Summer 2012 Biannual Strategy Implementation Report (BSIR)/ Financial Management Workshop Homeland Security Grants Processing Section

Summer 2012Biannual Strategy Implementation Report (BSIR)/

Financial Management Workshop

Homeland Security Grants Processing Section

California Emergency Management Agency

Topics of Discussion____________________________________________________________

Introduction of Homeland Security Grants Processing Section

Overview of Financial Management Forms Workbook v1.12

Cash Reimbursements, Cash Advances, Amendments and Modification Requests

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Introduction____________________________________________________________

The primary responsibility of Homeland Security Grants Processing Section is to process requests for Cash Advances, reimbursements, modifications and Amendments for Homeland Security Grants programs. HSGP is also the lead in providing grant related information to support Cal EMA’s annual report, prepares the California’s State Preparedness Report (SPR) and provides fiscal reports to the legislature.

Additional responsibilities include:

-The Initial Strategy Implementation Plans (ISIP) submission; -Biannual Strategy Implementation Report (BSIR); and -the Monthly Accomplishment Summaries for the Cal EMA website.

Contacts____________________________________________________________

Gina Joaquin, Program Analyst (916) 845-8647; [email protected]

Wilda Benamati, Program Analyst (916) 845-8656; [email protected]

Huy Tram, Program Analyst (916) 845-8649; [email protected]

Brenda Metzger, Program Analyst (916) 845-8198; [email protected]


mailto:[email protected]






Financial Management Forms Workbook v1.12 Overview


Excel format with Macros and Non-Macros versions

Living Document

Used as a resource and reference for completing the Biannual Strategy Implementation Report (BSIR) in the Grants Reporting Tool (GRT)

Foundation for project planning

Used for multiple FY 2012 grant programs

Note: Separate Workbooks should be used for each Grant Program

*Remember: “Alterations to this document may result in delayed application approval, modification, or reimbursement requests. Subgrantees may be asked to revise and /or resubmit any altered Financial Management Forms Workbook.”

FMFW v1.12 ____________________________________________________________


Go to www.calema.ca.gov

Select ‘GRANTS & FUNDING’ from the menu options at the top.

Select Grants Processing;

Homeland Security Grants Processing Section;

Financial Management Forms Workbook…

Select the version of the Financial Management Forms Workbook you need:

Financial Management Forms Workbook v1.12 for FY 2012 grants Financial Management Forms Workbook v1.11 for FY 2011 grants Financial Management Forms Workbook v1.10 for FY 2010 grants

*To Open: Right click on the link, select ‘Save Target As’ and save the file either to your hard drive, shared drive, or desktop.

Note: Save FMFW in ‘Excel 97-2003’ formatMay be saved in .xlsm format by Excel 2007 & 2010 users

Where is the FMFW?____________________________________________________________

http://www.calema.ca.gov/


FMFW v1.12 Composition____________________________________________________________

Comprised of seventeen (17) tabs for the Macros version and sixteen (16) for Non Macros, below (in order) is the list of the tabs.

New tabs are blue:

Instructions Grant Award Face Sheet Authorized Body of 5 & ContactFFATA Financial DisclosureProject DescriptionsProject Ledger Planning Organization Equipment

TrainingExerciseM&AConsultant/ContractorPersonnelMatch Authorized Agent Summary

(Macros version)


FMFW v1.12 Updates for FY 2012____________________________________________________________

Tab Deletions from the FY 2012 FMFW include:

- Grant Management Tab;

- ‘S’(Show) and ‘H’(Hide) macro buttons

Tab Additions to the FY 2012 FMFW include:

- FFATA Financial Disclosure;

- Management and Administration (M&A);

- Consultant/Contractor; and

- Personnel


Tab Revisions to the FY 2012 FMFW include:

- Instructions;

- Grant Award Face Sheet (GAFS);

- Match;

- Authorized Agent; and

New Expenditure Category columns on the:

Planning - Organization - Training - Exercise Tabs

FMFW v1.12 Updates for FY 2012____________________________________________________________

Instructions ____________________________________________________________

Providing detailed information on how to complete the Workbook, the Instruction Page has been updated to reflect new changes for FY 2012.

Detailed instructions include:FFATA Financial Disclosure, M&A, Consultant/Contractor, Personnel, Match and Grant Award Face Sheet tabs.

Grant Award Face Sheet

New to the GAFS is the Implementing Agency’s address, the Project Location’s city and county, DUNS #s and Zip Codes in ZIP+4 format.

*Note: The GAFS has been formatted to print in ‘portrait’ mode; GAFS submitted in ‘landscape’ mode will be returned for a new copy.

Provide an original signature of the Authorized Official in blue ink.

Authorized Body of 5-Signature and Contact Information____________________________________________________________

Use this page to list the Authorized Body of 5, Contact Information and any additional Authorized Agents (if applicable).

Note: It’s a good idea to have at least one other Authorized Agent and Contact.

FFATA Financial Disclosure____________________________________________________________

The FFATA Financial Disclosure is used to provide information required by the Federal Funding Accountability and Transparency Act of 2006.

If your organization is not subject to the FFATA Financial Disclosure requirements, check the “Not Subject to FFATA Financial Disclosure” box at the bottom of the page.

Project Descriptions____________________________________________________________

Used to identify the State Investment Justification Goals and Objectives, Project Descriptions, Project Milestones and Justifications. Be as descriptive and concise as possible using terms that are universally recognized. Include Project Letters when entering in the Biannual Strategy Implementation Report (BSIR).

*Note:The maximum is 1,000 characters including spaces and a maximum of 20 (A-T) projects.

Project Ledger____________________________________________________________

The Project Ledger is the basis for all project planning and the backbone of the FMFW. List all projects in alphabetical order (A-T).

The Project Ledger has been updated for FY 2012 with new drop-down menu options.

Planning ____________________________________________________________

The Planning Tab is used to identify all planning activities.

Organization ____________________________________________________________

Use the Organization Tab to identify organizational activities.

It is also used for organizational activities allowed under EMPG.

Contact your Program Representative for more information.

Equipment (a)____________________________________________________________

The Equipment Tab is used to list all equipment. The Authorized Equipment List (AEL) Number and Title is required.

Reimbursement requests may not be processed without this information.

Equipment (b)____________________________________________________________

Find the Authorized Equipment List (AEL) Number and Title on www.rkb.us.

Select the FEMA Preparedness Grant & AEL Tab from the Tool Bar and select the Authorized Equipment List.

Equipment may be selected by category or by entering Keywords in the Search bar.

http://www.rkb.us/

Training (a)____________________________________________________________

The Training Tab identifies approved training activities. Provide theTotal number of Trainee(s), Sole Source Procurement Information, and Feedback Number for training activities.

Training (b)____________________________________________________________

Follow the directions below to obtain the Feedback Number from www.calema.ca.gov.

1. From the homepage of the Cal EMA website, select ‘TRAINING’;

2. On the right, select ‘Training Division’;

3. About halfway down the page select the ‘TRAINING REQUEST FORM’, complete and submit.

*The ‘Submit’ button is at the bottom of the webpage.


Exercise ____________________________________________________________

The Exercise Tab is used to identify all exercise activities. Provide the Environmental Historic Preservation (EHP) and After Action Report (AAR) information if applicable.

*Payments will not be approved if these requirements are not met.

Obtain the After Action Report (AAR) requirements from www.hseep.dhs.gov.

http://www.hseep.dhs.gov/

Management & Administration (M & A)____________________________________________________________

Use the M&A Tab to provide detailed information on Management and

Administration activities.

Consultant/Contractor ____________________________________________________________

The new Consultant/Contractor Tab tracks information on:

Who is being paid with grant funds; What consultant/contractor costs are being charged to the grant; andKeeps a breakdown of billable hours.

Personnel ____________________________________________________________

Use the Personnel Tab to provide information on:

Who is being paid with grant funds

and What staff costs are being charged to the grant.

Match ____________________________________________________________

Updated for FY 2012, the Match Tab now includes:

Type of Match, Total Obligated Match, Current Match, Remaining Balance and Percentage Columns.

Authorized Agent ____________________________________________________________

Submit one Authorized Agent Page for each Cash Reimbursement, Advance and Modification Request .

The expenditure dates must match the date on the payment request; the ‘Cash or Mod Request Numbers’ and the ‘Amount This Request’ fields completed.

* Please include the name and title of the Authorized Agent and sign in blue ink.

Summary (only applicable on Macros version)____________________________________________________________

The Summary Page captures the Project Summary, Funding Source, and Discipline Totals from the Project Ledger.

It can also be run after each payment to capture the most current grant expenditures.


Cash Reimbursement, Cash Advance and Modification

Requests


Cash Reimbursement and Cash Advance Requests____________________________________________________________ All Grants: No more than ONE Cash

Advance or Cash Reimbursement Request per month.

Modification Requests (FY 2008 – FY 2012)____________________________________________________________ ONE Modification Request per quarter

Quarter dates: 1/1 – 3/314/1 – 6/307/1 – 9/3010/1 – 12/31


State Agencies are not permitted any changes or Modification to the submitted application without prior approval from Cal EMA

Requested funds must be consistentwith the Modification

Report changes in the Biannual StrategyImplementation Report (BSIR) via the Grants Reporting Tool (GRT)

Modification Requests – (cont.)____________________________________________________________


Amendments (FY11 & Forward)____________________________________________________________ The new Grant Award Amendment Form will be used to increase or decrease Grant Award amounts, disencumber funds and make a change to the performance period. Request it from your Program Representative.

The Grant Award Amendment Form must be completed, signed in blue ink, and returned to the Program Representative.


The following rules apply to Cash Advances:

Expended within 120 days of receipt;(PSIC is 30 days)

Federal guidelines require Advances must be deposited into an interest bearing account and the interest earned must be tracked;

Unexpended funds returned to Cal EMA.

Cash Advance Requirements (FY 2008-FY 2012)____________________________________________________________


Cash Advance Requirements (FY 2008-FY 2012)____________________________________________________________ Subgrantee may retain $100 interest per

Federal Fiscal Year for administrative expenses (per year, not per award); ( FFY is October 1 through September 30)

Interest earned over $100 per Federal Fiscal Year must be returned to Cal EMA on a quarterly basis.

California Emergency Management AgencyHomeland Security Grants Processing Section

3650 Schriever AvenueMather, CA 95655


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Contact the Program Representative to obtain authorization to disencumber any unutilized funds;

Reconcile the actual costs to Modifications, Awards, Reimbursements or Advances;

Certify that any Corrective Action Plan as a result of monitoring findings have been completed and resolved; and

Acknowledge the record retention period.

Grant Closeout Requirements____________________________________________________________


California Emergency Management Agency: www.calema.ca.gov

Responder Knowledge Base: www.rkb.us

Training Request Form:www.calema.ca.gov/WebPage/trainingreq.nsf/TrainRequest?OpenForm

Homeland Security Exercise and Evaluation Program: www.hseep.dhs.gov

Important Links____________________________________________________________


http://www.rkb.us/

http://www.calema.ca.gov/WebPage/trainingreq.nsf/TrainRequest?OpenForm

http://www.hseep.dhs.gov/


Questions

Documents

Summer 2012 Biannual Strategy Implementation Report (BSIR)/ Financial Management Workshop Homeland Security Grants Processing Section