homeland security grant program homeland security grant program reimbursement workshop may 28, 2009
TRANSCRIPT
Homeland Security Homeland Security Grant ProgramGrant Program
Reimbursement Reimbursement WorkshopWorkshop
May 28, 2009May 28, 2009
AgendaAgenda
Overview-ChangesOverview-Changes YE processes and awardsYE processes and awards Establishing Cost CentersEstablishing Cost Centers Reimbursement RequestsReimbursement Requests
Equipment Inventory ManagementEquipment Inventory Management Monitoring VisitsMonitoring Visits
Homeland Security Homeland Security Grant ProgramGrant Program
Homeland Security
Grant Program (HSGP)
State Homeland Security Program (SHSP)
$7,551,881
Law Enforce.
Terrorism Prevention Program (LETPP)
$0
Metro. Medical
Response System (MMRS)$321,221
Urban Area Security Initiative (UASI)
$12,036,148
Citizen Corps
Program (CCP)
$0
City of San Diego OHS
San Diego County OES
Changes Changes
Requirements prior to incurring Requirements prior to incurring expenditures:expenditures:
Appropriations with DepartmentsAppropriations with Departments Establishment of Projects and AwardEstablishment of Projects and Award Board Letter and ADI JournalsBoard Letter and ADI Journals
Awards for SHSGAwards for SHSG
SHSG 06, 07 = CFDA # 97.073 SHSG 06, 07 = CFDA # 97.073 revenue account # 45785revenue account # 45785
SHSG 08 = CFDA # 97.067SHSG 08 = CFDA # 97.067 New award and revenue account # New award and revenue account #
pendingpending LETPP = CFDA # 97.074 revenue LETPP = CFDA # 97.074 revenue
account # 45787account # 45787
Awards continuedAwards continued
UASI = CFDA # 97.008 revenue UASI = CFDA # 97.008 revenue account # 45784account # 45784
MMRS = CFDA # 97.071 revenue MMRS = CFDA # 97.071 revenue account # 45786account # 45786
BZPP = CFDA # 97.078 revenue BZPP = CFDA # 97.078 revenue account # 45789 account # 45789
SEFA SEFA
End of May expenditures must be End of May expenditures must be transferred from IDF award into transferred from IDF award into Grant AwardGrant Award
Remaining YE expenditures must be Remaining YE expenditures must be transferred near the end of July transferred near the end of July before the adjusting period closesbefore the adjusting period closes
Outside auditors will review Outside auditors will review accumulated totals countywideaccumulated totals countywide
Cost Centers and TrackingCost Centers and Tracking
Projects should be established each Projects should be established each for each grant application periodfor each grant application period
Award installment lines are created Award installment lines are created for each fiscal year when transferring for each fiscal year when transferring expenditures from IDF to Grant Awardexpenditures from IDF to Grant Award
Orgs are problematic if non grant Orgs are problematic if non grant expenditures are also charged to the expenditures are also charged to the orgorg
ReimbursementReimbursement
Additional documentation:Additional documentation: Reimbursement Request Cover PageReimbursement Request Cover Page Reimbursement ChecklistsReimbursement Checklists Supporting DocumentationSupporting Documentation
Not AllowedNot Allowed Commingling of fundsCommingling of funds Double billingDouble billing SupplantingSupplanting Construction/Construction/
RenovationRenovation
Additional ApprovalsAdditional Approvals
Needed from State OHS for:Needed from State OHS for: Aviation/Watercraft requestsAviation/Watercraft requests Establish/Enhance Emergency Establish/Enhance Emergency
Operations Center (EOC) upgradesOperations Center (EOC) upgrades Sole Source Procurement requestsSole Source Procurement requests
Equipment InventoryEquipment Inventory Single item >$5,000 valueSingle item >$5,000 value
Tracking number assignedTracking number assigned Equipment tagEquipment tag Location tracked (actual address)Location tracked (actual address) Point of ContactPoint of Contact Lost/Stolen/Broken – Disposition Lost/Stolen/Broken – Disposition
statement from authorized agentstatement from authorized agent Can also get tag <$5,000 value, if Can also get tag <$5,000 value, if
requestedrequested
Monitoring MissionMonitoring Mission
Purpose of Monitoring:Purpose of Monitoring: Monitor the progress of projectsMonitor the progress of projects Ensure compliance with laws and Ensure compliance with laws and
guidanceguidance Required every two years during grant Required every two years during grant
performance periodperformance period Required to close out grantRequired to close out grant Assist jurisdiction with grant managementAssist jurisdiction with grant management
Monitoring ScopeMonitoring Scope
Desk ReviewDesk Review Reports and lists provided via e-mailReports and lists provided via e-mail
On-site ReviewOn-site Review Review documentation, records Review documentation, records
managementmanagement Site visits to see equipmentSite visits to see equipment Use of cost centers to segregate grant Use of cost centers to segregate grant
fundsfunds
Monitoring ScopeMonitoring ScopeMonitoring scope will include:Monitoring scope will include: Administrative (program/grant specific)Administrative (program/grant specific) Programmatic (objectives/activities)Programmatic (objectives/activities) Fiscal Management (funds expended Fiscal Management (funds expended
accordingly)accordingly) Equipment Inventory Management Equipment Inventory Management
(tracking)(tracking) Corrective Action Plan Corrective Action Plan
Document RetentionDocument Retention
Documents must be kept for 3 years Documents must be kept for 3 years after monitoring visit is done & grant after monitoring visit is done & grant is closedis closed
Equipment documentation must be Equipment documentation must be kept for the life of the equipment or kept for the life of the equipment or 3 years after close of the grant3 years after close of the grant
Financial GuidanceFinancial Guidance
US Dept. of Justice Financial GuideUS Dept. of Justice Financial Guide
http://www.ojp.usdoj.gov/FinGuide/http://www.ojp.usdoj.gov/FinGuide/ CFR Title 28 Sections 66, 67, 69, 70CFR Title 28 Sections 66, 67, 69, 70
http://www.gpoaccess.gov/cfr/http://www.gpoaccess.gov/cfr/index.htmlindex.html
Ca. State Administrative Manual (SAM)Ca. State Administrative Manual (SAM)
http:/sam.dgs.ca.gov/default.htmhttp:/sam.dgs.ca.gov/default.htm
Financial GuidanceFinancial Guidancehttp:/www.whitehouse.gov/ombhttp:/www.whitehouse.gov/omb
OMB Circular A-87: Cost principles for State OMB Circular A-87: Cost principles for State and Local Units of Government (LUGs)and Local Units of Government (LUGs)
OMB Circular A-102: Uniform Administrative OMB Circular A-102: Uniform Administrative Requirements for Grants and Cooperative Requirements for Grants and Cooperative Agreements with State and LUGsAgreements with State and LUGs
OMB Circular A-133: Audits of States, LUGs OMB Circular A-133: Audits of States, LUGs and Non-Profit Organizationsand Non-Profit Organizations
Questions ?Questions ?
Contacts – San Diego County,Contacts – San Diego County,Office of Emergency ServicesOffice of Emergency Services
SHSP, LETPP, MMRS Grants:SHSP, LETPP, MMRS Grants: John WiecjorekJohn Wiecjorek (858) 565-5594(858) 565-5594
[email protected]@sdcounty.ca.gov
Ardath DeRoseArdath DeRose (858) 715-2208(858) 715-2208
[email protected]@sdcounty.ca.gov
OES Web-site with grant infoOES Web-site with grant info
http://www.sdcounty.ca.gov/oes/http://www.sdcounty.ca.gov/oes/
Link on the left side for Link on the left side for Grants Grants ManagementManagement
Forms, power points, instructions, grant Forms, power points, instructions, grant guidance, resource links, FAQ, Glossaryguidance, resource links, FAQ, Glossary
More detailed information for County More detailed information for County departments will be added to the departments will be added to the intranetintranet
