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2022-178A
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Last modified
10/21/2022 10:24:14 AM
Creation date
10/21/2022 10:22:41 AM
Metadata
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Template:
Official Documents
Official Document Type
Agreement
Approved Date
09/20/2022
Control Number
2022-178A
Agenda Item Number
8.I.
Entity Name
Stater of Florida, Division of Emergency Management
Subject
State Funded Agreement for Emergency Preparedness and Assistance Grant
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Hotel Accommodations <br />• A traveler may not claim per diem or lodging reimbursement for overnight travel within fifty (50) <br />miles (one-way) of his or her headquarters or residence unless the circumstances necessitating <br />the overnight stay are fully explained by the traveler and approved by the Division. <br />• Absent prior approval from the Division, the cost of any hotel accommodation shall not <br />exceed $150 per night. <br />_Training Costs Supporting Documentation <br />• Copies of contracts or agreements with consultants or sub -contractors providing services; <br />• Copies of invoices, receipts and cancelled checks, credit card statements and bank <br />statements for proof of payment; <br />• Copies of the agenda, certificates and/or sign in sheets (if using prepopulated sign in sheets <br />they must be certified by the Emergency Management Director or Lead Instructor verifying <br />attendance). <br />For travel and conferences related to EMPA activities.- <br />Copies <br />ctivities:Copies of all receipts must be submitted (i.e., airfare, proof of mileage, toll receipts, hotel <br />receipts, car rental receipts, etc.) Receipts must be itemized and match the dates of <br />travel/conference; <br />Copies of Conferences must be providing an agenda. Proof of payment is also required for all <br />travel and conferences. If the Recipient seeks reimbursement for travel costs that exceed the <br />amounts stated in section 112.061(6)(b), Florida Statutes ($6 for breakfast, $11 for lunch, and <br />$19 for dinner), then the Recipient must provide documentation that: The costs are <br />reasonable and do not exceed charges normally allowed by the Recipient in its regular <br />operations as a result of the Recipient's written travel policy; and participation of the <br />individual in the travel is necessary to the Federal award. <br />E. EXERCISES <br />Exercises conducted with grant funds should test and evaluate performance towards meeting capability <br />targets established in a jurisdiction's Integrated Preparedness Program (IPP) for the core capabilities <br />needed to address its greatest risks. <br />Allowable Exercise -Related Costs <br />• Design, Develop, Conduct and Evaluate an Exercise. This includes costs related to <br />planning, meeting space and other meeting costs, facilitation costs, materials and supplies, <br />travel, and documentation. Recipients are encouraged to use free public <br />space/locations/facilities, whenever available, prior to the rental of space/locations/facilities. <br />Exercises shall provide the opportunity to demonstrate and validate skills learned, as well as <br />to identify any gaps in these skills. Gaps identified during an exercise including those for <br />children and individuals with disabilities or access and functional needs, shall be identified in <br />the AAR/IP and addressed in the exercise cycle. <br />• Hiring of Contractors or Consultants. Contractors or Consultants may be hired to support <br />direct exercise activities. Payment of salaries and fringe benefits must be in accordance with <br />the policies of the state or unit(s) of local government and have the approval of the state. The <br />services of contractors/consultants may also be procured to support the design, <br />development, conduct and evaluation of exercises. <br />• Overtime and Backfill. The entire amount of overtime costs, including payments related to <br />backfilling personnel, which are the direct result of time spent on the design, development <br />and conduct of exercises are allowable expenses. These costs are allowed only to the extent <br />the payment for such services is in accordance with the policies of the local government. In <br />no case is dual compensation allowable. That is, an employee of a unit of government may <br />not receive compensation from their unit or agency of government AND from an award for a <br />single period of time (e.g., 1:00 p.m. to 5:00 p.m.), even though such work may benefit both <br />activities. <br />37 <br />
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