Homeland Security Grant Program Reimbursement Workshop May 28, 2009

Agenda Overview Overview Reimbursement Requests Reimbursement Requests Workbook Modifications Workbook Modifications Equipment Inventory Management Equipment Inventory Management Monitoring Visits Monitoring Visits

Homeland Security Grant Program City of San Diego OHS San Diego County OES

Reimbursement Required documents, signed by authorized agent: Signature Authority Form Signature Authority Form Grant Assurance Statement Grant Assurance Statement Memorandum of Understanding (MOU) (UASI only) Memorandum of Understanding (MOU) (UASI only) Approved Workbook Approved Workbook

Reimbursement Additional documentation: Reimbursement Request Cover Page Reimbursement Request Cover Page Reimbursement Checklists Reimbursement Checklists Supporting Documentation Supporting Documentation

Suspension or Grant Termination Failing to expend funds in a timely manner consistent with grant milestones, guidance, and assurances Failing to expend funds in a timely manner consistent with grant milestones, guidance, and assurances Failing to comply with the requirements or statutory objectives of federal or state law Failing to comply with the requirements or statutory objectives of federal or state law Failing to make satisfactory progress toward the goals and objective set forth in the subgrant application Failing to make satisfactory progress toward the goals and objective set forth in the subgrant application

Suspension or Grant Termination Proposing or implementing substantial plan changes to the extent that, if originally submitted, the application would not have been selected for funding Proposing or implementing substantial plan changes to the extent that, if originally submitted, the application would not have been selected for funding Failing to submit required reports Failing to submit required reports Filing a false certification in the application or other report or document Filing a false certification in the application or other report or document Failing to utilize funds in a timely manner Failing to utilize funds in a timely manner

Not Allowed Commingling of funds Commingling of funds Double billing Double billing Supplanting Supplanting Construction/Renovation Construction/Renovation

Additional Approvals Needed from State OHS for: Aviation/Watercraft requests Aviation/Watercraft requests Establish/Enhance Emergency Operations Center (EOC) upgrades Establish/Enhance Emergency Operations Center (EOC) upgrades Sole Source Procurement requests Sole Source Procurement requests

Performance Bond Performance bond required for: Performance bond required for: any equipment item over $250,000 or any equipment item over $250,000 or any vehicle (aviation or watercraft) any vehicle (aviation or watercraft) Performance bond costs Performance bond costs may be built into total cost of the item may be built into total cost of the item are an allowable expense are an allowable expense

FY 2007 Submission Deadlines Equipment – End of fiscal year – Equipment – End of fiscal year – June 30, 2009 June 30, 2009 Equipment – Final - June 30, 2009 Equipment – Final - June 30, 2009 Exercise/Planning/Training – End of fiscal year – June 30, 2009 Exercise/Planning/Training – End of fiscal year – June 30, 2009 Exercise/Planning/Training – Final – Exercise/Planning/Training – Final – Dec. 31, 2009 Dec. 31, 2009

Questions on Reimbursements?

Workbook Modifications Modifications can be requested once per quarter Modifications can be requested once per quarter No expenses allowed until receiving of the modification from the State. No expenses allowed until after receiving written final approval of the modification from the State. Failure to receive written approval prior to the expenditure, will result in a disallowance of the expense. Failure to receive written approval prior to the expenditure, will result in a disallowance of the expense.

Workbook Modifications What is a modification? Change in project Change in project Creating a new project Creating a new project Change in Solution Area Change in Solution Area Change in Solution Area Sub-Category Change in Solution Area Sub-Category Opt in/out of Quarter Master Opt in/out of Quarter Master

Workbook Modifications What is not a modification? Change in Exercise title, date, or role Change in Exercise title, date, or role Actual dollar amount Actual dollar amount Change in Discipline Change in Discipline Change in vendor Change in vendor Change in equipment quantity Change in equipment quantity

Workbook Modifications Frequently asked modification questions? What if I already have my Feedback Tracking Number and the training date changes? What if I already have my Feedback Tracking Number and the training date changes? What if my funding source was incorrectly listed on my Feedback Tracking Form? What if my funding source was incorrectly listed on my Feedback Tracking Form?

Workbook Modification Modification must be submitted using last approved Workbook Modification must be submitted using last approved Workbook Signed by Authorized Agent Signed by Authorized Agent Cover letter explaining changes Cover letter explaining changes

Modification Schedule /31/09 Quarter – Due 3/23/09 3/31/09 Quarter – Due 3/23/09 6/30/09 Quarter – Due 06/01/09 6/30/09 Quarter – Due 06/01/09 9/30/09 Quarter – Due 08/15/09 9/30/09 Quarter – Due 08/15/09 12/31/09 Quarter – Due 11/01/09 12/31/09 Quarter – Due 11/01/09

Workbook Modifications Format for workbook modifications: Format for workbook modifications: Deleted items – Strikeout, use red font Deleted items – Strikeout, use red font Added items – Use blue font Added items – Use blue font Make sure project ledger matches equip, training and exercise ledgers Make sure project ledger matches equip, training and exercise ledgers Make sure total allocation is unchanged Make sure total allocation is unchanged 10% Training minimum (if applicable) 10% Training minimum (if applicable)

Questions on Modifications?

Equipment Inventory Single item >$5,000 value Single item >$5,000 value Tracking number assigned Tracking number assigned Equipment tag Equipment tag Location tracked (actual address) Location tracked (actual address) Point of Contact Point of Contact Lost/Stolen/Broken – Disposition statement from authorized agent Lost/Stolen/Broken – Disposition statement from authorized agent Can also get tag <$5,000 value, if requested Can also get tag <$5,000 value, if requested

Questions on Equipment Inventory?

Monitoring Mission Purpose of Monitoring: Monitor the progress of projects Monitor the progress of projects Ensure compliance with laws and guidance Ensure compliance with laws and guidance Required every two years during grant performance period Required every two years during grant performance period Required to close out grant Required to close out grant Assist jurisdiction with grant management Assist jurisdiction with grant management

Monitoring Scope Desk Review Desk Review Reports and lists provided via Reports and lists provided via On-site Review On-site Review Review documentation, records management Review documentation, records management Site visits to see equipment Site visits to see equipment

Monitoring Scope Monitoring scope will include: Administrative (program/grant specific) Administrative (program/grant specific) Programmatic (objectives/activities) Programmatic (objectives/activities) Fiscal Management (funds expended accordingly) Fiscal Management (funds expended accordingly) Equipment Inventory Management (tracking) Equipment Inventory Management (tracking) Corrective Action Plan Corrective Action Plan

Document Retention Documents must be kept for 3 years after State requests grant close out Documents must be kept for 3 years after State requests grant close out Equipment documentation must be kept for the life of the equipment or 3 years after close of the grant Equipment documentation must be kept for the life of the equipment or 3 years after close of the grant

Financial Guidance US Dept. of Justice Financial Guide US Dept. of Justice Financial Guidehttp:// CFR Title 28 Sections 66, 67, 69, 70 CFR Title 28 Sections 66, 67, 69, 70http:// Ca. State Administrative Manual (SAM) Ca. State Administrative Manual (SAM)

Financial Guidance OMB Circular A-87: Cost principles for State and Local Units of Government (LUGs) OMB Circular A-87: Cost principles for State and Local Units of Government (LUGs) OMB Circular A-102: Uniform Administrative Requirements for Grants and Cooperative Agreements with State and LUGs OMB Circular A-102: Uniform Administrative Requirements for Grants and Cooperative Agreements with State and LUGs OMB Circular A-133: Audits of States, LUGs and Non-Profit Organizations OMB Circular A-133: Audits of States, LUGs and Non-Profit Organizations

Questions on Monitoring?

Contacts – San Diego County, Office of Emergency Services SHSP, LETPP, MMRS Grants: John Wiecjorek (858) John Wiecjorek (858) Ardath DeRose(858)