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Document Sample
Federal Fiscal Year 2009
Emergency
Management
Performance
Grant
Program
Local and Tribal
Application Guidance
Updated: 2-10-09 w/minor formatting/language changes
Table of Contents
I. Grant Summary Page 3
Purpose Page 3
Eligibility Page 3
Timeline Page 4
Submittal Process Page 4
II. Grant Funding and Costs Page 4
Available Funding Page 4
Match Requirement Page 5
Eligible Activities and Costs Page 5
Planning Page 5
Organizational Page 6
Equipment Page 7
Training Page 7
Exercises Page 8
Management and Administration Page 9
Ineligible Activities Page 9
III. 2009 Highlights and Changes Page 10
IV. Grant Application Instructions Page 11
Application Process Page 11
Required Information & Documents Page 11
Scope of Work Instructions Page 12
Budget Guidelines Page 13
Budget Instructions Page 14
V. Grant Award Information Page 16
Notification of Award Page 16
Payment/Reimbursement Page 16
Monitoring Page 16
Reporting Requirements Page 16
EMPG FFY09 Washington State
Local and Tribal Application Guidance
Emergency Management Performance Grant (EMPG)
Federal Fiscal Year 2009
Local and Tribal Application Guidance
I. GRANT SUMMARY
Purpose
The purpose of EMPG is to assist with the enhancement, sustainment and improvement of state, local, and
tribal emergency management programs. The Federal Emergency Management Agency (FEMA) provides
EMPG funding to support the key components of a comprehensive national emergency management system
for disasters and emergencies that may result from natural disasters and accidental or man-caused events.
Activities conducted using EMPG funding should relate directly to the four elements of emergency
management: prevention, protection, response, and recovery.
Who is eligible to apply?
Organizations are eligible to apply for EMPG funding if they meet the following conditions:
1. Local and tribal emergency management organizations must be established by ordinance or
resolution passed by the local legislative body. If two or more political subdivisions join in the
establishment of a combined emergency management organization, each must establish said
organization by ordinance or resolution. A copy of the ordinance or resolution must be provided with
your FFY09 application.
2. The local and tribal emergency management organization, for which funds are sought, shall have a
current Comprehensive Emergency Management Plan, or approved schedule for plan development or
maintenance. A copy shall be provided to Washington State Emergency Management Division every
four years in order to remain eligible for funding.
3. The director or coordinator of the emergency management organization for which EMPG funds are
sought shall be a full-time or part-time employee of the emergency management organization.
4. The emergency management organization for which funds are sought shall have a separate
budget for the emergency management program and will be required to present a breakout of
ONLY the local (non-federal) funds that have been committed to the program for calendar year
2009. Additionally, a breakout of how the organization anticipates using its EMPG award will be
required.
5. The emergency management organization shall have an approved Scope of Work that includes all
specified funding requirements for the period October 1, 2008, through March 31, 2010, the contract
performance period. Each jurisdiction will be responsible for the completion of all required activities
within this timeframe.
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Local and Tribal Application Guidance
6. Emergency management organization personnel must be hired and the appointments made in
accordance with jurisdictional merit system rules and regulations.
7. Each jurisdiction will be responsible to ensure full compliance with all applicable Office of Management
and Budget (OMB) Circulars, to include: A-87 (Cost Principles for State, Local and Indian Tribal
Governments) and A-133 (Audits of States, Local Governments, and Non-Profit Organizations).
Timeline
The timeline is a guideline and subject to change. The anticipated performance period for the awards will
be October 1, 2008 – March 31, 2010, which is consistent with the 2008 performance period. Awardees
must incur all costs and receive all equipment, goods and/or services during the performance period.
Tentative Timeline Activity
February 6, 2009 Application announcement released
February 13 – March 13, 2009 Application open in e-GMS
March 13, 2009 Applications due to EMD through e-GMS
March 16-20, 2009 Applications reviewed by EMD
March 27, 2009 Applicants notified of approximate awards
April – May 2009 Contracts provided to awardees
July 15, 2009 BSIR due (please note EMD staff may be submitting this BSIR)
August 15, 2009 Progress Report Due in e-GMS
January 15, 2010 BSIR due
March 31, 2010 Performance period ends
May 15, 2010 Final report and reimbursement request due
How do I submit my application?
Applications are due Friday, March 13, 2009 and must be submitted on the Military Department’s e-GMS
website located at https://fortress.wa.gov/mil/gms/gms. Registration on the website is required and it is
suggested that new applicants begin this process as soon as possible. More information about what is
required for the application is provided in Section IV of this guidance.
II. GRANT FUNDING AND COSTS
How much funding is available and how will awards be calculated?
EMPG awards are distributed using a formula established in the Washington Administrative Code (WAC)
118-09-040. Awards are calculated based on the total funding throughout the state appropriated for
emergency management, as submitted in the application operating budgets, and how much EMPG
funding is available from FEMA.
Each organization submits an emergency management operating budget with their application which is
then added to the operating budgets from all of the applications submitted. The amount of EMPG funds
available from FEMA is then divided by that total to determine a percentage. For example, if the total of
all local/tribal emergency management operating budgets is $10 million and the amount of funding
available from FEMA is $2 million the calculation would be: 2,000,000 ÷ 10,000,000 = 20%
Each organization will then receive an EMPG award amount that corresponds to that percentage of their
operating budget. For example, if a local organization had an emergency management operating budget
of $30,000 and the percentage for that year was calculated at 20%, then the organization would receive
an EMPG award for $6,000.
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EMPG FFY09 Washington State
Local and Tribal Application Guidance
As a result of this formula the amount of EMPG funding that an organization will receive each year will
change. It is dependent on the number of applicants, how much funding is appropriated throughout the
state for emergency management, and how much EMPG funding is available from FEMA for the year.
For 2009, the total amount of funding available for local and tribal awards is $3,828,119. This is an
increase of $183,230 over last year’s award of $3,644,889.
Is there a match requirement?
EMPG funds require a dollar for dollar match (50% local and 50% federal funds). Other federal funds
cannot be used to match EMPG funds. The match can be either a cash or in-kind match.
Matching funds can come from the following sources:
Funds from state and local units of government that have been budgeted/appropriated for the
emergency management program
Funds contributed from private sources for the emergency management program
Funds appropriated by Congress for the activities of any agency of a Tribal government or the
Bureau of Indian Affairs performing law enforcement functions on Tribal lands.
The application budget documents how the match will be met by each applicant. When submitting your
Local Funds Budget in the EMPG application, only funds from the above sources can be included.
Additional information about FEMA’s match requirements can be found by referring to the Code of
Federal Regulations, Title 44, Part 13, Section 24.
What activities and costs are eligible for EMPG reimbursement?
All expenditures must be for activities/costs directly related to the approved scope of work in the
application and incurred during the performance period. All allowable costs fall into one of the following
categories:
Planning
Organizational
Equipment
Training
Exercises
Management and Administration
Planning Activities
EMPG funds may be used for a range of emergency management planning activities, including activities
and costs related to the following:
Disaster housing planning
Planning for NIMS implementation
Modifying existing incident management and emergency operations plans to ensure proper
alignment with the NIMS and NRF coordinating structures, processes, and protocols.
Developing/enhancing all-hazards mitigations plans
Developing/enhancing catastrophic incident plans
Developing/enhancing COOP/COG plans
Developing/enhancing logistics and resource management plans
Developing/enhancing evacuation plans, including alerts/warning, crisis communications,
sheltering and re-entry
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Local and Tribal Application Guidance
Developing/enhancing mass casualty and mass fatality plans
Developing/enhancing comprehensive emergency management plans
Conducting a hazard analysis and risk assessment prior to mitigation plan development
Developing/enhancing financial and administrative procedures for use before, during, and after
disaster events in support of a comprehensive emergency management program
Public education and awareness
Developing/enhancing other response and recovery plans
Developing/enhancing emergency management and operations plans to integrate
citizen/volunteer and other non-governmental organization resources and participation
Program Evaluations
Other EMPG-related planning activities
EMPG awardees must use at least 15 percent of their grant award on planning activities.
Organizational Costs
EMPG funds may be used for all-hazards emergency management operations, staffing, and other day-
to-day activities in support of emergency management. Activities must be linked to achieving goals
outlined in the EMPG Scope of Work
Personnel costs, including salary, overtime, compensatory time off, and associated fringe benefits, are
allowable and must comply with OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal
Governments.
Allowable organizational costs may include, but are not limited to, the following:
Salaries and benefits for staff working on emergency management activities. Annual and sick
leave buy-outs for staff are allowable provided the same percentage is charged to the EMPG
grant as the person’s regular time salary. During an activation, a staff person who normally
charges their time to EMPG can continue to charge their regular time to EMPG.
Recruitment costs (such as advertising for open positions).
Communications costs (telephone services, local/long distance, postage, faxes, cell phones and
cell phone services).
Utilities, insurance, security, janitorial services, upkeep of grounds and necessary maintenance,
normal repairs and alterations are allowable if they do not add permanent value. Earthquake
prevention (non-structural mitigation) is allowable.
Materials and supplies necessary to sustain and implement emergency management activities
(this includes copies, office supplies, facility rentals, speaker fees, publications, express mail,
UPS). Sandbags are also allowable under this category.
Rental costs of buildings and equipment.
Travel costs for transportation, lodging, subsistence and other related costs and must not exceed
federal maximums.
Indirect costs are allowable however the agency must have an indirect cost rate agreement.
Volunteer expenses, such as Vista volunteers, working on emergency management activities,
including background checks.
EOC furniture above that required for day-to-day operations and office furniture for EMPG-funded
staff.
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EMPG FFY09 Washington State
Local and Tribal Application Guidance
Equipment Costs
Allowable equipment categories are listed on the web-based version of the Authorized Equipment List
(AEL) on the Responder Knowledge Base (RKB), which is sponsored by FEMA at http://www.rkb.us.
The AEL for EMPG includes the following categories:
Information Technology (Category 4)
Cyber-Security Enhancement Equipment (Category 5)
Interoperable Communications Equipment (Category 6)
Detection Equipment (Category 7)
Power Equipment (Category 10)
CBRNE Reference Materials (Category 11)
CBRNE Incident Response Vehicles (Category 12)
Physical Security Enhancement Equipment (Category 14)
CBRNE Logistical Support Equipment (Category 19)
Other Authorized Equipment (Category 21)
All equipment that is reimbursed with EMPG funds must be reviewed and approved by the State’s
Committee on Homeland Security, Equipment Subcommittee. The Equipment Approval Request (EAR)
form found at www.emd.wa.gov/grants/grants_empg.shtml must be submitted to the State’s Equipment
Program Manager to request approval. The Equipment Subcommittee typically meets once per month,
but e-mail vetting approvals are also possible for those requests requiring immediate review.
Training Activities
EMPG funds may be used for a range of emergency management-related training activities to enhance
the capabilities of local emergency management personnel through the establishment, support, conduct,
and attendance of training.
Types of training activities include the following:
Developing/enhancing systems to monitor training programs
Conducting all hazards emergency management training, including NIMS training requirements
Attending Emergency Management Institute (EMI) training or delivering EMI train-the-trainer
courses, not limited to terrorism-related courses
Attending other FEMA-approved emergency management training
Other EMPG-related training activities
Allowable training-related costs include the following:
Costs related to administering the training; planning, scheduling, facilities, materials and supplies,
reproduction of materials, and equipment.
Overtime costs which are the direct result of attendance at approved training courses are
allowable. Overtime payments related to backfilling personnel who have been sent to training are
also allowable, but only for the marginal added cost to the grantee of having to pay overtime
instead of regular time. The grantee must maintain financial responsibility for the regular time
portion of backfill costs.
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EMPG FFY09 Washington State
Local and Tribal Application Guidance
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, Workers’
Compensation and Unemployment Compensation.
Travel costs (e.g., airfare, mileage, per diem, hotel) are allowable.
Full- or part-time staff or consultants may be hired to support direct training-related activities.
Costs associated with the certification and re-certification of instructors are allowed.
Exercise Activities
EMPG funds may be used to design, develop, conduct, and evaluate emergency management related
exercises. At least one exercise (functional, full-scale or tabletop) must be conducted during the
performance period.
Exercises must be consistent with the principles outlined in the Homeland Security Exercise and
Evaluation Program (HSEEP) which can be found at http://hseep.dhs.gov. Exercises conducted using
EMPG funding must be NIMS compliant.
Types of exercise activities include the following:
Developing/enhancing systems to monitor exercise programs
Conducting all-hazards exercises, based on the likely hazards/scenarios a jurisdiction may
encounter
Conducting emergency management exercises, while incorporating NIMS exercise requirements
Other EMPG-related exercise activities
Allowable exercise-related costs include:
Costs related to planning, meeting space and other meeting costs, facilitation costs, materials
and supplies, travel, and documentation.
Full- or part-time staff may be hired to support direct exercise activities. The services of
contractors/consultants may also be procured to support the design, development, conduct and
evaluation of exercises. The applicant's formal written procurement policy or the Federal
Acquisition Regulations (FAR) must be followed.
Overtime costs which are the direct result of time spent on the design, development and conduct
of exercises are allowable expenses. Overtime payments related to backfilling personnel who
have participated in exercises are also allowable but only for the marginal added cost to the
grantee of having to pay overtime instead of regular time. The grantee must maintain financial
responsibility for the regular time portion of backfill costs.
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, Workers’
Compensation and Unemployment Compensation.
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EMPG FFY09 Washington State
Local and Tribal Application Guidance
Travel costs (e.g., airfare, mileage, per diem, hotel) are allowable.
Supplies are items that are expended or consumed during the course of the planning and conduct
of the exercise (e.g., copying paper, gloves, tape, non-sterile masks, and disposable protective
equipment).
Implementation of HSEEP – This refers to costs related to developing and maintaining a self-
sustaining State Homeland Security Exercise and Evaluation Program which is modeled after the
national HSEEP.
Other Items – These costs are limited to items consumed in direct support of exercise activities
such as the rental of space/locations for planning and conducting an exercise, rental of
equipment (e.g., portable toilets, tents), and the procurement of gasoline, exercise signs, badges,
and other essential nondurable goods.
Management and Administrative (M&A) Costs
M&A activities are those defined as directly relating to the management and administration of EMPG
funds, such as financial management and monitoring. A maximum of three percent (3%) of your EMPG
award may be used for management and administrative purposes associated with the award.
M&A costs include the following categories of activities:
Hiring of full-time or part-time staff or contractors/consultants:
o To assist with the management of EMPG funds
o To assist with design, requirements, and implementation of the EMPG Program
o Meeting compliance with reporting/data collection requirements, including data calls
Development of operating plans for information collection and processing necessary to respond
to FEMA data calls.
Travel and meeting-related expenses directly related to management and administration of
EMPG grant funds. For example, travel to attend BSIR trainings would fall into this category.
Acquisition of authorized office equipment, including personal computers, laptop computers,
printers, LCD projectors, and other equipment or software which are used primarily in support of
the implementation of EMPG-related activities. Office equipment purchased for planning,
exercises or training activities would fall under those categories.
Recurring fees/charges associated with certain equipment, such as cell phones, faxes, etc. which
are directly related to management and administration of EMPG grant funds.
Leasing and/or renting of space for newly hired personnel to administer EMPG grant funds.
What activities and costs are ineligible for EMPG reimbursement?
EMPG funding aims to increase the overall amount of resources available for emergency management to
bolster preparedness and increase services and opportunities. In an effort to meet that goal, certain
expenses are not allowed to be paid for with EMPG funds.
Ineligible activities/costs include, but are not limited to, the following:
Supplanting. This occurs when local or tribal funding that is budgeted for a specific purpose is
replaced with EMPG funds for the same purpose. For example, if an organization pays the
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EMPG FFY09 Washington State
Local and Tribal Application Guidance
salaries of three planners, it cannot begin to pay the salary of one of them with EMPG funds. It
could, however, hire a fourth planner or bring a part-time position up to full-time.
Personnel costs to support the hiring of sworn public safety officers for the purposes of fulfilling
traditional public safety duties or to supplant traditional public safety positions and responsibilities.
Overtime/backfill costs for staff working during an emergency activation are not allowable.
Some types of equipment are not allowable and are outlined on the AEL described above, for
example, some shelter supplies like cots and blankets, security cameras, weapons systems, and
ammunition are all unallowable.
Rental and licensing costs for general purpose vehicles (daily use, non-response vehicles) are
not allowable.
General-use software (word processing, spreadsheet, graphics, etc.), general-use computers and
other general-use equipment unless used for M&A or EMPG-related preparedness or response
activities.
Entertainment costs and social activities, including any directly associated costs (such as
tickets, travel, lodging, rentals, tips, etc).
Fines, penalties or damages, including late fees on vendor invoices.
Costs contributing to lobbying efforts. This includes membership dues to organizations that are
substantially engaged in lobbying. WSEMA dues would therefore not be EMPG allowable.
Tuition for higher education.
Self-insurance reserve funds, including those that cover the risk of loss or damage to property.
Supplies for personal preparedness kits, including MREs, water stockpiles, etc.
Unallowable exercise-related costs include:
Reimbursement for the maintenance and/or wear and tear costs of general use vehicles (e.g.,
construction vehicles) and emergency response apparatus (e.g., fire trucks, ambulances).
The only vehicle costs that are reimbursable are fuel/gasoline or mileage.
Equipment that is purchased for permanent installation and/or use, beyond the scope of
exercise conduct (e.g., electronic messaging signs).
Durable and non-durable goods purchased for installation and/or use beyond the scope of
exercise conduct.
Activities unrelated to the completion and implementation of the EMPG program are not
allowable.
Materials or items purchased will be denied full reimbursement if they fall into any of the categories
detailed in this section.
III. 2009 HIGHLIGHTS AND CHANGES
The following highlights are important programmatic requirements and changes:
1. Minimum Planning Percentage: Twenty-five percent of the State’s total EMPG award must be
dedicated to planning activities. Of the portion of the State’s award kept at EMD, roughly 42% is
budgeted for planning activities. As a result, each local or tribal EMPG award only needs to
dedicate at least 15% for planning activities. The resulting total will meet the minimum 25%
requirement for the state.
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EMPG FFY09 Washington State
Local and Tribal Application Guidance
2. Exercise Requirement: The State’s exercise requirement was revised last year in response to
concerns expressed by jurisdictions throughout the state that the previous requirement was too
burdensome for smaller jurisdictions and did not align with HSEEP guidelines. In order to
address these concerns, the requirements have been changed to allow tabletops to be eligible for
exercise credit. Additionally, in order to fit within the HSEEP recommended multi-year exercise
schedule, it is now required that only one functional and one full-scale need be conducted within
a five-year period.
3. Construction and Renovation: FEMA recognizes that an updated, functioning emergency
operations center (EOC), accessible to and usable by individuals with disabilities, is a core
component of an effective emergency management system. Therefore, construction and
renovation activities for a State, local, or tribal government’s principal EOC are allowable under
EMPG. Allowable costs for EOC construction and renovation are consistent with the FY2009
EOC Grant Program. In addition, EOCs may use up to $1,000,000 for construction project or up
to $250,000 for renovation projects. However, the match requirement for EOC construction and
renovation with EMPG funding is 50 percent federal and 50 percent grantee.
IV. GRANT APPLICATION INSTRUCTIONS
Application Process
The application will be available on the Military Department’s electronic grant management website
located at https://fortress.wa.gov/mil/gms/gms for one month: February 13th – March 13th. Once an
application has been submitted it will be reviewed by the EMPG Program Manager to ensure it includes
all the necessary attachments, the jurisdiction meets the eligibility criteria, and there are no questions
about planned activities. Only when all of the applications have been submitted, reviewed and approved
can the award amounts be calculated using the formula discussed in Section II.
What information and documents are required with the application?
The application pages are housed on the e-GMS website. A portion of the information submitted with the
application will be completed using the forms provided online. However, some of the required
documents will need to be attached to the application forms. The following describes what is required in
the application.
Online Forms: These are pages in e-GMS that will need to be filled in by the applicant.
Jurisdiction information. This page describes the applicant organization, if a multi-jurisdictional
agency, who the director is, etc. This is also the page where the Resolution/Ordinance and
Organizational Chart described below can be attached to the application.
Personnel information sheets. These include the job duties and salary figures for each position
that is included in the application’s local funding budget. Additionally, any positions completely or
partly funded with EMPG must have a personnel information sheet.
Budget information is entered on two forms – the budget page and budget descriptions page.
Budget Page: This form includes those costs (salaries, travel, equipment, supplies, etc.) that
are budgeted to be paid for with local funding. Additionally, this page is where the estimated
budget for how you plan to spend the EMPG award funds is entered.
Budget Descriptions Page: Narrative descriptions of the costs entered in each category of the
Budget Page should be included on this form.
Required Attachments: The following are attachments that must be uploaded in the application on the e-
GMS website. The Scope of Work template has been provided with the FFY09 EMPG Application
Process Notification email and can also be found on EMD’s website (www.emd.wa.gov).
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Resolution/Ordinance that establishes the applicant emergency management agency.
Organizational chart that includes all personnel included on the personnel information sheets.
Scope of Work Instructions
In previous years, project activities and deliverables were submitted in the EMPG application through
individual form pages in e-GMS. In an effort to streamline the scope of work development, this year
project activities and deliverables will be completed in a separate file and attached to the e-GMS
application. This will allow for easier incorporation of the scope of work into the contract after the
application has been approved. Additionally, the scope of work file will be used for progress reporting
completed throughout the performance period.
The Scope of Work is organized into the following 15 Emergency Management Functions (EMFs):
Communications and Warning
Crisis Communication, Public Education and Information
Direction, Control and Warning
Exercises, Evaluations and Corrective Actions
Mutual Aid
Planning
Finance and Administration
Program Management
Hazard Identification, Risk Assessment and Impact Analysis
Hazard Mitigation
Laws and Authorities
Logistics and Facilities
Operations and Procedures
Resource Management
Training
Within each EMF program area, you will describe what is to be accomplished during the performance
period. Identify the EMF which best describes the goals and objectives of an activity. Then break-down
each activity using the below guidelines:
Activity: How will you achieve your goal? What will you do to find the solution to the identified
problem or shortfall?
Deliverable: How will you know if you’ve met your goal? What is the end-product to be
completed, such as plans, annexes, procedures, training programs, etc.?
Performance Measures: What is the impact of the work? How has the situation changed from
before the activity was conducted? This is an important section as emphasis continues to be
placed on showing how preparedness funding has impacted the emergency management
community.
Deadline: When will the work be completed?
Washington State does not require a specific number of activities to receive EMPG funding, however,
there are required activities that must be scheduled and conducted in order to remain eligible for EMPG
funding. Additionally, the state does expect that the Scope of Work proposed will be proportionate to
the level of anticipated funding.
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For those activities already included in the scope of work and labeled as Required, enter the date you
anticipate completing the activity.
For other additional activities that will be conducted using EMPG funding, enter all the necessary
information using the guidelines above (activity, deliverable, etc.).
Note: In the application do not fill in the section labeled “Progress to Date and Final
Results.” This section will be used for progress reporting.
Budget Guidelines
The EMPG award is intended to supplement a jurisdiction’s local emergency management
operating budget. As such, the costs identified in each application should be the day-to-day
operating costs for local and tribal emergency management agencies. In order to maintain
consistency in how the awards are calculated for applicants, the following guidelines are
provided for clarification as to what can be included in the “Local Funds” portion of the
application budget.
General Guidance
Budgeted costs included in the “Local Funds” portion of the application budget must only be
funded with non-federal (state or local) sources.
Budget figures must be for purely emergency management related costs.
Costs associated with law enforcement, fire, 911 or search and rescue can not be
included in the application budget. Although certain aspects of these activities may
intersect with emergency management for coordination, they are unallowable costs for
the purposes of the EMPG program.
Salary/Benefits Guidelines
Salaries/benefits for staff who work directly in the emergency management organization
performing emergency management functions can be submitted as part of the local funds
budget.
Salary/benefits for staff who work in other agencies in the local/tribal government can be
submitted for the portion of that position’s time that is spent on emergency management, with
the following considerations:
Staff in other agencies who have only a nominal emergency management responsibility
(less than 5% of time annually) should not be included as part of the local funds budget.
Staff whose sole emergency management function is to participate in exercises and
emergency activations should not be included in the local funds budget. EMPG is
intended to supplement the daily operating costs for the emergency management
program and intermittent exercise and or activation costs do not fit in that category.
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A mechanism must be in place to capture, track, and document the time included in the
budget for staff in other agencies working on emergency management related activities
(i.e. timesheets, cost codes, etc.). Emergency Management Division (EMD) personnel
will monitor local documentation processes.
Salary/benefits for elected officials must not be submitted as part of the local funds
budget UNLESS the position is within the emergency management organization (i.e. the
Sheriff who may also be the Director of Emergency Management.)
Equipment
Equipment and/or maintenance costs for equipment that is purchased and used primarily for
day-to-day emergency management activities can be included in the local funds budget, given
the following considerations:
Equipment and maintenance costs that are used only nominally for emergency
management (less than 5% of the time annually) can not be included as part of the local
funds budget.
Equipment that has the primary purpose of supporting law enforcement, 911, search and
rescue or fire activities can not be included.
Budget Instructions
Budget information is captured using two forms in e-GMS, the Emergency Management Operating
Budget form and the Budget Descriptions form.
On the Operating Budget form enter the local funding amounts appropriated for the emergency
management program for 2009.
Additionally, enter how you plan to spend the EMPG award funds. This needs only be an estimate
because the actual award amount will not be determined until after the application is submitted. The
estimated EMPG budget is just for planning purposes and allows you to identify what personnel and
other costs are planned to be paid for with EMPG funds.
On the Budget Descriptions form, enter the narrative information about the costs included in the
Operating Budget for both local and EMPG funds. The narrative should provide sufficient detail so it is
clear what costs each funding source will pay for.
The budget forms include the following budget categories:
Personnel (Salary and Benefits): Costs that should be included in this category are compensation for
personnel services necessary to perform the agency’s emergency management and EMPG approved
activities. These include but are not limited to wages or salary plus leave, insurance, pensions, etc.
provided that such benefits are established as part of the governmental unit’s written policies and the
costs are equitably allocated to all related activities.
These amounts will be automatically calculated on the Operating Budget form
using the figures entered on the Personnel Information Sheets.
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Travel: Enter travel costs for both in-state and out-of-state travel. For travel expenses that EMPG funds
will be used to pay for, federal reimbursement guidelines and maximums must be followed. Expenses
include mileage for private vehicles, air fare, car rental, toll roads, ferry fees, parking, subsistence and
lodging using the current per diem rates.
Equipment: Enter any equipment items planned for with local or EMPG funding. Approval by the
State’s Equipment Subcommittee is required for equipment purchased with EMPG funds and must be on
the authorized equipment list on the Responder Knowledge Base website www.rkb.us. Items such as
laptop computers and software, cell phones and blackberries, printers and other goods that are tied to an
emergency management position and are used for office support are not considered equipment and
should be included in the supplies category of the budget.
Supplies: In general, supplies are low-cost expendable items used up within one year, including but not
limited to office supplies, postage, express mail, UPS, Federal Express, internet/cable services, etc.
Telephones: Costs include recurring payments, installation and long distance charges as appropriate.
Printing: General copies from the governmental unit’s internal source or an external source such as
Kinkos, brochure publication and design costs, photography (aerial, CDs), etc.
Janitorial/Maintenance: Costs in this category include operation and maintenance, dust control, pest
control, fire protection, HVAC/air conditioner cleaning of the facility that houses the emergency
management program.
Auto lease: Costs in this category include expenses for the lease of emergency management specific
vehicles. If the vehicle is shared with other programs then the amount included would be the
proportionate cost of the lease for direct use in the emergency management program. EMPG funds can
not be used to pay for general use (general purpose, daily use, non-response) vehicle lease costs.
Space rental: Costs for facility rentals for office space and conference rooms, computer lease/rentals
that are required for the emergency management program.
Insurance: Insurance purchased as a direct result of the EMPG award or required for the emergency
management program.
Consultant/Subcontractor: Costs in this category would be for payment to a party engaged to give
professional advice or services for a fee, but not as an employee of the governmental unit that engages
him or her. The governmental agency does not pay salary, benefits, and cannot dictate when and where
the work is to be performed.
Indirect costs: In general these costs are for a common or joint purpose benefiting more then one
program or project and not readily assignable to the program or project benefited. These costs are only
allowed to be charged to the agency’s EMPG award if an approved indirect cost rate agreement is in
effect and a copy is submitted with the application. There is an area on the Budget Descriptions form
where the agreement can be uploaded and attached.
Other: Costs in this category include any expenses that do not clearly fit into one of the other categories.
Inter-agency direct costs could be included here.
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EMPG FFY09 Washington State
Local and Tribal Application Guidance
V. GRANT AWARD INFORMATION
Notice of Award
Once the award percentage is calculated, each awardee will receive an e-mail indicating the estimated
about of their EMPG award. Until a contract is signed this amount is only an estimate and is not
guaranteed. Contracts between the awardee and the Military Department will then be drafted and
distributed for signature. The contracts will be back-dated to October 1st, 2008 and expenses incurred in
support of your EMPG Scope of Work back to that date will be eligible for reimbursement. This provides
flexibility and support to those jurisdictions that receive EMPG funds annually and use them to
supplement their daily operating budgets.
Payment for Grant Expenditures
Grant funds are paid on a reimbursement basis for actual costs related to the implementation of activities
included in the Scope of Work. Reimbursement requests must be submitted in e-GMS and must include
all necessary forms and documentation.
Backup documentation is only required to be submitted to EMD for equipment expenditures. Equipment
documentation consists of:
1. Copy of the vendor invoice
2. Packing Slip or Hand Receipt indicating goods were received and inventoried.
Each request for reimbursement must be accompanied by EMD’s Reimbursement Spreadsheet detailing
the expenditures (found at www.emd.wa.gov/grants/grants_empg.shtml.) Related financial documents
and invoices supporting other expenses must be kept on file with the jurisdiction and be made available
upon request.
The Military Department will provide reimbursement within 30 days of receipt and approval of
reimbursement requests, pending submission of progress reports and documentation of costs.
Sub-Recipient Monitoring
Award recipients are subject to periodic onsite monitoring of activities, expenditures and assets related to
the EMPG award. EMD will give notice prior to monitoring activities and all files, documentation and
related assets must be available for review.
Reporting Requirements
Progress Reports: Reports describing progress on activities and deliverables included in the application
Scope of Work are required twice during the performance period.
Interim progress report covers October 1, 2008 – June 30, 2009, due August 15, 2009.
Final progress report covers July 1, 2009 – March 31, 2010,due by May 15, 2010.
Progress reports should include information about any activities that have not been completed on
schedule or appear to be falling behind, as well as why and what the current expectations are for
completion.
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EMPG FFY09 Washington State
Local and Tribal Application Guidance
Bi-Annual Strategy Implementation Report (BSIR): The BSIR is a report submitted online directly to the
Department of Homeland Security. Reports are due twice per year, July 15th and January 15th. The first
BSIR for the 2009 EMPG award will not be due until January 15, 2009. More information about the
format and process for completing this report will be provided as the reporting deadline approaches.
NIMS Report: All recipients of FFY09 EMPG funding must be compliant with FFY07 NIMS requirements
and report on that compliance through the State’s online NIMS reporting tool which will be found at
www.emd.wa.gov.
Questions? Contact Charma Anderson, EMPG Program Manager (253) 512-7064
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