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

Questions on Questions on Reimbursements?Reimbursements?

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)

Questions on Questions on Modifications?Modifications?

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

Questions on Questions on Equipment Inventory?Equipment Inventory?

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

Questions on Questions on Monitoring?Monitoring?

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

John.Wiecjorek@sdcounty.ca.govJohn.Wiecjorek@sdcounty.ca.gov

Ardath DeRoseArdath DeRose(858) 715-2208(858) 715-2208

Ardath.DeRose@sdcounty.ca.govArdath.DeRose@sdcounty.ca.gov