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HomeMy WebLinkAboutAttachment 2ATTACHMENT A2 The following is the Budget Detail Worksheet detailing the documentation that must accompany any Reimbursement Request and Detail of Claims Form: PLANNING: Please find the corresponding letter to understand what back-up documentation is required - PLANNING ACTIVITIES ARE NOT WITHIN THE SCOPE OF WORK FOR THIS CONTRACT, THEREFORE ARE NOT AN ALLOWABLE EXPENSE. A. For salaries charged, please provide information describing what has been accomplished and provide a copy of the plans once the grant is complete. S. For materials purchased to conduct a planning activity please submit purchase orders and receipts and/or cancelled checks. For conferences and facilities, please provide documentation describing the purpose of the conference and receipts. • C. For travel, please provide the destination and submit receipts and a sign -in sheet of the conferences each individual attended. • C. When dealing with Outreach and Volunteer programs, please provide a description of the activities conducted and proper documentation to capture those activities. Allowable Planning Costs D. Public Education/Outreach A. Develop and implement homeland security support programs and adopt ongoing DHS national initiatives A. Develop and enhance plans and protocols A. Develop or conduct assessments D. Establish, enhance, or evaluate Citizen Corps -related volunteer programs A. Hiring of full or part-time staff or contractors/consultants to assist with planning activities (not for the purpose of hiring public safety personnel fulfilling traditional public safety duties) B. Conferences to facilitate planning activities B. Materials required to conduct planning activities C. Travel/per diem related to planning activities A. Overtime and backfill costs — Payment of overtime expenses will be for work performed by award (SAA) or sub -award employees in excess of the established work week (usually 40 hours) related to the planning activities for the development and implementation of the programs under HSGP. The following should be submitted: • A. For salaries and backfill charged, please provide timesheets or time records to determine the correct amount of hours billed to the grant. • B. For office equipment purchased, please submit purchase orders and receipts and/or cancelled checks. For meeting related expenses, please provide documentation describing the purpose of the meeting and submit purchase orders, receipts, and/or cancelled checks. • C. For travel please provide the names of the travelers along with destination and submit receipts. ;Jllowabfe,Management and Administration Costs A. Hiring of full-time or part-time staff or contractors/consultants: o To assist with the management of FY-- HSGP. o To assist with design, requirements, and implementation of FY-- HSGP. o To assist with the implementation and administration of the State Homeland Security Strategy, as it may relate to the individual grant program. A. Hiring of full-time or part-time staff or contractors/consultants and expenses related to: o HSGP application submission management activities and application requirements. o Meeting compliance with reporting/data collection requirements, including data calls. B. Development of operating plans for information collection and processing necessary to respond to DHS/G&T data calls. A. Overtime and backfill costs — Payment of overtime expenses will be for work performed by award (SAA) or sub -award employees in excess of the established work week (usually 40 hours) related to the M&A activities for the development and implementation of the programs under HSGP. These costs are allowed only to the extent the payment for such services is in accordance with the policies of the state or local unit(s) of government and has the approval of the state or the awarding agency, whichever is applicable. In no case is dual compensation allowable. That is, an employee of a unit of government may not receive compensation from their unit or agency of government AND from an award for a single period of time (e.g., 1:00 pm to 5:00 pm), even though such work may benefit both activities. Fringe benefits on overtime hours are limited to Federal Insurance Contributions Act (FICA), Workers' Compensation and Unemployment Compensation. C. Travel expenses B. Meeting -related expenses (For a complete list of allowable meeting -related expenses, please review the OJP Financial Guide at www.oip.usdoi.gov/finquide06/). S. Acquisition of authorized office equipment, including personal computers, laptop computers, printers, LCD projectors, and other equipment or software which may be required to support the implementation of the homeland security strategy. B. The following are allowable only within the contract period: o Recurring fees/charges associated with certain equipment, such as cell phones, faxes, etc. o Leasing and/or renting of space for newly hired personnel to administer programs within FY07 UASI. The following should be submitted: EXERCISES ARE NOT WITHIN THE SCOPE OF WORK FOR THIS CONTRACT, THEREFORE ARE NOT AN ALLOWABLE EXPENSE 5 : F`fin A- .3. 3 @ F' 3 t'$. +` u, I ble Exercl se Gc s . C. -s. Exercise Planning Workshop - Grant funds may be used to plan and conduct an Exercise Planning Workshop to include costs related to planning, meeting space and other meeting costs, facilitation costs, materials and supplies, travel and exercise plan development. B. Full or Part -Time Staff or Contractors/Consultants - Full or part-time staff may be hired to support exercise -related activities. Payment of salaries and fringe benefits must be in accordance with the policies of the state or local unit(s) of government and have the approval of the state or the awarding agency, whichever is applicable. The services of contractors/consultants may also be procured to support the design, development, conduct and evaluation of CBRNE exercises. The applicant's formal written procurement policy or the Federal Acquisition Regulations (FAR) must be followed. B. Overtime and backfill costs — Overtime and backfill costs associated with the design, development and conduct of CBRNE exercises are allowable expenses. Grantees may also use G&T grant funds to cover overtime and backfill expenses for part-time and volunteer emergency response personnel participating in G&T exercises. A, Travel - Travel costs (i.e., airfare, mileage, per diem, hotel, etc.) are allowable as expenses by employees who are on travel status for official business related to the planning and conduct of the exercise project(s). These costs must be in accordance with state law as highlighted in the OJP Financial Guide. States must also follow state regulations regarding travel. If a state or territory does not have a travel policy; they must follow federal guidelines and rates, as explained in the OJP Financial Guide. For further information on federal law pertaining to travel costs, please refer to www.oip. usdoj.gov/finqu ide06/. A. Supplies - Supplies are items that are expended or consumed during the course of the planning and conduct of the exercise project(s) (e.g., copy paper, gloves, tape, non -sterile masks, and disposable protective equipment). A. Other Items - These costs include the rental of space/locations for exercise planning and conduct, exercise signs, badges, etc. TRAINING: The following should be submitted A complete list of G&T approved courses may be found at www.oip.usdoi.gov/odp/flocs/TED Course Catalog2007.pdf A. For all training workshops and conferences make sure name, dates, type and location of training are provided • B All sign -in sheets or rosters along with a description of course details • C. Submit invoices for all costs • 0< Requests for backfill and overtime must be accompanied by proof of payment to the payee and timesheets indicating the extra hours worked Allowable Training Costs D. Overtime and backfill funding for emergency preparedness and response personnel attending G&T-sponsored and approved training classes. Grantees may also use G&T grant funds to cover overtime and backfill expenses for part-time and volunteer emergency response personnel participating in G&T training. UASI funds may also be used for training citizens in awareness, prevention, protection, response and recovery skills A. B. C. Training Workshops and Conferences D. Full or Part -Time Staff or Contractors/Consultants ,k.Travel C. Supplies EQUIPMENT. The following should be submitted: • All Authorized Equipment List ( AEL) numbers must be present per equipment category, the yellow box below details the steps to be taken to get the proper AEL numbers. • For all equipment purchased, there must be copies of purchase orders, canceled checks, invoices, and receipts for all reimbursable equipment. Eligible Equipment Acquisition Costs The table below highlights the allowable equipment categories for award. A comprehensive listing of these allowable equipment categories, and specific equipment eligible under each category, can be found web -based Authorized Equipment List at: www.rkb.mipt.orq this o_ n the below, given 4 Register on the website and logon 4 Click on "search the RKB" - - - - Click on "DHS Authorized Equipment List (AEL) — FY2007" If you wish to purchase a piece of equipment from any category then, in the appropriate space on the Detail of Claims form space below that cate ry the "AEL item number" and "title ,put P7sonai pro tI tit en Ai " or i i etrledra is t pr ie �Bt NE p c ro ai 0 IR y e# Kw4 _,ea A:3v'f9�brusa5 % pRq 4s�e0 Eei n:de qur , S�cation t�peraC?t+gtJrrarns equrpiegt,�.��� -�.. 0,bare na a t 1p n nt� t led l si p tgs grid lirrntu#cpals tom �fl;RNI`�pfer�neeatem#s�=�:����`�.������� + .� Terrorism ncident,prevention equipment Physical securi: enhancement equipment Inspection and Screeningsystems Agriculture Terrorism Prevention, Response, and Mitigation Equipment CSRNE Response watercraft: 1ANAGEMEN submitted: STRAT O : The following should be • A. For salaries and backfill charged, provide timesheets or time records to determine the correct amount of hours billed to the grant. • B. For office equipment purchased, submit purchase orders and receipts and/or cancelled checks. For meeting related expenses, please provide documentation describing the purpose of the meeting and submit purchase orders, receipts, and/or cancelled checks. • C. For travel provide the names of the travelers along with destination and submit receipts. 'Atha wabfe t!anagement.and Administration Costs A. Hiring of full-time or part-time staff or contractors/consultants: o To assist with the management of FY-- HSGP. o To assist with design, requirements, and implementation of FY— HSGP. o To assist with the implementation and administration of the State Homeland Security Strategy, as it may relate to the individual grant program. A. Hiring of full-time or part-time staff or contractors/consultants and expenses related to: o HSGP application submission management activities and application requirements. o Meeting compliance with reporting/data collection requirements, including data calls. B. Development of operating plans for information collection and processing necessary to respond to DHS/G&T data calls. A. Overtime and backfill costs — Payment of overtime expenses will be for work performed by award (SAA) or sub -award employees in excess of the established work week (usually 40 hours) related to the M&A activities for the development and implementation of the programs under HSGP. These costs are allowed only to the extent the payment for such services is in accordance with the policies of the state or local unit(s) of government and has the approval of the state or the awarding agency, whichever is applicable. In no case is dual compensation allowable. That is, an employee of a unit of government may not receive compensation from their unit or agency of government AND from an award for a single period of time (e.g., 1:00 pm to 5:00 pm), even though such work may benefit both activities. Fringe benefits on overtime hours are limited to Federal Insurance Contributions Act (FICA), Workers' Compensation and Unemployment Compensation. C. Travel expenses B. Meeting -related expenses (For a complete list of allowable meeting -related expenses, please review the OJP Financial Guide at www.olo.usdoi•govffinciuide06/). B. Acquisition of authorized office equipment, including personal computers, laptop computers, printers, LCD projectors, and other equipment or software which may be required to support the implementation of the homeland security strategy. h The following are allowable only within the contract period: o Recurring fees/charges associated with certain equipment, such as cell phones, faxes, etc. o Leasing and/or renting of space for newly hired personnel to administer programs within FY07 UASI.