Grant Request Packages, Reporting Requirements, and Templates

LiRN is funded through a levy placed on lawyer licence fees by the Law Society of Ontario and is accountable for ensuring that the funds are used as intended: to provide law library services and programs to lawyers in Ontario. We are also charged with creating guidelines, standards, policies and priorities for the network. To do so, LiRN must have a solid understanding of how grant moneys are spent. This requires both grant applications and regular financial reporting.

Grant Request Process, Documentation, and Templates

More information is available in the LiRN Grant Request Package and Instructions. Please take the time to review this document carefully.

Your Grant Request Package includes the following:

Please note: LiRN’s funding is not approved until after we submit our budget. It is therefore not possible to guarantee the grant amount requested will be available even if it is supported by the required budget and business cases.

You can find tips on how to fill out your budget in the LiRN Grant Request Package and Instructions and in this Budget Template Tips document.

Process and Timing

*EFBs are calculated from the required financial reports provided by an Association for the library; delays in receiving financial reports can impact the timing of an Associations EFB notification.

Required Financial Reporting

LiRN’s grant from the Law Society of Ontario is a restricted fund that must be used for its purposes as set out in LSO By-Law 13, Part II (including our operations and providing Law Associations funding to pay for the operation of libraries). The grants LiRN provides to Law Associations are also restricted funds that must be used for library purposes.

Law Associations are accountable to LiRN for how grant moneys are spent and LiRN is accountable to the LSO in turn. In accordance with advice from LiRN’s Treasurer, our auditor and accounting best practices for non-profits, LiRN requires quarterly financial reports to meet this obligation, as set out in the Grant Administration Policy.

LiRN requires a quarterly Trial Balance Report. This report should include the budget-to-actual numbers with the detailed Trial Balance. Please note that this information may be combined into one report or submitted separately.

Financial Reports Due Dates

DateReport
January 26, 2024Trial Balances for Q4 2023
April 26, 2024Trial Balances / Budget to Actual for Q1 2024
July 26, 2024Trial Balances / Budget to Actual for Q2 2024
October 28, 2024Trial Balances / Budget to Actual for Q3 2024
January 27, 2025Trial Balances / Budget to Actual for Q4 2024

Chart of Accounts

The Chart of Accounts (COA) sets out the GL (General Ledger) account numbers used in the network library system of accounting. All libraries must use the same standard set of accounts, using the same set of account numbers. Consistency across the network is important for accurate accounting and reporting and allows LiRN to track trends in spending that can help provide data supporting LiRN’s budget requests to its funder. The current COA was introduced in 2023. It is our expectation that all Associations use the current COA.

Accounting Questions

Accounting questions should be directed to accounting[at]lirn[dot]ca for consideration by LiRN’s accountants.

Excess Fund Balances

A fund balance develops when grant funding received in a budget year exceeds spending on operating the library. LiRN’s Board of Directors approved a Grant Administration Policy (GAP) in 2021 on the advice of its auditor, which caps the amount of fund balance an association can hold for library purposes at 10% of their annual grant from LiRN.

LiRN will calculate and notify Associations of any EFB by the beginning of the second quarter. Proposals for use of EFBs will be part of the budget process, with business cases for these proposals due at the same time as other business cases required for the budget process, as outlined above. More information can be found in the LiRN Grant Request Package and Instructions.

All in one Printer/Photocopier Scanner by Ricoh

LiRN has partner with Ricoh, which has locations in our 48 county/district locations, to offer a one-stop solution should you need a new photocopier/printer/scanner or book copier. Please see our MFP catalogue and find out how it can save you time & effort on building a business case for LiRN to replace your photocopier unit when it has reached the end of its’ life.

Catalogue includes:

  • Models with detailed breakdown of their features
  • Costs for each model
  • Ordering & Service information