APRIL 2014
97.029
State Project/Program:
FLOOD MITIGATION ASSISTANCE PROGRAM
N.C. MITIGATION
Federal Emergency Management Agency
Federal Authorization:
National Flood Insurance Reform Act of 1994
Section 1366 and 1367 (42 U.S.C. 4101) and 44 CFR Parts 13 and 14
State Authorization:
Section 78.1(b), 78.3(b), and 78.4 (a and b) of the CFR
N.C. Department of Public Safety
Agency Contact Person – Program and
Financial
Chris Crew
State Hazard Mitigation Officer
Hazard Mitigation Branch
Division of Emergency Management
4105 Reedy Creek Rd
Raleigh, NC 27607
(919) 825-2305
John.Crew@ncdps.gov
Address Confirmation Letters To:
Jamelle White
NC Department of Public Safety
Controller’s Office
4220 Mail Service Center
Raleigh, NC 27699-4220
919.716.3613
Jamelle.White@ncdps.gov
The auditor should not consider the supplement to be “safe harbor” for identifying audit
procedures to apply in a particular engagement, but the auditor should be prepared to justify
departures from the suggested procedures. The auditor can consider the supplement a “safe
harbor” for identification of compliance requirements to be tested if the auditor performs
reasonable procedures to ensure that the requirements in the Supplement are current.
The grantor agency may elect to review audit working papers to determine that audit tests are
adequate. Auditors may request documentation of monitoring visits by the State Agencies.
I. PROGRAM OBJECTIVES
The purpose of the Flood Mitigation Assistance Program (FMA) is to provide funding to assist states
and communities in implementing measures that will permanently reduce or eliminate the long-term
risk of flood damage to buildings, manufactured homes, and other structures insurable under the
National Flood Insurance Program (NFIP).
II. PROGRAM PROCEDURES
The FMA Grant Program is a state-administered federal program to which states and local
communities submit project applications on behalf of the affected citizens in their communities. In
North Carolina, the Division of Emergency Management, within the Department Public Safety
administers FMA.
The State solicits reviews, prioritizes and selects applications from the communities for funding and
forwards the applications to FEMA for review. FEMA reviews each project application to ensure
that projects meet regulations and minimum eligibility requirements. The amount of funding
available for these projects is based on yearly FMA awards. Projects are funded on a 100%, 90%, or
75% Federal share depending on the structure’s loss history. The remaining non-federal share must
be provided as a local match from non-federal sources by the applicant.
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FEMA approves the State application and grants the award through an award transmittal letter and
utilizes a Comprehensive Cooperative Agreement (CCA), which includes other FEMA grant awards.
III. COMPLIANCE REQUIREMENTS
A. Activities Allowed or Unallowed
Compliance Requirement
Only relevant and necessary measures taken to eliminate future losses from natural hazards and
included in the State/local grant agreement are allowed.
The test of eligibility of a given activity will be whether it contributes to a State or Community’s
capability to reduce losses to disasters. It is incumbent upon each to develop, with the assistance
of the FEMA Regional Mitigation Divisions, Cooperative Agreements that effectively utilize the
Flood Mitigation Assistance funds for this purpose.
There are three types of FMA grants, (1) Planning Grants and (2) Project Grants and (3)
Technical Assistance. Planning Grants may be used for the development of an allhazards mitigation plan that meets the Division’s established minimum criteria for local
hazard mitigation plans. Project Grants may be used for the acquisition or elevation of
repetitive loss structures, which are defined under FMA guidelines as “any insured
structure with at least two flood insurance losses, each of at least $1,000, in any 10-year
period.
In order to qualify for a Project Grant, an applicant must have an adopted mitigation plan that
addresses repetitive loss properties and has been approved by the Division and FEMA for
purposes of the FMA Program. In addition, the project must:

Benefit a repetitive loss structure(s);

Be cost-effective;

Be technically feasible;

Conform with the adopted Local Mitigation Plan;

Conform with applicable Federal and State regulations; and

Be physically located in an eligible community, or benefit such a community directly.
Suggested Audit Procedures
1. Review Comprehensive Cooperative Agreement and/or State/local grant agreement with
related budget.
2. Test expenditures and related records for adherence to approved budget activity.
B. Allowable Costs/Cost Principles
Compliance Requirement
Only relevant and necessary costs as authorized by the FEMA-State Agreement and contained in
the State/local grant agreement and costs in 2 CFR for local governments and A-122 for private
non-profit organizations are allowed.
Suggested Audit Procedures
1. Review Comprehensive Cooperative Agreement and/or State/local grant agreement budget.
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2. Test expenditures and related records for adherence to approved budget and to 2 CFR cost
principles for local governments and A-122 cost principles for private non-profit
organizations.
C. Cash Management
Compliance Requirement
Funds are submitted to all sub-grantees on a reimbursement basis. The only exception to this is
when a relocation package is being closed and the contractor does not have sufficient funds on
hand, a request is made for the exact amount of the closing amount to arrive on the day of the
closing. Advances are made for acquisition and elevation projects as well.
Suggested Audit Procedures
No additional testing is required since funds are not advanced to sub-grantees.
D. Davis-Bacon Act
Compliance Requirement
All funds from this grant are disbursed to local units of government in accordance with their
grant agreement. As a result, it becomes the responsibility of the local unit to ensure that
construction contracts in excess of $2,000 are administered in compliance with the Davis-Bacon
Act.
Suggested Audit Procedures
Test expenditures for payrolls for construction contracts in excess of $2,000 to ensure that the
payroll was in compliance with the Davis-Bacon Act.
G. Matching, Level of Effort, Earmarking
Compliance Requirement
FEMA can fund up to 75% of the eligible costs of each project. The State or project applicant
(sub-grantee) must provide a 25% match. The 25% non-federal share can be a combination of
cash, 12.5% non-cash or in-kind services, and materials. The amount of funding for the program
is based on yearly FMA grant appropriations.
Suggested Audit Procedures
1. Review FEMA-State Agreement and/or State-local agreement.
2. Test the expenditures and reports to ascertain total cost of project and verify that the nonfederal matching requirements were met.
3. Verify the source of the non-federal match.
H. Period of Availability of Federal Funds
Compliance Requirement
Program funds are to be obligated within 2 years after the grant appropriation. Project
completion deadlines for sub-grantees are specifically stated in the grant agreement on a projectby-project basis.
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Suggested Audit Procedures
Verify that the funds were encumbered within the two-year timeframe after the grant
appropriation.
I. Procurement and Suspension and Debarment
Compliance Requirement
According to OMB Circulars (A-102, A-110, A-21, 2 CFR and A-122) and as stated in the grant
agreement; the grantee must comply with Federal Debarment and Suspension regulations by
requiring completion of the “Certificate Regarding Debarment, Suspension, Ineligibility and
Voluntary Exclusion-Lower Tier Covered Transactions” by sub-recipients prior to entering into a
financial agreement with the sub-recipients for any transaction as outlined below:
Any procurement contract for goods and services, regardless of amount, under which the subrecipients will have a critical influence on or substantive control over the transaction.
The grantee is responsible for monitoring the submission and maintaining the official document
for review by the Hazard Mitigation Staff.
Suggested Audit Procedures
1. As stated in the grant agreement, verify that all contracts have received prior approval by the
Hazard Mitigation staff prior to execution.
2. A certification is required regarding debarment and suspension from the contractor.
K. Real Property Acquisition and Relocation Assistance
Compliance Requirement
All applicants must comply with federally mandated negotiation, acquisition and relocation
requirements of the Uniform Relocation Assistance and Real Property Acquisition Policies Act
of 1970, as amended.
Suggested Audit Procedures
Verify applicant’s adherence to URA and RPAP Act.
L. Reporting
Compliance Requirement
Each quarter, the State completes and submits to FEMA a Financial Status Report that reveals
outlays for all approved projects. Also, the State will submit to FEMA a quarterly performance
report on the implementation schedule, any delays, project overruns, and any problems that may
have been encountered.
Compliance Supplement
Sub-grantees submit “Cost Reports” to the State in order to be reimbursed for their expenditures
that exceed $500. The “Cost Report” is a one-page document, which the grantee uses to report
its expenditures according to the five major budget categories (personnel, contractual, travel,
supplies, and equipment). Progress reports are required and are to be submitted to the State on a
monthly basis.
Suggested Audit Procedures
1. Review State/local grant agreement with approved budget and reporting requirements.
2. Verify that expenditures are classified properly and within approved budget categories.
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3. Test “Cost Reports” to agree the amounts reported to the State for reimbursement to the
expenditures in the grantee’s accounting records.
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