west virginia homeland security grant program homeland security sub-grant administration training

West Virginia West Virginia Homeland SecurityHomeland Security

Grant ProgramGrant Program

Homeland SecurityHomeland Security

Sub-grant Administration TrainingSub-grant Administration Training

AgendaAgenda

ReportingReporting Accounting and Program RecordsAccounting and Program Records Fiscal & Administrative RequirementsFiscal & Administrative Requirements ProcurementProcurement MonitoringMonitoring Key Points to RememberKey Points to Remember

Contact InformationContact Information

Michael Cutlip, Grant Administrator ([email protected])Michael Cutlip, Grant Administrator ([email protected])

Edward Holsclaw, Sr. Grant Specialist ([email protected]) Edward Holsclaw, Sr. Grant Specialist ([email protected])

Shawna Carson, Monitor/Accountant ([email protected])Shawna Carson, Monitor/Accountant ([email protected])

David Hoge, SAA Director ([email protected])David Hoge, SAA Director ([email protected])

WV Department of Military Affairs & Public SafetyWV Department of Military Affairs & Public SafetyWV Homeland Security SAAWV Homeland Security SAA

Capitol Complex, Building 1 Room W-400Capitol Complex, Building 1 Room W-4001900 Kanawha Blvd., East1900 Kanawha Blvd., East

Charleston, WV 25305 Charleston, WV 25305 Phone (304)558-2930Phone (304)558-2930FAX (304)558-6221FAX (304)558-6221

The Process in a “Nutshell”The Process in a “Nutshell”Sub-GranteeSub-GranteeProgress ReportProgress Report

Financial ReportFinancial Report

Request for ReimbursementRequest for Reimbursement

Proof of Expenses (copies of invoices)Proof of Expenses (copies of invoices)

Proof of Payment (copies of checks)Proof of Payment (copies of checks)

Equipment Listing FormEquipment Listing Form

SAASAA

Sub-Grantee reimbursementSub-Grantee reimbursement

ReportingReporting

Sub-grantees are required to Sub-grantees are required to constantly monitor performance constantly monitor performance

under grant-supported activities to under grant-supported activities to assure that time schedules are being assure that time schedules are being adhered to, and performance goals adhered to, and performance goals

and objectives are being met.and objectives are being met.

Monthly ReportsMonthly Reports

Sub-grantees are required to prepare Sub-grantees are required to prepare and submit reports on a “monthly” and submit reports on a “monthly” basis.basis.

Reports from sub-grantees are due to Reports from sub-grantees are due to the SAA no later that 20 days the SAA no later that 20 days following the close of the reporting following the close of the reporting month.(Example – February 2015 month.(Example – February 2015 reports are due by March 20, 2015.)reports are due by March 20, 2015.)

• Monthly reports must be submitted in order to process a financial request for reimbursement.

Monthly Reporting

• Reminder – keep copies of all monthly reports submitted to the SAA.

EXAMPLE

Homeland Security Grant Program – Monthly Report Due Dates

Please submit the correct monthly progress and financial reports by the dates specified below.

Note: If the grant cycle is extended, you must continue to submit monthly reports.

Monthly Reports Due to SAA

February 2015 March 20,2015

March 2015 April 20, 2015

April 2015 May 20, 2015

May 2015 June 20, 2015

June 2015 July 20, 2015

July 2015 August 20, 2015

August 2015 September 20, 2015

The “Mechanics” of the paperworkThe “Mechanics” of the paperwork

The sub-grantee will submit the The sub-grantee will submit the following monthly reports:following monthly reports:Every Month until Subgrant ClosesEvery Month until Subgrant Closes

Financial Report Financial Report Progress Report Progress Report

Only Months When Funding is RequestedOnly Months When Funding is Requested Request for Reimbursement FormRequest for Reimbursement Form Equipment Listing FormEquipment Listing Form Proof of Expenses (invoices, receipts, etc.)Proof of Expenses (invoices, receipts, etc.) Proof of Payment (copies of checks, etc.)Proof of Payment (copies of checks, etc.)

Types of Reports/FormsTypes of Reports/Forms

Progress ReportProgress Report Financial ReportFinancial Report Request for Reimbursement FormRequest for Reimbursement Form Equipment Listing FormEquipment Listing Form

1. This report is used to report progress, achievements and results since the submission of the last report.

2. Comments should directly relate to the accomplishments of the objectives, goals, and the impact of the project.

Progress ReportWWEESSTT VVIIRRGGIINNIIAA

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((SSAAAA))

Homeland Security Program

SSUUBB--GGRRAANNTTEEEE PPRROOGGRREESSSS RREEPPOORRTT

Page 1 of 2

RECEIVED

For SAA Use Only

Sub-grantee Name and Address:

Sub-grant Number:

Project Title:

This report is submitted to cover activities

From: To:

Prepared by:

Phone Number:

Date Prepared:

Progress Report (continued)

WWEESSTT VVIIRRGGIINNIIAA DDeeppaarrttmmeenntt ooff MMiilliittaarryy AAffffaaiirrss && PPuubblliicc SSaaffeettyy HHoommeellaanndd SSeeccuurriittyy SSttaattee AAddmmiinniissttrraattiivvee AAggeennccyy

((SSAAAA))


SSUUBB--GGRRAANNTTEEEE PPRROOGGRREESSSS RREEPPOORRTT

Page 2 of 2

Monthly progress reports should adequately convey specific activities, progress, achievements, and difficulties encountered throughout the reporting period. The structure of this report should be in narrative form and directly relate to the accomplishment of activities, which compliment the objectives, goals, and impact of the project.

Attach additional pages if necessary.

This report is used to report expenditures of funds. Copies of invoices and proof of payments must be attached to verify expenditures.

Financial Report

WWEESSTT VVIIRRGGIINNIIAA DDeeppaarrttmmeenntt ooff MMiilliittaarryy AAffffaaiirrss && PPuubblliicc SSaaffeettyy

HHoommeellaanndd SSeeccuurriittyy SSttaattee AAddmmiinniissttrraattiivvee AAggeennccyy ((SSAAAA))


PPRROOJJEECCTT FFIINNAANNCCIIAALL RREEPPOORRTT Final Report Page: Of: Report #:

Grantee: Prepared By: For Period: To: Project #:

Address: Phone #:

Date Prepared: Account #:

Signature:

(If applicable

to program)

CATEGORY

APPROVED BUDGET EXPENDED THIS PERIOD EXPENDED TO DATE

Grant

Cash In-Kind

Grant

Cash In-Kind

Grant

Cash In-Kind Funds Match

(IF APPLICABLE) Match

(IF APPLICABLE) Funds Match


(IF APPLICABLE) Funds Match


(IF APPLICABLE)

Planning

Equipment

Training

Exercises

TOTALS

INSTRUCTIONS

The following instructions should be followed when preparing a Project Financial Report for any SAA program.

DUE DATES: Reports are due in the SAA by 5:00 p.m. on the 20th day of the month following the period of this report.

SUBGRANTEE: Enter the name and address of the state agency, unit of local government, or non-profit agency that is designated as the grant recipient.

PREPARED BY: Type the name and phone number (including extension) of the person preparing this report. The preparer must sign in the space provided.

FOR PERIOD _____ to_____: Enter the month(s) covered by this report.

FINAL REPORT: Check this block if this is the last report.

DATE PREPARED: Enter the date this report was prepared. PROJECT #: Enter the grant number assigned by SAA. APPROVED BUDGET: Enter the latest approved project budget. EXPENDED THIS PERIOD: Enter expenditures made during this

reporting period. Expenditure information should be based on actual disbursements/expenditures and should not be rounded. ► Copies of the appropriate documentation supporting this period’s

expenditures must be attached to this form. REPORT #: Assign consecutive numbers as each report is submitted. EXPENDED TO DATE: Enter cumulative expenditures to date based

on actual disbursements/expenditures and not rounded.

Submit original report to: WV Department of Military Affairs & Public Safety Homeland Security State Administrative Agency (SAA)

Financial Report - Example

PPRROOJJEECCTT FFIINNAANNCCIIAALL RREEPPOORRTT Final Report Page: 1 Of: Report #: 2

WWEESSTT VVIIRRGGIINNIIAA DDeeppaarrttmmeenntt ooff MMiilliittaarryy AAffffaaiirrss && PPuubblliicc SSaaffeettyy

HHoommeellaanndd SSeeccuurriittyy SSttaattee AAddmmiinniissttrraattiivvee AAggeennccyy ((SSAAAA))


Grantee: Any County Commission Prepared By: Mr. Ash For Period: 11/01/06 To: 11/30/06 Project #: 05-SHS-01

Address: 123 Main Street Phone #: (304) 555-5555

Any Town, WV 12345 Date Prepared: 12/05/06 Account #:

Signature:

(If applicable

to program)

APPROVED BUDGET EXPENDED THIS PERIOD EXPENDED TO DATE

Grant

Cash In-Kind

Grant

Cash In-Kind

Grant

Cash In-Kind

CATEGORY

Funds Match (IF APPLICABLE)

Match (IF APPLICABLE)





Planning

Equipment $5,000.00 $500.00 $1,000.00

Training $5,000.00 $500.00 $1,000.00

Exercises

Mgt & Admin (Operational)

TOTALS $10,000.00 $1,000.00 $2,000.00

INSTRUCTIONS

The following instructions should be followed when preparing a Project Financial Report for any SAA program.

DUE DATES: Reports are due in the SAA by 5:00 p.m. on the 20th day of the month following the period of this report.

SUBGRANTEE: Enter the name and address of the state agency, unit of local government, or non-profit agency that is designated as the grant recipient.

PREPARED BY: Type the name and phone number (including extension) of the person preparing this report. The preparer must sign in the space provided.

FOR PERIOD _____ to_____: Enter the month(s) covered by this report.

FINAL REPORT: Check this block if this is the last report.

DATE PREPARED: Enter the date this report was prepared. PROJECT #: Enter the grant number assigned by SAA. APPROVED BUDGET: Enter the latest approved project budget. EXPENDED THIS PERIOD: Enter expenditures made during this

reporting period. Expenditure information should be based on actual disbursements/expenditures and should not be rounded. ► Copies of the appropriate documentation supporting this period’s

expenditures must be attached to this form. REPORT #: Assign consecutive numbers as each report is submitted. EXPENDED TO DATE: Enter cumulative expenditures to date based

on actual disbursements/expenditures and not rounded.

Submit original report to: WV Department of Military Affairs & Public Safety Homeland Security State Administrative Agency (SAA)

1. Must be prepared and submitted with and supported by the financial and progress reports.

2. Invoice dates (not purchase order dates) must be within grant period.

3. Signature of sub-grantees’ Authorized Official or Financial Officer does not have to be an original. (No stamped signatures)

Request for Reimbursement


((SSAAAA))


RREEQQUUEESSTT FFOORR RREEIIMMBBUURRSSEEMMEENNTT

DMAPS/SAA APPROVAL

I have reviewed the attached documentation and believe this expenditure falls within grant guidelines and that sufficient funds exist to process and pay. Homeland Security Grant Manager______________________________

I have reviewed the attached documentation and to the best of my knowledge and belief this expenditure falls within West Virginia’s HS Strategy, Goals and Objectives and/or grant guidelines. Director, Homeland Security SAA SAA Point of Contact _______________________________ Based on the approval by the Homeland Security Grant Manager and Homeland Security Point of Contract, I authorize this request for reimbursement to be processed and paid. State Homeland Security Advisor________________________________ I certify that this report presents actual receipts and expenditures of funds in accordance with the approved budget for this subgrant. Grant Accountant/Auditor_______________________________________ This RFR Corresponds with Financial Report #______

Sub-grantee: Address: Subgrant Number:

Funds are hereby requested to cover expenditures

FROM: TO: Planning: $_____________________ Equipment: $_____________________ Training: $_____________________ Exercises: $_____________________ Organization: $_____________________ TOTAL Requested Amount:$_____________________

State Agencies: Please indicate the account that you would like the funding transferred to via IET. ____________________________________________

DMAPS/SAA: OASIS - GRTAWD Document ID:_____________________ OASIS - IN Document ID:___________________________

CERTIFICATION: I certify that this report presents actual receipts and expenditures of funds for the period covered and for the total grant budget to date, made in complete accordance with the approved budget for this sub-grant. BY: TYPED NAME & TITLE SIGNATURE DATE

Authorized Official or Grant Financial Officer ONLY

Request for Reimbursement

Example


((SSAAAA))


RREEQQUUEESSTT FFOORR RREEIIMMBBUURRSSEEMMEENNTT

DMAPS/SAA APPROVAL

I have reviewed the attached documentation and believe this expenditure falls within grant guidelines and that sufficient funds exist to process and

pay.

Homeland Security Grant Manager______________________________

I have reviewed the attached documentation and to the best of my knowledge and belief this expenditure falls within West Virginia’s HS

Strategy, Goals and Objectives and/or grant guidelines.

Director, Homeland Security SAA SAA Point of Contact _______________________________

Based on the approval by the Homeland Security Grant Manager and Homeland Security Point of Contract, I authorize this request for

reimbursement to be processed and paid.

State Homeland Security Advisor________________________________

I certify that this report presents actual receipts and expenditures of funds in accordance with the approved budget for this subgrant.

Grant Accountant/Auditor_______________________________________

This RFR Corresponds with Financial Report #______

Sub-g rantee: Address: Subgrant Number:

Funds are hereby re quested to cover expenditures

FROM: TO:

Planning: $_____________________ Equipment: $_____500______________ Training: $___ _500_________

Exercises: $_____________________

Organization: $_____________________ TOTAL Requested Amount:$___1,000__________

State Agencies: Please indicate the account that you would like the funding transferred to via IET.

____________________________________________

DMAPS/SAA: OASIS - GRTAWD Document ID:_____________________ OASIS - IN Document ID:___________________________

CERTIFICATION:

I certify that this report presents actual receipts and expenditures of funds for the period covered and for the total

grant budget to date, made in complete accordance with the approved budget for this sub- grant. BY: TYPED NAME & TITLE SIGNATURE DATE

Authorized Official or Grant Financial Officer ONLY

All Authorized Equipment List (AEL) equipment purchased must be accurately listed on this form. The sub-grantee and recipients complete this form as needed.

Equipment Listing

WEST VIRGINIA

Equipment Listing Department of Military Affairs & Public Safety

Homeland Security State Administrative Agency (SAA) Project #:


SubGrantee: Prepared By:

For Period: To:

Address: Phone #:

Date Prepared:

Report #:

Description of

Equipment & AEL #From Whom Purchased

Cost Per Unit

Federal Share

Date Purchase

dSerial/I.D. Number

Current Condition Current Location Dispostion Date

1 2 3 4 5 6 7 8 9

10 11 12 13 14 15 16 17 18 19 20

Total Cost 0.00 0.00

Certification:I hereby certify (1) that the above equipment listing is accurate and true; and (2) that the equipment will continue to be used consistent with those objectivesauthorized by the subgrant and the SAA.

Typed Name and Title Signature Date

Accounting and Program RecordsAccounting and Program Records

The sub-grantee must maintain an The sub-grantee must maintain an organized sub-grant file with the following:organized sub-grant file with the following:

• A copy of the official award documents.A copy of the official award documents.• Copies of all financial reports (including back-Copies of all financial reports (including back-

up) submitted to the SAA.up) submitted to the SAA.• Copies of all progress reports submitted to Copies of all progress reports submitted to

the SAA.the SAA.• Copies of all equipment listing forms Copies of all equipment listing forms

submitted to the SAA.submitted to the SAA.• Copies of sub-grant adjustment notices Copies of sub-grant adjustment notices

(GANs) issued by the SAA.(GANs) issued by the SAA.

Accounting and Program RecordsAccounting and Program Records

• Copies of monitoring reports completed by the Copies of monitoring reports completed by the SAA and issued to the sub-grantee.SAA and issued to the sub-grantee.

• Copies of complete audits, which are relative Copies of complete audits, which are relative to the sub-grant project.to the sub-grant project.

• Copies of all correspondence deemed relative Copies of all correspondence deemed relative to the sub-grant.to the sub-grant.

• Copies of any additional documents, which the Copies of any additional documents, which the sub-grantee deems relative.sub-grantee deems relative.

General Fiscal and Administrative General Fiscal and Administrative RequirementsRequirements

If a project is not operational within If a project is not operational within 90 90 days of the original starting datedays of the original starting date of the of the grant period, the sub-grantee must submit grant period, the sub-grantee must submit a statement to the SAA explaining the a statement to the SAA explaining the implementation delay. Upon receipt of the implementation delay. Upon receipt of the 90-day letter, 90-day letter, the SAA may cancel the the SAA may cancel the project and redistribute to other project project and redistribute to other project areas or under extenuating circumstances, areas or under extenuating circumstances, extend the project period.extend the project period.


Budget DeviationsBudget Deviations

Sub-grant may not deviate from the approved Sub-grant may not deviate from the approved budget.budget.

If a budget adjustment is needed, the subgrantee If a budget adjustment is needed, the subgrantee must submit an “advanced” written request with a must submit an “advanced” written request with a justification and a detailed new proposed budget.justification and a detailed new proposed budget.

A Grant Adjustment Notice (GAN) will be issued if A Grant Adjustment Notice (GAN) will be issued if approved by the SAA.approved by the SAA.

A GAN must be issued by the SAA before any A GAN must be issued by the SAA before any expenditures occur relative to the budget adjustment expenditures occur relative to the budget adjustment request.request.


Written Approval of ChangesWritten Approval of Changes

• Must obtain prior approval from the SAA for:Must obtain prior approval from the SAA for:

Changes in activities, design or plansChanges in activities, design or plans

Changes in the authorized official, project Changes in the authorized official, project director and financial officerdirector and financial officer

Changes in project budgetChanges in project budget

Changes in the length of the project periodChanges in the length of the project period


Obligation of FundsObligation of Funds

• Project funds may not be obligated prior to the Project funds may not be obligated prior to the effective date or subsequent to the closing or effective date or subsequent to the closing or termination date. (Invoices must be dated within grant termination date. (Invoices must be dated within grant period.)period.)

Travel Regulation and RatesTravel Regulation and Rates

• Travel expenses may only be incurred by the program Travel expenses may only be incurred by the program personnel for the purpose of meeting the objectives of personnel for the purpose of meeting the objectives of the sub-grant.the sub-grant.

• Expenses may not exceed ceilings established by either Expenses may not exceed ceilings established by either the WV State Travel Regulations or the local unit of the WV State Travel Regulations or the local unit of government, whichever are stricter.government, whichever are stricter.


Record RetentionRecord Retention

• Records must be maintained for three years after Records must be maintained for three years after the sub-grant completion date.the sub-grant completion date.

Special Conditions and AssurancesSpecial Conditions and Assurances

• Sub-grantees must be aware of and adhere to all Sub-grantees must be aware of and adhere to all special conditions and assurances that are special conditions and assurances that are included in the sub-grant application.included in the sub-grant application.

ProcurementProcurement General

• The sub-grantee shall follow the same State and local procurement policies and procedures it uses for procurement from its non-Federal funds, provided that those policies and procedures conform to applicable Federal and State laws and standards.

Adequate Competition

• All procurement transactions should provide maximum open and free competition.

• Be alert to organizational conflicts of interest or noncompetitive practices.

Sole Source Procurement

• The sub-grantee must contact the SAA prior to awarding a sole source contract to determine documentation necessary for proper justification.

Equipment Management StandardsEquipment Management Standards

AcquisitionAcquisition

Sub-granteesSub-grantees are required to be prudent as well are required to be prudent as well as follow all local and State guidelines.as follow all local and State guidelines.

Loss, Damage or TheftLoss, Damage or Theft

Sub-granteesSub-grantees shall be responsible for replacing or shall be responsible for replacing or repairing equipment, which is willfully or through repairing equipment, which is willfully or through negligence, lost, stolen, damaged or destroyed. negligence, lost, stolen, damaged or destroyed. This shall be investigated, fully documented and This shall be investigated, fully documented and reported to the SAA.reported to the SAA.


Record KeepingRecord Keeping

Sub-grantees are required to maintain a readily identifiable Sub-grantees are required to maintain a readily identifiable inventory of equipment purchased in whole or in part with grant inventory of equipment purchased in whole or in part with grant funds. This inventory is to be made a part of the sub-grantee’s funds. This inventory is to be made a part of the sub-grantee’s official records and be available for review by authorized State official records and be available for review by authorized State personnel.personnel.

Property records shall be maintained accurately and provide for:Property records shall be maintained accurately and provide for:

• Description of the propertyDescription of the property• Manufacturer’s serial numberManufacturer’s serial number• Acquisition date and costAcquisition date and cost• Source of the propertySource of the property• LocationLocation• UseUse• Condition of propertyCondition of property• Ultimate disposition informationUltimate disposition information


InventoryInventory

• A physical inventory of equipment shall be A physical inventory of equipment shall be constantly maintained.constantly maintained.

Maintenance & Operating CostMaintenance & Operating Cost

• These costs cannot be covered by grant These costs cannot be covered by grant funds.funds.

• Adequate maintenance procedures shall be Adequate maintenance procedures shall be established to keep the property in good established to keep the property in good condition.condition.

• If the sub-grantee wishes to loan a piece of sub-grant funded equipment to another jurisdiction for purposes, which fall within grant project goals and objectives, an equipment loan form must be completed and maintained with the sub-grantees records. Ultimately, the responsibility of this equipment falls on the sub-grantee.

Loaning of Equipment

S A M P L E

__________________ COUNTY COMMISSION

HAND RECEIPT This form is an agreement between the _____________ County Commission and the organization or person to which the equipment or item(s) are to be loaned.

The organization or person will be responsible for fueling, maintenance, care and return of equipment or item(s) to the _____________ County Commission.

LOANED Date loaned: ______________

Loaned to:___________________________________________________ Equipment or item(s): Condition upon loan: _____________________________________________ ID No.: _________________________________________________________ Location picked up: ______________________________________________ ________________________________ __________________________ Signature of Borrower Signature of County Commission

RETURNED Date returned:_______________ Location returned: _______________________________________________ Condition upon return: ____________________________________________ ________________________________ ____________________________ Signature of Borrower Signature of County Commission

MonitoringMonitoring

Monitoring willMonitoring will::• Determine progress made toward achieving Determine progress made toward achieving

goals and objectives.goals and objectives.• Determine compliance with all terms, Determine compliance with all terms,

conditions, and purposes of grants.conditions, and purposes of grants.• Identify technical assistance needs.Identify technical assistance needs.• Provide guidance of future design of similar Provide guidance of future design of similar

projects.projects.

The SAA The SAA willwill perform monitoring to all projects perform monitoring to all projects with equipment.with equipment.

MonitoringMonitoring A formal monitoring report will be prepared and filed in the sub-grant file, as well as distributed to the sub-grantee.A formal monitoring report will be prepared and filed in the sub-grant file, as well as distributed to the sub-grantee.

If significant discrepancies and/or areas of concern are discovered, appropriate corrective action will be If significant discrepancies and/or areas of concern are discovered, appropriate corrective action will be implemented.implemented.

The SAA will conduct monthly desk monitoring of all sub-grant projectsThe SAA will conduct monthly desk monitoring of all sub-grant projects..

Key Points to RememberKey Points to Remember Reports are due to the SAA no later that 20 days Reports are due to the SAA no later that 20 days

following the close of the reporting month.following the close of the reporting month.

(Example – February 2015 reports are due by (Example – February 2015 reports are due by March 20, 2015.)March 20, 2015.)

If there is no $ being requested, at a minimum, a If there is no $ being requested, at a minimum, a Progress and Financial report are still required to Progress and Financial report are still required to be submitted monthly.be submitted monthly.

““Only” the sub-grantee’s Only” the sub-grantee’s Authorized Official Authorized Official or or Financial Officer’s Financial Officer’s signature is required on the signature is required on the Request for Reimbursement. IT CAN BE A COPY!Request for Reimbursement. IT CAN BE A COPY!

Key Points to RememberKey Points to Remember Project funds may not be obligated prior to the Project funds may not be obligated prior to the

effective date or subsequent to the closing or effective date or subsequent to the closing or termination date.termination date.

A sub-granteeA sub-grantee shall follow the same State and shall follow the same State and local procurement policies and procedures it uses local procurement policies and procedures it uses for procurement from its non-Federal funds, for procurement from its non-Federal funds, provided that those policies and procedures provided that those policies and procedures conform to applicable Federal and State laws and conform to applicable Federal and State laws and standards.standards.

Invoice dates (not purchase order dates) must be Invoice dates (not purchase order dates) must be within grant period. within grant period.

west virginia homeland security grant program homeland security sub-grant administration training

Documents

form slide

monthly reports subgrantees

following monthly reports

reimbursement form request

reimbursement form equipment

reporting subgrantees

financial request

monthly reporting reminder