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1 <br />Absent prior approval from the Division, the cost of any hotel accommodation shall not exceed $150 per <br />night. <br />Travel Reimbursement Forms: <br />Unless the Recipient has received prior approval from the Florida Department of Financial Services <br />("DFS"), the Recipient shall use the travel forms incorporated by reference in Rule 691-42.003, Florida <br />Administrative Code. Those forms include: <br />o The Authorization to Incur Travel Expense, Form DFS -AA -13; <br />a The Application for Advance on Travel Expenses, Form DFS -AA -25; and, <br />o The Voucher for Reimbursement of Travel Expenses, Form DFS -AA -15. <br />If the Recipient has not received permission from DFS to use an alternate form, and if the Recipient <br />submits a request for reimbursement without including the applicable DFS forms listed above, then the <br />Division shall not provide any reimbursement for that travel. <br />Planning: <br />Planning spans all five National Preparedness Goal (the Goal) mission areas and provides a baseline for <br />determining potential threats and hazards, required capabilities, required resources, and establishes a <br />framework for roles and responsibilities. Planning provides a methodical way to engage the whole <br />community in the development of a strategic, operational, and/or community-based approach to <br />preparedness. <br />Plans shall have prior review and approval from the respective DEM program area. Funds may not be <br />reimbursed for any plans that are not approved. <br />Program funds may be used to develop or enhance emergency management planning activities. Some <br />examples include: <br />a Emergency Management/Operation Plans; <br />o Communications Plans; <br />a Continuity/Administrative Plans; <br />a Whole Community Engagement/Planning; <br />a Resource Management Planning; <br />a Evacuation planning; <br />a Recovery Planning; and, <br />a Credentialing and Validation. <br />If the Recipient seeks reimbursement for planning activities, then the following shall be submitted: <br />• Copies of contracts, Memorandum of Understandings or agreements with consultants or sub- <br />contractors providing services; <br />a Documentation that clearly indicates hours worked for full or part-time staff or <br />contractors/consultants and proof employee was paid; <br />a Time and attendance forms for full or part-time staff or contractors/consultants who participated in <br />the planning; <br />• Invoice from any consultant/contractor involved in the planning (Note — grant agreement must be <br />referenced on the invoice); <br />a Copies of all planning materials and work product (e.g. meeting documents, copies of plans); <br />a If a meeting was held by Recipient, an agenda and signup sheet with meeting date must be <br />included; <br />a Proof of payment (e.g. canceled check, electronic funds transfer, credit card statement and <br />payment to credit card company for that statement); <br />32 <br />P139 <br />