Resolution 2014-20 - Laserfiche WebLink

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4. 5. Report Period Due Date October — December January 15 January —March Aril 15 April — June July 15 Jul — September October 15 3.2 Final Reports: Grantee shall submit a final financial status and progress report for each project that provides final financial reconciliation and final cumulative grant/project accomplishments within 45 days of the end of the Time Frame for completing eligible work for each category as stated in § 1.6 of this Exhibit B. The final report may not include unliquidated obligations and must indicate the exact balance of unobligated funds. TESTING AND ACCEPTANCE CRITERIA: The Division of Homeland Security and Emergency Management shall evaluate the Project(s) through the review of Grantee submitted financial and progress reports. The Division of Homeland Security and Emergency Management may also conduct on -site monitoring to determine whether the Grantee is meeting/has met the performance goals, administrative standards, financial management and other requirements of this grant. The Division of Homeland Security and Emergency Management will notify Grantee in advance of such on -site monitoring. PAYMENT: 5.1 Payment Schedule: Payments for Large projects are made on a reimbursement of actual cost basis, or on an immediate cash need basis with the immediate cash needs documented by submission of unpaid vendor invoice(s), a schedule of payments due portion of a contract, or other evidence of the immediate cash need. Grantees are required to submit proof of payment to the state as soon as possible, proof of payment may be a copy of a check to the vendor, a copy of a ledger transaction, or a proof of payment from the vendor. Payments will be made as often as necessary to meet the Grantee's cash flow needs. At minimum, Grantee must submit requests for reimbursement or advance to provide funds for immediate cash needs using the Division of Homeland Security and Emergency Management's provided form, and including all documentation of actual costs at least quarterly. One original or electronically signed/submitted copy of the reimbursement/immediate cash needs request is due on the same dates as the required financial reports. All requests shall be for eligible actual expenses incurred, or to be immediately incurred by Grantee, as described in detail in the FEMA PW(s) in Exhibit D. Requests for payment shall be accompanied by supporting documentation totaling at least the amount requested for reimbursement. If any financial or progress reports are delinquent at the time of a payment request, the Division of Homeland Security and Emergency Management may withhold such reimbursement until the required reports have been submitted. 5.2 Payment Amount: The state will pay up to 90% of the federal and state portions of a project, prior to project completion and FEMA reconciliation/closeout of the project. The 90% of the federal and state shares may be the first funds applied to the project should the project require more than a single reimbursement, while the Grantee required portion may be applied at the end of the project. If Grantee desires to have the state apply the matching funds to an earlier reimbursement, Grantee should indicate that desire on the reimbursement form. The final 10% of each Large Project will be retained pending FEMA review/approval of the documentation package for each project (FEMA project closeout). Unless the Alternate Procedures for Large Projects Option was selected, FEMA will issue a reconciling PW if necessary for each Large Project closeout. The State will increase or decrease the award amount for the project as necessary by executing a unilateral Form 1 Grant Change Letter. If the Alternative Procedures for Large Projects was selected for a specific project, see §1.1.2 of this Exhibit B for final cost information. In -kind PWs: Should there be an in -kind (donated resources) PW included, the documentation for that PW will count as a portion of the match requirement for the associated emergency work PW(s). If there is excess Grantee provided match documented and submitted with one reimbursement request, the excess shall be applied to subsequent requests as necessary to maximize the allowable reimbursement. No cash reimbursement can be made for in-kind/non-cash or donated resource contributions. Page 3 of 5 - Exhibit B