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Overview of the Homeland Security Grant Program Reimbursement Workshop – May 28, 2009

Join us for the Homeland Security Grant Program Reimbursement Workshop held on May 28, 2009, focused on important updates, processes for reimbursement requests, and equipment inventory management. This workshop will address key changes in requirements before incurring expenditures, the establishment of cost centers, and monitoring visits. Participants will gain insights on managing awards, understanding fiscal responsibilities, and ensuring compliance with federal guidelines. Prepare your organization for efficient grant management through comprehensive training and support.

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Overview of the Homeland Security Grant Program Reimbursement Workshop – May 28, 2009

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  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 San Diego County OES City of San Diego OHS

  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 >$5,000 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 <$5,000 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@sdcounty.ca.gov • Ardath DeRose (858) 715-2208 Ardath.DeRose@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

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