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Attachment K Reporting Forms DIVISION OF EMERGENCY MANAGEMENT EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM - BASE GRANT Quarterly Financial Report ( Form 1 ) . 1 . These reports must be completed in full on a quarterly basis and be submitted no later than 30 days after the end of each quarter. QUARTERLY FINANCIAL REPORTS MUST BE SUBMITTED ON A QUARTERLY BASIS EVEN IF YOU ARE NOT CLAIMING ANY EXPENDITURES . Quarterly Financial Report ( Form 1 ) and Detail of Claims ( Form 2) : 1 . These forms are to be submitted quarterly. Complete Quarterly Financial Report by entering all information needed for reimbursement. 2 . The Detail of Claims form must accompany the Quarterly Financial Report, 3 , The Quarterly Financial Report form must be signed by the contract manager or someone with equal authority. 4 . Claims are to be submitted to the following address: DIVISION OF EMERGENCY MANAGEMENT 2555 SHUMARD OAK BOUEVARD TALLAHASSEE , FLORIDA 32399-2100 Attn : (Contract Manager' s name) Staffing Detail and Exercise Detail - ( Form 3) : 1 . The Staffing Detail and Exercise Detail Form is due every quarter with your quarterly financial report. This is to identify all EMPG funded employees, the required training completed by those employees and the required amount of exercises that the EMPG funded employee has to participate in each quarter. 2013 EMPG - FUNDING OPPORTUNITY ANNOUNCEMENT (FOA) 2 . All EMPG funded personnel shall participate in three exercises of any type (e . g . Drills , Tabletop Exercises , Functional) , within a 12-month period . Please note that response to any real-world events within a 12-month period may fulfill a single , quarterly exercise requirement. 3 . Target Training and Verify Capability of Personnel . Training activities supported with EMPG Program funds should strategically align to the NPG core capabilities identified in the Multi-Year TEP. To ensure the development of a professional emergency management workforce all EMPG Program funded personnel shall complete the following training requirements and record proof of completion . NIMS Training : IS 100 ; IS 200; IS 700 ; and IS 800 ; FEMA Professional Development Series : IS 120 ; IS 230 ; IS 235; IS 240 ; IS 241 ; IS 242 ; and IS 244 . Previous versions of the IS courses meet the NIMS training requirement. A complete list of Independent Study Program Courses may be found at http :/ttraining ,fema .gov/is . Close Out Report - (Form 4) : 1 . Close Out Reports are due forty-five (45) days after the contract end date . 2 . The agreement cannot be considered closed until the Close Out Report has been received . Documentation of project expenditures : 1 . Grantees must maintain documentation of expenditures for a minimum period of five years following the close of project/program operations unless audits require a longer period of time . 2 . Grantees should maintain a financial file with copies of back-up documentation for all paid project/program expenditures made by the grantee during the grant period . Documentation of expenditures against the Program will be reviewed and verified upon receipt by DEM staff, Acceptable documentation includes copies of purchase orders and paid vouchers , paid invoices or cancelled checks , payroll vouchers, journal transfers , etc. These documents should be submitted when requesting reimbursement. 3. In order to document hours worked on the program by permanent or temporary staff, the grantee may use its own time and attendance forms. A Staffing Detail Worksheet is also required to identify positions being funded by the agreement. 4 . All claims for reimbursement of expenditures must be submitted on the approved DEM Quarterly Financial Reporting forms . Claims not submitted on the proper form cannot be processed and will be returned for corrections Forms must be submitted with original signatures IF YOU WISH TO OBTAIN THESE FORMS ELECTONICALLY, PLEASE FIND THEM ON OUR WEBSITE AT http ://wwwofloridadisaster.org/grants/index , htm OR NOTIFY YOUR CONTRACT MANAGER