1. Emergency Management Performance Grant (EMPG) Program
Rachel Sova
Washington Military Department
Emergency Management Division

2. The Basics
Purpose: Sustaining and enhancing the effectiveness of emergency management programs
Funding provided by Department of Homeland Security
Funds provided to all 50 states on an annual basis
Each state determines how the funds will be distributed
The purpose of the EMPG program is to assist state, local and tribal governments in sustaining and enhancing the effectiveness of their emergency management programs. The funds can be used for all-hazards activities and are not limited by the same constraints as the homeland security funds.
EMPG is provided on every federal fiscal year, so the grant typically begin on October 1st of each year.
It’s up to each individual state to determine how much of the state award will be passed-through to local and tribal emergency management agencies. There is no set percentage that is required to be passed-through [which is different from the homeland security funds which require an 80% pass-through].
Washington State EMD normally passes through at least 62% of the state award each year. It has stayed at this percentage since 2005.

3. General Requirements Requires a 50/50 match in non-federal resources
Compliance with the National Incident Management System (NIMS)
EMD NIMS Coordinator: Jim Kadrmas
(253) or
Compliance with Buy American Act
Cost Share
EMPG has a 50% federal and 50% non-federal cost-share requirement.
The cost share funds have to be used for the same or similar purpose as the EMPG funding, i.e. emergency management activities.
According to DHS’s financial management guide “funds appropriated by Congress for the activities of any agency of a tribal government or the Bureau of Indian Affairs performing law enforcement functions on tribal lands” is eligible to serve as matching funds.
NIMS Compliance
To be eligible to receive EMPG funding the agency applying must be in compliance with all prior year NIMS requirements, i.e. all the requirements for FFY05, FFY06, FFY07 and FFY08. In your EMPG application you will have to certify that you are NIMS compliant.
Buy American Act
This act requires that any supplies or equipment purchased with EMPG funds should be made in America. There are, however, numerous exceptions to this rule: if supplies cost less than $2500 it doesn’t apply, information technology is exempt, if the goods aren’t produced here in the US then you don’t have to comply, etc. But it is just something to be aware of.

4. Specific Required Activities
Must develop & update Comprehensive Emergency Management Plan (CEMP)
Dave Hall, Planning Coordinator (253) ,
Must conduct communications planning and testing
Don Miller, Telecommunications Manager (253) ,
CEMP
For first time applicants the Basic Plan portion of the CEMP must be submitted before the end of the contract. If the agency already has a CEMP it must be updated every 4 years and submitted to the State for review. The CEMP must be compliant with both the National Response Plan and the National Incident Management System (NIMS).
Dave Hall is the person at EMD who reviews all the CEMPs submitted to the state. He also tracks when different jurisdictions are due to have their CEMPs updated. He is a terrific resource if you have any questions about updating or drafting your CEMP.
Communications
There are a number of communications activities required for EMPG funding.
Each agency is required to participate in all scheduled National Warning System (NAWAS) & Emergency Alert System (EAS) tests, to work to ensure Comprehensive Emergency Management Network (CEMNET) capabilities are maintained, develop/update local plans for use of amateur radio equipment, complete an EAS plan, and log on to WebEOC when notified that the state is activated to the Phase III level.
Don Miller is the Telecommunications Section Manager at EMD and is the best person to contact if you have questions about the requirements or how to complete them.

5. Specific Required Activities (cont.)
Must have a public education program
LuAn Johnson, Public Education Manager (253) ,
Must conduct one exercise per year
Jerry Jenson, Exercise Program Manager (253) ,
Public Education
If you receive EMPG funds you must conduct either a public disaster education program for the citizens of your local community or participate in the State’s April Disaster Preparedness Campaign. Public education activities can be anything from conducting a CERT (Community Emergency Response Team) training to printing brochures to starting a Map Your Neighborhood awareness program.
There are a lot of resources for public education available at EMD and you can contact LuAn Johnson for more information about any of the different types of programs or resources.
Exercises
Every agency that receives EMPG funds must conduct at least one exercise (tabletop, functional or full-scale) that adequately tests their overall emergency management capabilities during the year. You must conduct at least one functional and one full-scale exercise every five years. You do not need to conduct the exercise on your own you can partner with other agencies in your region on exercises they are conducting as well.
If you activate for a real-life emergency or disaster during the EMPG contract period the activation after action report can be submitted for exercise credit.
All exercises must be conducted in accordance with the Homeland Security Exercise and Evaluation Program guidance – otherwise known as HSEEP. Jerry Jenson at EMD is your best resource for guidance on the AAR and HSEEP requirements.

6. Allowable Activity Categories
Planning: Developing & enhancing a variety of emergency management plans
Organization: Support of day-to-day EM staffing, operations & activities
Equipment: Must be on authorized equipment list
Planning: EMPG funds can be used to support a variety of planning activities, for example:
Planning for NIMS Implementation
Aligning plans with NIMS and NRP
Developing/enhancing:
CEMPs
All-hazard mitigation plans
Catastrophic incident plans
COOP/COG plans
Logistics and resource management plans
Evacuation plans, including sheltering efforts
Mass casualty and mass fatality plans
Crisis communications plans
Financial and administrative procedures for use before, during and after a disaster
Response and recovery plans
Operations plans to integrate citizen/volunteer and other NGO resources
Public education and awareness
Updating the State Homeland Security Strategy to address all-hazards
Conducting a hazard analysis and risk assessment
Conducting program evaluations.
This list can be found in the EMPG program guidance on DHS’s website.
Organization: EMPG funds can be used to support emergency management staffing, operations and other day-to-day activities. This is the category that many current EMPG awardees put their EMPG-funded expenses.
Equipment: Allowable equipment is listed on the web-based Authorized Equipment List (AEL) located on the Responder Knowledge Base website at

7. Allowable Activity Categories
Training: Develop, deliver, evaluate and attend EM training
Exercises: Design, develop, conduct, and evaluate HSEEP compliant EM exercises
Management & Administration: Up to 3% of award can be used to manage the contract funds
Training: EMPG funds can be used to develop, deliver, evaluate and attend training which includes, but is not limited to:
Developing/enhancing systems to monitor training programs
Conducting all-hazards training, including NIMS required trainings
Attending Emergency Management Institute (EMI) training or delivering EMI train-the-trainer courses
Exercises: EMPG funds can be used to design, develop, conduct and evaluate emergency management related exercises. The exercises must be consistent with the principles of the Homeland Security Exercise and Evaluation Program (HSEEP). More information on HSEEP can be found at or by contacting Jerry Jenson at EMD.
Management and Administration: Up to 3% of your EMPG funds can be used for costs directly related to management of the award. This is different from indirect which can also be charged against an EMPG award if you provide a copy of your indirect cost rate agreement. M&A relates to those costs incurred to manage the funds, so, for example, if you hire a grant administrator you could pay part of their salary out of EMPG (but not if they are someone who is already budgeted for with local/tribal funds which would be supplanting ), the costs of travel for a EMPG-related training might be another cost in this category.

8. Eligible Applicants
Local & Tribal Emergency Management Organizations (RCW 38.52)
Established by resolution or ordinance passed by the legislative body
Resolution should include
(WAC ):
How costs of org will be provided
That the org will have a Director
Director’s responsibilities
Eligible applicants for EMPG funds are local and tribal emergency management organizations. They must be established by ordinance or resolution and are responsible for carrying out local emergency management functions as described in RCW
WAC explains what should be included in the resolution establishing the emergency management organization.
In general the ordinance/resolution needs to explain how the costs of supporting the organization will be provided, that the agency will have a Director of emergency management who shall be appointed by or directly responsible to the executive head, and that the director shall be directly responsible for the organization, administration and operation of the emergency management organization.

9. Required Application Submissions
Copy of ordinance/resolution establishing agency
Separate budget for the emergency management program with local/tribal funding break-down
Job Descriptions for all EM personnel
Organizational Chart for EM Agency
Scope of work detailing activities to be conducted during contract period
Indirect Rate Agreement, if applicable
You must provide a copy of the ordinance or resolution which establishes your EM agency/office.
The budget that you submit must show how much local/tribal funding is budgeted for emergency management by category (personnel, supplies, travel, equipment, etc.) These budgets are used to document the match requirement for EMPG as well as to determine the matching percentage used to calculate the individual awards.
Job descriptions detailing the duties of all EM staff must be submitted. These descriptions must include the percent of time each position spends working on emergency management (vs. fire or police duties). Additionally, if you plan to use EMPG funds to pay for all or part of a position’s salary/benefits that percentage must also be provided.
SUPPLANTING
One issue that it’s important to mention here is the issue of supplanting. Supplanting occurs when local or tribal funds budgeted for a specific purpose are replaced by federal funds. Current levels of local/tribal emergency management funding should only be increased by the receipt of EMPG funds. Recipients of EMPG funds must ensure they don’t reduce the current level of funding support for emergency management when they receive an EMPG award.
For example, you have a planner who is budgeted for 100% with tribal/local funding, then when you receive an EMPG award you replace part of his/her salary with EMPG funds – that is not allowed because it is supplanting. You could, however, hire a new person using EMPG or you could bring a part-time person up to full-time.
You also need to submit an organizational chart showing the structure of your emergency management agency.
Scope of Work: The application will include all the required activities mentioned earlier and you will have to submit the timeline you intend to complete them in. Additionally, you will need to submit any other activities you plan to use EMPG funds for – whether it’s attending training, conducting a hazards assessment, or purchasing some equipment. Those activities should be included in your scope of work.
If you have an approved indirect rate agreement and plan to apply it against your EMPG award a copy of that agreement will also need to be submitted.

10. Process for Distributing EMPG
WAC provides for the distribution of EMPG funds
Awards based on how much local/tribal funding committed to EM
Each applicant receives the same matching percentage
Award amounts change each year depending on amount available and number of applicants
WAC describes how EMD is required to distribute EMPG funds.
EMPG awards are calculated based on the total funding throughout the state appropriated for emergency management, as submitted in the local/tribal application operating budgets, and how much EMPG funding is available from DHS. All eligible applicants will receive the same percent-match.
The amount of EMPG funding that an organization will get each year can change. It is dependent on the number of applicants, how much funding is appropriated throughout the state for emergency management, and how much EMPG funding is available from DHS for that fiscal year. The matching percentage can go up or down depending on how much local/tribal EM funding has increased each year relative to the increase in the State’s total EMPG award.

11. Local/Tribal EM budget x % match = $ EMPG Award $
Award Calculation
To determine the % match…
Federal funding available ÷ Total local/tribal funds budgeted for all applicants = % match
example: $2,000,000 ÷ $10,000,000 = 20%
Local/Tribal EM budget x % match = $ EMPG Award $
example: $35,000 x 20% = $7,000
Prior Year’s Match Percentage:
2005: 19.8%
2006: 18.4%
2007: 21.4%
2008: 19.1%
To calculate an individual award each organization submits their emergency management operating budget with their application which is then added to the operating budgets from all of the other applications submitted to come up with a statewide total. The amount of EMPG funds available for awards is divided by that total to determine a percentage.
For example, if the total of all local/tribal emergency management operating budgets is $10 million and the amount of funding available from DHS is $2 million the calculation would be: 2,000,000 ÷ 10,000,000 = 20%
Each organization will then receive an EMPG award amount that corresponds to that percentage of their operating budget. For example, if a tribe had an emergency management operating budget of $35,000 and the percentage for that year was calculated at 20%, then the organization would receive an EMPG award for $7,000.
As mentioned a moment ago, the match percentage can fluctuate based on a variety of factors. Also shown are the percentages for the last four years which have hovered right around 20%.

12. Funding History Federal Award Year Total EMPG Award
Amount Passed Through
2005
$3,459,280
$2,160,650
2006
$3,535,440
$2,191,983
2007
$3,860,704
$2,393,637
Supp
$995,027
$618,450
Here you see the last four years of EMPG funding for the state of Washington. The awards have modestly increased each year and we anticipate they will continue to do so in In 2007 Congress awarded $50 million in supplemental EMPG funding which resulted in a little less than $1 million extra funds for Washington state.
The pass-through amounts shown here are 62% of the total award.
2008
$5,878,853
$3,644,889

13. Funding Schedule October 1, 2008 – Federal Fiscal Year Begins
November 15, 2008– Expected EMPG Guidance Release by DHS
December 2008– State EMPG Application Submitted to DHS by WA EMD
January 2009– Local/Tribal EMPG Application Developed by EMD
February/March 2009– Local/Tribal Application Period
April 2009 –EMPG Contracts distributed with back-date to October 1
December 31, 2009 – Local/Tribal EMPG Contracts End
DHS normally releases the EMPG guidance in the fall. EMD compiles the activities for the state and submits the application to DHS . Once the application to DHS is completed EMD will update the local/tribal application to ensure it addresses any new requirements or areas of focus identified in the grant guidance. The local period of application for EMPG funds has been in the February-March timeframe with awards and contracts distributed in early April.
The contracts are back-dated to October 1. This allows jurisdictions who receive EMPG awards every year and rely on it for day-to-day funding of their operations to essentially pay themselves back for the months they were waiting for their new awards. It is an unfortunate aspect of the cycle that the actual award amount is always determined after the period of performance has already begun. The contracts and period of performance continue until December 31, and the next year’s grant cycle starts.

14. Electronic Grant Management System (e-GMS)
Website requires a user name and password
Application is completed online
Attachments are uploaded or mailed/faxed separately
Since 2006, EMD has used an electronic grant management system for the local/tribal application process. This system is also used for submitting requests for reimbursement as well as progress reports on the activities included in the application and contract.
If you are new applicant, you will need to create an account and we’ll have to add your organization to the list of agencies in the system in order for you to be able to apply. Each year EMD conducts training when the application becomes available to walk new applicants through the system.
You would complete all the necessary information for the application in the system, upload any necessary attachments such as a copy of your ordinance/resolution and your organizational chart, then submit it and it will be available for me to review.

15. Allowable Expenses: Examples
Salaries/Benefits for EM staff
O/T & Backfill for planning, training, exercises, or M&A
Full or part-time contractors
Recruitment costs for open positions
Communications costs (phones, faxes, postage, etc.)
Materials & Supplies (copies, publications, etc.)
Facility Costs (utilities, rental costs, etc.)
Travel costs (lodging, per diem, transportation)
Volunteer Costs (CERT, Vista)
Warranties and Maintenance w/in contract period
Installation of allowable equipment
OMB Circular A-87, Cost Principles for State, Local and Tribal Governments (found at establishes the basic principles and standards for determining allowable costs for federal awards. Further information can be found in the Department of Homeland Security’s EMPG program guidance.
Examples of allowable costs include:
Salaries and benefits for staff working on emergency management activities. Annual and sick leave buy-outs for staff are allowable provided the same percentage is charged to the EMPG grant as the person’s regular time salary. During an activation, a staff person who normally charges their time to EMPG can continue to charge their regular time to EMPG.
Overtime and backfill are allowable for time spent in support of planning, training, exercises and management & administration.
Hiring of full- or part-time contractors/consultants to work on emergency management related activities.
Recruitment costs (such as advertising for open positions).
Communications costs (telephone services, local/long distance, postage, faxes, cell phones and cell phone services).
Utilities, insurance, security, janitorial services, upkeep of grounds and necessary maintenance, normal repairs and alterations are allowable if they do not add permanent value. Earthquake prevention (non-structural mitigation) is allowable.
Materials and supplies necessary to implement emergency management activities, trainings, exercises, etc. (this includes copies, office supplies, facility rentals, speaker fees, publications, express mail, UPS). Sandbags are also allowable under this category.
Memberships and subscriptions to professional organizations are allowable as long as those organizations do not engage in significant lobbying efforts.
Rental costs of buildings and equipment.
Travel costs for transportation, lodging, subsistence and other related costs must not exceed federal maximums.
Indirect costs are allowable but the agency must have an indirect cost rate agreement.
Volunteer expenses, such as Vista volunteers, working on emergency management activities, including background checks.
EOC furniture above that required for day-to-day operations and office furniture for EMPG-funded staff.
Warranties and maintenance agreements that do not extend beyond the end of the award.
Installation costs for allowable equipment.

16. Unallowable Expenses: Examples
Supplanting of local/tribal funding
Funding traditional public safety duties
Unallowable equipment
Costs of general use vehicles
O/T or backfill for activation costs
Entertainment or social activities
Fines or penalty fees
Tuition for higher education
Self-insurance reserve funds
Stockpiles of supplies for preparedness kits
Supplanting. This occurs when local or tribal funding that is budgeted for a specific purpose is replaced with EMPG funds for the same purpose. For example, if an organization pays the salaries of three planners, it cannot begin to pay the salary of one of them with EMPG funds. It could, however, hire a fourth planner or bring a part-time position up to full-time.
EMPG funds may not be used to support the hiring of sworn public safety officers for the purposes of fulfilling traditional public safety duties or to supplant traditional public safety positions and responsibilities.
Some types of equipment are not allowable and are outlined on the AEL described above, for example, some shelter supplies like cots and blankets, plasma TVs, security cameras, are all unallowable.
Costs for general purpose vehicles (daily use, non-response vehicles) are not allowable.
Overtime/backfill costs for staff working during an emergency activation are not allowable.
Entertainment costs and social activities, including any directly associated costs (such as tickets, travel, lodging, rentals, tips, etc).
Fines, penalties or damages, including late fees on vendor invoices.
Costs contributing to lobbying efforts. This includes membership dues to organizations that are substantially engaged in lobbying. WSEMA dues would therefore not be EMPG allowable.
Tuition for higher education.
Self-insurance reserve funds, including those that cover the risk of loss or damage to property.
Supplies for personal preparedness kits, including MREs, water stockpiles, etc.

17. If all of the above are complete then Funding is Awarded!
How to Apply?
Provide Contact Information to EMD
Meet Eligibility Requirements
Submit Necessary Application Information
If all of the above are complete then Funding is Awarded!
Provide your contact information to Rachel Sova at EMD and you will be added to the distribution list to receive the announcement when the 2009 EMPG application is open
Make sure you meet all the eligibility criteria already described, i.e. that you have an established emergency management organization pursuant to RCW 38.52, that you have a resolution or ordinance establishing that agency, you have a director and an EM budget, etc.
Submit all the necessary information and documentation for the application.
And if all of the above have been completed you should receive an EMPG award in 2009!

18. Resources EMD EMPG Grant Webpage: EMPG Program Guidance:
EMPG Program Guidance:
DHS Financial Management Guide:
Here are some websites for additional information should you like more detailed information.

19. Resources (continued)
OMB Circular A-87
WAC 118 Emergency Management
apps.leg.wa.gov/wac
RCW Emergency Management
apps.leg.wa.gov/rcw

20. Questions
Contact Information:
Rachel Sova, EMPG Program Manager
Emergency Management Division
(253)