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Financial Section

Michigan State PoliceEmergency Management and Homeland Security Division

Nancy Downs, Financial Manager June Martin, AnalystCarla Richardson, Analyst

http://www.michigan.gov/emhsd 2

• Grant Agreements• Submission of Reimbursements• Advances• Accounts Payable• Old Year vs. New Year

Reimbursement Process Overview


• Grant agreement packets are mailed out by EMHSD

• Subgrantee returns one complete grant agreement packet (including attachments) to EMHSD Financial Section

• Grant agreement must have original signatures, since it is a legal document

Grant Agreements


Grant Agreements (continued)

• Grant agreement documents must be signed and returned within 30 calendar days. EMHSD now tracks outstanding agreements, and will follow up on overdue documents through EMHSD district coordinators.


• Use the most recent forms• Forms are available on the EMHSD

website: www.michigan.gov/emhsd○ Click on ‘Homeland Security Reimbursement

Forms’ which appears about half way down the page

Homeland Security Grant Program Reimbursements


• Submit at least quarterly• Can be processed faster if:

○ reimbursement packets are smaller○ all of the correct paperwork is attached

When to Submit


• Separate by solution area• Separate by allocation type• Separate by project

How to Submit


• Equipment• Exercise• Planning• Training• Management and Administrative (M&A)

Solution Areas


• Reimbursement Coversheet • Invoices or receipts

○ Purchase orders and/or quotes are not acceptable

• Approved Allowable Cost Justification (ACJ) forms

Equipment Solution Area


• Reimbursement Coversheet ○ Each exercise or drill must be listed on a

separate Reimbursement Coversheet

• Invoices or receipts○ Purchase orders and/or quotes are not

acceptable

• Approved ACJ forms

Exercise Solution Area




• Approved ACJ forms• Attach activity detail for Planners

Planning Solution Area


Planning Solution Area (continued)

• Fill out appropriate detail sheets○ Payroll detail sheets must list each employee

(non-contractual) and list by date○ Supplies detail sheets can be used for

contractual employees, with invoices attached




• Approved ACJ forms• Fill out appropriate detail sheets

○ Payroll detail sheets must list each employee (non-contractual) attending training (regular, overtime, backfill) and list by date

Training Solution Area




• Approved ACJ forms

M&A Solution Area


• SHSP – State Homeland Security Program• LETPP – Law Enforcement Terrorism

Prevention Program (2007 and prior)• LETPA – Law Enforcement Terrorism

Prevention Activities (starting in 2008)• UASI – Urban Areas Security Initiative• CCP – Citizen Corps Program• MMRS – Metropolitan Medical Response

System

Allocation Types


• Reimbursement Coversheet (EMD-054)• Payroll Reimbursement Detail (EMD-055)• Supplies and Other Items Reimbursement

Detail (EMD-056)• Travel Reimbursement Detail (EMD-057)

Reimbursement Forms


• Must include with every reimbursement request

• Complete all information in the top portion of the form

• Designate type of activity or event• Designate date(s) of activity or event

Reimbursement Coversheet (EMD-054)


Reimbursement Coversheet (continued)

• Designate solution area• Designate allocation type• Designate priority threshold, if applicable• Must be signed by authorized financial

representative (submit with original signature)


• Submit with corresponding Reimbursement Coversheet

• Record dates and hours worked (regular, overtime) by each employee○ Can list by ‘pay period ending’ dates○ Cannot list by months or years

• If fringe benefits are billed, complete the box on the instruction tab detailing the fringe benefit percentage and attach

Payroll Reimbursement Detail (EMD-055)


Supplies and Other Items Reimbursement Detail (EMD-056)• Submit with corresponding Reimbursement

Coversheet• Fill in top portion of form

○ Type of activity or event – full scale exercise, conference, etc.

○ Date of activity or event


• Record supplies, invoices, receipts, contractors, course fees, site rentals, etc.

• Must submit supporting documentation, including invoices or receipts○ Purchase orders and/or quotes are not

acceptable

Supplies and Other Items Reimbursement Detail

(continued)


• Submit with corresponding Reimbursement Coversheet○ Allowable state rates can be found at

www.michigan.gov/dmb/0,1607,7-150-9141_13132---.00.html

• Submission of receipts○ Submission of receipts is not necessary, except

for lodging○ Subgrantees must keep all receipts on file for

audit purposes

Travel Reimbursement Detail (EMD-057)


Travel Reimbursement Detail (continued)

• Mileage rate○ Cannot exceed allowable subgrantee rate or

state rate, whichever is less

• Lodging rate○ Cannot exceed allowable subgrantee rate or


• Meal Rate○ Cannot exceed allowable subgrantee rate or


• Other expenses○ Parking, tolls, fees


• Every attempt is made to expedite reimbursement payments in a timely manner

• If all necessary information is submitted properly, subgrantees should receive reimbursement within 30 days from the time reimbursement requests are received by EMHSD

• Year end (Sept. 30) processing will take longer than 30 days

Grant Reimbursement Timetable


• Subgrantee may request an advance for $25,000 or more

• Subgrantee must submit letter, approved purchase orders, and approved ACJ form

• Subgrantee must place funds in an interest-bearing account

• Subgrantee may keep interest up to $100 per year for administrative expenses for all federal funds combined

Advances


Advances (continued)

• Subgrantee must notify EMHSD quarterly, in writing, of any interest earned over $100

• Subgrantee must send EMHSD a check payable to the State of Michigan for any interest earned over $100

• Interest received by EMHSD is returned to the federal government

• Advances cannot be outstanding for more than 120 days


Advances (continued)

• All invoices must be dated within 120 days of the advanced payment issue date

• When advance purchases are completed, subgrantee must submit:○ Reimbursement Coversheet (EMD-054)○ Necessary invoices○ Cancelled checks (copy)○ Detail forms (if necessary)○ ACJ form(s)○ Check for unused portion of advance payable

to the State of Michigan


• Each Subgrantee must submit accounts payable amounts for the following outstanding reimbursements by September 15○ Invoices dated prior to October 1○ Travel, training, etc. that occurs prior to

October 1○ Estimates of payroll expenses prior to

October 1

Accounts Payable


• Submit Reimbursement requests separated by payable and current year amounts ○ Payable – expenses incurred through

September 30○ Current year – expenses incurred beginning

October 1

Old Year vs. New Year


Old Year vs. New Year (continued)

• Reimbursement requests submitted at Year End (or after) take longer to process○ EMHSD must await submission of accounts

payable amounts from subgrantees○ Accounts payable must be established by MSP

Budget and Financial Services Division


Questions


For Further Information:

June Martin, Analyst Carla Richardson, AnalystPhone: 517-333-5040 Phone: 517-335-6461 Email: [email protected] Email: [email protected]

Nancy Downs, Financial Manager Phone: 517-336-6609 Email: [email protected]

Michigan State PoliceEmergency Management and Homeland Security Division

mailto:[email protected]

