Okaloosa County BOCC — 2013 meeting #1141 (date undetermined) — EMPA Grant 2013-2014 — reading text

Quarterly Financial Report. The Quarterly Financial Report form must be signed by the contract manager or someone with equal authority. Claims are to be submitted to the following address: DIVISION OF EMERGENCY MANAGEMENT 2555 SHUMARD CAK BOUEVARD TALLAHASSEE, FLORIDA 32399-2100 Attn: (Contract Manager's name) Bons Budget - (Form 4): 1. The Budget Form is to show how the EMPA Base Grants will be matched at an amount either equal to the average of the previous three years’ level of county general revenue funding of the County Emergency Management Agency or the level of funding for the County Emergency Management Agency for the tast fiscal year, whichever figure is lower. 2. This form is to be completed and sent along with the signed agreements for execution. Required with this form the county needs to provide a copy of the current Emergency Management Local Budget (General Revenue). 3. This is to ensure compliance with Rule 27P-19.011, Match Requirements, Florida Administrative Code. Staffing Detail - (Form 5): 4. List ALL Emergency Management Agency staff, regardless of funding. Provide a total anticipated annual amount of Salaries and Benefits to be paid for each position. Provide the funding distribution (%)} in each applicable column: local, state. federal, etc. Historical for Match - (Form 6); 1. AGREEMENT PERIOD 2012-2013 - This will consist of the last quarter of the county's fiscal year 2011-2012 and the first three quarters of the county's fiscal year 2012-2013 2. This information represents the county's general funds and all federal and/or state funds provided for the county's Emergency Management Program for Fiscal Year 2012-2013. Federal Funds requires a dollar for dollar non-federal match from county generated funds or other non- federal funds. 3. This information focuses only on the County Emergency Management Agency's annual costs; it should not include any disaster-related response or recovery costs. 4. Include any explanatory footnotes or narrative comments you feel relevant, particularly if you experienced any large, atypical/non-recurring expenditures (e.g., construction of an EOC) that would spike your local spending in any given year. EXPENDITURE DEFINITIONS - This sample report should serve only as an example - Use actual data from your County's financial records 1. Includes the compensation for services that are directly related to the emergency management program by persons who are regular employees in established positions. Calculation should include any known overtime cost requirements and all salary related matching benefits such as social security, retirement and insurance contributions, etc. 2. Includes the compensation for services that are directly related to the program by an outside company or a person who is not a regular or full- time employee filling an established position. This shall include but not be limited to, temporary employees, student or graduate assistants, fellowships, part time academic employment, board members, consultants, and other services. 3. Includes the usual, ordinary, and incidental expenditures by an agency, including, but not limited to, commodities and supplies of a consumable nature. 4. Includes equipment, fixtures and other tangible personal property of a nonconsumable and nonexpendable nature that have a normal expected life of one year or more. 5, Includes real property (land, building including appurtenances, fixtures and fixed equipment, structures, etc.), including additions, replacements, major repairs, and renovations to real property which materially extend its useful life or materially improve or change its functional use, and including operating capital outlay necessary to furnish and operate a new or improved facility. Close Out Report - (Form 7): 1. Close Out Reports are due forty-five (45) days after the contract end date. 2. The agreement cannot be considered closed until the Close Out Report has been received. Documentation of project expenditures: 1. 2. Grantees must maintain documentation of expenditures for a minimum period of five years following the close of project/program operations unless audits require a longer period of time. Grantees should maintain a financial file with copies of back-up documentation for all paid project/program expenditures made by the grantee during the grant period. Documentation of expenditures against the program will be reviewed and verified upon receipt by DEM staff. Acceptable documentation includes copies of purchase orders and paid vouchers, paid invoices or cancelled checks, payroll vouchers, journal transfers, etc. These documents should be submitted when requesting reimbursement. In order to document hours worked on the program by permanent or temporary staff, the grantee may use its own time and attendance forms. A Staffing Detail Worksheet is also required to identify positions being funded by the agreement. All claims for reimbursement of expenditures must be submitted on the approved DEM Quarterly Financial Reporting forms. Claims not submitted on the proper form, cannot be processed and will be returned for corrections. Forms must be submitted with original signatures. IF YOU WISH TO OBTAIN THESE FORMS ELECTONICALLY, PLEASE FIND THEM ON OUR WEBSITE AT http:/Avww.floridadisaster.org/grants/Index.htm OR NOTIFY YOUR CONTRACT MANAGER GRANTEE: Claim # County Name: Address: (Select the quarter of submission) QUARTERLY REPORTING DUE DATES July 1 — September 30 — Due no later than October 34 Point of Contact: October 1 - December 31 - Due no later than January 31 Telephone #: January 1 March 31 ~ Due no later than April 30 AGREEMENT # April 1 ~ June 30 ~ Due no tater than July 31 CUM. FUNDS REMAINING CUMULATIVE TOTAL ALLOCATED CURRENT CLAIM EXPENDED BALANCE 1. Salary and Benefits 2. Other Personal /Contractual Services 3. Expenses 4. Operating Capital Outlay (OCO) 5. Fixed Capital Outlay (FCO TOTAL AMOUNT TO BE PAID ON THIS INVOICE $0.00 thereby certify that the above costs are true and valid costs incurred in accordance with the project agreement. Signed: Grantee Contract Manager or Financial Officer Date This information below is required EACH QUARTER. This information MUST be clearly linked to the project TIMELINE, DELIVERABLES AND SCOPE OF WORK. 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