2. Financial Overview Funding, Claims, and Modifications

3. Claims Process Before you begin:
Wait for the signed, approved contract
Review your application in TN Grants:
Existing budget
Funding source (grant number: PT, 154AL, M5HVE, etc.)
Review your agency policy
Overtime (FLSA, minimum hours worked, etc.)
Purchasing

4. Claims Process Claim checklist Backup documentation
Enter information online - TN Grants
Username and password
Fiscal Year is October 1-September 30
Funds cannot carry over to a different fiscal year

5. Funding Sources Section 402 (PT, DD, OP, etc.) Section 154AL
Section 405 (M___, etc.)
405b: Occupant Protection
405c: Traffic Safety Information System Improvements
405d: Impaired Driving Countermeasures
405e: Distracted Driving
405f: Motorcycle Safety
405g: Graduated Driver Licensing Laws
405h: Non-Motorized Safety

6. FY 2019 THSO Funding Section Amount Percentage 402 $5,396,668.99
25.85%
154AL*
$10,969,000.55
52.53%
405b
$728,857.10
3.49%
405c
$830,640.47
3.98%
405d
$2,863,529.12
13.71%
405f
$90,923.64
0.44%
Total
$20,879,619.87
100.00%

7. Allowable Equipment and Supplies
154AL (Alcohol Enforcement/Education) approved items:
In-car video cameras/systems
Computers and mounts for vehicles
Fatal vision products
DUI checkpoint supplies (flashlights, cones, PBT/alcohol sensor, checkpoint signs, and reflective vests)
Generator for lighting used at a sobriety checkpoint
Vehicle lighting / Scene lighting for sobriety checkpoints
Cargo trailer (only for sobriety checkpoint supplies / equipment)
No Radar (no radar trailers, no radar signs, no LIDAR)

8. Allowable Equipment and Supplies
405d (Impaired Driving Enforcement/Education) approved equipment:
All items included under 154AL
DRE supply items
402 (Police Traffic Services – PT) approved equipment:
All items listed under 154AL and 405d, plus the following:
Radar / Radar trailer
LIDAR
Speed spy data collection (or similar)
Simulators
E-Ticketing software/equipment

9. Unallowable items Items not allowable under any funding source:
All weapons including firearms, tasers, or ammunition
Consoles, cages, or push bumpers
Uniforms, jackets, shirts, gloves, duty belts, shoes, etc.
Desks, chairs, cabinets, or any type of furniture
Traffic signal devices including school zone lighting
Guardrails, barricades
Spike strips
Sirens
Total Stations
Radio equipment
Tint meters
Golf carts / UTV / ATV
License plate readers (LPR)
Body-worn cameras

10. Allowable and Unallowable items
The preceding slides are not an all‐inclusive list
Contact your THSO program manager for clarification on items not listed
Items subject to NHTSA review
Items $5,000 or more require written NHTSA approval prior to purchase
Subject to change

11. Due Dates MONTHLY 1st of EVERY month QUARTERLY
1st quarter - February 1
2nd quarter - May 1
3rd quarter - August 1
4th quarter - November 1
***Mark Your Calendars***
Fiscal Year is October 1-September 30
Funds cannot carry over to a different fiscal year

12. Claims Forms THS-02: Personnel Services
THS-03: Supplies (small equipment), Travel, Professional Fees, Other Non-Personnel, Capital Purchases, Insurance
THS-04: Claim Summary
Additional forms: THS-16, THS-17,
THS-05, THS-22

13. THS-02 Personnel Services Full time / part time :
Check copy
THS-17 (or activity sheet) - Law Enforcement only

14. THS-02 Personnel Services Overtime: Full time / part time:
Check copy
THS-17 (or activity sheet) - Law Enforcement only
Overtime:
THS-17 (or activity sheet)
Check copy

15. THS-16 Personnel Services Full time / part time : THS-16 Check copy
THS-17 (or activity sheet) - Law Enforcement only

16. Check Copy Personnel Services Full time / part time : THS-16
THS-17 (or activity sheet) - Law Enforcement only

17. THS-17 Personnel Services Full time / part time : THS-16 Check copy
THS-17 (or activity sheet) - Law Enforcement only
Must be signed – ***You CANNOT approve your own time***

18. Reporting overtime pay
We need a copy of your department’s overtime policy
You cannot claim OT rate until you have paid the OT rate to the employee
We pay according to the information on the check.
We will not reimburse anything over the amount on the check; however, you may claim less
If your agency’s paystub does not show the rate of pay, please verify what that is.

19. Overtime pay continued
Example 28 Day Cycle
We need a copy of your department’s overtime policy
FLSA policy requires certain number of hours worked before overtime can be paid
Example this officer worked 19 hours of OT
11 hours will be at their regular rate
8 hours will be at their overtime rate
Follow your department’s policy

20. Requirements Personnel Employee’s Check
Timesheet – signed by the supervisor
Explanation of the work that was done
Saturation, checkpoint, etc.
Alcohol and Impaired Driving Grants approved hours
(2:00PM-4:00AM)/
Anything outside these hours will require justification
Justification, with data, is to be submitted in advance to the program manager for approval
Justification should be on the department’s letterhead
Pleaser refer to memo if you have further questions

21. THS-03 Professional Fees Approved MOU or 3rd party contract
Invoice / receipt
Check copy or purchase order

22. THS-03 Professional fees Supplies (small equipment) Invoice / receipt
Check copy or purchase order

23. THS-03 Professional fees Supplies (small equipment) Travel
Approved travel authorization
THS-05
Invoice / receipt
Check copy or purchase order

25. THS-03

26. THS-03 Professional fees Supplies (small equipment) Travel
Other Non-Personnel
Invoice / receipt
Check copy or purchase order

27. THS-03 Professional fees Supplies (small equipment) Travel
Other non-personnel
Capital Purchases
Invoice / receipt
Check copy or purchase order
Items over $5,000 require a THS-22

28. Requirements Invoices Purchase Order Check MUST be an invoice
not shipping receipt,
not quote, etc.
Purchase Order
Must be signed
Reference the invoice
Check
Invoice in memo line
Or referenced in remittance portion

29. Requirements Invoices Purchase Order Check MUST be an invoice
not shipping receipt,
not quote, etc.
Purchase Order
Must be signed
Reference the invoice
Check
Invoice in memo line
Or referenced in remittance portion

30. Requirements Invoices Purchase Order Check MUST be an invoice
not shipping receipt,
not quote, etc.
Purchase Order
Must be signed
Reference the invoice
Check
Invoice in memo line
Or referenced in remittance portion

31. Requirements Buy America Act Required for purchases of $5,000 or above
Documentation showing that capital purchase equipment was made here in America from the vendor.
Public interest waiver for items
less than $5,000.

34. THS-04 Summary Sheet Must be signed and dated
Required with every claim period even if there are no expenses (zero claim)

36. Requirements Signatures
THS-04, THS-03, THS-02, THS-17, THS-16 any form that you are required to submit please sign.
Activity sheets MUST have the supervisor’s signature.
THS-17 MUST be signed

37. Modification or Amendment
Modifications:
Used to add items to your budget within the same category
Used to move money between line items
Amendments:
Required if adding or removing total funding
Required if changing a term within the contract
i.e. moving funds from personnel to equipment, which would mean a change in contract terms.
Contact the program manager if you have questions.

38. Payments/Reimbursements
After Claim Processed/Management Approval
Claim is scanned to procurement (finance)
1st level in finance
Claim gets receipt & voucher
Claim goes to F&A (Finance & Administration)
Final stage - levels of approval vary by payment amount
Payment date & reference number generated
Agency gets paid
Memo line will contain specific information

39. Payments/Reimbursements
DO’s
Signatures – sign often
Attention to Detail – verify, verify, verify
Submit a claim every quarter/month
Update any changes to project director with the program manager, as soon as possible
Don’ts
Highlight Information
If you cannot read it we cannot read it (legible documents please)
Wait until the 4th Qtr. to spend your money

40. Final Thoughts Review your approved contract / budget
Follow your department’s policies
Collect backup documentation
Follow the claims checklist
Enter online – save budget summary
Print and sign claim forms
THS-04 is the cover sheet
THS-02 followed by personnel items
THS-03 followed by all other items
Change the status online to Claim Submitted
Attach/ /Fax claim to your program manager

41. Questions? Contact your Program Manager Kevin Hager
Office: (615) Cell: (615) 415 – 5574