Homeland Security Grant Program Agreement

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of the NOFO , the Manual, the DHS Award Letter for the Grant in Attachment C, and the federal regulations commonly applicable to DHS/FEMA grants. iii. The Subrecipient shall be responsible io the Department for ensuring that all 23HSGp federal award funds provided to its subrecipients are used in accordance with applicable federal and state statutes and regulations, and the terms and conditions of the federal award set forth in Attachment C of this Agreement. 2, BUDGET, REIMBURSEMENT, AND TIMELINEa. Within the total Grant Agreement Amount, travel, subcontracts, salaries, benefits, printing, equipment, and other goods and services or other budget categories will be reimbursed on an actual cost basis upon completion unless othenrvise provided in this Agreement. b. The maximum amount of all reimbursement requests permitted to be submitted under this Agreement, including the final reimbursement request, is limited to and shall not exceed the total Grant Agreement Amount. c. lf lhe Subrecipient chooses to include indirect costs within the Budget (Attachment E), additional documentation is required based on the applicable situation. As deicribed in 2 CFR 200.414 and Appendix Vtt to 2 CFR 200: i. lf the Subrecipient receives direct funding from any Federal agency(ies), documentation of the rate must be submitted to the Department Key personnel per the following: A. More than $35 million, the approved indirect cost rate agreement negotiated with its federal cognizant agency. B. Less than $35 million, the indirect cost proposal developed in accordance with Appendix Vll of 2 CFR 200 requirements. ii. lf the Subrecipient does not receive direct federal funds (i.e., only receives funds as a subrecipient), the Subrecipient must either elect to charge a de minimis rate of ten percent (10o/o) or 10o/o of modified total direct costs or choose to negotiate a higher rate with the Department. lf the latter is preferred, the Subrecipient must contact Department Key Personnel for approval steps. d. For travel costs, the Subrecipient shall comply with 2 CFR 2A0.475 and should consult their internal policies, state rates set pursuant to RCW 43.03.050 and RCW 43,03,060 as now existing or amended, and federal maximum rates set forth at https://www.osa.qov, and follow the most restrictive. lf travel costs exceed set state or federal limits, travel costs shall not be reimbursed without prior written approval by Department Key personnel. e. Reimbursement requests will include a properly completed State A-1g lnvoice Form and Reimbursement Spreadsheet (in the format provided by the Department) detailing the expenditures for which reimbursement is sought. Reimbursement requests must be submitted to Reimbursements@mil.wa.qov no later than the due dates listed within the Timeline (Attachment F). Reimbursement request totals should be commensurate to the time spent processing by the Subrecipient and the Department. f. Receipts and/or backup documentation for any approved items that are authorized under this Agreement must be maintained by the Subrecipient consistent with record retention requirements of this Agreement and be made available upon request by the Department, and federal, state, and local auditors. g. The Subrecipient must request prior written approval from Department Key Personnel to waive or extend a due date in the Timeline (Attachment F). For waived or extended reimbursement due dates, all allowable costs should be submitted on the next scheduled reimbursement due date contained in the Timeline. Waiving or missing deadlines serves as an indicator for assessing an agency's level of risk of noncompliance with the regulations, requirements, and the termslnd conditions of the Agreement and may increase required monitoring activities. Any request for a waiver or extension of a due date in the Timeline will be treated as a request for Amendment of DHS-FEMA-HSGP-SHSP-FY23 page 3 of 48 Kittitas County, EZ4_135