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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
Metadata
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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 K <br />Reporting Forms <br />DIVISION OF EMERGENCY MANAGEMENT <br />EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM - BASE GRANT <br />Quarterly Financial Report (Form 1): <br />1 These reports must be completed in full on a quarterly basis and be submitted no later than 30 days after the end of each quarter. <br />QUARTERLY FINANCIAL REPORTS MUST BE SUBMITTED ON A QUARTERLY BASIS EVEN IF YOU ARE NOT CLAIMING ANY <br />EXPENDITURES. <br />Quarterly Financial Report (Form 1) and Detail of Claims (Form 2): <br />1 These forms are to be submitted quarterly Complete Quarterly Financial Report by entering all information needed for reimbursement. <br />2. The Detail of Claims form must accompany the Quarterly Financial Report. <br />3. The Quarterly Financial Report form must be signed by the contract manager or someone with equal authority <br />4 Claims are to be submitted to the following address. <br />DIVISION OF EMERGENCY MANAGEMENT <br />2555 SHUMARD OAK BOULEVARD <br />TALLAHASSEE, FLORIDA 32399-2100 <br />Attn (Contract Manager's name) <br />Staffing Detail and Exercise Detail - (Form 3): <br />1 The Staffing Detail and Exercise Detail Form is due every quarter with your quarterly financial report. This is to identify all EMPG funded <br />employees, the required training completed by those employees and the required amount of exercises that the EMPG funded employee has to <br />participate in each quarter <br />2015 EMPG - FUNDING OPPORTUNITY ANNOUNCEMENT (FOA) <br />2. All EMPG funded personnel shall participate in three exercises of any type (e.g. Drills, Tabletop Exercises, Functional), within a 12 -month period. <br />Please note that response to any real-world events within a 12 -month period may fulfill a single, quarterly exercise requirement. <br />3 Target Training and Verify Capability of Personnel. Training activities supported with EMPG Program funds should strategically align to the NPG <br />core capabilities identified in the Multi -Year TEP To ensure the development of a professional emergency management workforce all EMPG <br />Program funded personnel shall complete the following training requirements and record proof of completion <br />NIMS Training: IS 100; IS 200; IS 700; and IS 800 Previous versions of the IS courses meet the NIMS training requirement. A complete list of <br />Independent Study Program Courses may be found at http.//training fema.gov/is. <br />Close Out Report - (Form 4): <br />1 Close Out Reports are due forty-five (45) days after the contract end date. <br />2. The agreement cannot be considered closed until the Close Out Report has been received <br />Documentation of project expenditures: <br />1 <br />Grantees must maintain documentation of expenditures for a minimum period of five years following the close of project/program operations <br />unless audits require a longer period of time. <br />2. Grantees should maintain a financial file with copies of back-up documentation for all paid project/program expenditures made by the grantee <br />during the grant period. Documentation of expenditures against the program will be reviewed and verified upon receipt by DEM staff. Acceptable <br />documentation includes copies of purchase orders and paid vouchers, paid invoices or cancelled checks, payroll vouchers, journal transfers, etc. <br />These documents should be submitted when requesting reimbursement. <br />3 In order to document hours worked on the program by permanent or temporary staff, the grantee may use its own time and attendance forms. A <br />Staffing Detail Worksheet is also required to identify positions being funded by the agreement. <br />4 All claims for reimbursement of expenditures must be submitted on the approved DEM Quarterly Financial Reporting forms. Claims not submitted <br />on the proper form, cannot be processed and will be returned for corrections. Forms must be submitted with original signatures. <br />IF YOU WISH TO OBTAIN THESE FORMS ELECTONICALLY, PLEASE FIND THEM ON OUR WEBSITE AT <br />http://www.floridadisaster.org/grants/index.htm OR NOTIFY YOUR CONTRACT MANAGER <br />
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