FAQs

Q.  How much is funding is available in total for the FY2022 Lib Tech funding year?

A.  $2 million in state funding has been allocated for FY2022 Lib Tech. 

Q.  How will the funding under this grant be allocated?

A.  Funding will be allocated using the RPLAC funding formula like the normal Lib Tech process. Library directors will be emailed the allocation amount for their library system. 

Q.  How do I apply?

A.  Library systems must apply through an online portal and provide a signed purchasing plan with project description for review. 

Q.  Can I submit multiple applications per library system?

A.  Applications should be coordinated at the system level like the normal Lib Tech process. 

Q.  What purchasing plan template should I use? 

A.  Please use the purchasing plan template created specifically for this funding year.

Q.  Do we submit one application for both Lib Tech and MRR? Or do we submit one application for each grant?

A.  Please submit one application for each grant, so one submission for Lib Tech and one submission for MRR. 

Q.  When will the application portal open?

A.  The application portal will open on Friday, April 1, 2022. 

Q.  Who will be reviewing the applications?

A.  The applications will be reviewed under the normal Lib Tech process. The IT Program Manager will review applications for completeness and allowability. The IT Director will officially approve plans with the IT Program Manager returning approved plans to the library director's via email.

Q.  What items are allowable under this grant? What are the funding restrictions for this grant?

A. For ideas, please see the FY2022 Lib Tech Idea List. Since this is outside of the GSFIC bond process, the grant is more open with less restrictions.  Technology projects must include technology equipment and services. Any non-technology items must show proof that they are required for the operation of, and/or related to, an approved technology item on the budget.

Q.  Can service plans be included in project budgets?

A.  Yes, both monthly and annual plans. 

Q.  Will we have to include justification letters for certain items like the normal Lib Tech process?

A.  Justification letters will not be required with the FY2022 Lib Tech grants as they are outside the GSFIC bond process. 

Q.  Can I purchase hardware and software for my staff?

A.  Yes. Please mark items that are for staff on the purchasing plan by marking "Staff" in the appropriate column.

Q.  What type of barcode scanner should I buy that works with PINES and will scan driver's licenses?

A.  Any 2D 13-digit cod-a-bar scanner will work with PINES. Please note that the Bayscan Imaging 2D Drivers License Scanner are allowable under this funding.

Q.  Can installation be included in project budgets?

A.  Yes, but only to install specific equipment. Construction is not allowable under this grant. 

Q.   Can I use my allocation for E-rate projects?

A.  Yes, you can include the non-discounted portion of Category 2 projects for the FY2021 and FY2022 E-rate funding years. Work must start after June 1, 2022 and be completed, invoiced, and paid by April 30, 2023 in time for submitting a reimbursement by the deadline. 

Q.  How can I chat with GPLS one-on-one about my application?

A.  For Lib Tech projects, please email Shannan Furlow at libtechsupport@georgialibraries.org to set up a virtual meeting. 

Q.  Will there be a webinar for the grants?

A.  Yes, the webinars will be held on Tuesday, March 29, 2022 at 2 pm and Thursday, March 31, 2022 at 10 am (links shared through Lib Tech mailing list). Presentation slides and recordings will be posted on the Resources page after the webinars.

Q.  How will the grants be awarded?

A. Awards will be a subgrant contract with a reimbursement process as they are outside of the GSFIC bond process. Project description and approved purchasing plan are required to route the contracts to BOR for approval. 

Q.  How do I submit a budget revision?

A.  A budget revision must be submitted prior to moving forward with changes. Please make sure the revised purchasing plan is signed by the library director before submitting through the online portal. Revisions will not be accepted after March 31, 2023. Any budget revisions submitted towards the end of the project period must guarantee items will be received and invoiced before reimbursements are due on April 30, 2023.

Q.  When can I submit for reimbursement?

A.  You can submit invoices for reimbursement through the online portal when items have been received and paid, installation is completed, and after the month or period has passed for monthly or annual plans. 

Q.  Can I submit multiple reimbursement packets as items are received?

A.  Please submit one reimbursement packet at the end of project work like the normal Lib Tech process.

Q.  For reimbursements, what should be included on the invoice to GPLS and in the packet?

A.  The invoice to GPLS should be on library letterhead, have a unique invoice number, be identified as for FY2022 Lib Tech, and include a breakdown of items. The breakdown should match the approved purchasing plan and the attached supporting document. Supporting documentation should include an invoice from the vendor that matches the budget , proof of payment (i.e. check stub, credit card statement) for each vendor invoice, and proof of receipt of items (i.e. packing slips, photos, software download email, etc.). 

Q.  For reimbursements, will I need to use a payment request form like the normal Lib Tech process?

A.  No, please create an invoice to GPLS for project work since this is outside the GSFIC bond process. See question above for what should be attached to the invoice. 

Q.   What is the deadline to submit reimbursements?

A.  Reimbursements must be submitted  by April 30, 2023. This is a hard deadline. Due to the nature of the state funding, extensions cannot be granted.

Q.  How do I sign up for the Lib Tech mailing list so I can stay up-to-date on funding news?

A.  Please go to https://groups.google.com/a/georgialibraries.org/g/libtech to sign up.