New York State Library

ARPA Library Subawards Instructions

The Institute of Museum and Library Services (IMLS) has provided the New York State Library with $6,213,213 in federal American Rescue Plan Act (ARPA) funds through the LSTA Grants to States Program. The State Library has allocated $5,514,315 of these federal funds to New York State’s nine regional Reference and Research Library Resources Councils for collaborative regional projects that will advance digital inclusion, encourage library/museum partnerships, and expand student access to digital resources.

This document provides additional instructions to systems for completing the ARPA 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 directors and those they have designated with data entry privileges in SED Monitoring will have access to enter data in the system. If a director wishes to add someone with data entry privileges, a quick guide to entitling users can be found at http://www.nysl.nysed.gov/libdev/stateaid/seddas/quickguide.pdf. 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 at: https://eservices.nysed.gov/ppr/resetPasswordLoad.htm

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 (one copy only). Both documents are included as supporting documents in the online application (see left side of the screen). If funds are sub-awarded to library systems or other libraries or if those entities make their own subawards, they must also complete these documents and return them to the system. The system should keep these documents on file.

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

Equipment Purchases

All equipment requests (items $5,000 and over) should come to the State Library from the 3Rs, regardless of which entity is purchasing the item.

Please submit the following to NYSLARPA@nysed.gov:

  • The cost of the equipment
  • Detail about the equipment (manufacturer, model, etc.); if there are specifications or a quote available, that information is very useful
  • Which of the five-year-plan goal(s) (choose one) this purchase would help you meet and why (see goals below)
  • Goal 1: All New Yorkers will have improved access to library resources that advance and enhance their personal, educational and working lives.
  • Goal 2: The New York State Library, library systems and libraries will deliver new and improved library programs that anticipate and meet New Yorkers' constantly changing needs for library services.
  • Goal 3: New Yorkers of all ages will perceive libraries as community learning spaces offering high-quality lifelong learning, literacy, and knowledge creation opportunities that enhance civic engagement and economic vitality.

Indirect Costs

Indirect costs may be claimed at a rate of 10% for the Digital Inclusion and Library/Museum Partnership components with the following restrictions. The maximum direct cost base is the total of professional staff salaries, support staff salaries, purchased services, supplies and materials, travel expenses and employee benefits. To compute the modified direct cost base, subtract the portion of each subaward/subcontract/purchased service exceeding $25,000 from the maximum direct cost base. For example, if the budget contains a purchased service for $40,000, only $25,000 of that should be applied to the indirect cost and therefore $15,000 should be subtracted from the maximum direct cost base. This must be done for each subaward/subcontract/purchased service.

Subscriptions/Licenses

All activities must occur within the dates of the award (September 1, 2021 through March 31, 2023). Subscriptions or licenses purchased with ARPA funds must be pro-rated to only cover this time period.

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 NYSLARPA@nysed.gov with a brief description of changes desired. Notification should be sent as soon as possible after determining the need for a change.
  • 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/or 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 in blue ink 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. All forms should be sent to the State Library at the address below. Forms should not be sent to the State Education Department’s Grants Finance Office.

FS-10 (Initial Budget Form)

Based upon the budget in each system’s approved ARPA 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). FS-25s requesting 100% of the approved total budget will not be accepted.

  • 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 ARPA 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. See Amendment section above for more details.

  • 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 ARPA application.
  • Send an unsigned electronic copy to NYSLARPA@nysed.gov when the system’s final report is completed. State Library staff will review and compare to the final report expenditures online. Note that expenditure dates, journal entry/check numbers and amounts should match what was entered online.
  • After the final report and draft FS-10-F are approved, the State Library will request the signed copies of the FS-10-F.
  • 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

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Last Updated: October 19, 2022