Reimbursement Process Michigan State Police Emergency Management and Homeland Security Division June Martin, Analyst Carla Richardson, Analyst.

Reimbursement Process

Michigan State PoliceEmergency Management and Homeland Security Division

June Martin, AnalystCarla Richardson, Analyst

http://www.michigan.gov/emhsd 2

• Grant Agreements• Submission of Reimbursements• Advances• Accounts Payable• Old Year vs. New Year

Overview


• Grant agreement packets are mailed out by EMHSD

• Subgrantee returns one complete grant agreement packet (including attachments) to EMHSD Financial Section

• Grant agreement must have original signatures, since it is a legal document

Grant Agreements


Grant Agreements (continued)

• Grant agreement documents must be signed and returned within 30 calendar days. EMHSD tracks outstanding agreements, and will follow up on overdue documents through EMHSD district coordinators.


• Use the most recent forms• Forms are available on the EMHSD

website: www.michigan.gov/emhsd○ Click on ‘Homeland Security Reimbursement

Forms’ which appears about half way down the page

Homeland Security Grant Program Reimbursements


• Submit at least quarterly• Can be processed faster if all of the

correct paperwork is attached

When to Submit


• Separate by solution area• Separate by allocation type• Separate by project

How to Submit


• Equipment• Exercise• Planning• Training• Management and Administrative (M&A)

Solution Areas


• Reimbursement Coversheet • Invoices or receipts

○ Purchase orders and/or quotes are not acceptable

• Approved Allowable Cost Justification (ACJ) forms

Equipment Solution Area


• Reimbursement Coversheet ○ Each exercise or drill must be listed on a

separate Reimbursement Coversheet

• Invoices or receipts○ Purchase orders and/or quotes are not

acceptable

• Approved ACJ forms

Exercise Solution Area




• Approved ACJ forms• Attach activity detail for planners

Planning Solution Area


Planning Solution Area (continued)

• Complete appropriate detail sheets○ Payroll detail sheets must list each employee

(non-contractual) and list by date○ Supplies detail sheets can be used for

contractual employees, with invoices attached




• Approved ACJ forms• Complete appropriate detail sheets

○ Payroll detail sheets must list each employee (non-contractual) attending training (regular, overtime, backfill) and list by date

Training Solution Area




• Approved ACJ forms

M&A Solution Area


• SHSP – State Homeland Security Program• LETPA – Law Enforcement Terrorism

Prevention Activities (starting in 2008)• UASI – Urban Areas Security Initiative• CCP – Citizen Corps Program• MMRS – Metropolitan Medical Response

System• OPSG – Operation Stonegarden

Allocation Types


• Reimbursement Coversheet (EMD-054)• Payroll Reimbursement Detail (EMD-055)• Supplies and Other Items Reimbursement

Detail (EMD-056)• Travel Reimbursement Detail (EMD-057)

Reimbursement Forms


• Must include with every reimbursement request

• Complete all information in the top portion of the form

• Designate type of activity or event• Designate date(s) of activity or event

Reimbursement Coversheet (EMD-054)


Reimbursement Coversheet (continued)

• Designate solution area• Designate allocation type• Designate priority threshold, if applicable• Must be signed by authorized financial

representative (submit with original signature)


• Submit with corresponding Reimbursement Coversheet

• Record dates and hours worked (regular, overtime) by each employee○ Can list by ‘pay period ending’ dates○ Cannot list by months or years

• If fringe benefits are billed, complete the box on the instruction tab detailing the fringe benefit percentage and attach

Payroll Reimbursement Detail (EMD-055)


Supplies and Other Items Reimbursement Detail (EMD-056)• Submit with corresponding Reimbursement

Coversheet• Complete top portion of form

○ Type of activity or event – full scale exercise, conference, etc.

○ Date of activity or event


• Record supplies, invoices, receipts, contractors, course fees, site rentals, etc.

• Must submit supporting documentation, including invoices or receipts○ Purchase orders and/or quotes are not

acceptable

Supplies and Other Items Reimbursement Detail

(continued)


• Submit with corresponding Reimbursement Coversheet○ Allowable state rates can be found at

www.michigan.gov/dmb/0,1607,7-150-9141_13132---.00.html

• Submission of receipts○ Submission of receipts is not necessary, except

for lodging○ Subgrantees must keep all receipts on file for

audit purposes

Travel Reimbursement Detail (EMD-057)


Travel Reimbursement Detail (continued)

• Mileage rate○ Cannot exceed allowable subgrantee rate or

state rate, whichever is less

• Lodging rate○ Cannot exceed allowable subgrantee rate or


• Meal Rate○ Cannot exceed allowable subgrantee rate or


• Other expenses○ Parking, tolls, fees


• Every attempt is made to expedite reimbursement payments in a timely manner

• If all necessary information is submitted properly, subgrantees should receive reimbursement within 30 days from the time reimbursement requests are received by EMHSD

• Year end (Sept. 30) processing will take longer than 30 days

Grant Reimbursement Timetable


• Subgrantee may request an advance for $25,000 or more

• Subgrantee must submit letter, approved purchase orders, and approved ACJ form

• Subgrantee must place funds in an interest-bearing account

• Subgrantee may keep interest up to $100 per year for administrative expenses for all federal funds combined

Advances


Advances (continued)

• Subgrantee must notify EMHSD quarterly, in writing, of any interest earned over $100

• Subgrantee must send EMHSD a check payable to the State of Michigan for any interest earned over $100

• Interest received by EMHSD is returned to the federal government

• Advances cannot be outstanding for more than 120 days


Advances (continued)

• All invoices must be dated within 120 days of the advanced payment issue date

• When advance purchases are completed, subgrantee must submit:○ Reimbursement Coversheet (EMD-054)○ Necessary invoices○ Cancelled checks (copy)○ Detail forms (if necessary)○ ACJ form(s)○ A check for unused portion of advance payable

to the State of Michigan


• Each Subgrantee must submit accounts payable amounts for the following outstanding reimbursements by September 15○ Invoices dated prior to October 1○ Travel, training, etc. that occurs prior to

October 1○ Estimates of payroll expenses prior to

October 1

Accounts Payable


• Submit reimbursement requests separated by payable and current year amounts ○ Payable – expenses incurred through

September 30○ Current year – expenses incurred beginning

October 1

Old Year vs. New Year


Old Year vs. New Year (continued)

• Reimbursement requests submitted at Year End (or after) take longer to process○ EMHSD must await submission of accounts

payable amounts from subgrantees○ Accounts payable must be established by MSP

Departmental Services Division


Questions


Contact Information

June Martin, Analyst Carla Richardson, AnalystPhone: 517-333-5040 Phone: 517-335-6461 Email: [email protected] Email: [email protected]

mailto:[email protected]

mailto:[email protected]

Reimbursement Process Michigan State Police Emergency Management and Homeland Security Division June Martin, Analyst Carla Richardson, Analyst.

Documents

analyst slide

planning solution area

recent forms forms

new year overview slide

grant agreement documents

grant agreement packets

sheets payroll

homeland security division