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In order for planning expenditures to qualify for reimbursement under this Agreement, the Recipient must <br />submit a final plan to the Division and the Division's Preparedness Bureau Chief must approve that plan. <br />As part of any request for reimbursement for planning expenditures, the Recipient shall submit the <br />following to the Division: <br />• Copies of contracts, Memorandum of Understandings or agreements with consultants or sub- <br />contractors providing services; <br />• Documentation that clearly indicates hours worked for full or part-time staff or <br />contractors/consultants and proof employee was paid; <br />• 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 />• Copies of all planning materials and work product (e.g. meeting documents, copies of plans); <br />• If a meeting was held by Recipient, an agenda and signup sheet with meeting date must be <br />included; <br />• Proof of payment (e.g. canceled check, electronic funds transfer, credit card statement and <br />payment to credit card company for that statement); <br />• Complete Debarment form for any contractors/consultants; <br />• Proof of purchase methodology (e.g. sole source, state contract, competitive bid results); <br />• Invoices and proof of payment for Travel costs (e.g., airfare, mileage, per diem, hotel) related to <br />planning activities; and, <br />• If billing for overtime and/or backfill, provide documentation that list attendee names, department, <br /># of hours spent at training, hourly rate and total amount paid to each attendee. <br />Administration: <br />EMPA Program funds may be used for all day-to-day activities in support of the four phases of <br />emergency management (preparedness, response, recovery, and mitigation). Reimbursable personnel <br />costs include salary, compensatory time off, and associated fringe benefits. For the purposes of this <br />Agreement, overtime and backfill are not authorized Administration costs; however, overtime and backfill <br />may qualify for reimbursement under other Scope of Work categories like Planning, Training, and <br />Exercises. <br />Rules 27P-11.004 and 27P-11.0061, F.A.C., outline the minimum performance level (definition below). <br />Each Emergency Management staff person must be available to work the number of hours and assume <br />the responsibilities for the duties in their official position description as well as provide the coordination <br />and support for all incidents within the jurisdiction on a 24 hour basis. <br />Personnel costs 27P-11.004, 27P-11.0061: <br />(1) Counties with populations of 75,000 or more must have a full time emergency management <br />director. Counties with populations of less than 75,000 or party to an inter jurisdictional <br />emergency management agreement entered into pursuant to Section 252.38(3)(b), F.S., that is <br />recognized by the Governor by executive order or rule, are encouraged to have a full time <br />director. However, as a minimum, such a county must have an emergency management <br />coordinator who works at least 20 hours a week in that capacity. "Full-time Emergency <br />Management Director' means a single professional emergency management program <br />Administrator working full-time as identified in the position description established by the <br />governing body of the jurisdiction. <br />(2) The county must have an emergency management program that has been approved by the <br />Division of Emergency Management. Program approval shall require: compliance with <br />appropriate federal and state laws, rules and regulations; satisfactory completion of work <br />25 <br />