RES 187 Draft 01 2002-2004 - Laserfiche WebLink

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ARTICLE VIII -REQUEST FOR ADVANCE The preferred method of payment will be a cash advance method. Prior to receipt of the award, Hawaii County Civil Defense Agency is required to prepare an Operational Expenditure Plan that identifies when funds will be committed. State Civil Defense will advance funds based on the expenditure plan. Payment will be made to the county provided required documentation is submitted to State Civil Defense. Checks will be made payable and forwarded directly to County agency identified by Hawaii County Civil Defense Agency. Appropriate documentation for payment will include a copy of the purchase order/contract, and vendor invoice certified "purchases/services received" submitted to State Civil Defense. State Civil Defense will process payment directly with Department of Defense Fiscal Office. State Civil Defense will coordinate the Operational Expenditure Plan on a quarterly basis with Hawaii County Civil Defense Agency and make adjustmenfs in the cash advance based on expenditures and cash flow. ARTICLE IX -FINANCIAL REPORTS FINANCIAL STATUS REPORT: State Civil Defense shall submit financial reports (Financial State Report (SF-269) to the Office of the Comptroller within 45 days after end of each quarter. Reports are due February 15, May 15, August 15, and November 15. Final financial reports are due 90 days after the close of the grant. Hawaii County Civil Defense Agency will be required to provide a status report to State Civil Defense on a quarterly basis so as to allow compliance with the Office for Domestic Preparedness reporting requirements. REPORT SUBMISSION: Hawaii County should submit quarterly reports to State Civil Defense, Attn: Anti- Terrorism Planner by the 5~' day of the month following the ending of each quarter. APPROVED/DISAPPROVED: ROBERT G. F. LEE Harry Kim Major General, HIARNG Mayor, Hawaii County Director of Civil Defense Date Date APPROVED AS TO FORM: MICHAEL VINCENT Date Deputy Attorney General