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Detailed Budget – Excluding M&A
The Detailed Budget – Excluding M&A tab enables a full accounting of all project activity costs, excluding M&A costs. This tab contains an itemization of non-M&A costs related to personnel, fringe benefits, travel, equipment, supplies, contractual services, construction, other, and indirect costs. For personnel and fringe benefits, the position title and percentage of time or fringe allocated to the EMPG Program grant is required. Each line item is assigned to its relevant project, allowing the information in mission areas, core capabilities, priorities, EMAP, and POETE categories to populate accordingly. This enables a breakdown of the full EMPG Program budget into various categories: Mission Area, Core Capabilities, National Priority Area, RA Agreed Upon Priority, EMAP Standard Elements, and POETE Category. The cells for each of these categories are automatically populated based on the project number as identified in the Grant Activities Outline.
Budget Narrative – M&A Only
The purpose of the Budget Narrative – M&A Only tab is to: 1) justify the need for each line item and the cost estimates; 2) explain how costs relate to the programmatic goals of the project(s); and 3) supplement other budget information provided on the Detailed Budget– M&A Only tab. For the Cost Share, applicants must include a detailed description of the source of the cost share/matching funds.
If funds or services are to be provided by a third party for in-kind match, a dated letter of commitment is required to document the donation. This tab will include a narrative for each cost category of the budget.
Information for the Detailed Budget and Budget Narrative This section of the Work Plan is a detailed description of the budget found in the SF-424A and must include a detailed discussion of how EMPG Program funds will be used. Applicants must itemize costs related to personnel, fringe benefits, travel, equipment, supplies, contractual costs, other direct costs, indirect costs,
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and total costs.
Applicants should use the following instructions and budget cost category descriptions to complete the Budget Detail section of the Work Plan.
Personnel: List each position with a brief description of the duties and responsibilities (no personnel names), as well as the salary computation for staff.
If a Cost-of-Living Adjustment increase and/or merit pay increase in salary will be provided for the position, include those costs in calculations for personnel and the associated fringe benefits on the applicable Detailed Budget and the Budget Narrative.
Fringe Benefits: List the computation for fringe benefits for each of the personnel listed in the budget worksheet. Estimated rates for fringe are allowable but provide the basis for that estimation in the budget narrative (e.g., average percent fringe paid for most employees within the agency). If not using an estimate, list fringe benefit and the associated costs for each employee that will be paid by EMPG Program funding (e.g., Social Security/FICA, Unemployment Compensation, Medicare, Retirement, Health Insurance, Life Insurance, etc.). Also, in cases where fringe benefits costs are included in an indirect cost rate agreement, the fringe benefits cannot also be charged as a direct cost for reimbursement.
Travel: Specify the mileage, per diem, estimated number of trips in-state and outof-state, number of travelers, and other costs for each type of travel for staff.
Travel may be integral to the purpose of the proposed project (e.g., management, monitoring and/or oversight of grant award and/or subrecipients) or related to propose project activities (e.g., attendance at training or meetings related to management of the EMPG Program award). Travel costs identified in this section are for employees of the applicant/recipient only. For travel costs related to staff training, include as many details as possible about each proposed training cost, including the name of the training course(s), training provider, personnel who will
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attend the training, proposed dates (estimates are accepted), etc. Travel category costs do not include 1) costs for travel of consultants, contractors, consortia members, or other partner organizations, which are included in the “Contractual” category; or 2) travel costs for employees of subrecipient agencies (those should be included in the Contractual category, if applicable).
Equipment: List each equipment item for EMPG Program purposes only by LineItem Name and in the same order as listed on the Detailed Budget. Include a brief description of each equipment item (no brand names); per unit cost, quantity and total cost; location of equipment (if other than the direct recipient agency); and how the equipment will be utilized. Equipment is defined in 2 C.F.R. § 200.1.
Supplies: Include all tangible personal property other than those described in the definition of “equipment” as defined by 2 C.F.R. § 200.1. Supplies are also defined in 2 C.F.R. § 200.1. The budget detail should identify categories of supplies to be procured for EMPG Program purposes only (e.g., printing supplies, office supplies, etc.) and the calculation of those costs (e.g., based on monthly rates or based on an average of previous years’ similar costs). Non-tangible goods and services associated with supplies, such as printing service, photocopy services, and rental costs should be included in the “Other” category. Provide the basis for calculation of supplies including the Line-Item Name and list supplies in the Budget Narrative in the same order as listed on the Detailed Budget. Subrecipient M&A and nonM&A costs should be included in the “Other” category.
Contractual: Identify each proposed contract related to EMPG Program purposes only and specify its purpose and estimated cost. Contractual/consultant services are those services to be carried out by an individual or organization (do not include company or individual names in budget narrative), other than the applicant, in the form of a procurement relationship. Leased or rented goods (equipment or supplies) for EMPG Program purposes should be included in the “Other” category. The applicant should list the proposed contract activities along with a brief description of the scope of EMPG Program work or services to be provided and proposed duration. Include the basis for the calculation of
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contractual services costs (e.g., contractor training instructor speaking fee, contractor travel costs and contractor instructional materials).
Other: This category should include only those types of direct costs that do not fit in any of the other budget categories and are related to EMPG Program purposes only. Include a description of each cost by Line-Item Name and in the same order as listed on the applicable Detailed Budget. Include the basis for calculation of the costs. Examples of costs for EMPG Program purposes that may be in this category include the following: insurance, rental/lease of equipment or supplies, equipment service or maintenance contracts, printing or photocopying rental, etc.
Subrecipient M&A and non-M&A costs from their subawards (e.g., subgrants) are a distinct type of cost under this category. The term “subaward” means an award of financial assistance (money or property) by any legal agreement made by the recipient to an eligible subrecipient. This term does not include procurement purchases, technical assistance in the form of services instead of money, or other assistance in the form of revenue sharing, loans, loan guarantees, interest subsidies, insurance, or direct appropriations. Subcontracts are not subawards and belong in the contractual category. Applicants must provide the aggregate amount they propose to issue as subaward work and a description of the types of M&A and non-M&A activities to be supported.
Construction: Include construction costs, including renovation projects for a state or territorial government’s principal EOC. Include a description of the types of construction or renovation services proposed and the calculation of these costs (no company or individual names). Subrecipient construction costs should be included in the Other category. M&A funding cannot be used for construction or renovation costs.
Indirect Costs: If indirect charges are budgeted, indicate the approved rate and base (the cost categories for which this indirect cost percentage rate will be applied.) Indirect costs are those incurred by the recipient for a common or joint purpose that benefit more than one cost objective or project and are not readily assignable to specific cost objectives or projects as a direct cost. In order for
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indirect costs to be allowable, the applicant must have a federal or state negotiated indirect cost rate (e.g., fixed, predetermined, final or provisional), or must have submitted a proposal to the cognizant federal or state agency. An approved Indirect Cost Rate Agreement signed by the recipient agency and the cognizant agency for the recipient, or a copy of the proposal to the cognizant federal or state agency for an indirect cost rate, must be included in the submission of the Work Plan Template for application purposes.
Examples of Indirect Cost Rate calculations are shown below:
1. Personnel (Indirect Rate x Personnel = Indirect Costs)
2. Personnel and Fringe (Indirect Rate x Personnel & Fringe = Indirect Costs)
3. Total Direct Costs (Indirect Rate x Total Direct Costs = Indirect Costs) Applicants who wish to use a cost allocation plan in lieu of an indirect cost rate must also reach out to the FEMA Grants Management Specialist for further instructions. Per 2 C.F.R. Part 200, Appendix VII, paragraph D.1.b, state and local governments are not permitted to use the de minimus rate without seeking and receiving FEMA’s approval of a case-by-case exception. Applicants who wish to request the case-by-case exception should reach out to their FEMA Grants Management Specialist for further instructions.
Post-award requests to charge indirect costs will be considered on a case-by-case basis and based upon the submission of an agreement or proposal as discussed above or based upon the de minimis rate or cost allocation plan, as applicable.
EMPG Program Summary
This tab includes summary information for the award as entered in the budget tabs and the Grant Activity Outline. The overall budget summary will include the total award amount, federal amount, non-federal amount (cost share), and M&A amount, along with the calculated percentage of each. The additional budget summary tables will calculate the amount allocated for federal funds, non-federal funds (cost share) and total project costs for each cost category. There is also a
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EXHIBIT H
budget summary table with similar information for each primary mission area and core capability.
The EMPG Program Summary tab also provides users with an overview of their progress in the FY 2024 EMPG Program Performance Metrics. The metrics are automatically populated from the calculations of information provided in the Grant Activities Outline. These metrics aim to provide the count, percentage, and associated dollar amount affiliated with the following performance metrics: 1) Capability-building Projects for Alignment to Capability Gaps in SPR; 2) Funding Spent on Capability-building Projects Aligned to Capability Gaps in SPR; 3) Building Capabilities for High Priority Targets; 4) Regional and National Priority Area Alignment; and 5) Plans-Training-Exercise Alignment. The EMPG Program Summary Tab further provides a count of all projects that address equity considerations and climate change impacts.
Implementation Schedule
The Implementation Schedule includes the basic elements of a project management plan. It is used to capture key project activities to include both EMPG Program-funded activities that are critical to accomplishing the project objectives as identified in the Grant Activities Outline, as well as tasks that are essential to effective project management. Thus, this product can be used as a basic project management tool to plan and track the progress of key project activities and associated tasks. Key project activities should generally correlate with the “Milestones” identified for each project included in the Grant Activities Outline.
The Implementation Schedule enables the applicant to identify key project activities by year/quarter, the associated tasks, timelines, status reports, and challenges or risks that may affect successful completion of the activity as planned. It also allows for the tracking of project progress by including estimated and actual completion dates for each activity and the ability to enter quarterly accomplishments relating to the activity. This functionality allows for quarterly
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reporting of project progress, in accordance with the programmatic requirements of the EMPG Program. Also, data from the Implementation Schedule should be completed and submitted to FEMA as a component of quarterly reporting on grant activities.
The Implementation Schedule further allows the applicant to explain how their project addresses equity considerations. Possible examples include: 1) conducting vulnerability assessments to identify and fully understand the vulnerabilities and needs of underserved communities relating to emergency preparedness; and 2) updating emergency operations plans to ensure the needs of underserved communities are adequately addressed.
The Implementation Schedule also provides the applicant with the ability to explain how their project addresses the impacts of climate change.
Training Data Table
To facilitate consistent data reporting and performance measures collection, the FY 2024 EMPG Program Work Plan Template includes a Training Data Table.
This table should reflect training activities outlined in the multi-year IPP and completion of required EMPG Program training courses. The data requirements are defined in the section below. Applicants/recipients are not required to report EMPG Program-funded personnel costs associated with training. Training related to the NQS is not reported on the Training Data Table. Also, data from the Training Data Table should be completed and submitted to FEMA as a component of quarterly reporting on grant activities. Upon entering the project name or number in the template, the cells located to the right of the main Training Data Table will auto-populate the associated priority, mission area, capabilities, and functional areas based on the project data included in the Grant Activities Outline.
Training Data Table Template
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(Header template only, no data)
Project
Number
Project
Name
Name of
Training
Scheduled
Date
Date Training was
Conducted/Completed
EMPG
Program
Required
Training?
(Y/N)
Number
of
Personnel
Trained
N
T
C
N
a
Training Data Table Definitions
Column 1 – Project Number from the Grant Activities Outline Column 2 – Project Name from the Grant Activities Outline Column 3 – Name of training course
Column 4 – Scheduled date of training course
Column 5 – Date training was conducted or completed
Column 6 – Is the training course required by the EMPG Program? Column 7 – Number of personnel trained
Column 8 – NIMS Training Course Number (if applicable)
Column 9 – Is the training identified in the multi-year IPP? Exercise Data Table
To facilitate consistent data reporting and performance measure collection, an Exercise Data Table should be completed for any exercises that meet EMPG Program requirements and/or exercises conducted in whole or part with EMPG Program funds. The Exercise Data should include EMPG Program-funded exercises and costs to run the exercise (e.g., planning, materials, props,
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contractual services for conducting the exercise, AAR and IP, etc.). Any exercise planned or conducted during the grant period of performance should be reported on the Exercise Data Table. Applicants/recipients are not required to report EMPG Program-funded personnel costs associated with exercises. Data from the Exercise Data Table should also be completed and submitted to FEMA as a component of quarterly reporting on grant activities. The data requirements are defined in the section below. Upon entering the project name or number in the template, the cells located to the right of the main Exercise Data Table will autopopulate the associated priority, mission area, capabilities, and functional areas based on the project data included in the Grant Activities Outline.
Exercise Data Table Template
(Header template only, no data)
Project
Number
Project
Name
Name of
Exercise
Scheduled
Date
Date Exercise
Conducted/Completed
Type of
Exercise
Exercise
Fulfills
Progressive
Exercise
Requirement
(Y/N)
Exercise Data Table Definitions:
Column 1 – Project Number from the Grant Activities Outline Column 2 – Project Name from the Grant Activities Outline Column 3 – Exercise Name
Column 4 – Scheduled date of exercise
Column 5 – Date exercise conducted/completed
Column 6 – Type of exercise (select from drop-down menu)
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EXHIBIT H
Column 7 – Is the exercise part of a progressive exercise series? Column 8 – Is exercise identified in the multi-year IPP? Column 9 – When was the AAR submitted to FEMA?
1. EMPG Requirements Matrix
ID Category Requirement Location Due Date
Cycle
Due
Date Submission Plan
1 Allowability Critical
Emergency
Supplies
Purchases – 5-
year viable
inventory
management
plan with a
distribution
strategy
PGM,
NOFO
Prior to
award
(if
applicable)
Varies
Work Plan/Amendment
2 Application Work Plan
NOFO
Per the
NOFO Varies
FEMA GO
3 Application Project
addressing
Equity
Considerations
NOFO
Per the
NOFO Varies
Work Plan: Grant Activitie
Outline and Budget Narrat
4 Civil Rights Civil Rights
Evaluation Tool PGM,
NOFO
Within 30
days of
receipt of
award
Varies
Email to:
CivilRightsEvaluation@hq
and cc: Regional EMPG P
Manager
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EXHIBIT H
ID Category Requirement Location Due Date
Cycle
Due
Date Submission Plan
5 Closeout Closeout
Reporting
Requirements.
(Note: FEMA
GO does not
have a closeout
module.
Regional
closeout
processes vary.)
PGM
Per the
Closeout
notification
letter
Varies
FEMA GO/Electronic Notif
6 Cost Share Cost Share
NOFO
Application,
Quarterly,
Closeout
Varies
Work Plan Budget, Federa
Financial Report (FFR)/SF
(Quarterly and at Closeou
7 Davis-Bacon Davis-Bacon
Compliance PGM,
NOFO
For all
EMPG
projects
Varies
Monitoring
8 EHP EHP approval
PGM,
NOFO
Prior to any
construction,
renovation,
or ground
disturbing
activity
Varies
Email to:
CivilRightsEvaluation@hq
, and cc: Regional EMPG
Program Manager
9 EHP Construction of
Communication
Towers
PGM,
NOFO
FCC Section
106 review
must be
completed
prior to EHP
review
Varies
Monitoring
10 EMAC EMAC
association NOFO
Prior to
award Varies
Regional EMPG Program
Manager to verify on EMA
website
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EXHIBIT H
ID Category Requirement Location Due Date
Cycle
Due
Date Submission Plan
11 Exercise Exercise
program
negotiated
(align with
IPP/priorities)
PGM,
NOFO
Prior to
award Varies
Work Plan
12 Exercise AAR (After
Action
Report)/IPs
PGM
90 days
after
completion
of exercises
conducted
in Calendar
Year (CY)
Q4
Varies
Email to: [email protected]
and cc: Regional EMPG P
Manager
13 Performance
Measures
87.5% of all
PTE projects
align with
building
capability and/or
closing
capability gaps
identified
NOFO
Prior to
award Varies
Work Plan
14 Pre-Award Pre-award cost
NOFO
Prior to
award
(if
applicable)
Varies
Work Plan Budget
15 Priorities 3-5 Applicant
and RA mutually
agreed upon
Priorities (Note:
These need not
be the national
priorities)
NOFO
Prior to
award Varies
Work Plan
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ID Category Requirement Location Due Date
Cycle
Due
Date Submission Plan
16 Reporting Threat and
Hazard
Identification
and Risk
Assessment
(THIRA)
submitted
PGM,
NOFO
Every 3
years
starting in
2022
31-
Dec
Prep toolkit
17 Reporting State
Preparedness
Review (SPR)
submitted
PGM,
NOFO
Annually
31-
Dec
Prep toolkit
18 Reporting National
Incident
Management
System (NIMS)
PGM,
NOFO
Annually
31-
Dec
Unified Reporting Tool (UR
19 Reporting National
Qualification
System (NQS)
implementation
PGM,
NOFO
Phased-in
Objectives
due
Annually
31-
Dec
URT
20 Reporting Distribution
Management
Plan (DMP)
Plan review
PGM
After initial
submission,
DMP
updates
submitted
annually, as
necessary
30-
Sep
Email to: Regional EMPG
Program Manager
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EXHIBIT H
ID Category Requirement Location Due Date
Cycle
Due
Date Submission Plan
21 Reporting Multi-year
Training and
Exercise Plan
(TEP)/Integrated
Preparedness
Plan (IPP)
developed
PGM,
NOFO
Annually
31-
Jan
Email to: [email protected]
and cc: Regional EMPG P
Manager
22 Reporting Periodic
Performance
Reporting (PPR)
Status of all
EMPG Programfunded plans,
training and
exercise
activities must
be reported
quarterly.
PGM
Within 30
days after
the end of
the CY
Quarter
30-
Jan
30-
Apr
30-
July
30-
Sep
FEMA GO
23 Reporting Financial
Quarterly
Reporting
PGM
Within 30
days after
the end of
the CY
Quarter
30-
Jan
30-
Apr
30-
July
30-
Sep
FEMA GO
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EXHIBIT H
ID Category Requirement Location Due Date
Cycle
Due
Date Submission Plan
24 Reporting Biannual
Strategy
Implementation
Report (BSIR)
PGM
Biannual
No
later
than:
30-
Jan
30-
July
FEMA GO
25 Reporting –
Exercise
All EMPG
Program-funded
exercise
activities must
be reported
quarterly.
PGM,
NOFO
Quarterly
30-
Jan
30-
Apr
30-
July
30-
Sep
Exercise Data Table
26 Reporting –
Training
All EMPG
Program-funded
training activities
must be
reported
quarterly.
PGM,
NOFO
Quarterly
30-
Jan
30-
Apr
30-
July
30-
Sep
Training Data Table
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EXHIBIT H
ID Category Requirement Location Due Date
Cycle
Due
Date Submission Plan
27 Telecomms FirstNet
PGM
Prior to
award
(if
applicable)
Varies
Verified by Regional EMP
Program Manager
28 Telecomms SAFECOM
PGM
Prior to
award
(if
applicable)
Varies
Verified by Regional EMP
Program Manager
29 Training Training
activities
captured (align
with
IPP/priorities)
PGM,
NOFO
Prior to
award Varies
Work Plan Training Data T
PPR template
30 Training
EMPG funded
personnel who
have completed:
Basic
Academy
OR
Professional
Development
Series
AND
NIMS
PGM
On-going
Varies Per Regional Guidance:
FEMA GO: with PPR
Roster to Regional EM
Program Manager
Reviewed During Monit
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EXHIBIT H
ID Category Requirement Location Due Date
Cycle
Due
Date Submission Plan
31 Training Training
attendance
information
submitted within
30 days of
attendance of
training
supported with
EMPG funding
(IB 432)
PGM,
NOFO
On-going
Varies
Web-Forms
[1] An additional $50,000 is funded pursuant to the Federal Programs and Services Agreements of the Compact of Free Association Act of 2003, as amended (Pub. L. No. 108-188).
[2] NOTE: The core capabilities listed under the Equity priorities are not allinclusive. Equity considerations should be factored into all core capabilities and all EMPG-funded projects, including those listed under the Climate Resilience and Readiness priorities.
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EXHIBIT H
FY 2024 Emergency Management Performance Grant (EMPG)
Performance Report
1 Instructions: Complete all required fields of the Performance Report. Failure to complete all fields may result in additional follow up from Cal OES.
Part I: General Information
Part II: EMPG Grant Activities
If you need to report on additional projects, please copy/paste the project box below.
Subrecipient:
Subaward Number: Total Awarded Amount:
$
Subaward Period of Performance:
7/1/2024 to 6/30/2026
Point of Contact Info:
Name:
Phone:
Email:
Reporting Period:
Select quarter range from dropdown
Date of Report:
This date must fall after reporting quarter
Project Number:
Project Title:
Description:
Project Status: Choose an item.
Project Summary: (Describe what has been completed as outlined in the scope of the original project, and what still needs to be completed before the period of performance end date; this report is cumulative.) Q1:
Q2:
Q3:
Q4:
EXHIBIT I
FY 2024 Emergency Management Performance Grant (EMPG)
Performance Report
2 Q5:
Q6:
Q7:
Q8:
Comments/Explanation for Not Started, Delayed, or Cancelled Status:
Project Number:
Project Title:
Description:
Project Status: Choose an item.
Project Summary: (Describe what has been completed as outlined in the scope of the original project, and what still needs to be completed before the period of performance end date; this report is cumulative.) Q1:
Q2:
Q3:
Q4:
Q5:
Q6:
Q7:
Q8:
Comments/Explanation for Not Started, Delayed, or Cancelled Status:
EXHIBIT I
FY 2024 Emergency Management Performance Grant (EMPG)
Performance Report
3 Part III: Personnel Funding Data
Report data on emergency management personnel that are
funded with EMPG funds.
Project Number:
Project Title:
Description:
Project Status: Choose an item.
Project Summary: (Describe what has been completed as outlined in the scope of the original project, and what still needs to be completed before the period of performance end date; this report is cumulative.) Q1:
Q2:
Q3:
Q4:
Q5:
Q6:
Q7:
Q8:
Comments/Explanation for Not Started, Delayed, or Cancelled Status:
Metric EMPG Total
Identify the total amount of EMPG and match funds
allocated to personnel salaries and benefits. $
Identify the total number of emergency management
personnel supported by EMPG funds. #
EXHIBIT I
FY 2024 Emergency Management Performance Grant (EMPG)
Performance Report
4 Part IV: Training Data
Report data on training sessions that are funded with EMPG funds.
Name of Training Number of
Personnel
Trained
#
#
#
#
Part V: Exercise Data
Report data on exercises that are funded with EMPG funds.
Exercise 1 Exercise 2 Exercise 3
Name of
Exercise Exercise Name Exercise Name Exercise Name
Date of
Exercise Exercise Date Exercise Date Exercise Date
Type of
Exercise
Choose an item Choose an item Choose an item
Exercise
included on
the IPP?
☐ ☐ ☐
Date AAR/IP
Completed
Click here to
enter a date
Click here to
enter a date
Click here to
enter a date
Part VI: EMPG Program-Funded Personnel Training Record
Report mandatory training data on EMPG-funded personnel.
EMPG
Funded
Personnel
NIMS Training – Completion
Dates (M/D/YY)
FEMA Professional Development Series –
Completion Dates (M/D/YY)
IS
100
IS
200
IS
700
IS
800
IS
120.c
IS
230.e
IS
235.c
IS
240.c
IS
241.c
IS
242.c
IS
244.b
Employee Name
Employee Name
Employee Name
Employee Name
Employee Name
EXHIBIT I
FY 2024 Emergency Management Performance Grant (EMPG)
Performance Report
5 Part VII: EMPG Program-Funded Personnel Exercise Record Report mandatory exercise data on EMPG funded personnel. (2 exercises within the period of performance) and select a priority that aligns to each exercise.
EMPG Funded Personnel Exercise 1 Exercise 2
Employee Name Exercise Name Exercise Name
Exercise Date Exercise Date
Select EMPG Priority Select EMPG Priority
Employee Name Exercise Name Exercise Name
Exercise Date Exercise Date
Select EMPG Priority Select EMPG Priority
Employee Name Exercise Name Exercise Name
Exercise Date Exercise Date
Select EMPG Priority Select EMPG Priority
Employee Name Exercise Name Exercise Name
Exercise Date Exercise Date
Select EMPG Priority Select EMPG Priority
Employee Name Exercise Name Exercise Name
Exercise Date Exercise Date
Select EMPG Priority Select EMPG Priority
Part VIII: Integrated Preparedness Plan (IPP)
Part IX: Self-Certifying regarding 100% Match Activities Check the box if the Operational Area IPP was submitted electronically to the appropriate Cal OES Exercise Division Point of Contact and EMPG Program Representative.
☐
Check the box if all Match activities are in
compliance with applicable Federal requirements
and regulations for T&E, EHPs, Procurement, etc.
Yes No N//A
☐ ☐ ☐
If no, please explain:
EXHIBIT I
FY 2024 Emergency Management Performance Grant (EMPG)
Performance Report
6 Part X: EMPG National Qualification System (NQS) Requirement As an FY 2023 EMPG post-award requirement, Subrecipients are required to work towards implementation of NQS by developing an Implementation Plan. Please identify how you are meeting the NQS, by selecting one of the following requirements.
Adopt the FEMA Emergency Management Institute (EMI) 2300 Series Training and the FEMA Position Task Book
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Adopt Cal OES’s Credentialing Program ☐
Implement their own program using the FEMA Implementation Plan Template.
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Part XI: Certification of Reported Activities
The undersigned is a duly appointed Authorized Agent and certifies that the above activities and statuses are true and correct.
Subrecipient:
Signature of Authorized Agent:
Printed Name of Authorized Agent:
Title:
Date:
EXHIBIT I
Subrecipient Monitoring Instrument
County of Los Angeles Emergency Management Performance Grant Program Monitoring Reports
A. FINANCIAL REPORTING REQUIREMENTS
Objective
To determine that the Subrecipient implemented corrective action to address findings noted in its Single Audit that is related to the Emergency Management Performance Grant.
Verification Yes No Comment
1. Was a Single Audit completed for the Grant Year?
2. If yes, did the Subrecipient forward a copy to the
Homeland Security Grant Administrator (HSGA)
within the earlier of 30 calendar days after receipt
of the auditor’s report(s) or nine months after the
end of the audit period?
3. Did the Single Audit(s) identify findings related to the Emergency Management Grant? If yes,
please continue.
If no, please mark N/A and continue to Section B.
4. Did the Subrecipient develop a corrective action
plan that addresses the finding(s)?
5. Did the Subrecipient send a copy of a corrective
action plan to the HSGA?
6. Did the Subrecipient implement the corrective
action plan?
B. TRAINING
Objective
To determine that the Training expenditures were appropriately documented and that the activities aligned with the project’s goals and objectives. If the Training activities involved employees, determine if the Subrecipient appropriately documented the Training expenditures using employee timecards, sign-in sheets, and certificates of training. If the Training activities involved using consultants or contractors, determine if the Subrecipient followed the appropriate procurement procedures to hire the consultants or contractors.
EXHIBIT K
Verification Yes No Comment
1. Did the Subrecipient receive funding for Training
expenditures? If yes, then continue. If no, continue
to next section.
2. Did the Subrecipient receive prior approval from
the State either via email or other documentation
and did it include the training course name and
number?
3. If the Training expenditures relate to the use of
employees, did the Subrecipient appropriately
document the Training expenditures using
employee timecards, sign-in sheets and
certificates of training?
4. If Training expenditures relate to the use of
consultants/contractors, did the Subrecipient follow
proper procurement procedures to hire the
consultants or contractors?
5. Did the Subrecipient accurately report the Training
expenditures in their accounting records?
6. For Projects with overtime expenditures for
Training:
a) Did the Subrecipient maintain employee
timecards to appropriately document the
overtime expenditures?
b) Did the Subrecipient accurately report the
overtime expenditures in their accounting
records?
7. For Projects with backfill expenditures for Training:
a) Does the Subrecipient have documentation that
the backfill expenditures were approved by the
State?
b) Did the Subrecipient appropriately document
the backfill expenditures using employee
timecards, sign-in sheets?
c) Did the Subrecipient accurately report the
expenditures in their accounting records?
8. Were the employee timecards utilized in Training
activities signed and dated by a direct supervisor?
9. Were the Training expenditures consistent with the
State approved grant award and/or post award
modification(s)?
EXHIBIT K
10. Ensure that Subrecipient corrected areas of noncompliance that remain outstanding and were reported as findings in prior Grant Year monitoring
reports submitted by HSGA:
a) If the project prior Grant Year monitoring report
finding was resolved, explain resolution and
indicate such in the current report as resolved.
b) If the project prior Grant Year monitoring report
finding is not resolved, indicate why it has not
been resolved and what the Subrecipient is
doing to resolve the prior year finding and
indicate such in the current report.
C. PLANNING
Objective
To determine that the Planning expenditures were appropriately documented and that the activities aligned with the project’s goals and objectives. If the Planning activities involved employees, determine if the Subrecipient appropriately documented the Planning expenditures using employee timecards and sign-in sheets. If the Planning activities involved using consultants or contractors, determine if the Subrecipient followed the appropriate procurement policies.
Verification Yes No Comment
1. Did the Subrecipient receive funding for Planning
expenditures? If yes, continue. If no, continue to
next section.
2. Did the Subrecipient appropriately document the
Planning expenditures providing copies of the
support documentation that indicated the efforts
made to produce the final product and a copy of the
product produced?
3. If Planning expenditures relate to the use of
employees, did the Subrecipient use employee
timecards and sign-in sheets?
4. If Planning expenditures relate to the use of
consultants/contractors, did the Subrecipient follow
proper procurement procedures to hire the
consultants or contractors?
5. Did the Subrecipient accurately report the Planning
expenditures in their accounting records?
6. For Project with overtime expenditures for
planning:
EXHIBIT K
a) Did the Subrecipient maintain employee
timecards to appropriately document the
overtime expenditures?
b) Did the Subrecipient accurately report the
overtime expenditures in their accounting
records?
7. For Projects with backfill expenditures for planning:
a) Does the Subrecipient have documentation
that the backfill expenditures were approved
by the State?
b) Did the Subrecipient appropriately document
the backfill expenditures using employee
timecards and sign-in sheets?
c) Did the Subrecipient accurately report the
backfill expenditures in their accounting
records?
8. Were the employee timecards utilized in Planning
activities signed and dated by the employee and
direct supervisor?
9. Were the Planning expenditures consistent with
the State approved grant award and/or post award
modification(s)?
10. Ensure that Subrecipient corrected areas of noncompliance that remain outstanding and were reported as findings in prior Grant Year monitoring
reports maintained by HSGA:
a) If the project prior Grant Year monitoring report
finding was resolved, explain resolution and
indicate such in the current report as resolved.
b) If the project prior Grant Year monitoring report
finding is not resolved, indicate why it has not
been resolved and what the Subrecipient is
doing to resolve the prior year finding and
indicate such in the current report.
D. EQUIPMENT
Objective
To determine that the project Equipment expenditures are supported by invoices and that a listing of the Equipment/property is maintained by the Subrecipient. To determine that the purchases are aligned with the project’s goals and objectives.
EXHIBIT K
Verification Yes No Comment
1. Did the Subrecipient receive funding for Equipment
expenditures? If yes, continue. If no, continue to
next section.
2. Did the Subrecipient maintain invoices to support
the Equipment expenditures?
3. Did the Subrecipient follow proper procurement
procedures to purchase the Equipment and were
the items listed in the Federal “Authorized
Equipment List” (AEL) and/or “Standardized
Equipment List?”
4. Did the Subrecipient accurately report the
Equipment expenditures in their accounting
records?
5. Did the Subrecipient maintain an Equipment
inventory that listed the following:
a) Description of Equipment
b) Serial Number or other identification number
c) AEL No.
d) Fund/source/Grant year
e) Title holder
f) 100 percent of Federal participation. If no,
then identify percentage.
g) Acquisition date
h) Acquisition cost
i) Quantity
j) Equipment location
k) Use and Condition of equipment
l) Disposition data and sale price of the
Equipment
6. Did the Subrecipient conduct an inventory of
equipment purchased with Cal OES grant funds at
least once every two years?
7. Was the equipment physically inspected to ensure:
EXHIBIT K
a) The equipment existed and agreed to inventory
listing.
b) The Equipment worked and adequately trained
staff are available to operate the Equipment?
8. Did the Subrecipient maintain the Equipment in a
secure location?
9. For property other than equipment i.e., supplies,
did the Subrecipient have controls and
accountability to safeguard and ensure that the
items are used solely for authorized purposes?
10. For Equipment disposal, if any:
a) Was the disposition consistent with federal
regulations?
b) What is the status of the proceeds received
from the disposal?
11. Did the Subrecipient have a policy for damaged,
destroyed, lost or stolen Equipment including but
not limited to informing the Cal/OES, steps to
replace the Equipment and an investigative
process?
12. Were the Equipment expenditures consistent with
the State approved grant award and/or post award
modification(s)?
13. Ensure that Subrecipient corrected areas of noncompliance that remain outstanding and were reported as findings in prior Grant Year monitoring
reports maintained by HSGA:
a) If the project prior Grant Year monitoring report
finding was resolved, explain resolution and
indicate such in the current report as resolved.
b) If the project prior Grant Year monitoring report
finding is not resolved, indicate why it has not
been resolved and what the Subrecipient is
doing to resolve the prior year finding and
indicate such in the current report.
EXHIBIT K
E. EXERCISES
Objective
To determine that the Exercise expenditures were appropriately documented, and the activities align with project goals and objectives. If the Exercise activities involved employees, determine if the Subrecipient appropriately documented the Exercise expenditures using timecards and sign-in sheets. If the Exercise activities involved using consultants or contractors, determine if the Subrecipient followed the appropriate procurement procedure.
Verification Yes No Comment
1. Did the Subrecipient receive funding for Exercise
expenditures? If yes, then continue. If no, continue
to next section.
2. If the Exercise expenditures relate to the use of
employees, did the Subrecipient appropriately
document the Exercise expenditures using
employee timecards, sign-in sheets, and
certificates for Exercise?
3. If the Exercise expenditures related to the use of
consultants or contractors, did the Subrecipient
follow proper procurement procedures to hire the
consultants or contractors?
4. Did the Subrecipient accurately report the Exercise
expenditures in their accounting records?
5. For Projects with overtime expenditures for
Exercise:
a) Did the Subrecipient maintain employee
timecards to appropriately document the
overtime expenditures?
b) Did the Subrecipient accurately report the
overtime expenditures in their accounting
records?
c) Did the Subrecipient accurately report the
backfill expenditures in their accounting
records?
6. For Project with backfill expenditures for Exercise:
a) Does the Subrecipient have documentation
that the backfill expenditures were approved
by the State?
b) Did the Subrecipient appropriately document
the backfill expenditures using employee
timecards and sign-in sheets?
EXHIBIT K
F. ORGANIZATION
Objective
To determine that the Organization expenditures were appropriately documented and that the activities align with the project’s goals and objectives. If the Organization activities involved employees, determine if the Subrecipient appropriately documented the Organization expenditures using employee timecards and sign-in sheets. If the Organization activities involved using consultants or contractors, determine if the Subrecipient followed the appropriate procurement policies.
Verification Yes No Comment
1. Did the Subrecipient receive funding for
Organization expenditures? If yes, then continue.
If no, continue to next section.
2. If the Organization expenditures relate to the use
of employees, did the Subrecipient document the
expenditures using employee timecards, sign-in
sheets, or with other support documentation that
substantiated the expense?
3. If the Organization expenditures relate to the use
of consultants or contractors, did the Subrecipient
7. Were the employee timecards utilized in exercise
activities signed and dated by a direct supervisor?
8. Were the Exercise expenditures consistent with
the State approved grant award and/or post award
modifications?
9. Did the Subrecipient complete and submit an After
Action Report (AAR) / Improvement Plan (IP) to the
State within 90 days after the exercise was
conducted?
10. Ensure that Subrecipient corrected areas of noncompliance that remain outstanding and were reported as findings in prior Grant Year monitoring
reports:
a) If the Project prior Grant Year monitoring report
finding was resolved, explain resolution, and
indicate such in the current report as resolved.
b) If the Project prior Grant Year monitoring report
finding is not resolved, indicate why it has not
been resolved and what the Subrecipient is
doing to resolve the prior year finding and
indicate such in the current report.
EXHIBIT K
follow proper procurement procedures to hire the
consultants or contractors?
4. Did the Subrecipient accurately report the
Organization expenditures in their accounting
records?
5. For Projects with overtime expenditures for
Organization:
a) Did the Subrecipient maintain employee
timecards to appropriately document the
overtime expenditures?
b) Did the Subrecipient accurately report the
overtime expenditures in their accounting
records?
6. For Projects with backfill expenditures for
Organization:
a) Does the Subrecipient have documentation that
the backfill expenditures were approved by the
State?
b) Did the Subrecipient appropriately document
the backfill expenditures using employee
timecards and other payroll documentation?
7. Were the employee timecards, utilized in
Organization activities signed and dated by a direct
supervisor?
8. Were the Organization expenditures consistent
with the State approved grant award and/or post
award modification(s)?
9. Ensure that Subrecipient corrected areas of noncompliance that remain outstanding and were reported as findings in prior Grant Year monitoring
reports maintained by HSGA:
a) If the project prior Grant Year monitoring report
finding was resolved, explain resolution and
indicate such in the current report as resolved.
b) If the project prior Grant Year monitoring report
finding is not resolved, indicate why it has not
been resolved and what the Subrecipient is
doing to resolve the prior year finding and
indicate such in the current report.
EXHIBIT K