Q. Can I buy copiers and/or coin-ops for copiers with Lib Tech funding?
A. Lib Tech will pay for a copier, copier/coin-op combo, or the coin-op by itself if network-enabled. However, the program will not pay for a lease-to-own copier and/or coin-op. It will also not cover the buyout of a copier lease.
Q. Can I buy mobile hotspots with Lib Tech funding?
A. The program will pay for the device itself but not the data plan.
Q. Can you buy RFID tags, receipt paper, games, books, cables, etc. with an equipment purchase?
A. These items are considered supplies and are not allowed. Be careful of bundles that include these items. The items would need to be listed separately on the invoice and crossed out when submitted for reimbursement.
Q. What if my invoice bundles items together and includes unallowable items?
A. If hardware is bundled with unallowable items (such as licenses), you must ask the vendor to split the charges. They can be on the same invoice but different line items, or you can get two different invoices (one for allowable charges and one for all other charges) and only submit the invoice with the hardware. If an unallowable item is included for free when buying hardware (such as vendor tech support), it will not be a problem as long as the invoice shows that the unallowable item is free.
Q. Can Lib Tech funding be used to pay for the library's portion of E-Rate Category 2?
A. Lib Tech funding can be used for equipment, cabling, and third-party labor for installation only. Maintenance or service plans are not allowable and will not be reimbursed.
If you are applying for Category 2 funding this year, here is a sample timeline for both E-Rate and Lib Tech:
Go out to bid for E-Rate services by December 2023.
File Category 2 application sometime between January and March 2024.
Wait to hear if funded as early as April 2024 or as late as October 2024.
E-Rate does not cover 100% of the cost for Category 2 services. Libraries are responsible for the non-discounted portion, usually around 20% (discount rate can be found in the library's EPC profile).
Submit FY2025 Lib Tech purchasing plan based on funding decision by November 27, 2024.
Review plan with the GPLS Grants Help Desk before submitting for approval.
Please send quote for installation along with purchasing plan.
Once funding is committed, install Category 2 equipment and services.
For Lib Tech, the latest that equipment can be installed is April 2025.
For E-Rate, install equipment at the very latest by September 30, 2025.
Apply for reimbursement of installation of Category 2 services.
For Lib Tech, libraries must submit for reimbursement by April 30, 2025.
For E-Rate, the library or vendor must submit invoices by October 28, 2025.
Please email the GPLS Grants Help Desk for additional assistance.
Q. I am interested in purchasing Chromebooks and/or other Chrome devices. What should I do before purchasing these types of items?
A. Chrome devices receive automatic updates for a specific length of time. Before purchasing any Chrome device, it is recommended that you check the Auto Update Expiration (AUE) date to ensure the device you are purchasing has auto updates enabled for a longer period of time.
Additionally, please be sure that you have a plan to obtain Chrome operating system licenses for all Chrome devices you purchase. These operating system licenses are allowable under Lib Tech and should be included on your Lib Tech plan along with any purchase of Chrome devices unless you already have spare licenses available or plan to purchase them at the same time with local funding instead of Lib Tech funding.
Q. What do I do if the pricing of an item changes from the amount listed on my approved purchasing plan?
A. If an item changes in price, you may still purchase it (in either the original quantity or a different quantity) without a revision to your purchasing plan. If purchasing the original quantity results in a higher overall cost to due to the price going up, you may need to adjust the "Amount Requested" column on the invoice list when submitting your reimbursement in order to request your correct exact allocation. For example, if the invoice amount is $2,600 but you only have $2,500 left from your allocation, you can put the “Invoice Amount” as $2,600 and the “Amount Requested” as $2,500. You would then cover the remaining $100 from local funds.
Q. Can I purchase different items than the ones on my approved purchasing plan?
A. If you want to replace an item with a comparable substitute (e.g. replacing one brand of laptop with another), you may do so without a revision to your purchasing plan. You may also adjust the purchased quantities of items on your approved purchasing plan or simply not purchase some approved items entirely without a revision to your purchasing plan. However, if you want to replace an item with a different type of item (e.g. replacing a laptop with a tablet not otherwise listed on the plan) or add an entirely new item to the plan, you will need to submit a revision to your purchasing plan through the grants portal.
Q. Can I purchase an item from a different vendor than the one listed on my approved purchasing plan?
A. In order to purchase an item from a different vendor than the one you listed on your purchasing plan, you will need to submit a revision to your purchasing plan through the grants portal.
Q. My equipment is on back order and/or delayed. What should I do?
A. Please wait to submit your reimbursement until all items are received. If a delay will affect your ability to submit your reimbursement on time, please email the GPLS Grants Help Desk.
Q. When will I receive payment? OR What is the status of my reimbursement?
A. GSFIC sends payment within 30 days of receipt of the reimbursement packet.
Q. There was a problem with my reimbursement and my amount was adjusted. OR I need to revise my reimbursement due to an adjustment.
A. ACH adjustments require further review. Please email the GPLS Grants Help Desk for additional assistance.
Q. I have money left over. Can I spend it?
A. After the reimbursement packet has been submitted, money can no longer be spent. Funding does not roll over to the next funding year.
Q. My auditors need confirmation of how much I received in Lib Tech funding? OR Can you verify payment for FYXX?
Payment verification requires a review of transaction history. Please email the form and/or request to the GPLS Grants Help Desk for additional assistance.
Q. Can we use items funded through the state bond process for Lib Tech in areas other than public access?
A. Not until the bond has expired, so five years from the funding year the item was purchased in. For example, items purchased in FY2025 cannot be moved from public access until FY2030. However, please note that from FY2025 onward, the definition of "public access" has expanded to include computers at public service desks.
Q. What is the policy for the surplus of items funded through the state bond process for Lib Tech and their use after a five-year shelf life?
A. The bonds are no longer active for any items purchased in FY2019 or earlier. As a result, the equipment purchased during these years can be used as the libraries see fit. However, any items purchased in FY2020 forward are still considered a part of active bonds. They must remain in public access until the end of their five-year shelf life.
More information on the last five funding years can be found on the Previous Funding Years webpage. Information includes legislative intent, bond commitment letter, and resources.
Q. What happens if a Lib Tech-funded item is damaged beyond use or lost before the end of its five-year shelf life?
A. In case of an audit, you must still keep documentation on the lost/damaged item until the end of its five-year shelf life, as well as the item itself if it is only damaged and not lost.