Amended Process for Payment of ARPA Technology Grants

Shipping Delays

OSL

OLIS has been provided with current estimated delivery dates for all outstanding orders through OSL. There is no need to contact OLIS about these delays unless you are changing or cancelling your order. Please inform OLIS and OSL if you are cancelling the order and/or substituting an item outside of OSL ordering. OLIS is approving extensions for all delayed items ordered through OSL.

Other Vendors

Libraries were required to contact OLIS about delays or substitutions of items by September 30. Extensions have been approved for those libraries. Any library that is anticipating delivery of an item in October that has been subsequently delayed should contact OLIS immediately Chaichin Chen and inform us of the item delayed and the anticipated delivery date. Libraries should be pro-active in confirming shipping dates and keep OLIS informed. Failure to do so may result in denial of your reimbursement request.

Price Changes

OSL

For items ordered through OSL, submit the complete invoice from OSL for items to be reimbursed. The invoice must include the item name, the quantity ordered, and the price per unit. Unless otherwise advised, OLIS will reimburse the library for the amount up to the grant award and will pay OSL directly for any balance due.

OLIS will contact libraries directly where price increases or product substitution has more than doubled the price of an item, or where delays in ordering resulted in price increases, to determine resolution of specific issues.

Other Vendors

For items not ordered through OSL, submit proof of expenditure for the item. OLIS will reimburse up to the total amount of the grant award. In some cases, libraries will not receive the total award if expenditures do not add up to the full amount of the award. In other cases, the total expenditures may exceed the grant award, in which case the library is responsible for the balance. Please contact us if you have questions about expending the full amount of the award or substituting items for out of stock items or those that have increased in price.

Payment Requests

Due to supply chain issues, OLIS will accept and pay up to two payment requests from each library under certain circumstances. Please review the following information below to determine if you qualify to submit more than one payment request.

• All items received by October 31: Libraries should submit a single payment request no later than November 12.
• Items delayed beyond October 31: Libraries may submit up to two payment requests. The first request should be submitted no later than November 12 for items received. Do not submit requests for any items that have not been received. The second Request for Payment should be submitted no more than two weeks after all items have been received or no later than March 31, 2022, whichever comes first. Libraries may opt to submit a single payment request for all items but must submit that request no more than two weeks after all items have been received or no later than March 31, 2022, whichever comes first.

Important Notes

• Taxes. Libraries are tax-exempt organizations either as a unit of local government or as a 501(c)3 and as such should not pay sales tax. OLIS will not reimburse sales tax.
• Receipts. An invoice is not proof of receipt; the receipt must clearly indicate that the item has been received by the library and paid for. Libraries should not pre-pay for items and OLIS will not accept requests for payment for items that have been ordered and paid for in advance, but not yet received.