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Financial Section Michigan State Police Emergency Management and Homeland Security Division Nancy Downs, Financial Manager June Martin, Analyst Carla Richardson, Analyst Reimbursement Process Overview Grant Agreements Submission of Reimbursements Advances Accounts Payable

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Financial Section

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Financial Section

Michigan State Police

Emergency Management and

Homeland Security Division

Nancy Downs, Financial Manager June Martin, Analyst

Carla Richardson, Analyst


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Reimbursement Process Overview

  • Grant Agreements

  • Submission of Reimbursements

  • Advances

  • Accounts Payable

  • Old Year vs. New Year

http://www.michigan.gov/emhsd


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Grant Agreements

  • Grant agreement packets are mailed out by EMHSD

  • Subgrantee returns one complete grant agreement packet (including attachments) to EMHSD Financial Section

  • Grant agreement must have original signatures, since it is a legal document

http://www.michigan.gov/emhsd


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Grant Agreements (continued)

  • Grant agreement documents must be signed and returned within 30 calendar days. EMHSD now tracks outstanding agreements, and will follow up on overdue documents through EMHSD district coordinators.

http://www.michigan.gov/emhsd


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Homeland Security Grant Program Reimbursements

  • Use the most recent forms

  • Forms are available on the EMHSD website: www.michigan.gov/emhsd

    • Click on ‘Homeland Security Reimbursement Forms’ which appears about half way down the page

http://www.michigan.gov/emhsd


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When to Submit

  • Submit at least quarterly

  • Can be processed faster if:

    • reimbursement packets are smaller

    • all of the correct paperwork is attached

http://www.michigan.gov/emhsd


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How to Submit

  • Separate by solution area

  • Separate by allocation type

  • Separate by project

http://www.michigan.gov/emhsd


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Solution Areas

  • Equipment

  • Exercise

  • Planning

  • Training

  • Management and Administrative (M&A)

http://www.michigan.gov/emhsd


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Equipment Solution Area

  • Reimbursement Coversheet

  • Invoices or receipts

    • Purchase orders and/or quotes are not acceptable

  • Approved Allowable Cost Justification (ACJ) forms

http://www.michigan.gov/emhsd


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Exercise Solution Area

  • Reimbursement Coversheet

    • Each exercise or drill must be listed on a separate Reimbursement Coversheet

  • Invoices or receipts

    • Purchase orders and/or quotes are not acceptable

  • Approved ACJ forms

http://www.michigan.gov/emhsd


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Planning Solution Area

  • Reimbursement Coversheet

  • Invoices or receipts

    • Purchase orders and/or quotes are not acceptable

  • Approved ACJ forms

  • Attach activity detail for Planners

http://www.michigan.gov/emhsd


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Planning Solution Area (continued)

  • Fill out appropriate detail sheets

    • Payroll detail sheets must list each employee (non-contractual) and list by date

    • Supplies detail sheets can be used for contractual employees, with invoices attached

http://www.michigan.gov/emhsd


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Training Solution Area

  • Reimbursement Coversheet

  • Invoices or receipts

    • Purchase orders and/or quotes are not acceptable

  • Approved ACJ forms

  • Fill out appropriate detail sheets

    • Payroll detail sheets must list each employee (non-contractual) attending training (regular, overtime, backfill) and list by date

http://www.michigan.gov/emhsd


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M&A Solution Area

  • Reimbursement Coversheet

  • Invoices or receipts

    • Purchase orders and/or quotes are not acceptable

  • Approved ACJ forms

http://www.michigan.gov/emhsd


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Allocation Types

  • SHSP – State Homeland Security Program

  • LETPP – Law Enforcement Terrorism Prevention Program (2007 and prior)

  • LETPA – Law Enforcement Terrorism Prevention Activities (starting in 2008)

  • UASI – Urban Areas Security Initiative

  • CCP – Citizen Corps Program

  • MMRS – Metropolitan Medical Response System

http://www.michigan.gov/emhsd


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Reimbursement Forms

  • Reimbursement Coversheet (EMD-054)

  • Payroll Reimbursement Detail (EMD-055)

  • Supplies and Other Items Reimbursement Detail (EMD-056)

  • Travel Reimbursement Detail (EMD-057)

http://www.michigan.gov/emhsd


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Reimbursement Coversheet (EMD-054)

  • Must include with every reimbursement request

  • Complete all information in the top portion of the form

  • Designate type of activity or event

  • Designate date(s) of activity or event

http://www.michigan.gov/emhsd


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Reimbursement Coversheet (continued)

  • Designate solution area

  • Designate allocation type

  • Designate priority threshold, if applicable

  • Must be signed by authorized financial representative (submit with original signature)

http://www.michigan.gov/emhsd


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Payroll Reimbursement Detail (EMD-055)

  • Submit with corresponding Reimbursement Coversheet

  • Record dates and hours worked (regular, overtime) by each employee

    • Can list by ‘pay period ending’ dates

    • Cannot list by months or years

  • If fringe benefits are billed, complete the box on the instruction tab detailing the fringe benefit percentage and attach

http://www.michigan.gov/emhsd


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Supplies and Other Items Reimbursement Detail (EMD-056)

  • Submit with corresponding Reimbursement Coversheet

  • Fill in top portion of form

    • Type of activity or event – full scale exercise, conference, etc.

    • Date of activity or event

http://www.michigan.gov/emhsd


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Supplies and Other Items Reimbursement Detail (continued)

  • Record supplies, invoices, receipts, contractors, course fees, site rentals, etc.

  • Must submit supporting documentation, including invoices or receipts

    • Purchase orders and/or quotes are not acceptable

http://www.michigan.gov/emhsd


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Travel Reimbursement Detail (EMD-057)

  • Submit with corresponding Reimbursement Coversheet

    • Allowable state rates can be found at www.michigan.gov/dmb/0,1607,7-150-9141_13132---.00.html

  • Submission of receipts

    • Submission of receipts is not necessary, except for lodging

    • Subgrantees must keep all receipts on file for audit purposes

http://www.michigan.gov/emhsd


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Travel Reimbursement Detail (continued)

  • Mileage rate

    • Cannot exceed allowable subgrantee rate or state rate, whichever is less

  • Lodging rate

    • Cannot exceed allowable subgrantee rate or state rate, whichever is less

  • Meal Rate

    • Cannot exceed allowable subgrantee rate or state rate, whichever is less

  • Other expenses

    • Parking, tolls, fees

http://www.michigan.gov/emhsd


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Grant Reimbursement Timetable

  • Every attempt is made to expedite reimbursement payments in a timely manner

  • If all necessary information is submitted properly, subgrantees should receive reimbursement within 30 days from the time reimbursement requests are received by EMHSD

  • Year end (Sept. 30) processing will take longer than 30 days

http://www.michigan.gov/emhsd


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Advances

  • Subgrantee may request an advance for $25,000 or more

  • Subgrantee must submit letter, approved purchase orders, and approved ACJ form

  • Subgrantee must place funds in an interest-bearing account

  • Subgrantee may keep interest up to $100 per year for administrative expenses for all federal funds combined

http://www.michigan.gov/emhsd


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Advances (continued)

  • Subgrantee must notify EMHSD quarterly, in writing, of any interest earned over $100

  • Subgrantee must send EMHSD a check payable to the State of Michigan for any interest earned over $100

  • Interest received by EMHSD is returned to the federal government

  • Advances cannot be outstanding for more than 120 days

http://www.michigan.gov/emhsd


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Advances (continued)

  • All invoices must be dated within 120 days of the advanced payment issue date

  • When advance purchases are completed, subgrantee must submit:

    • Reimbursement Coversheet (EMD-054)

    • Necessary invoices

    • Cancelled checks (copy)

    • Detail forms (if necessary)

    • ACJ form(s)

    • Check for unused portion of advance payable to the State of Michigan

http://www.michigan.gov/emhsd


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Accounts Payable

  • Each Subgrantee must submit accounts payable amounts for the following outstanding reimbursements by September 15

    • Invoices dated prior to October 1

    • Travel, training, etc. that occurs prior to October 1

    • Estimates of payroll expenses prior to October 1

http://www.michigan.gov/emhsd


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Old Year vs. New Year

  • Submit Reimbursement requests separated by payable and current year amounts

    • Payable – expenses incurred through September 30

    • Current year – expenses incurred beginning October 1

http://www.michigan.gov/emhsd


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Old Year vs. New Year (continued)

  • Reimbursement requests submitted at Year End (or after) take longer to process

    • EMHSD must await submission of accounts payable amounts from subgrantees

    • Accounts payable must be established by MSP Budget and Financial Services Division

http://www.michigan.gov/emhsd


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Questions

http://www.michigan.gov/emhsd


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For Further Information:

June Martin, Analyst Carla Richardson, Analyst

Phone: 517-333-5040 Phone: 517-335-6461

Email: MartinJune@michigan.gov Email: RichardC@michigan.gov

Nancy Downs, Financial Manager

Phone: 517-336-6609

Email: DownsN@michigan.gov

Michigan State Police

Emergency Management and Homeland Security Division

http://www.michigan.gov/emhsd


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