Interlibrary Loan Lending Reimbursement Program

   Overview | Timeline | Award Information | Eligibility | Application 

 Application Review | Award Administration | Contact Information

   Program Overview

Participation in the Texas State Library and Archives Commission's (TSLAC) ILL Lending Reimbursement Program is completely optional.

TSLAC supports a statewide interlibrary loan program to help ensure Texans will have access to shared library resources to meet their learning and information needs.

The goal of the ILL Lending Reimbursement Program is to support and encourage libraries in statewide resource sharing by reimbursing libraries on a per-lend basis for direct costs associated with statewide resource sharing such as postage, mailing materials, courier fees and staff time.

The reimbursements are sub awards (or pass-through awards) of the Grants to States program from the Texas State Library and Archives Commission's federal funder, Institute of Museum and Library Services (IMLS).

Federal Award Identification Number (FAIN): LS-256843-OLS-24
Federal Award Date: April 18, 2025
Assistance Listing Number/Title: 45.310 State Library Program

Participating libraries will be eligible to receive a reimbursement for each lend they provide to other Texas libraries using Navigator or SHAREit systems.  

Awards are tied to lending activity and expenses between August 1, 2024 - July 31, 2025.  The payments will be dispersed in September 2025.

• Instructions for the Grant Management System (GMS) available here.

   Program Timeline

May 1, 2025: Webinar: FY 2025 ILL Lending Reimbursement Program Overview for Texas Libraries, 10:00 a.m. - 11:00 a.m. CST.  Register here.  A link to the recorded webinar will be available following the live program.

May 8, 2025: Access opens to opt-in to the FY 2025 ILL Lending Reimbursement Program in the Grant Management System (GMS) portal.

June 30, 2025: Deadline to submit completed Participation Signature form in the GMS portal, signed by authorized legal entity signatory.

July 11, 2025: TSLAC will notify libraries of total eligible lends and award amounts and begin accepting Performance Certification forms through the GMS portal.

July 25, 2025: Deadline to submit completed Performance Certification form in GMS, signed by Library Director.

August 2025: Award letters sent out and reimbursement payments dispersed to legal entities (cities, counties, universities).

   Award Information

Participating libraries will be eligible to receive a flat rate for each lend they provide to other Texas Armadillo Network libraries. 

The reimbursements are sub awards (or pass through awards) of the Grants to States program from the Texas State Library and Archives Commission’s federal funder, Institute of Museum and Library Services (IMLS).

Awards are tied to lending activity between August 1, 2024 - July 31, 2025.  The payments will likely be dispersed after the end of the fiscal year, in September 2025.

If your library participates in the program, please communicate to your legal entity's accounting department or grants accountant that federal money will be coming to the organization after the end of the fiscal year.

   Eligibility Information

Accredited Texas public libraries who have fully implemented SHAREit and lend items to other Texas public libraries between August 1, 2024 - July 31, 2025 using Auto-Graphics' SHAREit system are eligible for a reimbursement based on the number of lends provided and available funding. Auto-Graphics will provide eligible lending statistics to TSLAC. If you have any questions about your library's lending activity, please contact Sara Hayes at shayes@tsl.texas.gov.

Texas academic libraries that have agreed to lend materials to Texas public libraries are also eligible for reimbursement payments based on the number of lends they make to Texas SHAREit libraries between August 1, 2024 - July 31, 2025.

Unique Entity ID (UEI)

Before submitting an application, applicant organizations must have a current and active federal Unique Entity ID (UEI). The federal government uses a unique identifier for each entity (company, non-profit, organization, etc.) that does business with the federal government. For more than two decades, Dun & Bradstreet’s Data Universal Numbering System (DUNS) served as the unique entity ID. On April 4, 2022, the federal government completed the transition to a new UEI issued within the System for Award Management (SAM). The DUNS number is no longer be an accepted UEI.

If you are currently registered in SAM.gov, you’ve already been assigned a SAM Unique Entity ID. It’s viewable on your entity registration record in SAM.gov. If you have never registered at SAM.gov or have never applied for a grant with TSLAC or other state or federal agency, you will need to initiate the process of obtaining a SAM UEI at SAM.gov. 

To register or renew your registration, visit SAM.gov or to refer to the Quick Start Guide for Getting a Unique Entity ID, published by the US General Services Administration (GSA).

   Application Information

Participating libraries must use TSLAC's Grant Management System (GMS) portal to access, print, and submit required grant forms. The portal allows grantees to opt-in and submit required forms online. To create or re-activate an account, please have the library director submit a completed GMS Import Template to shayes@tsl.texas.gov. The email should reference "GMS Access" in the subject line.  TSLAC will review the request and grant appropriate access.

Participation will require three steps:

1. Opt in to the program online through TSLAC's Grant Management System portal  beginning May 8, 2025.
2. Access, print, and submit a completed Participation Signature form, signed by authorized signatory of the library's legal entity, in the portal by June 30, 2025.
3. Submit a completed Performance Certification Form in the portal by July 25, 2025 after TSLAC announces the library's lends and award amount mid-July.

Libraries will opt-in to the program through the Grants Management System and download the Participation Signature form to complete and submit by June 30, 2025.

TSLAC will send participating libraries information regarding their lending statistics and award amounts by July 11, 2025 so they can complete and submit the Performance Certification form by July 25, 2025.

Obtain free Adobe PDF Reader software from the Adobe site here.

   Application Review Information

This grant is non-competitive. 

Participation Signature forms are generated in the GMS upon opting in and must be signed by an individual authorized to enter into contract on behalf of the library’s legal entity (unless written approval from the legal entity for the Director to sign has been provided):

• City libraries: Mayor or City Manager
• County libraries: County Judge
• Non-Profit libraries: Library Board President
• Academic libraries: School Dean or President

Signing Authority Sample Letter

Program Performance Certifications may be signed by the Library Director and will be available in July.

   Award Administration Information

To participate in the program:

1. Beginning May 8, 2025, log into the GMS portal at grants.tsl.texas.gov.  Contact Sara Hayes at shayes@tsl.texas.gov for log in information.

2. Access the Program Guidelines and LSTA Terms & Conditions form under the "Documents" section in the folder titled "2025 ILL Lending Reimbursement Program" and have an individual eligible to enter into contact on behalf of your library read the document. That individual will then need to sign the Participation Signature form located on the page where you opt in to the program (see below).

2. Click on NC (non-competitive) Grants from the top of the screen and then select Start New Non-Competitive Grant.

3. Complete drop down menus selecting ILL Lending Reimbursement 2025 as your Grant Program and click Save.

4. While you will be able to opt in to the program and agree to the terms of the program, the Participation Signature form at the top of this page will need to be printed, signed, and uploaded to GMS before your library is considered eligible. 

Please contact Sara Hayes at shayes@tsl.texas.gov with any questions.

   Contact Information

Questions related to the programmatic aspects of the sub-award should be addressed to:

Sara Hayes, ILL Coordinator
512-463-5406 or 512-936-2306
shayes@tsl.texas.gov

Questions related to the financial aspects of the grant sub-award should be sent to the financial specialist for grants in your legal entity’s business or accounting office.

   Other Information

This program is administered by the Texas State Library and Archives Commission (TSLAC) and funded by the federal Library Services and Technology Act (LSTA) through the Institute of Museum and Library Services (IMLS).