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

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

Homeland Security Grant Program City of San Diego OHS San Diego County OES

Changes Requirements prior to incurring expenditures: Appropriations with Departments Appropriations with Departments Establishment of Projects and Award Establishment of Projects and Award Board Letter and ADI Journals Board Letter and ADI Journals

Awards for SHSG SHSG 06, 07 = CFDA # revenue account # SHSG 06, 07 = CFDA # revenue account # SHSG 08 = CFDA # SHSG 08 = CFDA # New award and revenue account # pending New award and revenue account # pending LETPP = CFDA # revenue account # LETPP = CFDA # revenue account # 45787

Awards continued UASI = CFDA # revenue account # UASI = CFDA # revenue account # MMRS = CFDA # revenue account # MMRS = CFDA # revenue account # BZPP = CFDA # revenue account # BZPP = CFDA # revenue account # 45789

SEFA End of May expenditures must be transferred from IDF award into Grant Award 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 Remaining YE expenditures must be transferred near the end of July before the adjusting period closes Outside auditors will review accumulated totals countywide Outside auditors will review accumulated totals countywide

Cost Centers and Tracking Projects should be established each for each grant application period 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 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 Orgs are problematic if non grant expenditures are also charged to the org

Reimbursement Additional documentation: Reimbursement Request Cover Page Reimbursement Request Cover Page Reimbursement Checklists Reimbursement Checklists Supporting Documentation Supporting Documentation

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

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

Equipment Inventory Single item >$5,000 value Single item >$5,000 value Tracking number assigned Tracking number assigned Equipment tag Equipment tag Location tracked (actual address) Location tracked (actual address) Point of Contact Point of Contact Lost/Stolen/Broken – Disposition statement from authorized agent Lost/Stolen/Broken – Disposition statement from authorized agent Can also get tag <$5,000 value, if requested Can also get tag <$5,000 value, if requested

Monitoring Mission Purpose of Monitoring: Monitor the progress of projects Monitor the progress of projects Ensure compliance with laws and guidance Ensure compliance with laws and guidance Required every two years during grant performance period Required every two years during grant performance period Required to close out grant Required to close out grant Assist jurisdiction with grant management Assist jurisdiction with grant management

Monitoring Scope Desk Review Desk Review Reports and lists provided via Reports and lists provided via On-site Review On-site Review Review documentation, records management Review documentation, records management Site visits to see equipment Site visits to see equipment Use of cost centers to segregate grant funds Use of cost centers to segregate grant funds

Monitoring Scope Monitoring scope will include: Administrative (program/grant specific) Administrative (program/grant specific) Programmatic (objectives/activities) Programmatic (objectives/activities) Fiscal Management (funds expended accordingly) Fiscal Management (funds expended accordingly) Equipment Inventory Management (tracking) Equipment Inventory Management (tracking) Corrective Action Plan Corrective Action Plan

Document Retention Documents must be kept for 3 years after monitoring visit is done & grant is closed 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 Equipment documentation must be kept for the life of the equipment or 3 years after close of the grant

Financial Guidance US Dept. of Justice Financial Guide US Dept. of Justice Financial Guidehttp:// CFR Title 28 Sections 66, 67, 69, 70 CFR Title 28 Sections 66, 67, 69, 70http:// Ca. State Administrative Manual (SAM) Ca. State Administrative Manual (SAM)

Financial Guidance OMB Circular A-87: Cost principles for State and Local Units of Government (LUGs) 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-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 OMB Circular A-133: Audits of States, LUGs and Non-Profit Organizations

Questions ?

Contacts – San Diego County, Office of Emergency Services SHSP, LETPP, MMRS Grants: John Wiecjorek (858) John Wiecjorek (858) Ardath DeRose(858) Ardath DeRose(858)

OES Web-site with grant info 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