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A TRUE COPY CERTIFICATION ON LAST PAGE J.R. SMITH, CLERK When conducting an exercise that shall include meals for the attendees, the recipient shall submit a request for approval to the Division no later -than twenty-five (25) days prior to the event to allow for both the Division and the Department of Financial Services to review. The request for meals must be submitted on letterhead and must include the date of exercise, agenda, number of attendees, and costs of meals. Unauthorized Exercise -Related Costs • Reimbursement for the.maintenance and/or wear and tear costs of general use vehicles. (e.g., construction vehicles) and emergency response apparatus (e.g., fire trucks, ambulances). The only vehicle costs that are reimbursable are fuel/gasoline or mileage; • Equipment that is purchased for permanent installation and/or use, beyond the scope of exercise conduct (e.g., electronic messaging signs); • Durable and non -durable goods purchased for installation and/or use beyond the scope of exercise conduct. If the recipient seeks reimbursement for exercise activities, then the following shall be submitted: • Documentation clearly indicating the purpose/objectives of the exercise (e.g. Situation Manual, Exercise Plan); • After -action report with Improvement Plan (AAR/IP), Sign -In sheets, Agenda; • Receipts and proof of payment (e.g. canceled check, electronic funds transfer confirmation, credit card statement, bank statement) for supplies expenditures (e.g. copying paper, gloves, tap, etc.); • Invoices and proof of payment for Travel costs (e.g., internal travel voucher, airfare, mileage, per diem, hotel) related to exercise activities; • Proof of purchase methodology, if applicable (e.g. quotes, sole source, state contract, competitive bid results). No later than ninety (90) days after completion of an exercise, the recipient must upload to the Division's SharePoint portal at: https://r)ortal.floddadisaster.or4 an After Action Report (AAR) that includes the following: An Improvement Plan; and, A roster of participants. F. Emergency Management Accreditation Proaram (EMAP) This is a cost -reimbursement agreement for the actual costs associated with EMAP Accreditation, as outlined below and stated on official EMAP invoices. Prior to reimbursement, deliverables are subject to review and acceptance by the Division. The criteria for acceptance of deliverables are based on the most recent regulations,*guidelines, or directives related to the particular task and deliverable. The three reimbursable EMAP fees under this agreement are: • EMAP Application Fee: Issued by EMAP after Recipient submits their application for assessment. This fee is currently estimated at $7500, subject to the actual invoice from EMAP. • EMAP On -Site Assessment Fee: Required by EMAP before the Recipient's on-site assessment. This fee is currently estimated to be between $10,000 and $15,000, subject to the actual invoice from EMAP. • EMAP Accreditation Fee: Required by EMAP before Recipient's EMAP Accreditation is granted. This fee is currently estimated to be between $2000 and $6000, subject to the actual invoice from EMAP. G. MANAGEMENT AND ADMINISTRATIVE (M&A) M&A activities are those defined as directly relating to the management and administration of EMPA Program funds, such as financial management and monitoring. It should be noted that salaries of state