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FY 2021 - 2022 EMPG AGREEMENT
<br />ATTACHMENT H- REPORTING FORMS
<br />FLORIDA DIVISION OF EMERGENCY MANAGEMENT
<br />EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM - BASE GRANT
<br />2021-2022 EMPG REPORTING FORMS
<br />2021-2022 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 ap_plicable).
<br />1. These fors are to be submitted to the Division each quarter.
<br />r2. Complete Division Form 1A - Quarterly Financial Report by entering all information needed to support the claim for
<br />reimbursement, sign and date. Include a descriptive narrative outlining quarterly progress, events, delays in the section provided.
<br />�3. Complete Division Form 1B - Quarterly Tasks to support that deliverables and tasks are being completed as required throughout
<br />the period of performance, sign and date.
<br />�4. The Division Form 2A - Detail of Claims & Division Forrn 2B - Detail of Claims (Salaries & Fringe) fors must accompany the
<br />Division Form to - 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. Deliverables and Claims for reimbursement may be submitted via Salesforce or by email to the appropriate Division Grant Manager
<br />according to applicable region.
<br />FLORIDA DIVISION OF EMERGENCY MANAGEMENT
<br />2555 SHUMARD OAK BOULEVARD
<br />TALLAHASSEE, FLORIDA 32399-2100
<br />Attn: (Division Grant Manager)
<br />Division For 3A - Quarterly Match:
<br />1. The 2021-2022 EMPG agreement has a match requirement of 50% Federal share and 50% Sub -Recipient share of the total award
<br />amount. The Division For 3A - Quarter Match For shall be submitted to the Division each quarter to identify non-faderal match
<br />amount. The Sub -Recipient must provide supporting documentation of matching funds (i.e. inwices, cancelled checks, credit card
<br />statements, earning statements, payroll registries, etc.), if using funds other then EMPA expenditures claimed for reimbursement.
<br />Cost -matching requirements shall be in accordance with 2 C.F.R. part 200.306. Match contributions must be verifiable,
<br />reasonable, allowable, allocable, and necessary under the grant program and must comply with applicable Federal requirements
<br />and regulations.
<br />_
<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
<br />be paid for each position. Provide the funding distribution amount or percentage in each applicable column: local, slate. federal,
<br />etc. This for is due with Quarter 1 submission or no later than October 30, 2021, whichever occurs first. Please provide the
<br />Division updates to this for as necessary.
<br />�2.
<br />Along with the Division For 4 - Staffing Detail, please provide position descriptions for EMPG funded staff.
<br />�3. Along with the Division For 4- Staffing Detail, please provide documented policies for any fringe benefits, incentives or special
<br />pay to be claimed through the grant.
<br />Division Form 5 - Close Out Report:
<br />1.
<br />The Division For 5 -Close Out Report is due within sixty (60) days after the period of agreement ends. The 2021-2022 EMPG
<br />agreement has a match requirement of 50% Federal share and 50% Sub -Recipient share of the total award amount. If the the
<br />EMPG award is matched with EMPA and/or are less than the EMPA award, no additional back-up/supporting documentation is
<br />needed to be provided to the Division. However, if the EMPG award exceeds the EMPA award, or if the Sub -Recipient is not using
<br />EMPA expenditures for match, the appropriate back-up/supporting documentation shall be provided to the Division along with the
<br />For 5 - Close Out Report (i.e. inwices, reciepts, cancelled checks, credit card and bank statements, earning statements,
<br />paystubs, etc.).
<br />�2.
<br />The agreement cannot be considered closed until the Division For 5 - Close Out Report has been received and approved by the
<br />Division.
<br />Division Form 6 -Time and Effort:
<br />F1.
<br />IProvide copies of certified timesheets with employee and supervisor signature documenting hours worked or Division For 6 -
<br />Time and Effort. The for must account for 100% of the hours claimed for reimbursement each quarter.
<br />Training and Exercise Requirements for EMPG funded personnel
<br />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 />designated location. Participation in at least three (3) exercises for funded EMPG personnel during the period of performance.
<br />Required
<br />documentation to support project expenditures:
<br />1.
<br />Sub -Recipients shall maintain a grant/financial file with copies of supporting documentation for all paid project/program
<br />expenditures claimed during the grant period. Documentation of expenditures claimed for reimbursement through the grant will be
<br />reviewed and verified by Division staff. Acceptable documentation includes copies of purchase orders and paid vouchers, paid
<br />inwices or cancelled checks, timesheets and payroll w6chers, journal transfers, credit card and bank statements, etc. These
<br />documents should be submitted when requesting reimbursement.
<br />P'2.
<br />All claims for reimbursement shall be submitted on the approved Division Quarterly Financial Reporting forms. Claims not
<br />submitted on the proper forms or that are unsupported by proper documentation will not be processed and will be returned for
<br />additional support.
<br />�3.
<br />Please ensure that the documentation submitted for review is legible.
<br />r4.
<br />Please verify for calculations for accuracy before submitting to the Division for review each quarter.
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