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4-Record Keeping <br /> *Reporting Requirements <br /> 4-Documentation 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 recipient agency POC designated <br /> 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 complet;on of all required tasks. <br /> Site Visit Preparation <br /> A letter will be sent to the recipient agency Point of Contact (POC) outlining the date, time <br /> 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 /> 52 <br />