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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

Homeland Security Grant Program

Reimbursement Workshop

May 28, 2009

agenda
Agenda
  • Overview-Changes
  • YE processes and awards
  • Establishing Cost Centers
  • Reimbursement Requests
  • Equipment Inventory Management
  • Monitoring Visits
homeland security grant program1
Homeland Security Grant Program

San Diego County OES

City of San Diego OHS

changes
Changes

Requirements prior to incurring expenditures:

  • Appropriations with Departments
  • Establishment of Projects and Award
  • Board Letter and ADI Journals
awards for shsg
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
awards continued
Awards continued
  • UASI = CFDA # 97.008 revenue account # 45784
  • MMRS = CFDA # 97.071 revenue account # 45786
  • BZPP = CFDA # 97.078 revenue account # 45789
slide7
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
cost centers and tracking
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
reimbursement
Reimbursement

Additional documentation:

  • Reimbursement Request Cover Page
  • Reimbursement Checklists
  • Supporting Documentation
not allowed
Not Allowed
  • Commingling of funds
  • Double billing
  • Supplanting
  • Construction/Renovation
additional approvals
Additional Approvals

Needed from State OHS for:

  • Aviation/Watercraft requests
  • Establish/Enhance Emergency Operations Center (EOC) upgrades
  • Sole Source Procurement requests
equipment inventory
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
monitoring mission
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
monitoring scope
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
monitoring scope1
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
document retention
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
financial guidance
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

financial guidance1
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
contacts san diego county office of emergency services
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

oes web site with grant info
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