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Reimbursement Process. Michigan State Police Emergency Management and Homeland Security Division. June Martin, Analyst Carla Richardson, Analyst. Overview. Grant Agreements Submission of Reimbursements Advances Accounts Payable Old Year vs. New Year. Grant Agreements.

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reimbursement process

Reimbursement Process

Michigan State Police

Emergency Management and

Homeland Security Division

June Martin, Analyst

Carla Richardson, Analyst

overview
Overview
  • Grant Agreements
  • Submission of Reimbursements
  • Advances
  • Accounts Payable
  • Old Year vs. New Year

http://www.michigan.gov/emhsd

grant agreements
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

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

http://www.michigan.gov/emhsd

homeland security grant program reimbursements
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

when to submit
When to Submit
  • Submit at least quarterly
  • Can be processed faster if all of the correct paperwork is attached

http://www.michigan.gov/emhsd

how to submit
How to Submit
  • Separate by solution area
  • Separate by allocation type
  • Separate by project

http://www.michigan.gov/emhsd

solution areas
Solution Areas
  • Equipment
  • Exercise
  • Planning
  • Training
  • Management and Administrative (M&A)

http://www.michigan.gov/emhsd

equipment solution area
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

exercise solution area
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

planning solution area
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

planning solution area continued
Planning Solution Area (continued)
  • Complete 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

training solution area
Training Solution Area
  • Reimbursement Coversheet
  • Invoices or receipts
    • Purchase orders and/or quotes are not acceptable
  • Approved ACJ forms
  • Complete 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

m a solution area
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

allocation types
Allocation Types
  • SHSP – State Homeland Security Program
  • LETPA – Law Enforcement Terrorism Prevention Activities (starting in 2008)
  • UASI – Urban Areas Security Initiative
  • CCP – Citizen Corps Program
  • MMRS – Metropolitan Medical Response System
  • OPSG – Operation Stonegarden

http://www.michigan.gov/emhsd

reimbursement forms
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

reimbursement coversheet emd 054
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

reimbursement coversheet continued
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

payroll reimbursement detail emd 055
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

supplies and other items reimbursement detail emd 056
Supplies and Other Items Reimbursement Detail (EMD-056)
  • Submit with corresponding Reimbursement Coversheet
  • Complete top portion of form
    • Type of activity or event – full scale exercise, conference, etc.
    • Date of activity or event

http://www.michigan.gov/emhsd

supplies and other items reimbursement detail continued
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

travel reimbursement detail emd 057
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

travel reimbursement detail continued
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

grant reimbursement timetable
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

advances
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

advances continued
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

advances continued1
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)
    • A check for unused portion of advance payable to the State of Michigan

http://www.michigan.gov/emhsd

accounts payable
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

old year vs new year
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

old year vs new year continued
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 Departmental Services Division

http://www.michigan.gov/emhsd

questions
Questions

http://www.michigan.gov/emhsd

contact information
Contact Information

June Martin, Analyst Carla Richardson, Analyst

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

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

http://www.michigan.gov/emhsd