Federal guidelines require careful adherence to approved purchasing procedures and a regular reporting of encumbrances (obligations) and expenditures to the Department of Public Instruction.
LSTA grant recipients may begin ordering approved items and obligating funds as of the approved grant beginning date. Since the fiscal report is a summary report, all details to support the claim, such as purchase orders, are maintained by the recipient. The fiscal report is to be used only for the federal portion of LSTA projects.
Fiscal report form to use
All federal fiscal project activity is to be reported on DPI Program Fiscal Report form PI-1086. This form is available on the web in PDF format and
Excel format. LSTA project administrators should download and use one of these forms to report LSTA expenditures.
Instructions for submitting the Program Fiscal Report
Partial claims may be submitted by mail at the address indicated on the form, by fax (608/267-9207) or as an email attachment (robert.sainsbury@dpi.wi.gov). Final claims must be either mailed or faxed, as an authorized signature is required on final reports.
Instructions for completing the Program Fiscal Report
- District Number: for school districts only
- District/Agency Legal Name: name of library or
library system
- Report for Period Ending: Report month and year
through which this report is completed.
- Program: LSTA
- Project Grant Number: Report number assigned by
Division for Libraries, Technology, and Community Learning and specified in
your Notification of Grant Award (e.g., 05-118-LSTA)
- Project Name: Report project name specified in
your Notification of Grant Award.
- Project Beginning Date: Specified in Notification of Grant Award
- Project Ending Date: December 31.
- Account Code: for school districts only
- Account Name: Report expenditures for approved
LSTA accounts used in the LSTA application form (i.e., salaries and wages,
employee benefits, library collection, etc.).
- Approved Budget: Enter the amounts approved in
your LSTA application form or an approved budget revision request form.
- Unliquidated Encumbrances: Report unpaid
obligations (i.e., payables, open purchase orders, personal services
contracts, etc.). Encumbrances should be liquidated on the final report.
- Total Disbursements: Report the cumulative
amount paid to date per account.
- Unencumbered Balance: Report the amount of funds
that have neither been obligated nor disbursed.
- Cash Summary: Report total funds received minus
total disbursements to date equals cash on hand at the end of the period.
Cash on hand at end of period often is a negative figure.
- Amount Requested: If an advance is requested,
the amount may not exceed a 30-day cash supply. Libraries requesting
advances must submit monthly claims. Upon receipt of an approved claim,
payment is normally made by DPI within 30 days. When cash receipts total 80%
of an approved budget, remaining payments will revert to a reimbursement
basis. No advances will be honored on claims received after November 15.
If assistance is needed to complete this report, please contact:
Robert Sainsbury, DPI, Federal Aids and Audits Section
(608) 266-2428; robert.sainsbury@dpi.wi.gov
Terrie Howe, LSTA Program Coordinator
(608) 266-2413; teresa.howe@dpi.wi.gov
LSTA Website
For questions about this information, contact Teresa D. Howe (608) 266-2413
Last updated on 2/25/2008 12:36:59 PM
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