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i <br /> - Reporting Requirements <br /> 4Documentation in support of a Request for Reimbursement <br /> On-Site Monitoring will be conducted by the FDEM or designated personnel On-site <br /> Monitoring visits will be scheduled in advance with the sub-recipient agency POC <br /> designated in the grant agreement. <br /> The FDEM will also conduct coordinated financial and grant file monitoring These <br /> - monitoring visits will be coordinated with the capability review visits Subject matter <br /> experts from other agencies within the region or state may be called upon to assist in the <br /> form of a peer review as needed <br /> All findings related to the capability review will be documented and maintained within the <br /> FDEM <br /> On-site Monitoring Protocol <br /> On-site Monitoring Visits will begin with those grantees that are currently spending or have <br /> completed spending for that federal fiscal year (FFY) Site visits may be combined when <br /> geographically convenient. There is a financial and programmatic on-site monitoring <br /> checklist to assist in the completion of all required tasks <br /> Site Visit Preparation <br /> A letter will be sent to the sub-recipient agency Point of Contact (POC) outlining the date, <br /> time and purpose of the site visit before the planned arrival date <br /> The appointment should be confirmed with the grantee in writing (email is acceptable) and <br /> documented in the grantee folder <br /> The physical location of any equipment located at an alternate site should be confirmed <br /> with a representative from that location and the address should be documented in the <br /> grantee folder before the site visit. <br /> 51 <br />