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FY 2021-2021 EMPA AGREEMENT ATTACHMENT J -REPORTING FORMS INSTRUCTIONS FLORIDA DIVISION OF EMERGENCY MANAGEMENT EMERGENCY MANAGEMENT PREAPAREDNESS AND ASSISTANCE GRANT PROGRAM 2021-2022 EMPA REPORTING FORMS 2021.2022 QUARTERLY REPORTING FORMS QUARTERLY REPORTS INCLUDE: Dvision Form 1A - Quarterly Financial Report, Division Form 113- Quarterly Tasks, Division Forms 2A & 213 Detail of Claims and Divsion Form 6 -Time and Effort (if applicable). 1. These forms are to be submitted to Division each quarter. 2. Complete Division Form 1A - Quarterly Financial Report by entering all information needed to support the claim for reimbursement, sign and date. Include a naratiw in the box. Outlines of quarterly events, nor calendars will suffice for the required narrative. 3. Complete Division Form 113 - Quarterly Tasks to support that deliverables and tasks are being completed as required throughout the agreement, sign and date. 7 The Division Form 1A - Quarterly Financial Report form must be signed by the grant manager or someone with equal authority. 5. The Division Fore 2A & 28 Detail of Claims fortes must accompany the Division Form to -Quarterly Financial Repoli each quarter. 6. Deliverables and Claims for reimbursement may be submitted via Salesforce or by email (if necessary) to the appropriate Division Grant Manager according to applicable region. FLORIDA DIVISION OF EMERGENCY MANAGEMENT 2555 SHUMARD OAK BOULEVARD TALLAHASSEE, FLORIDA 323932100 Attn: (Division Grant Manager) 7- it is the responsibility of the Recipient to properly notify the assigned Division Grant Manger when they upload required documentation to Salesforce or required platform. The Division is not responsible for delays to claim processing due to failure to no* the Division Grant Manager of document submissions via Salesforce. DIVISION Form 3 - Local Budget Match: 1. The Division Form 3 - Local Budget Match must be submitted to the Division in Quarter 2 submission. 2. EMPA grants shall be matched at an amount equal to the average of the last 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. 3. Division Form 3 - Local Budget Match Requirement shall be submitted to the Division when the local county budget is approved or by November 15, 2021. The County shall provide a copy of the current Emergency Management Local Budget (General Revenue) including approved budget date. If a Recipient's county's current local budget is lower then the previous year, or the average of the last three previous years, the recipient shall request a WaI _Tiver no later than 45 days after the county budget is approved. DIVISION Form 4 - Staffing Detail: 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 amount or % in each applicable column: local, state. federal, etc. This form is due no later than November 15, 2021 or along with 1st quarter reimbursement submission, whichever occurs first. Please provide the Division updates to this forth as necessary. 2. Along with Division Forth 4 - Staffing Detail, please provide position descriptions for EMPA funded staff. 3. Along with the Division Forth 4- Staffing Detail, please provide documented policies for any fringe benefits, incentives or special pay to be claimed through the grant. DIVISION Form 5 - Close Out Report 1. The Division Forth 5 -Close Out Report is due sixty (60) days after termination of this Agreement by August 30, 2022, or 60 days after completion of activities contained in this agreement, whichever occurs first. Before submitting the Division Forth 5 - Close Out Report, please verify that the local general revenue budget match amount as reported on Division Forth 3 - Local Budget Match, has not changed since originally reported to the Division. If a difference is found please immediately notify the Division in writing of the discrepancy and provide a detailed justification for the change accompanied by supporting documentation. The agreement cannot be considered closed until the Division Forth 5 - Close Out Report has been received and approved by the �2. Division. DIVISION Form 6 - Time and Attendance: 1. copies of certified timesheets with employee and supervisor signature documenting hours worked or Division Forth 6 - Time land land Effort. The forth must account for 100% of the hours claimed for reimbursement each quarter.❑ Required documentation to support project expenditures: i1. Recipients shall maintain a grant/financial file with copies of supporting documentation for all paid project/program expenditures claimed during the grant period. Documentation of expenditures claimed for reimbursement through the grant will be reviewed and verified by Division staff. Acceptable documentation includes copies of purchase orders and paid wuchers, paid inwices or cancelled checks, timesheets and payroll vouchers, journal transfers, credit card and bank statements, etc. These documents should be submitted when requesting reimbursement.0 '2. All claims for reimbursement shall be submitted on the approved Division Quarterly Financial Reporting fortes. Claims not submitted on the proper fortes or that are unsupported by proper documentation will not be processed and will be returned for additional support.0 3. Please ensure that the documentation submitted for review is legible. 1'4. Please verify forth calculations for accuracy before submitting to the Division for review each quarter.❑ 61