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2015-191
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2015-191
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Last modified
4/23/2018 11:35:19 AM
Creation date
11/6/2015 9:08:27 AM
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Template:
Official Documents
Official Document Type
Agreement
Approved Date
10/06/2015
Control Number
2015-191
Agenda Item Number
8.L.
Entity Name
Florida Division of Emergency Management
Subject
Funded Subgrant Agreement and Expenditure Approval
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Attachment E <br />Reports <br />A. Recipient shall provide the Division with quarterly financial reports, mid -year and end -of -year <br />summary progress reports prepared in conjunction with the Division's Regional Coordinator, and <br />a final close-out report. Reporting Forms are located in Attachment K and can be found on the <br />Division internet site <br />B The Recipient shall provide the Division with full support documentation (per information <br />bulletin # 341) for the quarterly financial reports. To eliminate large files and mailings, the <br />Division will accept back up documentation on a CD if desired by the Recipient. <br />(Backup Documentation should reflect the amount requested on the Expenses Detail of Claims <br />form.) <br />• Organizational Activities Includes salaries and expenses (depending upon eligibility) <br />Supply copies of timesheets (if applicable) documenting hours worked and proof employee <br />was paid (i e , earning statements/payroll registries) Expense items need to have copies of <br />invoices/receipts and canceled checks (or general ledger) for proof of payment. All <br />documentation for reimbursement MUST include exact amounts and MUST be clearly visible <br />and defined (i.e , highlighted, underlined, circled &/or individually identified on a <br />spreadsheet) <br />• Planning Costs Provide copies of contracts, MOUs or agreements with consultants or sub- <br />contractors providing services Copies of invoices/receipts and canceled checks (or general <br />ledger) for proof of payment. May also request copies of planning materials and work <br />products (i e., meeting documents, copies of completed plans (if submission of plans is for <br />the Division then only need to provide date of submission and who submitted plan/product <br />to), etc) Any costs for planning activities provided by in-house staff MUST be reported <br />under "Organizational Activities". <br />• Training Costs Provide copies of contracts, MOUs or agreements with consultants or sub- <br />contractors providing services Copies of invoices/receipts and canceled checks (or general <br />ledger) for proof of payment and a copy of the agenda and sign in rosters May also request <br />any training materials provided <br />• Exercise Costs Provide copies of contracts, MOUs or agreements with consultants or sub- <br />contractors providing services Copies of invoices/receipts and canceled checks (or general <br />ledger) for proof of payment and a copy of the agenda and sign in rosters May also request <br />any training materials provided <br />• Equipment Acquisition Costs. Copies of Invoices/receipts and canceled checks (or general <br />ledger) for proof of payment. AEL# for each purchase (if applicable) <br />• Management and Administrative Costs Supply copies of timesheets documenting hours <br />worked and proof employee was paid (i.e , earning statements/payroll registries) <br />• For travel and conferences related to EMPG activities, copies of all receipts must be <br />submitted (i.e , airfare, proof of mileage, toll receipts, hotel receipts, car rental receipts, etc ) <br />Receipts must be itemized and match the dates of travel/conference If conference, a copy of <br />the agenda must be provided Proof of payment is also required for all travel and <br />conferences <br />• If cancelled checks are NOT available, copies of the general ledger MUST be provided <br />28 <br />
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