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A TRUE COPY CERTIFICATION ON LAST PAGE J.R. W11TH, CLERK FY 2022 - 2023 EMPG AGREEMENT ATTACHMENT H REPORTING FORMS FLORIDA DIVISION OF EMERGENCY MANAGEMENT EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM - BASE GRANT 2022-2023 EMPG REPORTING FORMS 2022-2023 QUARTERLY REPORTING FORMS QUARTERLY REPORTS INCLUDE: DIVISION Form 1A - Quarterly Financial Report, DIVISION Form 1B - Quarterly Tasks, DIVISION Forms 2A & 2B Detail of Claims, DIVISION Form 3A -Quarterly Match, DIVISION Form 4 -Staffing Detail and DIVISION Form 5- Closeout Report ' 1. These forms are to be submitted to the 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 descriptive narrative outlining quarterly progress, events, delays in the section provided. '3. Complete Division Form 1B - Quarterly Tasks to support that deliverables and tasks are being completed as required throughout the period of performance, sign and date. 4. The Division Form 2A - Detail of Claims & Division Form 2B - Detail of Claims (Salaries & Fringe) forms must accompany the Division Form 1A - Quarterly Financial Report each quarter. '5. The Division Form 1A - Quarterly Financial Report form must be signed by the grant manager or someone with equal authority. 6. Deliverables and Claims for reimbursement may be submitted via Salesforce or by email to the appropriate Division Grant Manager according to applicable region. FLORIDA DIVISION OF EMERGENCY MANAGEMENT 2555 SHUMARD OAK BOULEVARD TALLAHASSEE, FLORIDA 32399-2100 Attn: (Division Grant Manager) Division Form 3A - Quarterly Match: ' 1. The Division Form 3A - Quarter Match Form shall be submitted to the Division each quarter to identify non-federal match amount. The Sub -Recipient must provide supporting documentation of matching funds (i.e. invoices, cancelled checks, credit card statements, earning statements, paystubs, etc.), if using funds other then EMPA expenditures claimed for reimbursement. Cost - matching requirements shall be in accordance with 2 C.F.R. part 200.306. Match contributions must be verifiable, reasonable, allowable, allocable, and necessary under the grant program and must comply with applicable Federal requirements and regulations. Division Form 4 - Staffing Detail: ' 1. List EMPG funded Emergency Management Agency staff. Provide a total anticipated annual amount of Salaries and Benefits to be paid for each position. This form is due with Quarter 1 submission or no later than January 30, 2023, whichever occurs first. Please provide the Division updates to this form as necessary. '2. Along with the Division Form 4 - Staffing Detail, please provide position descriptions for EMPG funded staff. F3. Along with the Division Form 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 Form 5 - Close Out Report is due within sixty (60) days after the period of agreement ends. The 2022-2023 EMPG agreement has a match requirement of Dollar for Dollar of the total award amount. If the the EMPG award is matched with EMPA and/or are less than the EMPA award, no additional back-up/supporting documentation is needed to be provided to the Division. However, if the EMPG award exceeds the EMPA award, or if the Sub -Recipient is not using EMPA expenditures for match, the appropriate back-up/supporting documentation shall be provided to the Division along with the Form 5 - Close Out Report (i.e. invoices, reciepts, cancelled checks, credit card and bank statements, earning statements, paystubs, etc.). 2. The agreement cannot be considered closed until the Division Form 5 - Close Out Report has been received and approved by the Division. Required documentation to support project expenditures: 1. Sub -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 vouchers, paid invoices or cancelled checks and paystubs, journal transfers, credit card and bank statements, etc. These documents should be submitted when requesting reimbursement. 2. All claims for reimbursement shall be submitted on the approved Division Quarterly Financial Reporting forms. Claims not submitted on the proper forms or that are unsupported by proper documentation will not be processed and will be returned for additional support. 3. Please ensure that the documentation submitted for review is legible. 4 Please verify form calculations for accuracy before submitting to the Division for review each quarter. rr�