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Programmatic Report qlSchedule [FReporting Period Report due to DEM no later than ,January I through March 31 April 30 pril I through .lune 30 July 31 I through Se tember 30 October 31 er I through December 31 .January 31 2 . Programmatic Reporting- 13SIR After the end of each reporting period, for the life of the contract, the recipient will complete their Biannual Strategic Implementation Report in the Grants Reporting Tool ( GRT) htjti / Wic-po>rtina,_odp dh,�so � . The reporting periods are January I - June 30 and July I - December 31 . Data entry is scheduled for December I and June I respectively . Fuhue awards and reimbursement may be withheld if these reports are delinquent . 3. Reimbursement Requests : A request for reimbursement may be sent to your contract manager for review and approval at anytime during the contract period . The Recipient should include the category ' s corresponding line item number in the " Detail of Claims" form . This number can be found in the "Proposed Program Budget" . A line item number is to be included for every dollar amount listed in the "Detail ofClaims" form . 4. Close-out Programmatic Reporting : The Close-out Report is due to the Florida Division of Emergency Management no later than 60 days atter the agreement is either completed or the agreement has expired . 5 . Monitoring : Florida Division of Emergency Management US Department of Homeland Security Grants Program Grant Monitoring Process Florida has enhanced the state and local capability and capacity to prevent , prepare and respond to terrorist threats since 1999 through various funding sources including federal grant funds . As the steward of the State Homeland Security Grant Program funds, projects and equipment the Florida Division of Emergency Management ( FDF' M ) has a responsibility to track and monitor the status of the grant activity and items purchased . The monitoring process detailed in this document is designed to assess a recipient agency ' s compliance with applicable state and federal guidelines . The 1' DEM is responsible for monitoring the financial , programmatic and capability portion of the grant to include equipment procurement and compliance with applicable SHSGP grant guidance and statutory regulations . Monitoring is accomplished utilizing various methods including desk monitoring and on-site visits . There are two primary areas reviewed during monitoring activities - financial and programmatic/capability . Financial monitoring is the review of records associated with the purchase and disposition of property, projects and contracts. Capability review is the observation of equipment purchased, protocols and other associated records . Various levels of financial and programmatic review may he accomplished during this process . Desk monitoring is defined as the review of projects, Imancial activity and technical assistance between the program office and the applicant via e-mail and telephone . Site visits are defined as actual visits to the recipient agency 's location by a team or members of the FDEM or their designee, to actually observe records, procedures and equipment. Frequency of annual monitoring activity : Fach year the FDFM will identify up to 50% of sub-grantees for site visit monitoring . It is important to note that although a given grant has been closed successfully- it is still subject to either desk or on -site monitoring for a five year period following closure. Examples of areas that may be examined include : Management and administrative procedures Grant folder maintenance Equipment accountability and sub- hand receipt procedures Program for obsolescence Status of equipment purchases Status of training for purchased equipment Status and number of response trainings conducted to include number trained 27