|
FY 2021-2022 EMPG-ARPA AGREEMENT
<br />ATTACHMENT H - REPORTING FORMS
<br />FLORIDA DIVISION OF EMERGENCY MANAGEMENT
<br />EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM - AMERICAN RESCUE PLAN ACT (ARPA)
<br />2021-2022 EMPG-ARPA 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 applicable).
<br />Fl. These fortes 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
<br />reimbursement, sign and date. Include a descriptive narrative outlining quarterly progress, events, delays in the section prouded.
<br />'3. Complete Division Forte 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 Forth 2A - Detail of Claims & Division Form 2B - Detail of Claims (Salaries & Fringe) fors must accompany the
<br />Division Form 1A - Quarterly Financial Report each quarter.
<br />'5. The Division Form 1A - Quarterly Financial Report for 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 Forte 3A -Quarterly Match:
<br />' 1. The 2021-2022 EMPG-ARPA agreement has a match requirement of 50% Federal share and 50% Sub -Recipient share of the total
<br />award amount. The Division For 3A - Quarter Match For shall be submitted to the Division each quarter to identify non-federal
<br />match amount. The Sub -Recipient must provide supporting documentation of matching funds (i.e. invoices, cancelled checks,
<br />credit card statements, earning statements, payroll registries, etc.), if using funds other then EMPA expenditures claimed for
<br />reimbursement. Cost -matching requirements shall be in accordance with 2 C.F.R. part 200.306. Match contributions must be
<br />verifiable, reasonable, allowable, allocable, and necessary under the grant program and must comply with applicable Federal
<br />Division Forte 4 -Staffing Detail:
<br />' 1. List EMPG-ARPA funded Emergency Management Agency staff. Protide a total anticipated annual amount of Salaries and
<br />Benefits to be paid for each position. Proude the funding distribution amount or percentage in each applicable column: local,
<br />state. federal, etc. This for is due with Quarter 1 submission or no later than October 30, 2021, whichever occurs first. Please
<br />protide the Division updates to this for as necessary.
<br />2. Along with the Division For 4 - Staffing Detail, please protide position descriptions for EMPG-ARPA 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 />Fl. The Division For 5 - Close Out Report is due within sixty (60) days after the period of agreement ends. The 2021-2022 EMPG-
<br />ARPA agreement has a match requirement of 50% Federal share and 50% Sub-Recipment share of the total award amount. If the
<br />the EMPG-ARPA award is matched with EMPA and/or are less than the EMPA award, no additional back-up/supporting
<br />documentation is needed to be provided to the Division. However, if the EMPG-ARPA award exceeds the EMPA award, or if the
<br />Sub -Recipient is not using EMPA expenditures for match, the appropriate back-up/supporting documentation shall be provided to
<br />the Division along with the For 5 - Close Out Report (i.e. invoices, reciepts, cancelled checks, credit card and bank statements,
<br />earning statements, paystubs, etc.).
<br />' 2. 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 />11. Provide 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-ARPA funded personnel
<br />'1. All EMPG-ARPA funded personnel shall complete the following training requirements and record proof of completion: NIMS
<br />Training, FEMA Independent Study (IS) 100, IS 200, IS 700, and IS 800. In addition, personnel shall complete either the FEMA
<br />Independent Study courses identified in the FEMA Professional Development Series or the National Emergency Management
<br />Basic Academy delivered either by the Emergency Management Institute (EMI) or at a sponsored State, local, tribal, territorial,
<br />regional or other designated location. Participation in at least three (3) exercises for funded EMPG-ARPA personnel during the
<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 projectiprogram
<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 />invoices or cancelled checks, timesheets and payroll vouchers, journal transfers, credit card and bank statements, etc. These
<br />documents should be submitted when requesting reimbursement.
<br />'2. All claims for reimbursement shall be submitted on the approved Division Quarterly Financial Reporting fors. Claims not
<br />submitted on the proper fors or that are unsupported by proper documentation will not be processed and will be returned for
<br />additional support.
<br />'3. Please ensure that the documentation submitted for renew is legible.
<br />4. Please verify for calculatiorEyr 202aty2MsloARR\oni WEZWINlier.
<br />ATTACHMENT H - REPORTING FORMS
<br />58
<br />
|