Aid to County Library funding, typically referred to as State Aid funding, is appropriated by the General Assembly to assist public libraries in providing basic levels of service to South Carolina citizens.
The South Carolina State Library is required by statute to administer state support for public libraries. Additionally, the State Library is responsible for ensuring funds distributed are spent within the fiscal year in which the funds are received and the funds are spent in compliance with the South Carolina Code of Laws and South Carolina Code of Regulations (S.C. Code of Laws, § 60–1–80, S.C. Code of Laws, § 60-1-90, S.C. Code Regs. Vol. 26 Chapter 75-1,2).
Purpose
State Aid funding is not guaranteed and should not be relied on in lieu of local library support. (S.C. Code of Laws, § 60–1–80, S.C. Code of Laws, § 60-1-90, S.C. Code Regs. Vol. 26 Chapter 75-1,2)
State Aid funding CAN be used:
- To employ professional and preprofessional librarians who meet the South Carolina State Library certification requirements.
- To provide training and continuing education opportunities for employees and trustees of the library consistent with South Carolina Public Library Standards published by the South Carolina State Library.
- To secure services of outside expertise in areas of library operations and services.
- To purchase or lease library materials and resources in all formats for service to the public.
- To purchase or lease library and office equipment and services.
- To purchase a new bookmobile and other vehicles for public service use and pay for their operations. Vehicles may not be assigned to individuals for personal use.
- To provide an annual audit of the financial records of the library prepared by a certified public accountant provided such audit is not part of the general county audit paid for by the county.
State Aid funding CANNOT be used for:
- rent for library buildings,
- purchase of land,
- construction,
- repairs to building, or
- operating expenses such as utilities or janitor supplies
State Aid Forms
The State Library automatically distributes 1st quarter state aid funds to all libraries. In order to receive funding for the rest of the year, libraries must submit the following documents:
South Carolina State Aid Compliance Certification
This form certifies that your library is in compliance with all statutory regulations related to the acceptance of state aid funding. This form is to be completed and signed by the Library Director.
Maintenance of Effort (MOE) Statement
This form certifies that the library has met the required level of financial support from local funding. This form is to be completed and signed by the County Administrator/Manager or County Finance Officer.
State Aid Agreement and Library Budget Form
This form certifies that the library will adopt an annual budget with balanced proportions among personnel (65% - 70%), information resources (15% - 20%), and maintenance (10% - 20%). This form is to be completed by the Library Director and signed by both the Library Director and the Library Board Chair in the presence of a quorum.
Library/County Audit
Each library is required to submit one hard copy or electronic file of the library’s audit (or the county’s audit if no separate audit is prepared) corroborating local support for the second preceding fiscal year.
Receiving Funds
When the State Library is notified that State Aid payments are released by the Comptroller General’s Office, the State Library will send the library director an email stating that electronic payment was sent to the County Treasurer’s Office or Library. Paper checks have been eliminated, all payments are made electronically.
Schedule of Payments
- 1st Quarter- July
- 2nd Quarter- October
- 3rd Quarter- January
- 4th Quarter- April
Distributions
Lottery Funds
Lottery funding is separate from State Aid funding. Lottery funding is not guaranteed funding and will not necessarily be received every fiscal year.
When lottery funding is approved by the South Carolina State Legislature, the Public Library Director will be notified by email. The Legislature requests that all recipients of lottery funding carefully record expenditures associated with lottery funds. A record of expenditures must be submitted annually to the South Carolina State Library. The Public Library Director does not submit invoices or receipts to the State Library but should keep all associated paperwork as documentation for a period of time compliant with county finance requirements.
In order to receive lottery funding Public Library Directors must complete and submit a Lottery Compliance Form.
