Grant Reimbursement Training

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6/3/2013
Grant
Reimbursement
Training
Presented by Oakland County Homeland Security Division
1
Learning Objectives
• Explain the different Grant guidelines and requirements for
reimbursement
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• Explain the UASI grant reimbursement process
• Explain the what supporting documents are required for
reimbursement
2
• UASI (Urban Area Security Initiative)
• SHSP (State Homeland Security Grant Program)
• LETPP (Law Enforcement Terrorist Prevention
Program)
• CCP (Citizens Corp Program)
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Different Grants
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• The UASI region is made of 7 jurisdictions.
• City of Detroit, Wayne, Monroe,
Macomb, St. Clair, Oakland and
Washtenaw Counties.
• Better know as Region 2
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UASI Grant Process
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• The UASI splits the grant funds into two main
categories.
• Regional Money
• 25% of funds go to regional projects.
• Examples are the MI-TF1 USAR team &
DSEMIIC
• Local Money
• 75% of the money is split between the 7
jurisdictions.
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UASI Grant Process
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• Local Grant Money
• Each jurisdiction is given a predetermined
amount of money and can spend those grant
funds on different Homeland Security/Public
Safety projects.
• Reimbursement for those funds can be
• Payroll (i.e. overtime & backfill)
• Equipment/Supplies
• Travel expenses
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UASI Grant Process
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• All projects must be support the Homeland Security
Strategy
• All projects must correlate to the Strategy through the
Homeland Security Investments
• At least 25% of SHSP funds and at least 25% of UASI
appropriated funds must be dedicated towards law
enforcement terrorism prevention-oriented planning,
organization, training, exercise, and equipment activities,
including those activities which support the development
and operation of fusion centers.
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Grant Requirements
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• Personnel Activities (SHSP, UASI, CCP)
• Overtime & Backfill (no compensated
leave)
• Equipment Purchases(SHSP, UASI, CCP)
• Training Activities (SHSP, UASI, CCP)
• Exercise Activities (SHSP, UASI, CCP)
• Travel Activities (SHSP)
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Grant Requirements
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Supporting Documents
• AAF
(Alignment and Allowabillity Form)
 Used by The Homeland Security Division and
Project lead to align the project with the
Homeland Security Strategy
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Supporting Documents
1.
2.
3.
4.
5.
6.
7.
Reimbursement Cover Sheet (Signed by Department /Agency Head)
Payroll Reimbursement Detail (Signed by Department /Agency Head)
Fringe Benefits Worksheet
Copy of a Payroll Ledger which includes employee name, number
of hours worked, pay rate, pay date, amount paid and check
number.
OR
 Copy of the actual pay stubs for employees proving that
payment was made and when.
Timecard or Timesheet
AAF Number
Certificate/ Course Sign-in Sheet (if employee did training or
Exercise)
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Payroll Reimbursement Requests
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1.
2.
3.
Supplies/Equipment Reimbursement Requests
Copy of approved AAF and required attachments
EHP approval if required
One or more of the following external documents verifying
the outlay of funds:
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Supporting Documents
• Copy of canceled check
• Computer-generated report from a financial institution showing
outlay of funds
• Bank Statement
• Detail receipt indicating item or service purchased, date and method
of payment
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Supporting Documents
4. A copy of the paid invoice showing
•
•
•
•
Approval to pay the invoice including date of approval
Initials or signature of individual approving invoice to pay
Date payment was made and check number
Initials or signature of individual making payment of invoice.
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Supplies/Equipment Reimbursement Requests
• Note: Internal source documents are not sufficient to prove
outlay of funds
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Travel Reimbursements
• Copy of paid invoice and proof payment was made (i.e. airfare,
hotel billing)
• Google or Yahoo map outlining total miles driven to
substantiate mileage reimbursement request.
• Copies of receipts for actual expenses, such as parking, tolls,
ground transportation, and lodging
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Supporting Documents
• Note: Receipts must show a $0 balance.
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• DEPARTMENT OF TECHNOLOGY, MANAGEMENT & BUDGET,
VEHICLE AND TRAVEL SERVICES (VTS) SCHEDULE OF TRAVEL
RATES FOR CLASSIFIED and UNCLASSIFIED EMPLOYEES
• michigan.gov/documents/dmb/Travel_Rates_Jan2013_40556
9_7.pdf?... · PDF file
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Michigan Travel Rates
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Travel Expense Rates
Lodging and Meals
•
•
•
•
Lodging ** $75.00
Breakfast 7.25
Lunch 7.25
Dinner $16.50
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Dates to Know
• Grant Deadlines
– 2010: Closed
– 2011: November 2013
– 2012: November 2013
• 2013 Oakland Grant Award
 $604,486
Early Fall 2013 is the anticipated start time for 2013
Grant Projects.
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