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the issues that arise may be resolved at the regional or sponsoring agency level . Issues that require further TA will be referred to the FDEM for assistance . Examples of TA include but are not limited to : w4 Equipment selection or available vendors -4- Eligibility of items or services Coordination and partnership with other agencies within or outside the region or discipline �L Record Keeping -!- Reporting Requirements ni� Documentation in support of a Request for Reimbursement On - Site Monitoring will be conducted by the FDEM or designated personnel . On-site Monitoring visits will be scheduled in advance with the recipient agency I'OC designated in the grant agreement. The FDEM will also conduct coordinated financial and grant file monitoring. These monitoring visits will be coordinated with the capability review visits . Subject matter experts from other agencies within the region or state may be called upon to assist in the form of a peer review as needed . All findings related to the capability review will be documented and maintained within the IDEM . On -site Monitoring Protocol On -site Monitoring Visits will begin with those grantees that are currently spending or have completed spending for that federal fiscal year ( FFY ). Site visits may be combined when geographically convenient . There is a financial and programmatic on-site monitoring checklist to assist in the completion of all required tasks . Site Visit Preparation A letter will be sent to the recipient agency Point of Contact ( POC) outlining the date, time and purpose of the site visit before the planned arrival date . The appointment should be confirmed with the grantee in writing (email is acceptable) and documented in the grantee folder. The physical location of any equipment located at an alternate site should be confirmed with a representative from that location and the address should be documented in the grantee folder before the site visit. On -Site Monitoring Visit Once FDEM personnel have arrived at the site, an orientation conference will be conducted . During this time, the purpose of the site visit and the items FDEM intends to examine will be identified . If financial monitoring visit will be conducted , they will then explain their objectives and will proceed to perform the financial review. FDEM personnel will review all files and supporting documentation . Once the supporting documentation has been reviewed , a tour/visual/spot inspection of equipment will be conducted . Each item should be visually inspected whenever possible . Bigger items (computers, response vehicles, etc . ) should have an asset decal ( information/serial number) placed in a prominent location on each piece of equipment as per recipient agency requirements . The serial number should correspond with the appropriate receipt to confirm purchase . Photographs should be taken of the equipment ( large capitol expenditures in excess of $ 1 ,000 . per item). 29