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command and control . States should also anticipate participating in at least one Regional Exercise annually. States must include all confirmed or planned special events in the Multi -year Training and Exercise Plan . • Exercise Evaluation. All exercises will be capabilities and performance-based and evaluated using Exercise Evaluation Guides ( EEGs) found on the HSEEP website at haps:%/hseep.dhs.gov. An After-Action Report/Improvement Plan (AAR/IP) will be prepared and submitted to the FEMA Grants and Preparedness Community of Interest (COI) on the Homeland Security Information Network ( HSIN ) within 90 days following completion of the exercise, regardless of type or scope. AAR/IPs must conform to the HSEEP format, should capture objective data pertaining to exercise conduct, and must be developed based on information gathered through EEGs found in FISEEP. All applicants are encouraged to use the Lessons Learned Information Sharing System as a source for lessons learned and to exchange best practices . • Role of Non-Governmental Entities in Exercises. Non-governmental participation in all levels of exercises is strongly encouraged . Leaders from nongovernmental entities should be included in the planning, conduct, and evaluation of an exercise . State, local, tribal, and territorial jurisdictions are encouraged to develop exercises that test the integration and use of non-governmental resources provided by non -governmental entities, defined as the private sector and private non-profit, faith - based , community, volunteer, and other non-governmental organizations . Non -governmental participation in exercises should be coordinated with the local Citizen Corps Council (s ) and other partner agencies . Unauthorized Exercise Costs Unauthorized exercise-related costs include : • Reimbursement for the maintenance and/or wear and tear costs of general use vehicles (e . g . , construction vehicles) and emergency response apparatus ( e.g. , lire trucks, ambulances ). • Equipment that is purchased for permanent installation and/or use, beyond the scope of exercise conduct (e . g. , electronic messaging signs). D. Management and Administration - no more than 3 % of each sub-recipient ' s total award may be expended on Management and Administration costs . Hiring of full -time or part-time staff or contractors/consultants : • To assist with the management of the respective grant program • To assist with application requirements • To assist with the compliancy with reporting and data collection requirements Development of operating plans for information collection and processing necessary to respond to FEMA data calls Overtime and backfill costs - Overtime expenses are defined as the result of personnel who worked over and above their normal scheduled daily or weekly worked time in the performance of FEMA — approved activities . Backfill Costs also called "Overtime as Backfill " are defined as expenses from the result of personnel who are working overtime in order to perform the duties of other personnel who are temporarily assigned to FEMA — approved activities outside their core responsibilities . Neither overtime nor backfill expenses are the result of an increase of Full — Time Equivalent ( FTEs) employees . These costs are allowed only to the extent the payment for such services is in accordance with the policies of the state or unit(s ) of local government and has the approval of the state or the awarding agency, whichever is applicable. In no case is dual compensation allowable. That is, an employee of a unit of government may not receive compensation from their unit or agency of government AND from an award for a single period of time (e . g . , 1 : 00 pm to 5 : 00 pm), even though such work may benefit both activities . Fringe benefits on overtime hours are limited to Federal Insurance Contributions Act (FICA ), Workers ' Compensation and Unemployment Compensation . Travel expenses Meeting-related expenses ( For a complete list of allowable meeting- related expenses , please review the OJP Financial Guide at http ://www. oip . usdoi . gov/FinGuide) . Acquisition of authorized office equipment, including : Personal computers • Laptop computers • Printers • LCD projectors , and • Other equipment or software which may be required to support the implementation of the homeland security strategy The following are allowable only within the period of performance of the contract: • Recurring fees/charges associated with certain equipment, such as cell phones , faxes , etc . • Leasing and/or renting of space for newly hired personnel during the period of performance of the grant program 25