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Travel. Travel costs (e.g., airfare, mileage, per diem, hotel) are allowable as expenses by <br />employees who are on travel status for official business related to the planning and conduct <br />of the exercise activities. <br />Supplies. Supplies are items that are expended or consumed during the course of the <br />planning and conduct of the exercise activities (e.g., gloves, non-sterile masks, fuel, and <br />disposable protective equipment). <br />Other Items. These costs are limited to items consumed in direct support of exercise <br />activities such as the rental of space/locations for planning and conducting an exercise, rental <br />of equipment, and the procurement of other essential nondurable goods. Recipients are <br />encouraged to use free public space/locations, whenever available, prior to the rental of <br />space/locations. Costs associated with inclusive practices and the provision of reasonable <br />accommodations and modifications that facilitate full access for children and adults with <br />disabilities are allowable. <br />When conducting an exercise that shall include meals for the attendees, the recipient shall submit a <br />request for approval to the Division no later than twenty-five (25) days prior to the event to allow for both <br />the Division and the Department of Financial Services to review. The request for meals must be submitted <br />on letterhead and must include the date of exercise, agenda, number of attendees, and costs of meals. <br />Unauthorized Exercise -Related Costs <br />• Reimbursement for the maintenance and/or wear and tear costs of general use vehicles (e.g., <br />construction vehicles) and emergency response apparatus (e.g., fire trucks, ambulances). <br />The only vehicle costs that are reimbursable are fuel/gasoline or mileage; <br />• Equipment that is purchased for permanent installation and/or use, beyond the scope of <br />exercise conduct (e.g., electronic messaging signs); <br />• Durable and non -durable goods purchased for installation and/or use beyond the scope of <br />exercise conduct. <br />If the recipient seeks reimbursement for exercise activities, then the following shall be submitted: <br />• Documentation clearly indicating the purpose/objectives of the exercise (e.g. Situation <br />Manual, Exercise Plan); <br />• After -action report with Improvement Plan (AAR/IP), Sign -In sheets, Agenda; <br />• Receipts and proof of payment (e.g. canceled check, electronic funds transfer confirmation, <br />credit card statement, bank statement) for supplies expenditures (e.g. copying paper, gloves, <br />tap, etc.); <br />• Invoices and proof of payment for Travel costs (e.g., internal travel voucher, airfare, mileage, <br />per diem, hotel) related to exercise activities; <br />• Proof of purchase methodology, if applicable (e.g. quotes, sole source, state contract, <br />competitive bid results). <br />No later than 90 days after completion of an exercise, the recipient must upload to the Division's <br />SharePoint portal at: https:Hportal.floridadisaster org an After Action Report (AAR) that includes the <br />following: <br />An Improvement Plan; and, <br />A roster of participants. <br />F. MANAGEMENT AND ADMINISTRATIVE (M&A) <br />M&A activities are those defined as directly relating to the management and administration of EMPA <br />Program funds, such as financial management and monitoring. It should be noted that salaries of state <br />and local emergency managers are not typically categorized as M&A, unless the state or local EMA <br />chooses to assign personnel to specific M&A activities. <br />Management and Administrative Costs Supporting Documentation <br />38 <br />