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Attachment D Reports A . Recipient shall provide the Division with quarterly financial reports , mid - year and end -of- year summary progress reports prepared in conjunction with the Division ' s Regional Coordinator, and a final close- out report . Reporting Forms are located in Attachment J and can be found on the Division internet site . Be The Recipient shall provide the Division with full support documentation for the quarterly financial MMMMMMMMMW reports . To eliminate large files and mailings , the Division will accept back up documentation on a CD if desired by the county . • Salaries : includes , but is not limited to , a copy of the payroll register ( highlight , underline or circle expenses being claimed ) , spreadsheet showing breakdown ( optional ) , timesheets ( if applicable ) , and canceled checks or proof of payment . Check/payroll registers are accepted as backup for both State and Federal Agreements with the Division if canceled checks are not available . • OPS/Contractual Services : includes , but is not limited to copies of contracts , MOUs or agreements with consultants or sub-contractors providing services , payroll registers , timesheets and copies of checks/proof of payment for temporary employees , student or graduate assistants , fellowships , part- time academic employment , etc . Invoice detailing services performed and a copy of proof of payment ( i . e . , canceled checks , general ledger showing deducted expenditure , etc . ) • Expenses : must include a copy of the invoice/receipt and proof of payment in the form of a canceled check or ledger showing amount deducted from county fund . o If training/exercise is provided by contractor , an agenda , training materials , exercise materials and copies of sign - in rosters of attendees should be included . If planning is provided then will need copies of planning materials and work products ( i . e . , meeting documents , copies of completed plans , etc . ) o For travel and conference activities , copies of all receipts must be submitted ( i . e . , airfare , proof of mileage , toll receipts , hotel receipts , car rental receipts , etc . ) Receipts must be itemized and match the dates of travel/conference . If conference , a copy of the agenda must be provided . Proof of payment is also required for all travel and conferences . • OCO : includes but is not limited to a copy of the vendor invoice/receipt and proof of payment in the form of a check or ledger showing payment deduction . • FCO : includes but is not limited to a copy of the vendor invoice/receipt and proof of payment in the form of a check or ledger showing payment deduction . • Copies of the general ledger each quarter should also be provided . C . Quarterly financial reports are due to the Division no later than thirty days after the end of each quarter of the program year; and shall continue to be submitted each quarter until submission of the final close -out report. The ending dates for each quarter of this program year are September 30 , December 31 , March 31 and June 30 . D . The final close - out report is due forty -five days after termination of this Agreement. E . The Budget Form is to be completed and sent along with the County ' s signed agreements for execution . Along with the Budget Form the county needs to provide a copy of the current Emergency Management Local Budget ( General Revenue) . This is to ensure compliance with Rule 27P - 19 . 011 , Florida Administrative Code . F . In addition to the above , in order to ensure compliance with Rule 27P- 19 . 011 , Florida Administrative Code , historical budgetary information relating to the Recipient' s Emergency Management Program is also required . This information shall be developed based on guidelines provided by the Department and shall be submitted to the Division no later than December 31 , 2012 . The Historical Information form must be prepared and signed by an official of the County' s Finance Office . 22