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• Exercise Evaluation. All exercises will be capabilities and performance- based and evaluated using Exercise Evaluation Guides ( EEGs ) found on the HSEEP website at hap,e_ hwep. dh,y. em . 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 HSEEP . 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 ofan 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 . , tire 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 % olIeach 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 E. Unauthorized Expenditures • Activities unrelated to the completion and implementation of the grant program 24