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Homeland Security Grant Program

Homeland Security Grant Program. Reimbursement Workshop May 28, 2009. Agenda. Overview-Changes YE processes and awards Establishing Cost Centers Reimbursement Requests Equipment Inventory Management Monitoring Visits. Homeland Security Grant Program. San Diego County OES.

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Homeland Security Grant Program

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  1. Homeland Security Grant Program Reimbursement Workshop May 28, 2009

  2. Agenda • Overview-Changes • YE processes and awards • Establishing Cost Centers • Reimbursement Requests • Equipment Inventory Management • Monitoring Visits

  3. Homeland Security Grant Program San Diego County OES City of San Diego OHS

  4. Changes Requirements prior to incurring expenditures: • Appropriations with Departments • Establishment of Projects and Award • Board Letter and ADI Journals

  5. Awards for SHSG • SHSG 06, 07 = CFDA # 97.073 revenue account # 45785 • SHSG 08 = CFDA # 97.067 • New award and revenue account # pending • LETPP = CFDA # 97.074 revenue account # 45787

  6. Awards continued • UASI = CFDA # 97.008 revenue account # 45784 • MMRS = CFDA # 97.071 revenue account # 45786 • BZPP = CFDA # 97.078 revenue account # 45789

  7. SEFA • End of May expenditures must be transferred from IDF award into Grant Award • Remaining YE expenditures must be transferred near the end of July before the adjusting period closes • Outside auditors will review accumulated totals countywide

  8. Cost Centers and Tracking • Projects should be established each for each grant application period • Award installment lines are created for each fiscal year when transferring expenditures from IDF to Grant Award • Orgs are problematic if non grant expenditures are also charged to the org

  9. Reimbursement Additional documentation: • Reimbursement Request Cover Page • Reimbursement Checklists • Supporting Documentation

  10. Not Allowed • Commingling of funds • Double billing • Supplanting • Construction/Renovation

  11. Additional Approvals Needed from State OHS for: • Aviation/Watercraft requests • Establish/Enhance Emergency Operations Center (EOC) upgrades • Sole Source Procurement requests

  12. Equipment Inventory • Single item >$5,000 value • Tracking number assigned • Equipment tag • Location tracked (actual address) • Point of Contact • Lost/Stolen/Broken – Disposition statement from authorized agent • Can also get tag <$5,000 value, if requested

  13. Monitoring Mission Purpose of Monitoring: • Monitor the progress of projects • Ensure compliance with laws and guidance • Required every two years during grant performance period • Required to close out grant • Assist jurisdiction with grant management

  14. Monitoring Scope • Desk Review • Reports and lists provided via e-mail • On-site Review • Review documentation, records management • Site visits to see equipment • Use of cost centers to segregate grant funds

  15. Monitoring Scope Monitoring scope will include: • Administrative (program/grant specific) • Programmatic (objectives/activities) • Fiscal Management (funds expended accordingly) • Equipment Inventory Management (tracking) • Corrective Action Plan

  16. Document Retention • Documents must be kept for 3 years after monitoring visit is done & grant is closed • Equipment documentation must be kept for the life of the equipment or 3 years after close of the grant

  17. Financial Guidance • US Dept. of Justice Financial Guide http://www.ojp.usdoj.gov/FinGuide/ • CFR Title 28 Sections 66, 67, 69, 70 http://www.gpoaccess.gov/cfr/index.html • Ca. State Administrative Manual (SAM) http:/sam.dgs.ca.gov/default.htm

  18. Financial Guidance http:/www.whitehouse.gov/omb • OMB Circular A-87: Cost principles for State and Local Units of Government (LUGs) • OMB Circular A-102: Uniform Administrative Requirements for Grants and Cooperative Agreements with State and LUGs • OMB Circular A-133: Audits of States, LUGs and Non-Profit Organizations

  19. Questions ?

  20. Contacts – San Diego County,Office of Emergency Services SHSP, LETPP, MMRS Grants: • John Wiecjorek (858) 565-5594 John.Wiecjorek@sdcounty.ca.gov • Ardath DeRose (858) 715-2208 Ardath.DeRose@sdcounty.ca.gov

  21. OES Web-site with grant info http://www.sdcounty.ca.gov/oes/ Link on the left side for Grants Management Forms, power points, instructions, grant guidance, resource links, FAQ, Glossary More detailed information for County departments will be added to the intranet

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