Information Regarding Institutional Literacy Grants

STATE OF INDIANA Roberta L. Brooker, Director

Mitchell E. Daniels, Jr., Governor INDIANA STATE LIBRARY 140 North Senate Avenue Indianapolis, IN 46204 Phone: (317) 232-3675 Fax: (317) 232-3728 TDD: (317) 232-7763 Information Regarding Institutional Literacy Grants

1. These are reimbursement grants from Federal grant administered by the Indiana State Library (ISL).

2. Funds must be spent from institution account before reimbursement can be processed.

3. Reimbursement must be processed on journal voucher. Use most current journal voucher (available online in miscellaneous forms catalog on Commission on Public Records home page). Copies of invoices, purchase orders or claim vouchers must be attached to the journal voucher. Also see attached sample journal voucher.

4. Journal vouchers will not be processed for reimbursements greater than the grant award.

5. Journal vouchers must be sent to ISL first – ISL must sign off on voucher before it is sent to Auditor’s Office because the transfer of funds is inter-agency not within the agency. Funds must be drawn down from the federal government before reimbursement can be made. Failure to do so may result in audit exceptions for ISL and the institutions and loss of future grants.

6. ISL Fund/Center numbers are 3790/173000. Object numbers are to be the same for both agencies. Whatever object was used to purchase the items is to be used for reimbursement.

7. Journal vouchers are to be signed in black ink by both the person who prepared the voucher and the individual designated to sign fiscal documents for the agency.

8. Document numbers (claim vouchers, purchase orders, sdo reimbursements) are to be listed on the voucher. The audit id number (from the auditor’s office daily run (Alchemy) sheets) must be listed on the voucher also.

9. Use this statement on the journal voucher under description: To allocate funds for reimbursement (or partial reimbursement) of purchase of materials from literacy grant. Federal grant administered by the Indiana State Library. IC 4-23-7.1. (See sample journal voucher.)

10. List the document number(s) and audit id number(s) after the description statement. (See sample journal voucher.)

11. An example of a completed sample journal voucher is attached. Variable information is noted by X’s and *’s and are italicized. This information will be unique for your institution. Please forward this information to your institution’s business office. If there are any questions regarding the reimbursement of these grants, please contact Martha J. Ringel, LSTA Program Coordinator at the Indiana State Library at 317-232-3696.

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