Homeland Security Grant Program

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Homeland Security Grant Program

• Reimbursement Workshop
• May 28, 2009

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Agenda

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

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

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

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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

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Awards continued

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

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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

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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

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Reimbursement

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

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Not Allowed

• Commingling of funds
• Double billing
• Supplanting
• Construction/Renovation

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Additional Approvals

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

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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

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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

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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

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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

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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

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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

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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

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Questions ?
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Contacts San Diego County,Office of Emergency
Services

• SHSP, LETPP, MMRS Grants
• John Wiecjorek [phone]
• John.Wiecjorek_at_sdcounty.ca.gov
• Ardath DeRose [phone]
• Ardath.DeRose_at_sdcounty.ca.gov

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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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