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Reporting Period Report due to DEM no later than <br /> January 1 through March 31 Aril 30 <br /> April 1 through June 30 July 31 <br /> July 1 through September 30 1 October 31 <br /> October 1 through December 31 January 31 <br /> Biannual Strategic Implementation Report : <br /> After the end of each reporting period , for the life of the contract , the recipient will complete their Biannual <br /> Strategic Implementation Report in the Grants Reporting Tool (GRT) https :/Iwww, reporting . odp . dhs . gov , The <br /> reporting periods are January 1 -June 30 and July 1 -December 31 . Data entry is scheduled for December 1 and <br /> June 1 respectively . <br /> co Reimbursement Requests: <br /> A request for reimbursement may be sent to your contract manager for review and approval at anytime during <br /> the contract period . The Recipient should include the category's corresponding line item number in the " Detail <br /> of Claims" form . This number can be found in the " Proposed Program Budget" . A line item number is to be <br /> included for every dollar amount listed in the " Detail of Claims" form . <br /> D. Close-out Programmatic Reporting : <br /> The Close-out Report is due to the Florida Division of Emergency Management no later than 60 calendar days <br /> after the contract is either completed or the contract has expired . <br /> E . Monitoring : <br /> Florida Division of Emergency Management <br /> US Department of Homeland Security Grants Program <br /> Grant Monitoring Process <br /> Florida has enhanced the state and local capability and capacity to prevent, prepare and respond to terrorist threats since <br /> 1999 through various funding sources including federal grant funds. As the steward of the State Homeland Security Grant <br /> Program funds , projects and equipment the Florida Division of Emergency Management ( FDEM) has a responsibility to <br /> track and monitor the status of the grant activity and items purchased . <br /> The monitoring process detailed in this document is designed to assess a recipient agency's compliance with applicable <br /> state and federal guidelines . The FDEM is responsible for monitoring the financial , programmatic and capability portion of <br /> the grant to include equipment procurement and compliance with applicable SHSGP grant guidance and statutory <br /> I cglilatlOiiS . <br /> Monitoring is accomplished utilizing various methods including desk monitoring and on-site visits . There are two primary <br /> areas reviewed during monitoring activities - financial and programmatic/capability . Financial monitoring is the review of <br /> records associated with the purchase and disposition of property , projects and contracts . Capability review is the <br /> observation of equipment purchased , protocols and other associated records . Various levels of financial and <br /> programmatic review may be accomplished during this process . <br /> Desk monitoring is defined as the review of projects , financial activity and technical assistance between the program office <br /> and the applicant via e-mail and telephone . Site visits are defined as actual visits to the recipient agency's location by <br />a <br /> team or members of the FDEM or their designee , to actually observe records , procedures and equipment. <br /> Frequency of annual monitoring activity: <br /> Each year the FDEM will identify up to 50 % of sub-grantees for site visit monitoring . It is important to note that although <br /> a <br /> given grant has been closed successfully , it is still subject to either desk or on-site monitoring . <br /> Examples of areas that may be examined include : <br /> Management and administrative procedures <br /> Grant folder maintenance <br /> Equipment accountability and sub- hand receipt procedures <br /> Program for obsolescence <br /> Status of equipment purchases <br /> Status of training for purchased equipment <br /> 30 <br />