ARPA Technology Grants Round 2 Instructions

Application Instructions

Access the Application

• Visit the Technology Grant Round 2 Application Portal
• Enter your 3-letter library code and the application password that OLIS has provided to you. If you do not have your password, please contact Chaichin Chen, Library Program Specialist.

Basic Information

• Your library name, address and telephone number are pre-filled, along with the maximum grant amount for which your library is eligible. Libraries are eligible for a $5,000 base grant, with an additional $2,000 per branch location. A further twenty-five percent (25%) stipend is added if the library is in a distressed community. The application will calculate the maximum grant amount to include these adjustments. If you believe there is an error in your library’s information or the amount for which you are eligible, contact Chaichin Chen.
• The Library Director information has been prefilled into the form. Please review and correct this entry if there is an error.
• Fill in the Grant or Technical Director information. This is the person primarily responsible for executing the grant on a daily basis. If that person will be the Library Director, check off the box indicating that the Library Director will act as the Grant or Technical Coordinator. Doing so will automatically copy the Director’s information into this section.
• Fill in the Payee Information
  • All libraries must enter the entity that will receive payment, for example, the municipality, the library (requires the library’s legal name), the library’s foundation, or other fiscal agent.
  • For federal reporting purposes, the payee must have a Unique Entity Identifier (UEI). The UEI must match the name of the entity receiving payment. Do not use the DUNS number used for previous grants.
  • If there is payee information already on file with OLIS, the application will offer the option to choose this payee information. Please review to ensure that this information reflects the correct entity and its corresponding UEI. If you have not submitted your UEI to OLIS already, you will need to enter the UEI.
  • If you need to change the payee entity or any of the corresponding information, or add a UEI, choose “Add a New Payee” and complete the corresponding form.
  • If you do not have payee information on file with us, you will only see a blank form for this section. This can be filled out as normal.

Equipment Requests

• Fill out the Equipment section listing the equipment that will be purchased by the library. Visit the ARPA Technology Grant page for a detailed list of eligible expenses.
  • Include:
    • the equipment name,
    • category,
    • a brief explanation of how you will be using this equipment,
    • a link to the item (URL must begin with http or https)
    • the quantity you will be purchasing, and
    • the unit price of the item.
  • Once you enter an item name, you must fill in each field in the corresponding row to submit your application.
  • The form will auto-calculate the total for each item and provide a total for the section; the grant total will be reflected in the Grant Budget Summary at the bottom of the page.
  • For equipment purchased through OSL:
    • Provide the URL directly to the applicable OSL pricelist (if available) for the item. Avoid providing a link to the retail site.
    • Be sure to use the price quoted by OSL when filling out the grant application. (Prices offered to library consortia often differ significantly from regular retail prices.)
    • Retain all OSL documentation relating to your purchase and submit the OSL invoice to the Office of Library and Information Services as part of your Request for Payment. Do not provide the vendor invoice or packing slip.
• The Grant Budget Summary will total all your requested equipment purchases. Although you can revise your application if necessary, you may only fill out one application and receive one award during the grant period.
• Your grant total will round up to the nearest dollar
• Upon submitting the application, you will be taken to a confirmation page that you should print/save for your records

Next Steps

• OLIS will review your application, either approving or requesting additional information. Libraries should wait until the application is approved to ensure the equipment is eligible for reimbursement.
• Libraries whose applications have been approved will receive an agreement and federal assurances that must be signed and returned to OLIS.
• The reimbursement portal will open the week of April 18. Libraries must submit receipts for purchases in order to receive reimbursement. An invoice from OSL will suffice for purchases made through OSL.
• Libraries may request payments from April 18-July 31, 2022; it is the responsibility of the library to plan accordingly for local requirements regarding fiscal years. Requests for Payment received by June 3 will be paid in fiscal year 2022, though payment of requests received after May 26 is not guaranteed to be received by the payee prior to June 30.
• Requests for Payment will be paid within 30 days of their approval by OLIS, as indicated by the signed Request for Payment returned to the library.

Request for Payment Application (Approved Grants Only)

• You must submit receipts for the items you purchased and record these purchases in your library's Expense Tracker before you fill out an Application for Payment.
• Enter your 3-letter library code and the application password that OLIS has provided to you. This is the same password that was used to access the initial grant application.
• Follow the on-screen prompts to begin and submit your Request for Payment Application.
• OLIS will review this application and, upon approval, will send a final version of the document to the library for digital signature.
• If you do not have access to your library's receipt submission folder, or if you do not have your password, please contact Chaichin Chen, Library Program Specialist.

Contact

• Questions about applications or eligible expenditures: contact Chaichin Chen