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Homeland Security Grant Program. Reimbursement Workshop May 28, 2009. Agenda. Overview Reimbursement Requests Workbook Modifications Equipment Inventory Management Monitoring Visits. Homeland Security Grant Program. San Diego County OES. City of San Diego OHS. Reimbursement.
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Homeland Security Grant Program Reimbursement Workshop May 28, 2009
Agenda • Overview • Reimbursement Requests • Workbook Modifications • Equipment Inventory Management • Monitoring Visits
Homeland Security Grant Program San Diego County OES City of San Diego OHS
Reimbursement Required documents, signed by authorized agent: • Signature Authority Form • Grant Assurance Statement • Memorandum of Understanding (MOU) (UASI only) • Approved Workbook
Reimbursement Additional documentation: • Reimbursement Request Cover Page • Reimbursement Checklists • Supporting Documentation
Suspension or Grant Termination • Failing to expend funds in a timely manner consistent with grant milestones, guidance, and assurances • Failing to comply with the requirements or statutory objectives of federal or state law • Failing to make satisfactory progress toward the goals and objective set forth in the subgrant application
Suspension or Grant Termination • Proposing or implementing substantial plan changes to the extent that, if originally submitted, the application would not have been selected for funding • Failing to submit required reports • Filing a false certification in the application or other report or document • Failing to utilize funds in a timely manner
Not Allowed • Commingling of funds • Double billing • Supplanting • Construction/Renovation
Additional Approvals Needed from State OHS for: • Aviation/Watercraft requests • Establish/Enhance Emergency Operations Center (EOC) upgrades • Sole Source Procurement requests
Performance Bond • Performance bond required for: • any equipment item over $250,000 or • any vehicle (aviation or watercraft) • Performance bond costs • may be built into total cost of the item • are an allowable expense
FY 2007Submission Deadlines • Equipment – End of fiscal year – June 30, 2009 • Equipment – Final - June 30, 2009 • Exercise/Planning/Training – End of fiscal year – June 30, 2009 • Exercise/Planning/Training – Final – Dec. 31, 2009
Workbook Modifications • Modifications can be requested once per quarter • No expenses allowed until after receiving written final approval of the modification from the State. • Failure to receive written approval prior to the expenditure, will result in a disallowance of the expense.
Workbook Modifications What is a modification? • Change in project • Creating a new project • Change in Solution Area • Change in Solution Area Sub-Category • Opt in/out of Quarter Master
Workbook Modifications What is not a modification? • Change in Exercise title, date, or role • Actual dollar amount • Change in Discipline • Change in vendor • Change in equipment quantity
Workbook Modifications Frequently asked modification questions? • What if I already have my Feedback Tracking Number and the training date changes? • What if my funding source was incorrectly listed on my Feedback Tracking Form?
Workbook Modification • Modification must be submitted using last approved Workbook • Signed by Authorized Agent • Cover letter explaining changes
Modification Schedule • 2009 • 3/31/09 Quarter – Due 3/23/09 • 6/30/09 Quarter – Due 06/01/09 • 9/30/09 Quarter – Due 08/15/09 • 12/31/09 Quarter – Due 11/01/09
Workbook Modifications • Format for workbook modifications: • Deleted items – Strikeout, use red font • Added items – Use blue font • Make sure project ledger matches equip, training and exercise ledgers • Make sure total allocation is unchanged • 10% Training minimum (if applicable)
Equipment Inventory • Single item >$5,000 value • Tracking number assigned • Equipment tag • Location tracked (actual address) • Point of Contact • Lost/Stolen/Broken – Disposition statement from authorized agent • Can also get tag <$5,000 value, if requested
Monitoring Mission Purpose of Monitoring: • Monitor the progress of projects • Ensure compliance with laws and guidance • Required every two years during grant performance period • Required to close out grant • Assist jurisdiction with grant management
Monitoring Scope • Desk Review • Reports and lists provided via e-mail • On-site Review • Review documentation, records management • Site visits to see equipment
Monitoring Scope Monitoring scope will include: • Administrative (program/grant specific) • Programmatic (objectives/activities) • Fiscal Management (funds expended accordingly) • Equipment Inventory Management (tracking) • Corrective Action Plan
Document Retention • Documents must be kept for 3 years after State requests grant close out • Equipment documentation must be kept for the life of the equipment or 3 years after close of the grant
Financial Guidance • US Dept. of Justice Financial Guide http://www.ojp.usdoj.gov/FinGuide/ • CFR Title 28 Sections 66, 67, 69, 70 http://www.gpoaccess.gov/cfr/index.html • Ca. State Administrative Manual (SAM) http:/sam.dgs.ca.gov/default.htm
Financial Guidance http:/www.whitehouse.gov/omb • OMB Circular A-87: Cost principles for State and Local Units of Government (LUGs) • OMB Circular A-102: Uniform Administrative Requirements for Grants and Cooperative Agreements with State and LUGs • OMB Circular A-133: Audits of States, LUGs and Non-Profit Organizations
Contacts – San Diego County,Office of Emergency Services SHSP, LETPP, MMRS Grants: • John Wiecjorek (858) 565-5594 John.Wiecjorek@sdcounty.ca.gov Ardath DeRose (858) 715-2208 Ardath.DeRose@sdcounty.ca.gov