Fort Walton Beach Resolution — 2026-04 Accepting USDHS ICE Stipend Funding — reading text

who the agency lodges immigration detainers before Immigration and Customs Enforcement makes an independent biometric or biographic match through the normal booking process. 5 of 23  8. The number of unauthorized aliens the agency transports from its jail facility to an Immigration and Customs Enforcement facility upon conclusion of the immigration detainer period in lieu of ICE taking custody of the individual at the jail facility. 9. The monetary amount of the reimbursement costs the agency received from Immigration and Customs Enforcement in the prior month, the agency’s reimbursement rate from ICE, and how many beds the agency incurred for housing the unauthorized aliens from the time those aliens’ state law charges were resolved until they were either released from jail or to the custody of ICE. The agency shall also report the difference between its actual unauthorized alien housing cost and the reimbursable amount for each month. SECTION VI: PERFORMANCE REPORTING The Participating Agency is responsible for maintaining adequate documentation to support the performance of activities under this award. This documentation shall be maintained in the Participating Agency’s own grant file and shall be provided for review upon request. The Participating Agency must adhere to the minimum performance documentation requirements outlined below based on the activity they are performing. IGP-A Immigration Enforcement Training Programs The Participating Agency is responsible for tracking the training of each officer. The required information includes, but is not limited to: 1. Name and location of training 2. Agency or entity hosting the training 3. Office name and ID 4. Overtime hours associated with completing the training, including associated employer-paid fringe benefits 5. Travel costs associated with completing the training 6. Material costs associated with completing the training IGP-B Subletting Detention Beds to Immigration and Customs Enforcement The Participating Agency is responsible for tracking beds used for detaining unauthorized aliens on behalf of ICE. The required information includes, but is not limited to: 1. Identification number to track the unauthorized alien 2. Date and time the individual was released on their state charges 3. Date and time the individual leaves the facility or is transferred to ICE custody IGP-C Transporting Aliens on Behalf of Immigration and Customs Enforcement The Participating Agency is responsible for tracking the transport of unauthorized aliens on behalf of ICE. The required information includes, but is not limited to: 1. Identification number to track the unauthorized alien 2. Transport officers assigned to the detail (the grant will reimburse a maximum of two officers per transport) 3. Point of origin, date, and departure time 4. Point of return, date, and arrival time 5. Overtime costs incurred, including the associated employer-paid fringe benefits 6. Travel costs incurred during the transport detail (i.e., hotel, meals, mileage, etc.) IGP-D Travel and Lodging Directly Related to 287(g) Task Force Activities 6 of 23 The Participating Agency is responsible for tracking any travel-related costs directly associated with active participation in task force activities under the 287(g) program. The required information includes, but is not limited to: 1. Officer name and ID 2. Point of origin, date, and departure time 3. Point of return, date, and arrival time 4. Travel costs incurred during the operation/activity (i.e., hotel, meals, mileage, etc.) IGP-E Bonus Payments to Law Enforcement Officers The Participating Agency is responsible for tracking the certification of each officer and the ICE-related operations each officer participates in. The required information includes, but is not limited to: 1. Officer name and ID 2. Date credentialed as a Designated Immigration Officer 3. Operation date 4. Brief description of ICE-related operation IGP-F Bonus Payments to Corrections Officers The Participating Agency is responsible for tracking the certification of each officer. The required information includes, but is not limited to: 1. Officer name and ID 2. Date credentialed as a Designated Immigration Officer or Warrant Service Officer 3. Date the officer began serving as a DIO or WSO IGP-G Equipment, Hardware and Software The Participating Agency is responsible for tracking the equipment, hardware, and/or software in accordance with their own inventory, device management, and/or maintenance policy. The Participating Agency is responsible for ensuring compliance with CJIS Security Standards, and any other applicable policies, for any equipment, hardware, and/or software purchase that interface with state or federal databases. IGP-H Other Costs Associated with Immigration Enforcement The Participating Agency is responsible for tracking any other incidental costs related to moving, transporting, lodging, temporary detention, or active participation in task force activities under the 287(g) program. The required information for tracking will vary depending on the activity being funded. The Participating Agency shall track in sufficient detail to document the performance of the activity and the associated costs in the event of an external audit. SECTION VII: FINANCIAL REPORTING AND REIMBURSEMENT All reimbursement requests associated with this award will be managed through the Board’s electronic grant management system. The participating agency must complete the following three steps, in sequential order, to submit a reimbursement request. Expense Entry The Participating Agency is responsible for entering the individual expenses associated with the allowable budget items in Section III of this agreement. These expenses are to be entered as individual items in the electronic grant management system and must adhere to the guidelines for the applicable cost type outlined below. For any contract, subscription, or payment plan type invoicing, this grant award can only cover the cost of payments made to the vendor/supplier during the grant period. 7 of 23 The grant cannot reimburse payments that will occur after June 30, 2026. Overtime and Associated Fringe Benefits Field Name Data Required Example Salary Total cost being requested for 1,473.40 reimbursement $ Expense Date Date Paid (or last date paid if multiple 03/31/2025 for the month) Expense Status Reviewed N/A Payee Officer Name John Doe Description Description of Activity DIO Task Force Operation Dates Work Performed OT Dates: 03/10/2025, 3/23/2025 Total Hours x Pay Rate 10 hours x $100/hour = $1,000 Benefits Breakdown FICA = $1,000 x 7.65% = $76.50 Date(s) Paid FRS = $1,000 x 35.19% = $351.90 WC = $1,000 x 4.5% = $45.00 Paid: 3/17/2025, 3/31/2025 Documentation Timesheets N/A to Upload OT detail slips (if applicable) Paystub Employer-paid benefit statement (if not clearly shown on paystub) Travel Costs and Mileage Field Name Data Required Example Direct Cost Total cost being requested for 501.42 reimbursement $ Expense Date Date Traveler Paid by Participating 03/31/2025 Agency Expense Status Reviewed N/A Payee Traveler Name John Doe Description Reason 287(g) operation in Orlando, FL Destination(s) Dates: 3/15/2025 – 3/17/2025 Dates of travel Mileage: $0.445/mile x 147 mi. = $65.42 Breakdown of associated travel cost Hotel: 2 nights x $176.50/night = $353 Meals: $83 Documentation Travel Voucher (Form SBIE-004) and N/A to Upload documentation as required by form. Subletting Beds to ICE Field Name Data Required Example Direct Cost Total cost being requested for 1,960.00 reimbursement for reporting month $ Expense Date Last day of the reporting month 03/31/2025 Expense Status Reviewed N/A Payee Participating agency name Elm County Sheriff’s Office Description Invoice Period March 2025 Total number of detainees of Detainees = 25 Total number of bed days of Bed Days = 56 Reimbursement Rate Rate = $35/day Documentation Monthly Bed Day Summary (Form N/A to Upload SBIE-005) 8 of 23  Equipment, Hardware, and/or Software Field Name Data Required Example Direct Cost Total cost being requested for 17,500 reimbursement for reporting month $ Expense Date Date invoice paid by Participating 03/31/2025 Agency Expense Status Reviewed N/A Payee Vendor/Supplier Idemia Description Item(s) calculation 5) Rapid ID devices @ $3,100 each Service Period (if applicable) MDM software @ $2,000 each (October Method of Payment (check #, ACH, 2025 – September 2026) credit care) Paid with Check # 25985 Documentation Purchase Order N/A to Upload Invoice Proof of payment (cancelled check, ACH transfer log showing paid status, credit card statement) Contract Services Field Name Data Required Example Direct Cost Total cost being requested for 9,000 reimbursement for reporting month $ Expense Date Date invoice paid by Participating 03/31/2025 Agency Expense Status Reviewed N/A Payee Vendor/Supplier Elm County Sheriff’s Office Description Short expense description Software configuration and Service Period (if applicable)