|
ATTACHMENT G - REPORTING FORMA
<br />FLORIDA DIVISION OF EMERGENCY MANAGEMENT
<br />EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM - BASE GRANT
<br />2020.2021 EMPG REPORTING FORMS
<br />2020-2021 QUARTERLY REPORTING FORMS
<br />QUARTERLY REPORTS INCLUDE: DIVISION Form 1A - Quarterly Financial Report, DIVISION Form 1B - Quarterly Tasks,
<br />DIVISION Forms 2A & 2B Detail of Claims and DIVISION Form 6 - Time and Effort (if applicable).
<br />1. These forms are to be submitted to the Division each quarter.
<br />2. Complete Division Form 1A - Quarterly Financial Report by entering all information needed to support the claim for reimbursement,
<br />sign and date. Include a descriptive narrative outlining quarterly progress, events, delays in the section provided.
<br />3. Complete Division Form 18 - Quarterly Tasks to support that deliverables and tasks are being completed as required throughout the
<br />period of performance, sign and date.
<br />4. The Division Form 2A - Detail of Claims & Division Form 2B - Detail of Claims (Salaries & Fringe) forms must accompany the
<br />Division Form 1A- Quarterly Financial Report each quarter.
<br />5. The Division Form 1A - Quarterly Financial Report form must be signed by the grant manager or someone with equal authority.
<br />6. Claims for reimbursement may be submitted by email to the appropriate Division Grant Manager according to applicable region or at
<br />the address below:
<br />FLORIDA DIVISION OF EMERGENCY MANAGEMENT
<br />2555 SHUMARD OAK BOULEVARD
<br />TALLAHASSEE, FLORIDA 32399-2100
<br />Attn: (Division Grant Manager)
<br />Division Form 3A - Quarterly Match:
<br />1. The 2020-2021 EMPG agreement has a 50% Federal and 50% Local match requirement. The Division Form 3A - Quarter Match
<br />Form shall be submitted to the Division each quarter to identify non-federal match. The Sub -Recipient must provide supporting
<br />documentation of matching funds (i.e. invoices, cancelled checks, credit card statements, earning statements, payroll registries,
<br />etc.), if using funds other then EMPA expenditures claimed for reimbursement. Cost -matching requirements shall be in accordance
<br />with 2 C.F.R. part 200.306. Match contributions must be verifiable, reasonable, allowable, allocable, and necessary under the grant
<br />program and must comply with applicable Federal requirements and regulations.
<br />Division Form 4 - Staffing Detail:
<br />1. List EMPG funded Emergency Management Agency staff. Provide a total anticipated annual amount of Salaries and Benefits to be
<br />paid for each position. Provide the funding distribution amount or percentage in each applicable column: local, state. federal, etc.
<br />This form is due with Quarter 1 submission or no later than October 30, 2020, whichever occurs first. Please provide the Division
<br />updates to this form as necessary.
<br />�2. Along with the Division Form 4 - Staffing Detail, please provide position descriptions for EMPG funded staff.
<br />r3. Along with the Division Form 4- Staffing Detail, please provide documented policies for any fringe benefits, incentives or special pay
<br />to be claimed through the grant.
<br />Division Form 5 - Close Out Report:
<br />1. The Division Form 5 - Close Out Report is due within sixty (60) days after the period of agreement ends. The 2020-2021 EMPG
<br />agreement has a 50% Federal and 50% Local match requirement. If the the EMPG award is matched with EMPA and/or are less
<br />than the EMPA award, no additional back-up/supporting documentation is needed to be provided to the Division. However, if the
<br />EMPG award exceeds the EMPA award, or if the Sub -Recipient is not using EMPA expenditures for match, the appropriate back-
<br />up/supporting documentation shall be provided to the Division along with the Form 5 - Close Out Report (i.e. invoices, reciepts,
<br />cancelled checks, credit card and bank statements, earning statements, paystubs, etc.).
<br />2. The agreement cannot be considered closed until the Division Form 5 - Close Out Report has been received and approved by the
<br />Division.
<br />Division Form 6 - Time and Effort:
<br />1. Provide copies of certified timesheets with employee and supervisor signature documenting hours worked or Division Form 6 - Time
<br />and Effort The form must account for 100% of the hours claimed for reimbursement each quarter.
<br />Training and Exercise Requirements for EMPG funded personnel
<br />1. All EMPG funded personnel shall complete the following training requirements and record proof of completion: NIMS Training,
<br />FEMA Independent Study (IS) 100, IS 200, IS 700, and IS 800. In addition, personnel shall complete either the FEMA Independent
<br />Study courses identified in the FEMA Professional Development Series or the National Emergency Management Basic Academy
<br />delivered either by the Emergency Management Institute (EMI) or at a sponsored State, local, tribal, territorial, regional or other
<br />desionated location. Participation in at least three (3) exercises for funded EMPG personnel durino the period of performance.
<br />Required documentation to support project expenditures:
<br />1. Sub -Recipients shall maintain a grant/financial file with copies of supporting documentation for all paid project/program expenditures
<br />claimed during the grant period. Documentation of expenditures claimed for reimbursement through the grant will be reviewed and
<br />verified by Division staff. Acceptable documentation includes copies of purchase orders and paid vouchers, paid invoices or
<br />cancelled checks, timesheets and payroll vouchers, journal transfers, credit card and bank statements, etc. These documents
<br />should be submitted when requesting reimbursement.
<br />�2. All claims for reimbursement shall be submitted on the approved Division Quarterly Financial Reporting forms. Claims not submitted
<br />on the proper forms or that are unsupported by proper documentation will not be processed and will be returned for additional
<br />support.
<br />3. Please ensure that the documentation submitted for review is legible.
<br />4. Please verify form calculations for accuracy before submitting to the Division for review each quarter.
<br />58
<br />
|