Homeland Security Homeland Security Grant ProgramGrant Program

Reimbursement Reimbursement WorkshopWorkshop

May 28, 2009May 28, 2009

AgendaAgenda Overview-ChangesOverview-Changes YE processes and awardsYE processes and awards Establishing Cost CentersEstablishing Cost Centers Reimbursement RequestsReimbursement Requests

Equipment Inventory ManagementEquipment Inventory Management Monitoring VisitsMonitoring Visits

Homeland Security Homeland Security Grant ProgramGrant Program

Homeland Security

Grant Program (HSGP)

State Homeland Security Program (SHSP)

$7,551,881

Law Enforce.

Terrorism Prevention Program (LETPP)

$0

Metro. Medical

Response System (MMRS)$321,221

Urban Area Security Initiative (UASI)

$12,036,148

Citizen Corps

Program (CCP)

$0

City of San Diego OHS

San Diego County OES

Changes Changes Requirements prior to incurring Requirements prior to incurring

expenditures:expenditures:

Appropriations with DepartmentsAppropriations with Departments Establishment of Projects and AwardEstablishment of Projects and Award Board Letter and ADI JournalsBoard Letter and ADI Journals

Awards for SHSGAwards for SHSG SHSG 06, 07 = CFDA # 97.073 SHSG 06, 07 = CFDA # 97.073

revenue account # 45785revenue account # 45785 SHSG 08 = CFDA # 97.067SHSG 08 = CFDA # 97.067 New award and revenue account # New award and revenue account #

pendingpending LETPP = CFDA # 97.074 revenue LETPP = CFDA # 97.074 revenue

account # 45787account # 45787

Awards continuedAwards continued UASI = CFDA # 97.008 revenue UASI = CFDA # 97.008 revenue

account # 45784account # 45784 MMRS = CFDA # 97.071 revenue MMRS = CFDA # 97.071 revenue

account # 45786account # 45786 BZPP = CFDA # 97.078 revenue BZPP = CFDA # 97.078 revenue

account # 45789 account # 45789

SEFA SEFA End of May expenditures must be End of May expenditures must be

transferred from IDF award into transferred from IDF award into Grant AwardGrant Award

Remaining YE expenditures must be Remaining YE expenditures must be transferred near the end of July transferred near the end of July before the adjusting period closesbefore the adjusting period closes

Outside auditors will review Outside auditors will review accumulated totals countywideaccumulated totals countywide

Cost Centers and TrackingCost Centers and Tracking

Projects should be established each Projects should be established each for each grant application periodfor each grant application period

Award installment lines are created for Award installment lines are created for each fiscal year when transferring each fiscal year when transferring expenditures from IDF to Grant Awardexpenditures from IDF to Grant Award

Orgs are problematic if non grant Orgs are problematic if non grant expenditures are also charged to the expenditures are also charged to the orgorg

ReimbursementReimbursementAdditional documentation:Additional documentation: Reimbursement Request Cover PageReimbursement Request Cover Page Reimbursement ChecklistsReimbursement Checklists Supporting DocumentationSupporting Documentation

Not AllowedNot Allowed Commingling of fundsCommingling of funds Double billingDouble billing SupplantingSupplanting Construction/Construction/

RenovationRenovation

Additional ApprovalsAdditional ApprovalsNeeded from State OHS for:Needed from State OHS for: Aviation/Watercraft requestsAviation/Watercraft requests Establish/Enhance Emergency Establish/Enhance Emergency

Operations Center (EOC) upgradesOperations Center (EOC) upgrades Sole Source Procurement requestsSole Source Procurement requests

Equipment InventoryEquipment Inventory Single item >$5,000 valueSingle item >$5,000 value

Tracking number assignedTracking number assigned Equipment tagEquipment tag Location tracked (actual address)Location tracked (actual address) Point of ContactPoint of Contact Lost/Stolen/Broken – Disposition Lost/Stolen/Broken – Disposition

statement from authorized agentstatement from authorized agent Can also get tag <$5,000 value, if Can also get tag <$5,000 value, if

requestedrequested

Monitoring MissionMonitoring MissionPurpose of Monitoring:Purpose of Monitoring: Monitor the progress of projectsMonitor the progress of projects Ensure compliance with laws and guidanceEnsure compliance with laws and guidance Required every two years during grant Required every two years during grant

performance periodperformance period Required to close out grantRequired to close out grant Assist jurisdiction with grant managementAssist jurisdiction with grant management

Monitoring ScopeMonitoring Scope Desk ReviewDesk Review

Reports and lists provided via e-mailReports and lists provided via e-mail On-site ReviewOn-site Review

Review documentation, records Review documentation, records managementmanagement

Site visits to see equipmentSite visits to see equipment Use of cost centers to segregate grant Use of cost centers to segregate grant

fundsfunds

Monitoring ScopeMonitoring ScopeMonitoring scope will include:Monitoring scope will include: Administrative (program/grant specific)Administrative (program/grant specific) Programmatic (objectives/activities)Programmatic (objectives/activities) Fiscal Management (funds expended Fiscal Management (funds expended

accordingly)accordingly) Equipment Inventory Management Equipment Inventory Management

(tracking)(tracking) Corrective Action Plan Corrective Action Plan

Document RetentionDocument Retention Documents must be kept for 3 years Documents must be kept for 3 years

after monitoring visit is done & grant after monitoring visit is done & grant is closedis closed

Equipment documentation must be Equipment documentation must be kept for the life of the equipment or kept for the life of the equipment or 3 years after close of the grant3 years after close of the grant

Financial GuidanceFinancial Guidance US Dept. of Justice Financial GuideUS Dept. of Justice Financial Guidehttp://www.ojp.usdoj.gov/FinGuide/http://www.ojp.usdoj.gov/FinGuide/ CFR Title 28 Sections 66, 67, 69, 70CFR Title 28 Sections 66, 67, 69, 70

http://www.gpoaccess.gov/cfr/http://www.gpoaccess.gov/cfr/index.htmlindex.html

Ca. State Administrative Manual (SAM)Ca. State Administrative Manual (SAM)http:/sam.dgs.ca.gov/default.htmhttp:/sam.dgs.ca.gov/default.htm

Financial GuidanceFinancial Guidancehttp:/www.whitehouse.gov/ombhttp:/www.whitehouse.gov/omb

OMB Circular A-87: Cost principles for State OMB Circular A-87: Cost principles for State and Local Units of Government (LUGs)and Local Units of Government (LUGs)

OMB Circular A-102: Uniform Administrative OMB Circular A-102: Uniform Administrative Requirements for Grants and Cooperative Requirements for Grants and Cooperative Agreements with State and LUGsAgreements with State and LUGs

OMB Circular A-133: Audits of States, LUGs OMB Circular A-133: Audits of States, LUGs and Non-Profit Organizationsand Non-Profit Organizations

Questions ?Questions ?

Contacts – San Diego County,Contacts – San Diego County,Office of Emergency ServicesOffice of Emergency Services

SHSP, LETPP, MMRS Grants:SHSP, LETPP, MMRS Grants: John WiecjorekJohn Wiecjorek (858) 565-5594(858) 565-5594

John.Wiecjorek@sdcounty.ca.govJohn.Wiecjorek@sdcounty.ca.gov

Ardath DeRoseArdath DeRose (858) 715-2208(858) 715-2208

Ardath.DeRose@sdcounty.ca.govArdath.DeRose@sdcounty.ca.gov

OES Web-site with grant infoOES Web-site with grant info

http://www.sdcounty.ca.gov/oes/http://www.sdcounty.ca.gov/oes/Link on the left side for Link on the left side for Grants Grants

ManagementManagementForms, power points, instructions, grant Forms, power points, instructions, grant

guidance, resource links, FAQ, Glossaryguidance, resource links, FAQ, GlossaryMore detailed information for County More detailed information for County

departments will be added to the departments will be added to the intranetintranet