Summer 2012 Biannual Strategy Implementation Report (BSIR)/ Financial Management Workshop Homeland Security Grants Processing Section

California Emergency Management Agency Topics of Discussion ____________________________________________________________ Introduction of Homeland Security Grants Processing Section Overview of Financial Management Forms Workbook v1.12 Cash Reimbursements, Cash Advances, Amendments and Modification Requests Closeout

California Emergency Management Agency Introduction ____________________________________________________________ The primary responsibility of Homeland Security Grants Processing Section is to process requests for Cash Advances, reimbursements, modifications and Amendments for Homeland Security Grants programs. HSGP is also the lead in providing grant related information to support Cal EMA’s annual report, prepares the California’s State Preparedness Report (SPR) and provides fiscal reports to the legislature. Additional responsibilities include: -The Initial Strategy Implementation Plans (ISIP) submission; -Biannual Strategy Implementation Report (BSIR); and -the Monthly Accomplishment Summaries for the Cal EMA website.

Contacts ____________________________________________________________ Gina Joaquin, Program Analyst (916) ; Wilda Benamati, Program Analyst (916) ; Huy Tram, Program Analyst (916) ; Brenda Metzger, Program Analyst (916) ; California Emergency Management Agency

Financial Management Forms Workbook v1.12 Overview

California Emergency Management Agency Excel format with Macros and Non-Macros versions Living Document Used as a resource and reference for completing the Biannual Strategy Implementation Report (BSIR) in the Grants Reporting Tool (GRT) Foundation for project planning Used for multiple FY 2012 grant programs Note: Separate Workbooks should be used for each Grant Program *Remember: “Alterations to this document may result in delayed application approval, modification, or reimbursement requests. Subgrantees may be asked to revise and /or resubmit any altered Financial Management Forms Workbook.” FMFW v1.12 ____________________________________________________________

California Emergency Management Agency Go to Select ‘GRANTS & FUNDING’ from the menu options at the top. Select Grants Processing; Homeland Security Grants Processing Section; Financial Management Forms Workbook… Select the version of the Financial Management Forms Workbook you need: Financial Management Forms Workbook v1.12 for FY 2012 grants Financial Management Forms Workbook v1.11 for FY 2011 grants Financial Management Forms Workbook v1.10 for FY 2010 grants *To Open: Right click on the link, select ‘Save Target As’ and save the file either to your hard drive, shared drive, or desktop. Note: Save FMFW in ‘Excel ’ format May be saved in.xlsm format by Excel 2007 & 2010 users Where is the FMFW? ____________________________________________________________

California Emergency Management Agency FMFW v1.12 Composition ____________________________________________________________ Comprised of seventeen (17) tabs for the Macros version and sixteen (16) for Non Macros, below (in order) is the list of the tabs. New tabs are blue:  Instructions  Grant Award Face Sheet  Authorized Body of 5 & Contact  FFATA Financial Disclosure  Project Descriptions  Project Ledger  Planning  Organization  Equipment  Training  Exercise  M&A  Consultant/Contractor  Personnel  Match  Authorized Agent  Summary (Macros version )

California Emergency Management Agency FMFW v1.12 Updates for FY 2012 ____________________________________________________________  Tab Deletions from the FY 2012 FMFW include: - Grant Management Tab; - ‘S’(Show) and ‘H’(Hide) macro buttons  Tab Additions to the FY 2012 FMFW include: - FFATA Financial Disclosure; - Management and Administration (M&A); - Consultant/Contractor; and - Personnel

California Emergency Management Agency  Tab Revisions to the FY 2012 FMFW include: - Instructions; - Grant Award Face Sheet (GAFS); - Match; - Authorized Agent; and New Expenditure Category columns on the: Planning - Organization - Training - Exercise Tabs FMFW v1.12 Updates for FY 2012 ____________________________________________________________

Instructions ____________________________________________________________ Providing detailed information on how to complete the Workbook, the Instruction Page has been updated to reflect new changes for FY Detailed instructions include: FFATA Financial Disclosure, M&A, Consultant/Contractor, Personnel, Match and Grant Award Face Sheet tabs.

Grant Award Face Sheet New to the GAFS is the Implementing Agency’s address, the Project Location’s city and county, DUNS #s and Zip Codes in ZIP+4 format. *Note: The GAFS has been formatted to print in ‘portrait’ mode; GAFS submitted in ‘landscape’ mode will be returned for a new copy. Provide an original signature of the Authorized Official in blue ink.

Authorized Body of 5-Signature and Contact Information ____________________________________________________________ Use this page to list the Authorized Body of 5, Contact Information and any additional Authorized Agents (if applicable). Note: It’s a good idea to have at least one other Authorized Agent and Contact.

FFATA Financial Disclosure ____________________________________________________________ The FFATA Financial Disclosure is used to provide information required by the Federal Funding Accountability and Transparency Act of If your organization is not subject to the FFATA Financial Disclosure requirements, check the “Not Subject to FFATA Financial Disclosure” box at the bottom of the page.

Project Descriptions ____________________________________________________________ Used to identify the State Investment Justification Goals and Objectives, Project Descriptions, Project Milestones and Justifications. Be as descriptive and concise as possible using terms that are universally recognized. Include Project Letters when entering in the Biannual Strategy Implementation Report (BSIR). *Note: The maximum is 1,000 characters including spaces and a maximum of 20 (A-T) projects.

Project Ledger ____________________________________________________________ The Project Ledger is the basis for all project planning and the backbone of the FMFW. List all projects in alphabetical order (A-T). The Project Ledger has been updated for FY 2012 with new drop-down menu options.

Planning ____________________________________________________________ The Planning Tab is used to identify all planning activities.

Organization ____________________________________________________________ Use the Organization Tab to identify organizational activities. It is also used for organizational activities allowed under EMPG. Contact your Program Representative for more information.

Equipment (a) ____________________________________________________________ The Equipment Tab is used to list all equipment. The Authorized Equipment List (AEL) Number and Title is required. Reimbursement requests may not be processed without this information.

Equipment (b) ____________________________________________________________ Find the Authorized Equipment List (AEL) Number and Title on Select the FEMA Preparedness Grant & AEL Tab from the Tool Bar and select the Authorized Equipment List. Equipment may be selected by category or by entering Keywords in the Search bar.

Training (a) ____________________________________________________________ The Training Tab identifies approved training activities. Provide the Total number of Trainee(s), Sole Source Procurement Information, and Feedback Number for training activities.

Training (b) ____________________________________________________________ Follow the directions below to obtain the Feedback Number from From the homepage of the Cal EMA website, select ‘TRAINING’; 2. On the right, select ‘Training Division’; 3. About halfway down the page select the ‘TRAINING REQUEST FORM’, complete and submit. *The ‘Submit’ button is at the bottom of the webpage.

Exercise ____________________________________________________________ The Exercise Tab is used to identify all exercise activities. Provide the Environmental Historic Preservation (EHP) and After Action Report (AAR) information if applicable. *Payments will not be approved if these requirements are not met. Obtain the After Action Report (AAR) requirements from

Management & Administration (M & A) ____________________________________________________________ Use the M&A Tab to provide detailed information on Management and Administration activities.

Consultant/Contractor ____________________________________________________________ The new Consultant/Contractor Tab tracks information on:  Who is being paid with grant funds;  What consultant/contractor costs are being charged to the grant; and  Keeps a breakdown of billable hours.

Personnel ____________________________________________________________ Use the Personnel Tab to provide information on:  Who is being paid with grant funds and  What staff costs are being charged to the grant.

Match ____________________________________________________________ Updated for FY 2012, the Match Tab now includes:  Type of Match,  Total Obligated Match,  Current Match,  Remaining Balance and  Percentage Columns.

Authorized Agent ____________________________________________________________ Submit one Authorized Agent Page for each Cash Reimbursement, Advance and Modification Request. The expenditure dates must match the date on the payment request; the ‘Cash or Mod Request Numbers’ and the ‘Amount This Request’ fields completed. * Please include the name and title of the Authorized Agent and sign in blue ink.

Summary (only applicable on Macros version) ____________________________________________________________ The Summary Page captures the Project Summary, Funding Source, and Discipline Totals from the Project Ledger. It can also be run after each payment to capture the most current grant expenditures.

California Emergency Management Agency Cash Reimbursement, Cash Advance and Modification Requests

California Emergency Management Agency Cash Reimbursement and Cash Advance Requests ____________________________________________________________ All Grants: No more than ONE Cash Advance or Cash Reimbursement Request per month. Modification Requests (FY 2008 – FY 2012) ____________________________________________________________ ONE Modification Request per quarter Quarter dates: 1/1 – 3/31 4/1 – 6/30 7/1 – 9/30 10/1 – 12/31

California Emergency Management Agency  State Agencies are not permitted any changes or Modification to the submitted application without prior approval from Cal EMA  Requested funds must be consistent with the Modification  Report changes in the Biannual Strategy Implementation Report (BSIR) via the Grants Reporting Tool (GRT) Modification Requests – (cont.) ____________________________________________________________

California Emergency Management Agency Amendments (FY11 & Forward) ____________________________________________________________ The new Grant Award Amendment Form will be used to increase or decrease Grant Award amounts, disencumber funds and make a change to the performance period. Request it from your Program Representative. The Grant Award Amendment Form must be completed, signed in blue ink, and returned to the Program Representative.

California Emergency Management Agency The following rules apply to Cash Advances:  Expended within 120 days of receipt; (PSIC is 30 days)  Federal guidelines require Advances must be deposited into an interest bearing account and the interest earned must be tracked;  Unexpended funds returned to Cal EMA. Cash Advance Requirements (FY 2008-FY 2012) ____________________________________________________________

California Emergency Management Agency Cash Advance Requirements (FY 2008-FY 2012) ____________________________________________________________  Subgrantee may retain $100 interest per Federal Fiscal Year for administrative expenses (per year, not per award); ( FFY is October 1 through September 30)  Interest earned over $100 per Federal Fiscal Year must be returned to Cal EMA on a quarterly basis. California Emergency Management Agency Homeland Security Grants Processing Section 3650 Schriever Avenue Mather, CA 95655

California Emergency Management Agency Closeout

California Emergency Management Agency Contact the Program Representative to obtain authorization to disencumber any unutilized funds; Reconcile the actual costs to Modifications, Awards, Reimbursements or Advances; Certify that any Corrective Action Plan as a result of monitoring findings have been completed and resolved; and Acknowledge the record retention period. Grant Closeout Requirements ____________________________________________________________

California Emergency Management Agency California Emergency Management Agency : Responder Knowledge Base: Training Request Form: Homeland Security Exercise and Evaluation Program: Important Links ____________________________________________________________

California Emergency Management Agency Questions