage specified in that agreement.

Ineligible Expenditures

1. Electronic materials that are already available via POWER Library or the Bureau of the State Library.
2. Salaries of current staff unless the cost is for hours added specifically to support the federally funded project.
3. Warranties and/or subscriptions that expire after the contract ends.
4. Supplies for processing library materials.
5. Furniture for general organization use not related to the federally funded project.
6. General organization promotional items and memorabilia that are not related to the federally funded project.
7. Food, unless an educational component is associated with the food that is provided.
8. Projects already under way or complete at the time of the grant application or before the grant is awarded.
9. Basic operating costs of an organization.
10. Supplanting previously available local funds.
11. Capital improvements.

Use eGrants navigation. DO NOT use browser buttons (i.e., the "Back" button).

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All sections must be marked 'Complete' to activate the 'Complete' button to submit the application for review.

Project Identifier Code

This is VERY IMPORTANT.  Reference this information when completing the application.  ​

Because multiple applications for the various grant categories can be submitted, an application identifier must be entered for each application submitted. ​​

Use the following key to determine which code (G#.#) should be entered in the Project Identifier Code section of eGrants. ​

​Audit

Applicants must have conducted an annual audit in accordance with generally accepted auditing standards for its most recent annual accounting period. If findings were reported on the applicant’s most recent annual audit, the applicant must show evidence of the implementation of a corrective action plan or show satisfactory evidence as to why a corrective action plan is not feasible or needed at this time.

Experience and Capacity with Statewide Library Service Delivery

Applicants must demonstrate that they have the essential experience and capacity needed to provide statewide services to public, academic (postsecondary), school (K-12), and special libraries and library staff across Pennsylvania.

Application Attachments

The system will not accept attachments over 3MB (megabyte).  If you are scanning your attachments, please set the scanner resolution to low. Attachments can only be submitted in WORD, EXCEL and/or PDF formats.  Make sure each document is accurately labeled.

Attachments include:

1.  Uniform Grant Guidance (PDF) policies and procedures

• Cash management procedure 
• Bid and procurement procedure (page 51-57 of the UGG Implementation Guide (PDF))
• Conflict of interest policy (page 65-71 of the UGG Implementation Guide (PDF))
• Travel policy (PDF)
• Compensation and fringe benefit policy (if planning to use federal funds for salaries/wages/benefits)
• Indirect cost rate development procedure (if an indirect cost rate has been negotiated directly with the federal government)

2. Internet Safety Certification (PDF)

3. Supporting documents that demonstrate the applicant’s experience and capacity with developing and/or implementing library services statewide.

4. Equipment - $5000 Request for Approval form confirmation email.

Submission Instructions

The Pennsylvania Department of Education’s eGrants System is used by the Office of Commonwealth Libraries to facilitate the electronic completion and submission of grant applications as well as the contracted agreements. The Getting Started Guide that covers the basic function of eGrants is available on the right side of the eGrants 'Home' tab.

Once the application is completed, the workflow status should show "Application Received" OR "Submitted for Peer Review". Seeing "Application Received" OR "Submitted for Peer Review" is the confirmation that the application has been submitted for review.

To change the workflow status from “Data Entry” to "Application Received” OR "Submitted for Peer Review", the Complete Step located at the bottom of the application home page must be clicked. If that button is inactive for you, please make sure all sections of the application are marked as complete. On the application home page, a checkmark will appear next to the section if it’s been marked as complete.

Contact the eGrants help desk at ra-egrantshelp@pa.gov with eGrants system navigation or other technical questions you may have.

After the review process is completed, all applicants will be contacted with the next steps as it pertains to them.

Incomplete applications or those that do not meet the minimum requirements as outlined here will not be reviewed.

Reviewers will use the point values below to score each application.

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Questions & Answers

Does the LSTA grant outlined in the webinar require statewide implementation, or would a grant be available for county-wide or system-wide use only?

The Statewide Library Service grants require statewide implementation.  Local, county, and system wide projects would be funded under future local library grant opportunities.

Are independent libraries eligible?

Yes.  Interested organizations must provide documentation of capacity to manage and administer a statewide library services project.

Are municipal libraries eligible?

Yes.  Interested organizations must provide documentation of capacity to manage and administer a statewide library services project.

If our System HQ is not a 501(c)3, we are still able to apply?

Yes.  Interested organizations must provide documentation of capacity to manage and administer a statewide library services project.  The 501(c)3 requirement specifically applies to Pennsylvania non-profit organizations that focus on Pennsylvania libraries.

Is weight for project approval given to smaller libraries or first-time applicants, or higher weight to systems and large libraries that serve more people (thus impact more people)?

There is no weighted scoring built into the rubric.  All applications will be reviewed based on the Evalution Criteria.

Is the Keystone ID for the library, as opposed to those of us employees who may have a Keystone ID?

The Keystone ID is assigned to individuals.  The applying organization determines employee(s) authority level and access to eGrants. 

Are grant writer expenses allowable?

No, per federal guidelines.

Are consulting firms allowable?

Contracting with a consulting firm to complete LSTA funded project goals is allowable.

If travel is not planned in the grant project, is the travel policy still required?

Yes.  The travel policy is one of the four main policies required under the Uniform Administrative Requirements.

The first year of the grant is for 9 months. Understood, that the budget be based on the 9-month grant year. If selected for renewal will future years budgets based on 12 months, especially in regard to salaries and specific trainings planned in a grant cycle.

Yes.

Just clarifying that each project can only use one project identifier code, correct?

Correct.

On the current state library.pa.gov website, is there a place where the LibGuides are linked?

The Commonwealth has put a freeze on updating websites.  

Is a consultant providing assessment of library services an allowable grant expense?

If that is an integral part of the LSTA statewide library service project, yes.

Staff support is allowable as an indirect cost, correct?

Correct however, 50% or more of staff involvement on the LSTA funded project would change that allowability.  A compensation and fringe benefit policy would be required.  Full Time Equivalency (FTE) would be required for reporting under the Salaries/Wages/Benefits budget category.