[Nmtriblibs] your 2018 GO Bond reimbursement paperwork

[Moore, Patricia, DCA]

Directors,

Please review the attached PDF - recently, much of the reimbursement request paperwork submitted has not been filled out completely, i.e., there are blanks left on some of the forms.  I've attached all three of the forms used w/GO Bonds and included instructions for each line as to what goes there; these have been revised from prior samples.  On those I'd left some blanks because I assumed people would know to fill in every blank, but evidently not.

Please share w/finance staff.

Specifically note on the Exhibit 1 and Exhibit 2 forms:

  1.  Reporting period (Ex. 1) - we are in FY22 (July 1, 2021 - June 30, 2022) and that date needs to reflect that.
  2.  Everywhere it says Circle, please circle.  I try to catch them all when I'm reviewing the paperwork; there are three (3) places for circles.
  3.  Finance needs to be involved with the forms because the checks are going to Finance (city, town, village, tribal) and when they get the checks, you want to be sure they're entering the info in the correct place in their budgets.  The checks generally do NOT indicate that they are a GO Bond reimbursement. The finance signature doesn't need to be the head person - probably a staff member actually knows what's going on w/your allocation in the day-to-day work.

If I haven't been clear, please get back w/me.  I learned long ago that there may be several ways to interpret what's required on a form and my instructions may not include every possibility.

Our paperwork is undergoing more rigorous review as it moves up the financial chain and it is very important that fiscal year paperwork is reported in the correct fiscal year.  Thank you for your help in keeping this all straight for me and the State Library's staff and for DCA's finance staff and for DFA (Dept. of Finance and Administration).

BTW, there is a misspelling on one of the forms. No prize for finding it other than knowing that you did.

Patricia

Patricia Moore
GO Bond / Public Library Consultant
New Mexico State Library / Development Bureau
1209 Camino Carlos Rey / Santa Fe, NM   87507
505-476-9724 / 800-340-3890

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