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2012-138
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2012-138
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Last modified
12/31/2015 12:54:51 PM
Creation date
10/1/2015 4:37:14 AM
Metadata
Fields
Template:
Official Documents
Official Document Type
Agreement
Approved Date
07/17/2012
Control Number
2012-138
Agenda Item Number
8.N.
Entity Name
Division of Emergency Management
Subject
Federally Funded Subgrant Agreement
Project Number
13-FG-86-10-40-01-098
Supplemental fields
SmeadsoftID
11383
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Attachment J <br /> Reporting Forms <br /> DIVISION OF EMERGENCY MANAGEMENT <br /> EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM - BASE GRANT <br /> Quarterly Financial Report ( Form 1 ) : <br /> 1 . These reports must be completed in full on a quarterly basis and be submitted no later than 30 days after the end <br />of each quarter. <br /> QUARTERLY FINANCIAL REPORTS MUST BE SUBMITTED ON A QUARTERLY BASIS EVEN IF YOU ARE NOT CLAIMING ANY <br /> EXPENDITURES , <br /> Quarterly Financial Report ( Form 1 ) and Detail of Claims ( Form 2 ) : <br /> 1 . These forms are to be submitted quarterly . Complete Quarterly Financial Report by entering all information needed for reimbursement <br />. <br /> 2 . The Detail of Claims form must accompany the Quarterly Financial Report . <br /> 3 . The Quarterly Financial Report form must be signed by the contract manager or someone with equal authority . <br /> 4 , Claims are to be submitted to the following address : <br /> DIVISION OF EMERGENCY MANAGEMENT <br /> 2555 SHUMARD OAK BOUEVARD <br /> TALLAHASSEE , FLORIDA 32399-2100 <br /> Attn : ( Contract Manager' s name) <br /> Staffing Detail and Exercise Detail - ( Form 3) : <br /> 1 , The Staffing Detail and Exercise Detail Form is due every quarter with your quarterly financial report. This is to <br />identify all EMPG funded <br /> employees , the required training completed by those employees and the required amount of exercises that the EMPG funded employee has <br /> to <br /> participate in each quarter . <br /> 2012 EMPG - FUNDING OPPORTUNITY ANNOUNCEMENT ( FOA) <br /> 2 . All EMPG funded personnel shall participate in three exercises ( i . e . , one exercise per quarter) of any type (e . g . Drills <br />, Tabletop Exercises , <br /> Functional ) , and one full-scale exercise within a 12-month period . Please note that response to any real-world events within <br />a 12-month period <br /> may fulfill a single , quarterly exercise requirement . (Appendix B — FY 2012 EMPG Program Priorities ) <br /> 3 . Target Training and Verify Capability of Personnel . Training activities supported with EMPG Program funds should strategically <br /> align to the NPG <br /> core capabilities identified in the Multi-Year TEP . To ensure the development of a professional emergency management workforce all EMPG <br /> Program funded personnel shall complete the following training requirements and record proof of completion . 22 Appendix B — FY 2012 <br /> EMPG <br /> Program Priorities <br /> NIMS Training : IS 100 ; IS 200 ; IS 700 ; and IS 800 ; FEMA Professional Development Series : IS 120 ; IS 230 ; IS 235 <br />; IS 240 ; IS 241 ; IS 242 ; and <br /> IS 244 . Previous versions of the IS courses meet the NIMS training requirement . A complete list of Independent Study Program Courses <br /> may be <br /> found at http : //training . fema . gov/is . <br /> Close Out Report - ( Form 4) : <br /> 1 . Close Out Reports are due forty-five (45) days after the contract end date . <br /> 2 , The agreement cannot be considered closed until the Close Out Report has been received . <br /> Documentation of project expenditures : <br /> 1 , Grantees must maintain documentation of expenditures for a minimum period of five years following the close of project/program <br /> operations <br /> unless audits require a longer period of time . <br /> 2 . Grantees should maintain a financial file with copies of back- up documentation for all paid project/program expenditures made <br /> by the grantee <br /> during the grant period . Documentation of expenditures against the program will be reviewed and verified upon receipt by DEM <br />staff. Acceptable <br /> documentation includes copies of purchase orders and paid vouchers , paid invoices or cancelled checks , payroll vouchers , journal transfers <br />, etc . <br /> These documents should be submitted when requesting reimbursement . <br /> 3 . In order to document hours worked on the program by permanent or temporary staff, the grantee may use its own time and <br /> attendance forms . A <br /> Staffing Detail Worksheet is also required to identify positions being funded by the agreement . <br /> 4 , All claims for reimbursement of expenditures must be submitted on the approved DEM Quarterly Financial Reporting forms . Claims <br /> not submitted <br /> on the proper form cannot be processed and will be returned for corrections Forms must be submitted with original signatures . <br /> IF YOU WISH TO OBTAIN THESE FORMS ELECTONICALLY, PLEASE FIND THEM ON OUR WEBSITE AT <br /> http : //www,floridadisaster,org/grants/ index . htm OR NOTIFY YOUR CONTRACT MANAGER <br />
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