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Reimbursement Process Michigan State Police Emergency Management and Homeland Security Division June Martin, Analyst Carla Richardson, Analyst.

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Presentation on theme: "Reimbursement Process Michigan State Police Emergency Management and Homeland Security Division June Martin, Analyst Carla Richardson, Analyst."— Presentation transcript:

1 Reimbursement Process Michigan State Police Emergency Management and Homeland Security Division June Martin, Analyst Carla Richardson, Analyst

2 http://www.michigan.gov/emhsd2 Grant Agreements Submission of Reimbursements Advances Accounts Payable Old Year vs. New Year Overview

3 http://www.michigan.gov/emhsd3 Grant agreement packets are mailed out by EMHSD Subgrantee returns one complete grant agreement packet (including attachments) to EMHSD Financial Section Grant agreement must have original signatures, since it is a legal document Grant Agreements

4 http://www.michigan.gov/emhsd4 Grant Agreements (continued) Grant agreement documents must be signed and returned within 30 calendar days. EMHSD tracks outstanding agreements, and will follow up on overdue documents through EMHSD district coordinators.

5 http://www.michigan.gov/emhsd5 Use the most recent forms Forms are available on the EMHSD website: www.michigan.gov/emhsd ○ Click on ‘Homeland Security Reimbursement Forms’ which appears about half way down the page Homeland Security Grant Program Reimbursements

6 http://www.michigan.gov/emhsd6 Submit at least quarterly Can be processed faster if all of the correct paperwork is attached When to Submit

7 http://www.michigan.gov/emhsd7 Separate by solution area Separate by allocation type Separate by project How to Submit

8 http://www.michigan.gov/emhsd8 Equipment Exercise Planning Training Management and Administrative (M&A) Solution Areas

9 http://www.michigan.gov/emhsd9 Reimbursement Coversheet Invoices or receipts ○ Purchase orders and/or quotes are not acceptable Approved Allowable Cost Justification (ACJ) forms Equipment Solution Area

10 http://www.michigan.gov/emhsd10 Reimbursement Coversheet ○ Each exercise or drill must be listed on a separate Reimbursement Coversheet Invoices or receipts ○ Purchase orders and/or quotes are not acceptable Approved ACJ forms Exercise Solution Area

11 http://www.michigan.gov/emhsd11 Reimbursement Coversheet Invoices or receipts ○ Purchase orders and/or quotes are not acceptable Approved ACJ forms Attach activity detail for planners Planning Solution Area

12 http://www.michigan.gov/emhsd12 Planning Solution Area (continued) Complete appropriate detail sheets ○ Payroll detail sheets must list each employee (non-contractual) and list by date ○ Supplies detail sheets can be used for contractual employees, with invoices attached

13 http://www.michigan.gov/emhsd13 Reimbursement Coversheet Invoices or receipts ○ Purchase orders and/or quotes are not acceptable Approved ACJ forms Complete appropriate detail sheets ○ Payroll detail sheets must list each employee (non-contractual) attending training (regular, overtime, backfill) and list by date Training Solution Area

14 http://www.michigan.gov/emhsd14 Reimbursement Coversheet Invoices or receipts ○ Purchase orders and/or quotes are not acceptable Approved ACJ forms M&A Solution Area

15 http://www.michigan.gov/emhsd15 SHSP – State Homeland Security Program LETPA – Law Enforcement Terrorism Prevention Activities (starting in 2008) UASI – Urban Areas Security Initiative CCP – Citizen Corps Program MMRS – Metropolitan Medical Response System OPSG – Operation Stonegarden Allocation Types

16 http://www.michigan.gov/emhsd16 Reimbursement Coversheet (EMD-054) Payroll Reimbursement Detail (EMD-055) Supplies and Other Items Reimbursement Detail (EMD-056) Travel Reimbursement Detail (EMD-057) Reimbursement Forms

17 http://www.michigan.gov/emhsd17 Must include with every reimbursement request Complete all information in the top portion of the form Designate type of activity or event Designate date(s) of activity or event Reimbursement Coversheet (EMD-054)

18 http://www.michigan.gov/emhsd18 Reimbursement Coversheet (continued) Designate solution area Designate allocation type Designate priority threshold, if applicable Must be signed by authorized financial representative (submit with original signature)

19 http://www.michigan.gov/emhsd19 Submit with corresponding Reimbursement Coversheet Record dates and hours worked (regular, overtime) by each employee ○ Can list by ‘pay period ending’ dates ○ Cannot list by months or years If fringe benefits are billed, complete the box on the instruction tab detailing the fringe benefit percentage and attach Payroll Reimbursement Detail (EMD-055)

20 http://www.michigan.gov/emhsd20 Supplies and Other Items Reimbursement Detail (EMD-056) Submit with corresponding Reimbursement Coversheet Complete top portion of form ○ Type of activity or event – full scale exercise, conference, etc. ○ Date of activity or event

21 http://www.michigan.gov/emhsd21 Record supplies, invoices, receipts, contractors, course fees, site rentals, etc. Must submit supporting documentation, including invoices or receipts ○ Purchase orders and/or quotes are not acceptable Supplies and Other Items Reimbursement Detail (continued)

22 http://www.michigan.gov/emhsd22 Submit with corresponding Reimbursement Coversheet ○ Allowable state rates can be found at www.michigan.gov/dmb/0,1607,7-150- 9141_13132---.00.html Submission of receipts ○ Submission of receipts is not necessary, except for lodging ○ Subgrantees must keep all receipts on file for audit purposes Travel Reimbursement Detail (EMD-057)

23 http://www.michigan.gov/emhsd23 Travel Reimbursement Detail (continued) Mileage rate ○ Cannot exceed allowable subgrantee rate or state rate, whichever is less Lodging rate ○ Cannot exceed allowable subgrantee rate or state rate, whichever is less Meal Rate ○ Cannot exceed allowable subgrantee rate or state rate, whichever is less Other expenses ○ Parking, tolls, fees

24 http://www.michigan.gov/emhsd24 Every attempt is made to expedite reimbursement payments in a timely manner If all necessary information is submitted properly, subgrantees should receive reimbursement within 30 days from the time reimbursement requests are received by EMHSD Year end (Sept. 30) processing will take longer than 30 days Grant Reimbursement Timetable

25 http://www.michigan.gov/emhsd25 Subgrantee may request an advance for $25,000 or more Subgrantee must submit letter, approved purchase orders, and approved ACJ form Subgrantee must place funds in an interest-bearing account Subgrantee may keep interest up to $100 per year for administrative expenses for all federal funds combined Advances

26 http://www.michigan.gov/emhsd26 Advances (continued) Subgrantee must notify EMHSD quarterly, in writing, of any interest earned over $100 Subgrantee must send EMHSD a check payable to the State of Michigan for any interest earned over $100 Interest received by EMHSD is returned to the federal government Advances cannot be outstanding for more than 120 days

27 http://www.michigan.gov/emhsd27 Advances (continued) All invoices must be dated within 120 days of the advanced payment issue date When advance purchases are completed, subgrantee must submit: ○ Reimbursement Coversheet (EMD-054) ○ Necessary invoices ○ Cancelled checks (copy) ○ Detail forms (if necessary) ○ ACJ form(s) ○ A check for unused portion of advance payable to the State of Michigan

28 http://www.michigan.gov/emhsd28 Each Subgrantee must submit accounts payable amounts for the following outstanding reimbursements by September 15 ○ Invoices dated prior to October 1 ○ Travel, training, etc. that occurs prior to October 1 ○ Estimates of payroll expenses prior to October 1 Accounts Payable

29 http://www.michigan.gov/emhsd29 Submit reimbursement requests separated by payable and current year amounts ○ Payable – expenses incurred through September 30 ○ Current year – expenses incurred beginning October 1 Old Year vs. New Year

30 http://www.michigan.gov/emhsd30 Old Year vs. New Year (continued) Reimbursement requests submitted at Year End (or after) take longer to process ○ EMHSD must await submission of accounts payable amounts from subgrantees ○ Accounts payable must be established by MSP Departmental Services Division

31 http://www.michigan.gov/emhsd31 Questions

32 http://www.michigan.gov/emhsd32 Contact Information June Martin, Analyst Carla Richardson, Analyst Phone: 517-333-5040 Phone: 517-335-6461 Email: MartinJune@michigan.gov Email: RichardC@michigan.govMartinJune@michigan.govRichardC@michigan.gov


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