Homeland Security Grant Program - PowerPoint PPT Presentation

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Homeland Security Grant Program

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Remaining YE expenditures must be transferred near the end of July before the ... Construction/Renovation. Additional Approvals. Needed from State OHS for: ... – PowerPoint PPT presentation

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Title: Homeland Security Grant Program


1
Homeland Security Grant Program
  • Reimbursement Workshop
  • May 28, 2009

2
Agenda
  • Overview-Changes
  • YE processes and awards
  • Establishing Cost Centers
  • Reimbursement Requests
  • Equipment Inventory Management
  • Monitoring Visits

3
Homeland Security Grant Program
City of San Diego OHS
San Diego County OES
4
Changes
  • Requirements prior to incurring expenditures
  • Appropriations with Departments
  • Establishment of Projects and Award
  • Board Letter and ADI Journals

5
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

6
Awards continued
  • UASI CFDA 97.008 revenue account 45784
  • MMRS CFDA 97.071 revenue account 45786
  • BZPP CFDA 97.078 revenue account 45789

7
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

8
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

9
Reimbursement
  • Additional documentation
  • Reimbursement Request Cover Page
  • Reimbursement Checklists
  • Supporting Documentation

10
Not Allowed
  • Commingling of funds
  • Double billing
  • Supplanting
  • Construction/Renovation

11
Additional Approvals
  • Needed from State OHS for
  • Aviation/Watercraft requests
  • Establish/Enhance Emergency Operations Center
    (EOC) upgrades
  • Sole Source Procurement requests

12
Equipment Inventory
  • Single item gt5,000 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 lt5,000 value, if requested

13
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

14
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

15
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

16
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

17
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

18
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

19
Questions ?
20
Contacts San Diego County,Office of Emergency
Services
  • SHSP, LETPP, MMRS Grants
  • John Wiecjorek (858) 565-5594
  • John.Wiecjorek_at_sdcounty.ca.gov
  • Ardath DeRose (858) 715-2208
  • Ardath.DeRose_at_sdcounty.ca.gov

21
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

22
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