homeland security grant program
DESCRIPTION
Homeland Security Grant Program. Reimbursement Workshop May 28, 2009. Agenda. Overview Reimbursement Requests Workbook Modifications Equipment Inventory Management Monitoring Visits. Homeland Security Grant Program. San Diego County OES. City of San Diego OHS. Reimbursement. - PowerPoint PPT PresentationTRANSCRIPT
Homeland Security Homeland Security Grant ProgramGrant Program
Reimbursement Reimbursement WorkshopWorkshop
May 28, 2009May 28, 2009
AgendaAgenda
OverviewOverview Reimbursement RequestsReimbursement Requests Workbook ModificationsWorkbook Modifications Equipment Inventory ManagementEquipment Inventory Management Monitoring VisitsMonitoring Visits
Homeland Security Homeland Security Grant ProgramGrant Program
Homeland Security
Grant Program (HSGP)
State Homeland Security Program (SHSP)
$7,5541,881
Law Enforce.
Terrorism Prevention Program (LETPP)
$0
Metro. Medical
Response System (MMRS)$321,221
Urban Area Security Initiative (UASI)
$12,036,148
Citizen Corps
Program (CCP)
$0
City of San Diego OHS
San Diego County OES
ReimbursementReimbursement
Required documents, signed by Required documents, signed by authorized agent:authorized agent:
Signature Authority FormSignature Authority Form Grant Assurance StatementGrant Assurance Statement Memorandum of Understanding Memorandum of Understanding
(MOU) (UASI only) (MOU) (UASI only) Approved WorkbookApproved Workbook
ReimbursementReimbursement
Additional documentation:Additional documentation: Reimbursement Request Cover PageReimbursement Request Cover Page Reimbursement ChecklistsReimbursement Checklists Supporting DocumentationSupporting Documentation
Suspension or Suspension or Grant TerminationGrant Termination
Failing to expend funds in a timely Failing to expend funds in a timely manner consistent with grant manner consistent with grant milestones, guidance, and assurancesmilestones, guidance, and assurances
Failing to comply with the Failing to comply with the requirements or statutory objectives requirements or statutory objectives of federal or state lawof federal or state law
Failing to make satisfactory progress Failing to make satisfactory progress toward the goals and objective set toward the goals and objective set forth in the subgrant applicationforth in the subgrant application
Suspension or Suspension or Grant TerminationGrant Termination
Proposing or implementing substantial Proposing or implementing substantial plan changes to the extent that, if plan changes to the extent that, if originally submitted, the application originally submitted, the application would not have been selected for would not have been selected for fundingfunding
Failing to submit required reportsFailing to submit required reports Filing a false certification in the Filing a false certification in the
application or other report or documentapplication or other report or document Failing to utilize funds in a timely Failing to utilize funds in a timely
mannermanner
Not AllowedNot Allowed Commingling of fundsCommingling of funds Double billingDouble billing SupplantingSupplanting Construction/Construction/
RenovationRenovation
Additional ApprovalsAdditional Approvals
Needed from State OHS for:Needed from State OHS for: Aviation/Watercraft requestsAviation/Watercraft requests Establish/Enhance Emergency Establish/Enhance Emergency
Operations Center (EOC) upgradesOperations Center (EOC) upgrades Sole Source Procurement requestsSole Source Procurement requests
Performance BondPerformance 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 costsPerformance bond costs may be built into total cost of the itemmay be built into total cost of the item are an allowable expenseare an allowable expense
FY 2007FY 2007Submission DeadlinesSubmission Deadlines
Equipment – End of fiscal year – Equipment – End of fiscal year –
June 30, 2009June 30, 2009 Equipment – Final - Equipment – Final - June 30, 2009June 30, 2009 Exercise/Planning/Training – End of Exercise/Planning/Training – End of
fiscal year – fiscal year – June 30, 2009June 30, 2009 Exercise/Planning/Training – Final –Exercise/Planning/Training – Final –
Dec. 31, 2009Dec. 31, 2009
Workbook ModificationsWorkbook Modifications
Modifications can be requested once Modifications can be requested once per quarterper quarter
No expenses allowed until No expenses allowed until after receiving receiving written final approval of of the modification from the State.the modification from the State.
Failure to receive written approval Failure to receive written approval prior to the expenditure, will result in prior to the expenditure, will result in a disallowance of the expense.a disallowance of the expense.
Workbook ModificationsWorkbook Modifications
What is a modification?What is a modification?
• Change in projectChange in project• Creating a new projectCreating a new project• Change in Solution AreaChange in Solution Area• Change in Solution Area Sub-CategoryChange in Solution Area Sub-Category• Opt in/out of Quarter MasterOpt in/out of Quarter Master
Workbook ModificationsWorkbook Modifications
What is What is notnot a modification? a modification?
• Change in Exercise title, date, or roleChange in Exercise title, date, or role• Actual dollar amountActual dollar amount• Change in DisciplineChange in Discipline• Change in vendorChange in vendor• Change in equipment quantityChange in equipment quantity
Workbook ModificationsWorkbook Modifications
Frequently asked modification questions?Frequently asked modification questions?
• What if I already have my Feedback What if I already have my Feedback Tracking Number and the training date Tracking Number and the training date changes?changes?
• What if my funding source was incorrectly What if my funding source was incorrectly listed on my Feedback Tracking Form?listed on my Feedback Tracking Form?
Workbook Modification Workbook Modification
Modification must be submitted using Modification must be submitted using last approved Workbooklast approved Workbook
Signed by Authorized AgentSigned by Authorized Agent Cover letter explaining changesCover letter explaining changes
Modification ScheduleModification Schedule
20092009 3/31/09 Quarter – Due 3/31/09 Quarter – Due 3/23/093/23/09 6/30/09 Quarter – Due 6/30/09 Quarter – Due 06/01/0906/01/09 9/30/09 Quarter – Due 9/30/09 Quarter – Due 08/15/0908/15/09 12/31/09 Quarter – Due 12/31/09 Quarter – Due 11/01/0911/01/09
Workbook ModificationsWorkbook Modifications
Format for workbook modifications:Format for workbook modifications: Deleted items – Strikeout, use Deleted items – Strikeout, use red fontred font Added items – Use Added items – Use blue fontblue font Make sure project ledger matches equip, Make sure project ledger matches equip,
training and exercise ledgerstraining and exercise ledgers Make sure total allocation is unchangedMake sure total allocation is unchanged 10% Training minimum (if applicable)10% Training minimum (if applicable)
Equipment InventoryEquipment Inventory Single item >$5,000 valueSingle item >$5,000 value
Tracking number assignedTracking number assigned Equipment tagEquipment tag Location tracked (actual address)Location tracked (actual address) Point of ContactPoint of Contact Lost/Stolen/Broken – Disposition Lost/Stolen/Broken – Disposition
statement from authorized agentstatement from authorized agent Can also get tag <$5,000 value, if Can also get tag <$5,000 value, if
requestedrequested
Monitoring MissionMonitoring Mission
Purpose of Monitoring:Purpose of Monitoring: Monitor the progress of projectsMonitor the progress of projects Ensure compliance with laws and Ensure compliance with laws and
guidanceguidance Required every two years during grant Required every two years during grant
performance periodperformance period Required to close out grantRequired to close out grant Assist jurisdiction with grant managementAssist jurisdiction with grant management
Monitoring ScopeMonitoring Scope
Desk ReviewDesk Review Reports and lists provided via e-mailReports and lists provided via e-mail
On-site ReviewOn-site Review Review documentation, records Review documentation, records
managementmanagement Site visits to see equipmentSite visits to see equipment
Monitoring ScopeMonitoring ScopeMonitoring scope will include:Monitoring scope will include: Administrative (program/grant specific)Administrative (program/grant specific) Programmatic (objectives/activities)Programmatic (objectives/activities) Fiscal Management (funds expended Fiscal Management (funds expended
accordingly)accordingly) Equipment Inventory Management Equipment Inventory Management
(tracking)(tracking) Corrective Action Plan Corrective Action Plan
Document RetentionDocument Retention
Documents must be kept for 3 years Documents must be kept for 3 years after State requests grant close outafter State requests grant close out
Equipment documentation must be Equipment documentation must be kept for the life of the equipment or kept for the life of the equipment or 3 years after close of the grant3 years after close of the grant
Financial GuidanceFinancial Guidance
US Dept. of Justice Financial GuideUS Dept. of Justice Financial Guide
http://www.ojp.usdoj.gov/FinGuide/http://www.ojp.usdoj.gov/FinGuide/ CFR Title 28 Sections 66, 67, 69, 70CFR Title 28 Sections 66, 67, 69, 70
http://www.gpoaccess.gov/cfr/http://www.gpoaccess.gov/cfr/index.htmlindex.html
Ca. State Administrative Manual (SAM)Ca. State Administrative Manual (SAM)
http:/sam.dgs.ca.gov/default.htmhttp:/sam.dgs.ca.gov/default.htm
Financial GuidanceFinancial Guidancehttp:/www.whitehouse.gov/ombhttp:/www.whitehouse.gov/omb
OMB Circular A-87: Cost principles for State OMB Circular A-87: Cost principles for State and Local Units of Government (LUGs)and Local Units of Government (LUGs)
OMB Circular A-102: Uniform Administrative OMB Circular A-102: Uniform Administrative Requirements for Grants and Cooperative Requirements for Grants and Cooperative Agreements with State and LUGsAgreements with State and LUGs
OMB Circular A-133: Audits of States, LUGs OMB Circular A-133: Audits of States, LUGs and Non-Profit Organizationsand Non-Profit Organizations
Contacts – San Diego County,Contacts – San Diego County,Office of Emergency ServicesOffice of Emergency Services
SHSP, LETPP, MMRS Grants:SHSP, LETPP, MMRS Grants: John WiecjorekJohn Wiecjorek (858) 565-5594(858) 565-5594
[email protected]@sdcounty.ca.gov
Ardath DeRoseArdath DeRose(858) 715-2208(858) 715-2208
[email protected]@sdcounty.ca.gov