HMEP Grant Cost Allowability Guidelines

Allowable or Not?Presented by:Andre White & Lisa ReichenbacherGrant Specialists, HMEP Grant Program

Allowable Cost Definition As defined by 2 CFR part 225 (2 CFR 200 Dec 2014) Allowable costs are those : Necessary and reasonable for proper and efficient performance and administration of Federal awards. Be allocable to Federal awards under the provisions of 2 CFR part 225 (2 CFR 200 Dec 2014). Be authorized or not prohibited under State or local laws or regulations. These costs are also program specific.

Allowable CostsA Deeper Understanding

Unallowable Costs Definition Unallowable costs are defined as those that fall outside the confines of allowable costs in accordance with 2 CFR part 225 (2 CFR 200 Dec 2014) and the granting agency’s mission and scope. These cost as are also program specific.

Unallowable CostsA Deeper Understanding

Where to Begin?What Steps Can You Take To Determine Cost Allowability Review the Code of Federal Regulations (CFR) for general allowability concerns Network within the HMEP grantee pool Utilize the HMEP Activities Guidance When in doubt, contact your HMEP grant specialist

Code of Federal Regulations What Guidance Should You Use 2 CFR Part 225 (2 CFR 200 Dec 2014) State and Local Governments and Indian Tribal Governments 49 CFR Sections 18.32-33 Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments 49 CFR Section 110. 40 Hazardous Materials Public Sector Training and Planning Grants Activities Eligible for Funding

Networking Reach Out And Touch Someone Many grantees of the HMEP grant program have established working relationships across the U.S. They share information such as best practices and processes to increase effectiveness and efficiency. Note: What may be conditionally allowable for one jurisdiction may not be for another.

HMEP Grant Activities Guide A Living Document The HMEP Activities Guide is a living document. In addition to the activities found in 49 CFR section 110. 40, the HMEP grant program office establishes what supply and equipment items and activities are allowable. As new submissions are presented and evaluated for cost allowability, the HMEP grant program will amend the guide.

Contacting Your Grant SpecialistWe’re the Government, We’re Here to Help Each HMEP grant specialist can assist you with any cost allowability questions. You may email your query or call 202-366-1109 .

What’s the Process?What Actually Happens When An Activity Is Submitted For Approval Each submission must first have an official record. The official record is made via the HMEP Activities Request Portal.* When the HMEP grant specialist receives the record, it undergoes a cost allowability analysis. The request is deemed allowable or unallowable at this point. The results of the cost allowability analysis is communicated to the grantee. HMEP Activities Request Portal: https://hazmatgrants.phmsa.dot.gov/activity_request.asp

With Lisa Reichenbacher

C A C ostllowabilityhallenge The Rules: For each illustration shown select either Allowable, Conditionally Allowable or Unallowable And explain why. READY!!!!

Allowable or Unallowable? Alcoholic Beverages Unallowable

Allowable or Unallowable? Real World Examples All-Terrain Vehicles(ATVs) Conditionally Allowable When would this be used? A flammable liquid spill that is not on fire, the first responder must be able to use foam and foam equipment to suppress the vapors so the liquid spill cannot ignite. Not all HAZMAT incidents that occur in transportation are easily accessible and the first responders must be trained in how to use the ATV’s while carrying foam.

Allowable or Unallowable? Real World Examples Communications Equipment Allowable

Allowable or Unallowable? Real World Examples iPads Conditionally Allowable iPads, due to their cost per item, would be categorized as a supply item. When would this be used? How many? If this is an item that was not approved in the application, an activity request must be submitted. Then, this must be tied to a specific HMEP Related Activity.

Allowable or Unallowable? Real World Examples Food & Beverage Conditionally Allowable • Allowable when: • Working lunch • Hydration for activities • Unallowable when: • Excessive • For entertainment purposes

WMD Training Allowable or Unallowable? Real World Examples Unallowable

Rail Car Training Prop Allowable or Unallowable? Real World Examples Allowable

Methamphetamine (Meth) Lab Allowable or Unallowable? Real World Examples Unallowable

First Class Airfare Allowable or Unallowable? Real World Examples Unallowable

Allowable or Unallowable? Real World Examples LEPC Meeting Expenses Conditionally Allowable • Allowable when: • Related specifically to HMEP • Unallowable when: • Meeting is general, and HMEP is not a topic

Allowable or Unallowable? Real World Examples Grants Management Training Allowable

Thanks For Playing

Teamwork Gets the Job Done The HMEP grant program continues to grow and reach new heights. Your continued support and participation are instrumental. Together we can hammer the nail to smooth the surface.

Questions?

HMEP Grant Cost Allowability Guidelines

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