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
http://www.michigan.gov/emhsd 3
• 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
http://www.michigan.gov/emhsd 4
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.
http://www.michigan.gov/emhsd 5
• 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
http://www.michigan.gov/emhsd 6
• Submit at least quarterly• Can be processed faster if all of the
correct paperwork is attached
When to Submit
http://www.michigan.gov/emhsd 7
• Separate by solution area• Separate by allocation type• Separate by project
How to Submit
http://www.michigan.gov/emhsd 8
• Equipment• Exercise• Planning• Training• Management and Administrative (M&A)
Solution Areas
http://www.michigan.gov/emhsd 9
• Reimbursement Coversheet • Invoices or receipts
○ Purchase orders and/or quotes are not acceptable
• Approved Allowable Cost Justification (ACJ) forms
Equipment Solution Area
http://www.michigan.gov/emhsd 10
• 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
http://www.michigan.gov/emhsd 11
• Reimbursement Coversheet • Invoices or receipts
○ Purchase orders and/or quotes are not acceptable
• Approved ACJ forms• Attach activity detail for planners
Planning Solution Area
http://www.michigan.gov/emhsd 12
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
http://www.michigan.gov/emhsd 13
• Reimbursement Coversheet • Invoices or receipts
○ Purchase orders and/or quotes are not acceptable
• 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
http://www.michigan.gov/emhsd 14
• Reimbursement Coversheet • Invoices or receipts
○ Purchase orders and/or quotes are not acceptable
• Approved ACJ forms
M&A Solution Area
http://www.michigan.gov/emhsd 15
• 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
http://www.michigan.gov/emhsd 16
• Reimbursement Coversheet (EMD-054)• Payroll Reimbursement Detail (EMD-055)• Supplies and Other Items Reimbursement
Detail (EMD-056)• Travel Reimbursement Detail (EMD-057)
Reimbursement Forms
http://www.michigan.gov/emhsd 17
• 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)
http://www.michigan.gov/emhsd 18
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)
http://www.michigan.gov/emhsd 19
• 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)
http://www.michigan.gov/emhsd 20
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
http://www.michigan.gov/emhsd 21
• 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)
http://www.michigan.gov/emhsd 22
• 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)
http://www.michigan.gov/emhsd 23
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
state rate, whichever is less
• Meal Rate○ Cannot exceed allowable subgrantee rate or
state rate, whichever is less
• Other expenses○ Parking, tolls, fees
http://www.michigan.gov/emhsd 24
• 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
http://www.michigan.gov/emhsd 25
• 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
http://www.michigan.gov/emhsd 26
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
http://www.michigan.gov/emhsd 27
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
http://www.michigan.gov/emhsd 28
• 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
http://www.michigan.gov/emhsd 29
• 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
http://www.michigan.gov/emhsd 30
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
http://www.michigan.gov/emhsd 32
Contact Information
June Martin, Analyst Carla Richardson, AnalystPhone: 517-333-5040 Phone: 517-335-6461 Email: [email protected] Email: [email protected]