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A TRUE COPY 3ERTIFICATION ON LAST PAGE '.R. SfMJTH, CLERK Attachment D REPORTS Sub -Recipient shall provide Volunteer Florida with a quarterly financial report, and a final close-out report. Reporting Forms are located in attachment titled: Reporting Forms and can be found at www.VolunteerFlorida.orq/CERT I. Quarterly financial reports are due to Volunteer Florida no later than fifteen (15) days after the end of each quarter of the program year; and shall continue to be submitted each quarter until submission of the final close-out report. The ending dates for each quarter of this program year are September 30, December 31, March 31 and June 30. Sub -recipients shall expend and request reimbursement for: 30% of the sub -grant agreement funds no later than March 31; and 100% of the sub -grant agreement funds no later than May 31. The Sub -Recipient shall provide Volunteer Florida with full support documentation for the quarterly financial reports. To eliminate large files and mailings, Volunteer Florida will accept documentation via email to the VF CERT Program Manager, if desired by the Sub - Recipient. Copies of invoices/receipts and canceled checks or general ledger for proof of payment._(Backup Documentation should reflect the amount requested on the Expenses Detail of Claims form.) A. Planning Costs: Provide copies of contracts, MOUs or agreements with consultants or sub -contractors providing services. May also request copies of planning materials and work products (i.e., meeting documents, copies of completed plans (if submission of plans is for Volunteer Florida then only need to provide date of submission and who submitted plan/product to), etc.). B. Training Costs: Provide copies of contracts, MOUs or agreements with consultants or sub -contractors providing services, and a copy of the agenda and sign in rosters (if using pre populated sign in sheets they must be certified by the Emergency Management Director verifying. attendance). May also request any training materials provided. C. Exercise Costs: Provide copies of contracts, MOUs or agreements with consultants or sub -contractors providing services, and a copy of the agenda and sign in rosters (if using pre populated sign in sheets they must be certified by the Emergency Management Director verifying attendance). May also request any training materials provided. D. Equipment Acquisition Costs: AEL# for each purchase (if applicable). E. For travel and conferences related to EMPG activities, copies of all receipts must be submitted (Le., airfare, proof of mileage, toll receipts, hotel receipts, car rental receipts, etc.) Receipts must be itemized and match the dates of travel/conference. If conference, a copy of the agenda must be provided. Proof of payment is also required for all travel and conferences. If the Sub -Recipient seeks reimbursement for travel costs that exceed the amounts stated in section 112.061(6)(b), Florida Statutes ($6 for breakfast, $11 for lunch, and $19 for dinner), then the Sub -Recipient must provide documentation that: The costs are reasonable and do not exceed charges normally allowed by the Sub -Recipient in its regular operations as a result of the Sub -Recipient's written travel policy; and participation of the individual in the travel is necessary to the Federal award. F. If cancelled checks are NOT available, copies of the general ledger MUST be provided. II. Proposed Match Plan is due with the signed contract 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: Federal funds provided under this Contract shall be matched by the Sub -Recipient either by Cash Match or In -Kind Match. III. The final Close Out report is due no later than thirty (30) days after.termination of this Contract. Federal funds provided under this contract shall be matched by the Sub -Recipient either by Cash Match or In -Kind Match from non-federal funds. Appropriate back up/supporting documentation needs to be provided (i.e. general ledger withhighlighted matching non-federal funds). 12