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Attachment K Reporting Forms DIVISION OF EMERGENCY MANAGEMENT EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM- BASE GRANT Quarterly Financial Report(Form 1): 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. QUARTERLY FINANCIAL REPORTS MUST BE SUBMITTED ON A QUARTERLY BASIS EVEN IF YOU ARE NOT CLAIMING ANY EXPENDITURES. Quarterly Financial Report(Form 1A),Quarterly Tasks (Form 16)and Detail of Claims(Form 2): 1. These forms are to be submitted quarterly. 2. Complete Quarterly Financial Report(Form 1A)by entering all information needed for reimbursement. 3. Complete Quarterly Tasks(Form 1 B). This form has quarterly information for EMPA and EMPG agreements. This is to track tasks that are completed for the agreement period and quarters. 2. The Detail of Claims form must accompany the Quarterly Financial Report. 3. The Quarterly Financial Report form must be signed by the contract manager or someone with equal authority. 4. Claims are to be submitted to the following address: DIVISION OF EMERGENCY MANAGEMENT 2555 SHUMARD OAK BOULEVARD TALLAHASSEE, FLORIDA 32399-2100 Attn: (Contract Manager's name) 2016 EMPG-FUNDING OPPORTUNITY ANNOUNCEMENT(FOA). Requirements for EMPG funded personnel detail on Form 1 B 1. All EMPG funded personnel shall participate in three exercises of any type(e.g. Drills,Tabletop Exercises, Functional),within a 12-month period. 2. All EMPG Program funded personnel shall complete the following training requirements and record proof of completion: NIMS Training, Independent Study(IS) 100, IS 200, IS 700, and IS 800. In addition, personnel shall complete either the Independent Study courses identified in the Professional Development Series or the National Emergency Management Basic Academy delivered either by the Emergency Management Institute(EMI)or at a sponsored State, local,tribal,territorial, regional or other, designated location. Proposed Match Plan -(Form 3): 1. This form is due with the signed agreement and will be used to compare with the match portion of your close out report. If your proposed match plan changes an update should be provided. 2. Federal funds provided under this Agreement shall be matched by the Sub-Recipient dollar for dollar from non-federal funds. NOTE: If the amount entered below is NOT EMPA or if the federal obligation exceeds EMPA then you need to identify the other non federal match. In the space provided on the form, provide a narrative description on how you plan to meet the dollar for dollar match requirement. 3. The Proposed Match form must be signed by the Chief Financial Officer or equal authority. Close Out Report-(Form 4): 1. Close Out Reports are due forty-five(45)days after the contract end date. Federal funds provided under this agreement shall be matched by the Sub-Recipient dollar for dollar from non-federal funds. If the funds are being matched with EMPA and are less than the expended EMPA, no additional back-up/supporting documentation is needed. However, if your EMPG funds exceed EMPA,or if you are not using EMPA for match,the appropriate back-up/supporting documentation needs to be provided(i.e. general ledger with highlighted matching non-federal funds). 2. The agreement cannot be considered closed until the Close Out Report has been received. Documentation of project expenditures: 1. Sub-Recipients must maintain documentation of expenditures for a minimum period of three years following the close of project/program operations unless audits require a longer period of time. 2. Sub-Recipients should maintain a financial file with copies of back-up documentation for all paid project/program expenditures made by the Sub-Recipient during the grant period. Documentation of expenditures against the program will be reviewed and verified upon receipt by DEM staff. Acceptable documentation includes copies of purchase orders and paid vouchers, paid invoices or cancelled checks, payroll vouchers,journal transfers, etc. These documents should be submitted when requesting reimbursement. 3. In order to document hours worked on the program by permanent or temporary staff,the Sub-Recipient may use its own time and attendance forms. A Staffing Detail Worksheet is also required to identify positions being funded by the agreement. 4. All claims for reimbursement of expenditures must be submitted on the approved DEM Quarterly Financial Reporting forms. Claims not submitted on the proper form cannot be processed and will be returned for corrections. IF YOU WISH TO OBTAIN THESE FORMS ELECTONICALLY, PLEASE FIND THEM ON OUR WEBSITE AT http://www.floridadisaster.org/grants/index.htm OR NOTIFY YOUR CONTRACT MANAGER