Frequently Asked Questions
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 payoff 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, software, 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.
E-rate cat 2
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 and cabling only. Installation and 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 2022.
File Category 2 application sometime between January and March 2023.
Wait to hear if funded as early as April 2023 or as late as October 2023.
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 FY2024 Lib Tech purchasing plan based on funding decision by November 30, 2023.
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 by March 2024. Extension of deadline is possible in special cases.
For E-rate, install equipment at the very latest by September 30, 2024.
Apply for reimbursement of installation of Category 2 services.
For Lib Tech, libraries must submit for reimbursement by April 30, 2024. Extension of deadline is possible in special cases.
For E-rate, the library or vendor must submit invoices by October 28, 2024.
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 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.
Q. What do we do if the pricing of an item changes from the time of the purchasing plan to the time of purchasing (i.e. raised in price)?
A. For items that have changes in pricing, you may adjust the quantity purchased as needed. You may also keep the quantity as is and instead adjust the "Amount Requested" column on the invoice list to get to your allocated amount.
For example, if the invoice amount is $2,600 but you only have $2,500 left in your allocated amount, you can put the “Invoice Amount” as $2,600 and the “Amount Requested” as $2,500. The library would then cover the remaining $100 from local funds.
Remember, the grand totals on the payment request invoices list must match your allocation exactly!
Q. Can I change vendor and/or item after submitting the purchasing plan?
A. You cannot change vendor or item after they are approved. If a serious issue occurs with the vendor after the purchasing plan is approved, please email the GPLS Grants Help Desk.
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, such as circulation?
A. Not until the bond has expired, so five years from the funding year the item was purchased in. For example, items purchased in FY2024 cannot be moved from public access until FY2029.
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 FY2018 or earlier. As a result, the equipment purchased during these years can be used as the libraries see fit. However, any items purchased in FY2019 forward are still considered a part of active bonds. They must remain in public access areas/used in public programming.
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.