Homeland Security Grants Management Louisiana Emergency Preparedness Association (LEPA)

Transcription

1 Homeland Security Grants Management Louisiana Emergency Preparedness Association (LEPA) An LEM Basic Credentialing Course 1

2 Objectives Using local government management systems perform: Homeland security grant initiation. Property and service acquisition. Property receipt. Property control. Property transfer. Grant reimbursement. Grant closeout. 2

3 Grants Management Flow Chart 3

4 Grants Management Flow Chart 4

5 Grants Management Flow Chart 5

6 Grants Management Audit Trail Grant Initiation 6

7 Grants Management Audit Trail Property & Service Acquisition 7

8 Grants Management Audit Trail Property Receipt 8

9 Grants Management Audit Trail Property Control 9

10 Grants Management Audit Trail Property Transfer 10

11 Grants Management Audit Trail Reimbursement 11

12 Grants Management Audit Trail Grant Closeout 12

13 Local Government Acquisition Statues 13

14 Louisiana Statues Title 38 and 39 Most parishes operate under Title 38 or 39 for purchasing. Municipalities may have purchasing systems regulated by municipal ordinances or codes. Whatever statues, ordinances or policies are used they become an integral component of the homeland security grant doctrine and must be followed. 14

15 Louisiana Statues Title 38 and 39 Most parishes operate under Title 38 or 39 for purchasing. Municipalities may have purchasing systems regulated by municipal ordinances or codes. Whatever statues, ordinances or policies are used they become an integral component of the homeland security grant doctrine and must be followed. 15

16 Louisiana Statues Title 38 and 39 Know what title that your parish operates under. Title 38 does not allow sole source bids but title 39 does. Consequently, if parish piggybacks off of a title 39 sole source bid but the requesting parish operates under title 38, bid laws may be violated. Be careful here. 16

17 Louisiana Statues Title 38 and 39 Even if it is understood that only one company produces a certain public safety product quotes or bids may have to be obtained. Because of a conflict with state purchasing laws the federal General Services Administration (GSA) bids cannot be used under state statues. Involve GOHSEP to obtain approval to use GSA. 17

18 Local / Federal Government Fiscal Year Alignment 18

19 Fiscal Years Parish and Federal fiscal years may not align. The federal government s fiscal year begins October 1 st. Federal grants are usually awarded in October during the federal first quarter. Most parish fiscal years align with the calendar year with the budget development and amendment process beginning June 1 st. 19

20 Fiscal Year Alignment Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Federal 2nd QTR Federal 3rd QTR Federal 4th QTR Federal 1st QTR Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Local 1st QTR Local 2nd QTR Local 3rdQTR Local 4thQTR 20

21 Fiscal Year Alignment Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Federal 2nd QTR Federal 3rd QTR Federal 4th QTR Federal 1st QTR Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Local 1st QTR Local 2nd QTR Local 3rdQTR Local 4thQTR 21

22 Fiscal Year Alignment Recommendations: Since the federal first quarter begins October 1 st, use the 90 day time frame at the end of the year to set up the following: Present the grant to the parish president. Present the grant to the finance committee for budgeting. Present the grant to the parish council to obligate. Complete the project application and grant award sheet then submit to GOHSEP. Set up finance project codes under the general fund for the parish s next fiscal year beginning in January. Set up grant budget based on investment justifications and input from the grant work group. 22

23 Grant Initiation Through The Parish Administration and Council 23

24 Grants Management Audit Trail Grant Initiation 24

25 Grant Origination Documents Submit the GAS to the grant work group and develop a budget. Develop internal OHSEP finance and property controls. Official parish budget may run 30 days behind internal controls. Submit grant documents to parish administration. 25

26 Grant Origination Documents Submit the GAS and budget to the parish president, finance committee, and the parish council to obligate parish funds. OHSEP Directors do not have the authority to obligate parish funds. Set up project codes in the finance department then submit the GAS, application and budget to GOHSEP. 26

27 Internal OHSEP Controls Receipts and Expenditures. 27

28 Internal OHSEP Controls Reimbursements Submittals and Receipts. 28

29 Property Acquisition Homeland Security Grants 29

30 Property Acquisition Property & Service Acquisition 30

31 Property Acquisition Acquisition is determined by the grant work group. Investment justifications are based on national priorities. Authorization is obtained from GOHSEP grants division based on the responder knowledge base (RKB). 31

32 Responder Knowledge Base 1. Personal Protective Equipment 2. Explosive Device Mitigation and Remediation Equipment 3. CBRNE Operational and Search and Rescue Equipment 4. Information Technology 5. Cyber Security Enhancement Equipment 6. Interoperable Communications Equipment 7. Detection 8. Decontamination 9. Medical 10. Power 11. CBRNE Reference Materials 12. CBRNE Incident Response Vehicles 13. Terrorism Incident Prevention Equipment 14. Physical Security Enhancement Equipment 15. Inspection and Screening Systems 16. Agricultural Terrorism Prevention, Response, and Mitigation Equipment 17. CBRNE Prevention and Response Watercraft 18. CBRNE Aviation Equipment 19. CBRNE Logistical Support Equipment 20. Intervention Equipment 21. Other Authorized Equipment 32

33 Responder Knowledge Base 1. Personal Protective Equipment 2. Explosive Device Mitigation and Remediation Equipment 3. CBRNE Operational and Search and Rescue Equipment 4. Information Technology 5. Cyber Security Enhancement Equipment 6. Interoperable Communications Equipment 7. Detection 8. Decontamination 9. Medical 10. Power 11. CBRNE Reference Materials 12. CBRNE Incident Response Vehicles 13. Terrorism Incident Prevention Equipment 14. Physical Security Enhancement Equipment 15. Inspection and Screening Systems 16. Agricultural Terrorism Prevention, Response, and Mitigation Equipment 17. CBRNE Prevention and Response Watercraft 18. CBRNE Aviation Equipment 19. CBRNE Logistical Support Equipment 20. Intervention Equipment 21. Other Authorized Equipment 33

34 Property Acquisition A requisition is completed by parish OHSEP. A purchase order is drafted by the purchasing department. The finance department confirms balance under the specific grant project code. The grants office confirms authorized purchase is IAW the grant s budget. Legal becomes involved if a contract or bid is required. 34

35 35

36 Property Receipt Homeland Security Grants 36

37 Grants Management Audit Trail Property Receipt 37

38 Property Receipt Ensure that vendors deliver items directly to OHSEP if your parish does not have a shipping and receiving department. Inventory and label every item with a standard HS label. Submit all packing lists and invoices to the purchasing department and retain copies. LEPA LEM 38

39 Property Control Homeland Security Grants 39

40 Grants Management Audit Trail Property Control 40

41 Property Control If property is being maintained within parish government hand receipts and documenting the fixed asset report is adequate. If property is being transferred to agencies outside of parish government a legal act of transfer is required. Only the parish president and the principal of the external agency are authorized to sign transfer documents. 41

42 Internal OHSEP Controls Receipts and Expenditures. 42

43 Property Transfer Homeland Security Grants 43

44 Grants Management Audit Trail Property Transfer 44

45 Act of Transfer Property purchased with federal grants cannot be donated. Acts of donation are not authorized. Ensure that DHS grant instructions pertaining to property disposal is included in the act of transfer. The supported agency external to parish government may purchase titled property such as vehicles then the reimbursement is passed through. 45

46 Act of Transfer 46

47 Grant Reimbursement Homeland Security Grants 47

48 Grants Management Audit Trail Reimbursement 48

49 Grant Reimbursement If salaries and benefits are claimed ensure that it is not claimed on any other federal grant. Submit payroll documents from finance based upon the grant terms and conditions. Submit equipment purchase orders, checks, and invoices with the reimbursement request to GOHSEP as supporting documentation. 49

50 Internal OHSEP Controls Reimbursements Submittals and Receipts. 50

51 Grant Reimbursement 51

52 Grant Reimbursement 52

53 Grant Closeout Homeland Security Grants 53

54 Grants Management Audit Trail Grant Closeout 54

55 Grant Closeout Memorandums requesting extensions may be submitted to the SAA if the operational period is projected to be exceeded. A valid reason must exist and there is no guarantee of approval. 55

56 Grant Closeout Ensure that administrative fees are collected. Submit to the SAA a memorandum of deobligation of balances and intent to close. 56

57 Grant Closeout Ensure that a closeout letter is received from the SAA. Maintain document retention and destruction IAW local, state and federal policy. A minimum three year destruction period is recommended. All documents, policies and procedures form the audit trail. 57

58 Questions? 58