CARES Act Library Program 2020-2021

CARES Act Library Subawards Instructions

The Institute of Museum and Library Services (IMLS) has provided the New York State Library with $1,757,794 in federal Coronavirus Aid, Relief, and Economic Security (CARES) Act funds through the LSTA Grants to States Program. The State Library has allocated $1,409,357 of these federal funds to New York State’s 23 public library systems. Use of these federal funds must follow the IMLS guidelines.

This document provides additional instructions to systems for completing the CARES Act Application.

Access to Application

  • The application will be available in the SED Monitoring system at portal.nysed.gov. This is the same system used for the State Aid Assurances. All system directors and those they have designated with data entry privileges in SED Monitoring will have access to enter data in the system. If a system director wishes to add someone with data entry privileges, a quick guide to entitling users can be found here [PDF file opens in a new window]. While system staff can be designated for data entry, only the system director will be able to submit the application once complete.
  • Password reset instructions can be found here.

DUNS Number/SAM Registration

In order to receive Federal CARES Act funds, each system must have a DUNS Number and be registered with the Federal System for Awards Management (SAM). If this information is already on file with NYSED, the system’s DUNS number will be listed in the CARES application.

If the application does not list a DUNS Number, complete, sign (in blue ink) and mail in a Payee Information Form [PDF file opens in a new window].

Mail to: Division of Library Development
New York State Library
RM10B41 Cultural Education Center
Albany, NY 12230
ATTN: Julia Maxwell

Systems are encouraged to begin this process ASAP to avoid any delays in payment. Payee forms can be mailed in prior to submitting the CARES subaward application.

Assurances and Internet Safety Certification

Both the assurances document and the internet safety certification must be completed and signed in blue ink and returned to the State Library. Both documents are included as supporting documents in the online application (see left side of the screen). If funds are sub-awarded to member libraries they must also complete these documents.

Mail to: Division of Library Development
New York State Library
RM10B41 Cultural Education Center
Albany, NY 12230
ATTN: Julia Maxwell

Amendments

Changes to project purposes, goals, activities or expenditures as described in the project application require prior approval from the State Library.

  • Before any change is made, systems should send an email to NYSLCARESAct@nysed.gov with a brief description of changes desired.
  • Systems will be contacted if any questions or additional information is needed. If changes are approved by the State Library, the system will be notified if an amended online application and FS-10-A are required.
  • If the FS-10-A is needed, the State Library will fill out the form after the system has submitted the amended online application and email to the system. The system will review, sign in triplicate and return by mail. (see FS-Forms for mailing instructions)

Budget and Payment Forms

There will be 3-4 required forms. Some of these forms will be completed by the State Library and sent to each system to be reviewed and signed.

FS-10 (Initial Budget Form)

Based upon the budget in each system’s approved CARES Application.

  • The State Library will pre-fill the FS-10 form from information provided in the online budget after a system’s application has been approved. FS-10 will then be e-mailed to the system.
  • System reviews FS-10 form. System Director signs 3 copies in blue ink and returns to the State Library.

Mail to: Division of Library Development
New York State Library
RM10B41 Cultural Education Center
Albany, NY 12230
ATTN: Julia Maxwell

FS-25 (Payment Form)

This form is submitted to obtain payment for funds already spent or to be spent within 30 days of receipt (up to 90% of approved budget).

  • Systems will complete. The State Library will pre-fill system information.
  • There is a link for each system to a customized FS-25 form in the online CARES application.
  • System Director signs 3 copies in blue ink and returns to the State Library.

Mail to: Division of Library Development
New York State Library
RM10B41 Cultural Education Center
Albany, NY 12230
ATTN: Julia Maxwell

FS-10-A (Amendment)

Changes to the project budget involving an increase in any one budget category of more than 10% or $1,000, whichever is greater, require prior approval from the State Library and if approved, an FS-10-A.

  • The State Library will fill out the FS-10-A based on the approved amended application. Completed FS-10-A will be emailed to system.
  • System reviews FS-10-A Form. System Director signs 3 copies in blue ink and returns to the State Library.

Mail to: Division of Library Development
New York State Library
RM10B41 Cultural Education Center
Albany, NY 12230
ATTN: Julia Maxwell

FS-10-F (Final Budget)

Submitted at completion of project. Needs to be submitted before final 10% of budget can be paid.

  • Systems will complete. The State Library will pre-fill system information.
  • There is a link for each system to a customized FS-10-F form in the online CARES application.
  • System Director signs 3 copies in blue ink and returns to the State Library.

Mail to: Division of Library Development
New York State Library
RM10B41 Cultural Education Center
Albany, NY 12230
ATTN: Julia Maxwell

Last Updated: November 6, 2020