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Attachment K Reporting Forms DIVISION OF EMERGENCY MANAGEMENT EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE GRANT- 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 1)and Detail of Claims (Form 2 and 3): 1. These forms are to be submitted quarterly. Complete Quarterly Financial Report by entering all information needed for reimbursement. 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 BOUEVARD TALLAHASSEE, FLORIDA 32399-2100 Attn: (Contract Manager's name) Budget -(Form 4): 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 along with the signed agreements for execution. Required with this form the county needs to provide a copy of the current Emergency Management Local Budget(General Revenue). 3. This is to ensure compliance with Rule 27P-19.011,Match Requirements, Florida Administrative Code. Staffing Detail -(Form 5): 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. Historical for Match-(Form 6): 1. AGREEMENT PERIOD 2012-2013-This will consist of the last quarter of the county's fiscal year 2011-2012 and the first three quarters of the county's fiscal year 2012-2013 2. This information represents the county's general funds and all federal and/or state funds provided for the county's Emergency Management Program for Fiscal Year 2012-2013. Federal Funds requires a dollar for dollar non-federal match from county generated funds or other non- federal funds. 3. This information focuses only on the County Emergency Management Agency's annual costs; it should not include any disaster-related response or recovery costs. 4. Include any explanatory footnotes or narrative comments you feel relevant, particularly if you experienced any large, atypical/non-recurring expenditures(e.g.,construction of an EOC)that would spike your local spending in any given year. EXPENDITURE DEFINITIONS-This sample report should serve only as an example-Use actual data from your County's financial records 1. Includes the compensation for services that are directly related to the emergency management program by persons who are regular employees in established positions. Calculation should include any known overtime cost requirements and all salary related matching benefits such as social security, retirement and insurance contributions,etc. 2. Includes the compensation for services that are directly related to the program by an outside company or a person who is not a regular or full- time employee filling an established position. This shall include but not be limited to,temporary employees, student or graduate assistants, fellowships, part time academic employment, board members,consultants, and other services. 3. Includes the usual, ordinary,and incidental expenditures by an agency, including, but not limited to, commodities and supplies of a consumable nature. 4. Includes equipment,fixtures and other tangible personal property of a nonconsumable and nonexpendable nature that have a normal expected life of one year or more. 5. Includes real property(land, building including appurtenances,fixtures and fixed equipment,structures,etc.), including additions, replacements, major repairs, and renovations to real property which materially extend its useful life or materially improve or change its functional use, and including operating capital outlay necessary to furnish and operate a new or improved facility. Close Out Report-(Form 7): 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.