RES 734 Draft 01 2006-2008 - Laserfiche WebLink

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ARTICLE VIII -REQUEST FOR ADVANCE The Public Safety Interoperable Communications Grant funds will not be drawn down in a lump sum, but rather disbursed over time as project costs are incurred or anticipated. Hawaii County is encouraged to time draw down requests to ensure that Federal cash on hand is the minimum needed for disbursement to be made immediately or within a few days. Funds can be drawn down up to 30 days prior to expenditure/disbursement. Funds will be made available to the county provided required documentation is submitted to State Civil Defense. Appropriate documentation for grant funds will include a copy of the purchase order/contract. Checks will be made payable and forwarded directly to County agency identified by Hawaii County Civil Defense. Upon receipt, Hawaii County Civil Defense will reconcile with State Civil Defense by providing the vendor invoice certified "purchases/services received". Each invoice should be reconciled with State Civil Defense within 15 days of receipt/payment to ensure funds are properly accounted for. Hawaii County Civil Defense is required to prepare an Operational Expenditure Plan that identifies when funds will be committed. State Civil Defense will coordinate the Operational Expenditure Plan on a quarterly basis with Hawaii County Civil Defense and Department of Defense Fiscal Office to make adjustments based on expenditures and cash flow. State Civil Defense will process request for draw down and the transfer of funds directly with Department of Defense Fiscal Office. Hawaii County will be permitted to draw down Public Safety Interoperable Communications grant funds in proportion to non-federal matching funds. Hawaii County may keep interest amounts up to $100,00 per year for administrative expenses for a//Federa/grants combined. A/though advance draw down requests maybe made, State Civi/Defense, as the State grantee remains subject to the interest requirements of Cash Management Improvement Act (CMIA) and its imp/ementing regu/ations at 31 C,F.R Part 205. Interest under CMIA wi//accrue from the time Federa/ funds are credited to the State account until the time the State pays out the funds for program purposes. ARTICLE IX -FINANCIAL REPORTS FINANCIAL STATUS REPORT: State Civil Defense shall submit financial reports (Financial State Report (SF-269) to Department of Homeland Security within 30 days after end of each quarter. Reports are due January 31, April 30, July 31, and October 31. Final financial reports are due 90 days after the close of the grant. Hawaii County will be required to provide a status report to State Civil Defense on a quarterly basis so as to allow compliance with the Department of Homeland Security reporting requirements. REPORT SUBMISSION: Hawaii County should submit quarterly reports to State Civil Defense, Attn: Homeland Security Branch by the 5`" day of the month following the ending of each quarter.