Annual Report Blog

What is a UEI (Unique Entity Identifier) number

Good Morning Everyone,

 

Let's talk about UEI numbers (Unique Entity Identifiers Numbers). 

 

​In 2020, The Office of Management and Budget (OMB) revised the Uniform Guidance for grants (2 C.F.R. part 200). This revision included the transition away from using DUNS numbers (from Dun & Bradstreet) as entity identifiers to Unique Entity Identifiers (UEI) (from Ernst & Young through SAM.gov).

What does this mean for your library?

 

To receive federal funds as a grant recipient, a library/system must register in the Federal System for Award Management (SAM) at SAM.gov and obtain a new, non-proprietary Unique Entity Identifier (UEI). Examples of federal funds your library may receive include Library Services and Technology Act (LSTA), Coronavirus Aid, Relief, and Economic Security Act (CARES Act), American Rescue Plan Act of 2021 (ARPA), grants from the Institute of Museum and Library Services (IMLS) including Native American Library Services Basic and Enhancement grants, grants from the National Endowments for the Humanities and the Arts, and grants from the Wisconsin Humanities Council. 

 

Why am I bringing this up?

 

The 2022 Annual Report has been updated and DUNS numbers will no longer be accepted. Adding the UEI number is still an optional entry, however, if DPI has your new UEI number on file, they will pre-fill this field on the report. If you have not filed the UEI number with DPI, now would be a good time to 1.) make sure you have a number 2.) have the number handy to include on this year's annual report.

 

What is the next step?

 

If your library had a DUNS number AND is registered in SAM.gov, that DUNS number should have been automatically updated to a UEI. This scenario is most likely for libraries using a municipal/county DUNS number and libraries that have received direct federal assistance through a grant from IMLS or another federal agency. If your library used a municipal/county DUNS number to access federal funds, contact your municipality/county to ensure you are registered in SAM.gov and get a copy of the UEI number.

 

If your library had a DUNS number but is not registered in SAM.gov, you will need to complete SAM.gov registration in order to have your DUNS number transitioned to a UEI. This scenario is likely for libraries that hold their own DUNS numbers and have not applied directly to a federal agency for a grant. Generally, after completing the online registration and sending your notarized letter confirming the entity administrator, it takes up to two weeks to register with SAM, then 1 business day for updates made in SAM to be reflected in Grants.gov. However, your organization must first have an EIN. If your organization does not have an EIN, you should allow an additional 5 weeks to request and obtain an EIN from the IRS. 

 

If your library has neither a DUNS number nor is registered in SAM.gov, you will want to decide whether you will proceed with SAM.gov registration in order to obtain a Unique Entity Identifier. The Division for Libraries and Technology believes it is important for libraries and/or their local government unit to be able to apply for and receive federal assistance, particularly in light of the volume of federal financial assistance that has been provided since March 2020. Having the ability to be flexible and request federal assistance can provide substantial financial assistance in improving library services in your community.

 

For those of you who apply for grants regularly, I am sure you have your UEI number. For those of you who have not jumped on the grant writing bandwagon, now is a great time to prepare incase an opportunity arises.

 

Have a wonderful Wednesday.

 

Cheers,

Tracie

 

What's New for 2022 Annual Report

Hello Everyone,

 

I know word is getting out that we have received the additions/changes to the 2022 Annual Report from DPI. Nothing too earth shattering. Some additions are just yes/no questions like "Does Your Library Charge Overdue Fine?" and the COVID-19 questions have been reduced from 27 down to 8 yes-no questions (hooray). The team and I are going to be reviewing these changes and making updates to our instructions and webinar slides.

 

There are a few changes I want to bring to your attention now. 

 

1.) Remember being asked how you count reference transactions, library visits, and uses of public internet computers? Selecting "DID NOT COUNT" is no longer an option. You will now only have two choices, "Actual Count" or "Survey Weeks".  So, if you have not been keeping an actual count of these statistics since January 1, it is time to do a survey. Remember, a survey is keeping track of these statistics for a typical week (neither unusually busy or unusually slow) and then multiply by 52.

 

2.) We are all aware of the changes to library program statistics. We were told about this last year. Don't forget about the Program and Activity Count Tracker provided by DPI. This will help when filling out this section of the annual report. There is a clarification for Pre-recorded programs (a planned event that is recorded by the library for later on-demand viewing) and attendance for Pre-recorded programs. Only include attendance count for the first 30 days that the pre-recorded program was available. For additional information about pre-recorded programs see the Platform Metrics Guide for Live, Virtual Programming and Pre-recorded Views 

 

Section XII Technology has been expanded. SCLS usually provides a table within the instructions to assist with filling in this section. I will be getting with our technology team to update the information we provide.

 

That is all for now. I hope you all enjoy the rest of your Thursday and have a fabulous weekend. 

 

Cheers,

Tracie

Update - February 14, 2022

Good Morning Everyone and Happy Monday,

 

Just a reminder that you have four days (Thursday, February 17th) to get your annual report drafts to me for review. To those I have not heard from yet, if you have questions or issues, I will be available to talk after 1:00 pm.

 

Have a great day.

 

Cheers,

Tracie

Annual Report Office Hours Today - February 9, 2022

Hi All,

 

Are you still working on your annual report? Is there a section you are not sure how to fill out? Have a specific question on how to calculate a field? Don't forget, I have annual report office hours scheduled today, 10:00 to 12:00.

 

Sign up at the link below to join the meeting.

 

Annual Report Office Hours | Demco Software (evanced.info)

 

See you there,

 

Cheers,

Tracie

Annual Report Update - February 3, 2022

Hello Everyone and Happy Thursday,

 

Can you believe it is February 3^rd already? 

 

This is just a reminder that there is only two weeks left until the deadline for drafts of your annual report to be ready for me to review. I want to thank everyone for the hard work getting the reports completed. So far, we have 11 libraries with reports locked and awaiting signatures. WooHoo!

 

Please remember that I review reports in the order they are received. (I date and time stamp them). Also, there are 54 of you and 1 of me (wink wink). You all have Library Board meetings quickly approaching, so please make sure you get your drafts to me in plenty of enough time for the review process. 

 

Again, if you have any questions or concerns, please let me know.

 

Cheers,

Tracie

Annual Report Update - January 26, 2022

Good Afternoon Everyone,

 

Just a few notes for the end of the day...

 

For those of you who have finished your reports, thank you. I have started the review process and have a couple completed, however there are a few questions DPI needs to answer about the COVID section (some of their directions were incorrect). I hope to have answers tomorrow. Once I hear back from DPI, then you will hear from me about your reviews.

 

There is a glitch in Section II #7. The number you enter does not print on the transcript form. I have notified DPI about the issue and they are looking into it.

 

That is all the updates for today.  Keep your questions coming.

 

Hope you all had a wonderful day.

 

Cheers,

Tracie

Change to Section II 8a - January 25, 2022

Hello Everyone,

 

After many, many, many questions from libraries about adding e-magazines to the statistic this year, I went back to DLT and there is going to be a change to Section II 8a - Electronic Collection Locally Owned or Leased. Instead of including the total e-magazine holding for Overdrive (like with e-books, e-audio, and e-video), we will be counting the e-Magazine offerings as 1 Electronic Collection. So, for example, if you own 3 Electronic Collections, you will add Overdrive e-magazines to this number for a total of 4. In the note section, please list the names of your collections.

 

Who knew e-magazines could cause such a hassle. 

 

If you have any more questions, about this, let me know.

 

I will be updating the SCLS Instructions to reflect this change.

 

Have a great day.

 

Cheers,

Tracie

Annual Report Update - January 24, 2022

Hello Everyone,

 

Happy Monday. 

 

I hope everyone is having success at opening their 2021 Annual Report form.  There are always a few hiccups so these are the updates for today.

 

1. When you access your form, please make sure the "Period" field at the top of the screen say 2021. This is the correct form.
2. DLT is aware that the "Print Template" function is not functioning properly. DLT is working with the vendor to fix the issue and they will let us know when it is functioning again. In the meantime, you can use the 2021 worksheet or print a screen copy of the form.

I have heard that there is a delay for some library systems to get their pre-fill numbers entered into the form. SCLS's pre-fill data was confirmed Friday afternoon that it had been uploaded to the form. All of the SCLS libraries should see their pre-filled numbers on their forms.

 

If you have any questions, let me know.

 

Cheers,

Tracie

Annual Report Update - January 21, 22

Happy Friday Everyone.

 

I have great news..... you can now access

• The SCLS Annual Report Instructions
• The ILS/LINKcat Instructions
• The DLT Annual Report Instructions
• The 2021 Annual Report Worksheet

I just finished a meeting with Kim at DLT and she said the Annual Report Form will be open on Monday, January 24.  WOOHOO!!!! I will send out a message letting you know when you can access the form.

 

Now that I have told you the exciting news....here is a change that was decided this morning.

 

DLT and IMLS have now decided to count all e-Magazines. Yes, you read that correctly. So....

 

In Section II #8a - (this is where DLT has told us to put these numbers) SCLS has prefilled this field with the number of Overdrive magazines. Libraries are responsible for providing their count for any additionally locally owned electronic collections (this includes additional e-Magazines from other collections besides Overdrive) and add it to the pre-filled number. Please add a note (in the note field) listing the additions and their respective totals.

 

Section III #9a (again, this is where DLT has told us to put these numbers) SCLS has prefilled this field with the number of Overdrive magazines retrieved. Libraries with locally owned or leased electronic collections will add their retrievals to the pre-filled number. This will also include additional e-Magazines from other collections besides Overdrive. Please add a note (in the note field) listing the additions and their respective totals.

 

It looks like there might be a push to add a new column for 2022 on the report just for e-Magazines (like e-Books, e-Audio and e-Video). We will wait and see.

 

That is all the news for now. 

 

Have a fantastic weekend. 

 

Go Pack Go, beat those 49ers.

 

 

Cheers,

Tracie

Annual Report Update - January 19, 22

Hello and Happy Wednesday Everyone,

 

Just a quick Annual Report update.

 

Last communication from DPI, they are still tracking to have the Annual Report form open on January 24. I am still waiting to hear when the DPI Instructions and Worksheet will be finalized and available. DPI says soon.......

 

I have had a few questions about the following;

 

1. Grants, how do I list them - First you have to identify if your grant is from State Funds, Federal Funds, or Private Funds and then list them in the appropriate in Section V. - Library Operating Revenue. If you are unsure about the funding source, give me a call.
2. Section X- Staff - Report staffing as of the last day of the year. Indicate all positions funded in the library's budget, regardless of whether those positions were filled. If you have more staff than lines on the form, you can group employees into classifications. Example: Job Title :Pages, Hours Worked Per Week: total number of hours for all staff with the title of "Page", Total Annual Wages Paid: Total wages paid to all staff with the title "Page". In Section VI - Library Operating Expenditures you enter the total amount you spent for salaries and wages and the total amount for employee benefits.

3. Where do we enter donations - Donations (unless the donation is specific for a capital revenue project) will get listed in Section V-Library Operating Revenue #7 - All Other Operating Income.

 

Have you checked your username and password to get access to your LibPas account? Let me know if you have any issues.

 

The link to the Annual Report webinar recording is Program Handouts Information -- Continuing Education -- South Central Library System: Annual Report Webinar (typepad.com)

 

 

And Finally.......

 

Remember, these are the two important dates

 

February 17 - Last day to get your draft report to me so I have time to review it.

 

February 25 - I must have a signed emailed copy of your report to turn in.

 

Until the next update...

 

Cheers,

Tracie