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Attachment J 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 . 2012 EMPG - FUNDING OPPORTUNITY ANNOUNCEMENT ( FOA) 2 . All EMPG funded personnel shall participate in three exercises ( i . e . , one exercise per quarter) of any type (e . g . Drills , Tabletop Exercises , Functional ) , and one full-scale exercise 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 . (Appendix B — FY 2012 EMPG Program Priorities ) 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 . 22 Appendix B — FY 2012 EMPG Program Priorities 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 : //training . 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 : //www,floridadisaster,org/grants/ index . htm OR NOTIFY YOUR CONTRACT MANAGER