FEMA Grant Record Keeping

[Barney47]

There were some great examples listed some time ago of how companies keep their files maintained for their grant awards and what needs to be in them (specifically for audit purposes), but I couldn't find it anymore. I thought it would be a great idea for those who are first-time winners to have this available.

For those who need some help, can anyone share what they do?

[onebugle]

My files are set this way:

1) Copy of Application
2) Copy of Award Letter/Documents
3) Copy of 1199A
4) Performance reports
5) Requests for Funds
6) Bids/Quotes
7) Invoices/Purchase Orders/Payments
8) Budget Documents/Procurement Policy
9) Copy of the PG
10) Correspondence
11) Miscellaneous

Found this in regard to record keeping from an email from our FPS:

Record Keeping - Efficient record keeping is essential to any grant. We recommend that you set up a system of tracking your grant that will keep original or copies of all grant materials in one place (You will understand how important this is if you receive multiple grants).Your city or local jurisdiction may require that all “original” invoices and other financial documentation stay in the accounting office or purchasing office, but a copy must be available at the headquarters office of the fire department. Records that you should print and retain in a file or notebook include:



·A copy of your Grant Application - (PLEASE PRINT A COPY OF THE ENTIRE APPLICATION AND REVIEW THE REQUEST DETAILS PAGE. THIS WILL SHOW YOU WHAT YOU ARE AUTHORIZED TO PURCHASE.)

·2008 Program Guidance (found on www.firegrantsupport.com under AFG Guidance Documents

·Copy of the most recent Final Rule (found on www.firegrantsupport.com under AFG Guidance Documents)

·A copy of your Award Package. This can be found on the status page when you log into your grant. Print the Award Package, read it, and place it in your grant file. This contains valuable information.

·Copy of your department’s written purchasing policy (especially pertaining to your bid process).

·All bids and advertisements

·Emails from AFG staff

·Invoices, purchase orders (if applicable)

·Performance Bond (if applicable)

·Copy of your Semi Annual Performance Report

·Closeout Report

Had a site visit recently from our FPS to review our 2007 grant file; no issues.

[ktb9780]

There were some great examples listed some time ago of how companies keep their files maintained for their grant awards and what needs to be in them (specifically for audit purposes), but I couldn't find it anymore. I thought it would be a great idea for those who are first-time winners to have this available.

For those who need some help, can anyone share what they do?

OK Ryan, one more time, just for you buddy!


3 ring binder about 2 inches thick with lots of clear plastic insert pages and index tab pages. Keep the following in it from the start:

Copy of grant application
Copy of award package
Copy or original 1199a
All emails to DHS and responses
Copies of checks paid to vendors ; front and back
Bid specs
Bid requests
Bid award letter
Invoices
Reciepts
Minutes of all meetings deciding bids
All amendments
All reports
All press releases or news tories involving use of new equipment and "lives saved" etc.
Statistical refs used to justify application

In short; anything and everything you do related with the grant from time of application that has created a paper trail you should keep in that file and then when the grant is over seperate, catagorize and file accordingly.

If you do this, and keep it readily available when MS or FPS comes to visit, just hand them the binder and watch their eyes light up as they recognize a professionl grant administrator has done his/her job professionally! Every client I have who has done this and been inspected, has reported the same thing; the program specialist looked for a minute and was gone in 20 minutes after applauding them and wishing more grant recipients would do the same thing.;)

[Barney47]

OK Ryan, one more time, just for you buddy!

I swear, it's not for me!!

[ktb9780]

I swear, it's not for me!!

OK if you say so. No problem, I hope the information helped!:D

[steelman]

kurt.....if i bring my SAFER narrative and QUINT narrative to one of your seminars, would you have time to review them? I'm pretty sure i'll be at the Petersburg IL seminar.....i stumbled on to that seminar last night, didn't know you were going to be in the sticks of illinois....

[steelman]

there are 2 petersburg's in illinois....are you going to be in the one close to springfield or the one just outside of st. louis? i didn't know there were 2.....

[ktb9780]

Yes, no problem. Come on down!

[ktb9780]

there are 2 petersburg's in illinois....are you going to be in the one close to springfield or the one just outside of st. louis? i didn't know there were 2.....

Here is the information with an imbedded link to the address. I beleive it is is the one closer to Springfield. It looks like it is North of Springfield about 20 miles or so.Get registered quickly for it, the host needs to get his 15 people to lock that seminar down.;)

http://www.chiefsupply.com/grants/docs/2008_0213-14_Petersburg_FD_IL_Petersburg .doc

[jam24u]

I have a question about the semi-annual report, after the performance report/mini narrative is written, are there any aspects other than what the grantee accomplished and benefited that could would raise a question from the AFG personnel?

[onebugle]

I have a question about the semi-annual report, after the performance report/mini narrative is written, are there any aspects other than what the grantee accomplished and benefited that could would raise a question from the AFG personnel?


Pretty much the semi-annual report is to show the AFG progress is being made, where you stand and if there will be issues with completing the grant with in the POP. Should be no red flags unless nothing has been done or minimal work (on a large project) has been completed: meaning you may not be done by the POP.