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TexQuest: Invoicing

Reliable online resources for Texas public schools provided with support from the Texas Legislature

TexQuest Participation

WHAT IS THE TEXQUEST PROGRAM PARTICIPATION FEE FOR 2019-2020?

The Texas State Library & Archives Commission (TSLAC) worked with the K-12 Advisory Group, which is comprised of school library professionals from all over Texas, to set the FY 2020 annual program participation fee at 27 cents per studentbased on district enrollmentThe October 2018 enrollment figure will be used to calculate the FY 2020 invoice. TEA district enrollment is found on AskTED.
The Legislative appropriation that funds TexQuest specifies that TSLAC collect $1.1 million in program participation fees from districts in each State Fiscal Year. The State Fiscal Year runs from September 1 – August 31.


HOW MUCH SHOULD MY DISTRICT BUDGET FOR NEXT YEAR'S PARTICIPATION FEE?

At this time we are unsure if there will be an increase – more than the current 27 cents per student – but it is always safe to overestimate, by approximately 2 cents, instead of underestimate the cost.


DOES THE SEPTEMBER PAYMENT COVER THE FOLLOWING SCHOOL YEAR?
Payment of the September 2019 invoice (SFY 2020) keeps Districts participating in the program for that State Fiscal Year - from September 1, 2019 – August 31, 2020.


WHAT IF A DISTRICT SIGNS UP DURING THE SCHOOL YEAR?
If a District that has never participated in TexQuest signs up for TexQuest after January 31, they will gain access to TexQuest resources for the remainder of that Fiscal Year and be invoiced for the next Fiscal Year the following September.


HOW CAN I MAKE SURE MY DISTRICT HAS PAID THE INVOICE?
Communicate with your purchasing officials and District leadership. Emphasize the importance of providing ongoing access to this valuable statewide program, and how access to and use of TexQuest resources impact student achievement. Discuss with them your District’s usage and cost avoidance figures available athttps://www.tsl.texas.gov/TexQuest%20Participation%20Summary%20Reports . Finally, check with TSLAC if you are unsure of your District’s payment status. Email AR@tsl.texas.gov.The TexQuest Support Center at ESC 20 does not handle questions about invoicing or payments.


CAN WE USE TIMA (Technology and Instructional Materials Allotment) FUNDS TO PAY FOR TEXQUEST?

According to TEA, the TexQuest participation fees are an allowable expense using TIMA (Technology and Instructional Materials Allotment)) funds.  The district enters TexQuest as an instructional resource and requests a disbursement to cover the TexQuest participation feeYour district can use funds from other sources if it chooses. How your district funds TexQuest is a local decision.

Invoicing

WHO DO I CONTACT FOR INFORMATION ON TEXQUEST INVOICING AND/OR PAYMENTS?
The Texas State Library & Archives Commission (TSLAC) administers the TexQuest program and is responsible for all matters pertaining to invoicing and payments.

If you require information regarding any of the items below, please contact TSLAC's Accounting Department at AR@tsl.texas.gov, or 512-463-5512.

  • Quotes
  • Invoices
  • Payments
  • Purchase orders
  • W-9 forms
  • Sole source letters
  • Amount due
  • Participation Renewal

Note: The TexQuest Support Center at ESC-20 does not handle questions about invoicing or payments.


WHAT IS TSLAC'S REMITTANCE ADDRESS FOR PURCHASE ORDERS AND PAYMENTS?

REMIT TO:  Texas State Library and Archives Commission
                     Accounting Department
                     PO Box 12516
                     Austin, TX 78711-2516

Federal Employer Identification Number: 74-6000126


HOW DOES MY DISTRICT SET UP TSLAC AS A VENDOR?
If your District purchasing office requires forms, such as a W-9 or sole source letter, please email ar@tsl.texas.gov.

Many District Purchasing Offices ask for a Disclosure Form:
The Texas State Library and Archives Commission is a political subdivision of the state of Texas, and therefore not subject to the disclosure requirements of Chapter 176, Texas Local Government Code.  Please refer to Texas Local Government Code, Title 5, Subtitle C, Chapter 176, Section 176.002 (b) (1).

Timeline

WHEN WILL MY DISTRICT BE INVOICED?
TSLAC'S State Fiscal Year 2020 invoicing timeline is as follows: 

  • May 22, 2019 - Spring TexQuest Participation Summary report sent by TSLAC to district Primary, Librarian, and Accounting contacts which includes the SFY 2020 Participation Fee Estimate for the invoice which will be sent in September 2019. For questions about the Participation Summary report please contact Liz Philippi at lphilippi@tsl.texas.gov.
  • September 9, 2019 – TSLAC SFY 2020 TexQuest Invoices emailed to District Primary, Librarian, and Accounting contacts. Payment is due in 60 days. (To ensure your district receives the invoice, please make sure your district's contacts are up-to-date by visiting District Contact Updates and complete the form. If you do not know the contacts on file for your district, email the TexQuest Support Center).
  • November 11, 2019 – Payment is due to TSLAC Accounting (TSLAC"s remittance address is provided below).
  • December 2019 – First payment reminder email sent to Primary, Librarian, and Accounting Contacts for non-payment.
  • January 13, 2020 – Second and final payment reminder email sent to Primary, Librarian, and Accounting Contacts for non-payment.
  • January 27, 2020 - Districts that have not paid the SFY 2020 invoice will lose access to TexQuest resources. Notice is sent to Primary, Librarian, and Accounting Contacts.

Texas State Library and Archives Invoicing FAQs

Participation FAQs

WHAT HAPPENS IF MY DISTRICT DOES NOT PAY THE INVOICE?
Districts that do not pay the September 2019 invoice will lose access to TexQuest resources on January 27, 2020. If a District loses access because of non-payment, access will be restored when the invoice is paid. The district contacts on file will be notified of the District’s re-activated status via an email from the TexQuest Support Center.


IF MY DISTRICT LOSES ACCESS, DO WE HAVE TO SIGN UP AGAIN?
No. To re-establish access to TexQuest resources, simply pay your district’s invoice. Contact TSLAC Accounting at AR@tsl.texas.gov if you need another copy of your invoice or if you have questions.
NOTE: If your district previously participated in TexQuest, but lost access and has not participated in more than one fiscal year, please contact TSLAC's Accounting Department for instructions on how to renew participation.


IN CASE MY DISTRICT DOES NOT PAY, CAN MY CAMPUS CONTINUE TO PARTICIPATE?
Access to TexQuest is for District-level only. The resources are intended for K-12 students, and making them available to all students better prepares them for the next level of their education.

Contact TexQuest Support Center

Image of students in classroom with one raising hand
Can't find an answer to your question? Email the TexQuest Support Center or call 844-719-1501 (toll-free).

    Funding for TexQuest is provided in part by a grant from the Institute of Museum and Library Services in combination with state and local funds.