Grant Reporting Forms Illinois State Library


Save the appropriate report form to your computer prior to filling in the various fields. The fillable PDF does not automatically save, so be sure to save occasionally. Attach the completed report to an email and submit by the deadline. Submit reports by email to: isl_grants@ilsos.gov. For more information about the general grant reporting forms, please call 1-800-665-5576 extension 2.

Quarterly Financial and Narrative Report

Reporting requirements start and end based on the terms of the contract with the Quarterly Financial and Narrative Report due 15 days after the end of each quarter during the grant period.

Multi-Year Project Quarterly Financial and Narrative Report

The Multiyear Project Quarterly Financial and Narrative Report is appropriate for any project with a contractual timeline extending beyond 12 months. This report captures previously reported disbursements and is due 15 days after the end of each quarter during the grant period starting with the fifth quarter.


Quarter Report is Due
July 1 – September 30 October 15
October 1 – December 30 January 15
January 1 – March 30 April 15
April 1 – June 30 July 15

Encumbrance Report

This final financial report is required for all grantees with grant funds encumbered (obligated) at the end of the grant period. The Encumbrance Report documents the liquidation of obligated grant funds during the 45 days after the end of the grant period.

The Encumbrance Report is due 45 days after the end of the grant period, but may be submitted as soon as all obligated grant funds are liquidated. If all grant funds are disbursed at the end of the grant period, the Encumbrance Report is not required.

Budget Amendment

A grantee may be required to request a budget amendment if the over-expenditures across all budget lines are anticipated to total more than 10% of the grant award. This is considered a significant variance from the approved budget. It is a grantee's responsibility to request a budget amendment, to align the budget and anticipated actual costs, before a significant variance occurs. The Budget Amendment Request may be submitted anytime during the grant period but no later than 60 days prior to the end of the grant period.

Post-Project and Activity Reports for Library Services and Technology Act (LSTA) Funded Projects

The Post Project Report and Activity Reports are due 60 days after the end of the grant period for all projects awarded federal LSTA funds. Together, these reports provide a retrospective overview and analysis of the project including actual expenditure of LSTA funds, activities offered, participant demographics, and outcomes achieved. These reports are shared with the Institute of Museum and Library Services (IMLS), and are made available through the State Program Report (SPR) Projects reporting tool.

Report Guidelines

Post-Project Report

Activity Reports

Submit at least one, but no more than five Activity Reports. If you have any questions about which type of activity report you should be submitting, please contact the LSTA Coordinator at the Illinois State Library.

There are four types of Activity Reports: Instruction, Content, Planning & Evaluation and Procurement. Most Illinois projects will use Instruction or Content reports. Choose the activity report that best fits the intent of the project:

  1. Instruction Activity Report: An instruction activity uses LSTA funds for knowledge or skill transfer. Includes programs, presentations, instruction and consultations or drop in/ referrals whether virtual, in-person or both.
  2. Content Activity Report: A content activity uses LSTA funds for acquisition, development, or the transfer of information. Includes acquisition, creation (digital objects, curricula, manuals), preservation, discovery (catalogs, e-book collections, subscription databases) or lending (circulation, interlibrary loan) whether physical or digital.
  3. Planning and Evaluation Activity Report: A planning or evaluation activity uses LSTA funds for the design, development, or assessment of operations, services, or resources. A plan or evaluation results from this activity whether prospective (forecasts a future condition, program, service) or retrospective (historical assessment).
  4. Procurement Activity Report: A procurement activity uses LSTA funds for the purchase of facilities, equipment/supplies, hardware/software, or other materials (not content) that support general library infrastructure.

If you have supporting photographs that you would like to share, please share them only if you have signed photo releases. Newspaper articles and sample fliers that give credit to IMLS for the LSTA funds are appropriate to attach as well.

Questions

If you have questions or need assistance in completing any of the grant reports, please call 800-665-5576, Option 2 or email isl_grants@ilsos.gov.