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Attachment I Reporting Forms DIVISION OF EMERGENCY MANAGEMENT EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE GRANT - BASE GRANT Quarterly Financial Report (Form 1): I. 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 1B) and Detail of Claims (Form 2 and 3): 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. 4. The Detail of Claims form must accompany the Quarterly Reports. 5. The Quarterly Financial Report form must be signed by the contract manager or someone with equal authority. 6. 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) Local Budget Match Requirement - (Form 3): 1. The Budget Form is to show how the EMPA Base Grants will be matched at an amount either equal to the average of the previous three years' level of county general revenue funding of the County Emergency Management Agency or the level of funding for the County Emergency Management Agency for the last fiscal year, whichever figure is lower. 2. This form is to be completed and sent when the Local County Budget is approved or no later than November 15, 2016. Required with this form the county needs to provide a copy of the current Emergency Management Local Budget (General Revenue). If the County's current budget is lower than the last year or the average of the last three previous year the county is required to request a Waiver no later than 45 days after the county budget is approved. 3. This is to ensure compliance with Rule 27P-19.011, Match Requirements, Florida Administrative Code. Staffing Detail - (Form 4): 1. List ALL Emergency Management Agency staff, regardless of funding. Provide a total anticipated annual amount of Salaries and Benefits to be paid for each position. Provide the funding distribution (%) in each applicable column: local, state. federal, etc. This form is due November 15, 2016. 2. Along with the staffing detail provide position descriptions for any EMPA and EMPG funded staff. Close Out Report - (Form 5): 1. Close Out Reports are due forty-five (45) days after the contract end date. 2. The agreement cannot be considered closed until the Close Out Report has been received. Documentation of project expenditures: 1. Recipients must maintain documentation of expenditures for a minimum period of five years following the close of project/program operations unless audits require a longer period of time. 2. Recipients should maintain a financial file with copies of back-up documentation for all paid project/program expenditures made by the 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 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 189