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DHS-FEMA-EMPG-FY25 Page 3 of 50 Kittitas County, E26-241 <br />the DHS Award Letter for the Grant in Attachment C, and the federal regulations <br />commonly applicable to DHS/FEMA grants. <br />iii. The Subrecipient shall be responsible to the Department for ensuring that all <br />25EMPG federal award funds provided to its subrecipients, and associated <br />matching funds, are used in accordance with applicable federal and state <br />statutes and regulations, and the terms and conditions of the federal award set <br />forth in this agreement (Attachment C). <br />iv. The Subrecipient must follow their own policies and procedures to eliminate or <br />reduce the impact of conflicts of interest when making subawards, adhering to <br />any applicable federal or state statutes or regulations. Any real or potential <br />conflicts of interest must be reported to the Department in writing upon discovery. <br />2. BUDGET, REIMBURSEMENT, AND TIMELINE <br />a. Within the total Grant Agreement Amount, travel, subcontracts, salaries, benefits, printing, <br />equipment, and other goods and services or other budget categories will be reimbursed <br />on an actual cost basis upon completion unless otherwise provided in this Agreement. <br />b. The maximum amount of all reimbursement requests permitted to be submitted under this <br />Agreement, including the final reimbursement request, is limited to and shall not exceed <br />the total Grant Agreement Amount. <br />c. If the Subrecipient chooses to include indirect costs within the Budget (Attachment F), <br />additional documentation is required based on the applicable situation. As described in 2 <br />CFR 200.414 and Appendix VII to 2 CFR 200: <br />i. If the Subrecipient receives direct funding from any Federal agency(ies), <br />documentation of the rate must be submitted to the Department Key Personnel <br />per the following: <br />A. More than $35 million, the approved indirect cost rate agreement <br />negotiated with its federal cognizant agency. <br />B. Less than $35 million, the indirect cost proposal developed in accordance <br />with Appendix VII of 2 CFR 200 requirements. <br />ii. If the Subrecipient does not receive direct federal funds (i.e., only receives funds <br />as a subrecipient), the Subrecipient must either elect to charge a de minimis rate <br />of fifteen percent (15%) or 15% of modified total direct costs or choose to <br />negotiate a higher rate with the Department. <br />d. For travel costs, the Subrecipient shall comply with 2 CFR 200.475 and should consult <br />their internal policies, state rates set pursuant to RCW 43.03.050 and RCW 43.03.060 as <br />now existing or amended, and federal maximum rates set forth at https://www.gsa.gov, <br />and follow the most restrictive. If travel costs exceed set state or federal limits, travel costs <br />shall not be reimbursed without written approval by Department Key Personnel. All <br />international travel requires prior FEMA approval. All international travel requires prior <br />FEMA approval. <br />e. Reimbursement requests will include a properly completed State A-19 Invoice Form and <br />Reimbursement Spreadsheet (in the format provided by the Department) detailing the <br />expenditures for which reimbursement is sought. Reimbursement requests must be <br />submitted to Reimbursements@mil.wa.gov no later than the due dates listed within the <br />Timeline (Attachment E). <br />Reimbursement request totals should be commensurate to the time spent processing by <br />the Subrecipient and the Department. <br />f. Receipts and/or backup documentation for any approved items that are authorized under <br />this Agreement must be maintained by the Subrecipient consistent with record retention <br />requirements of this Agreement and be made available upon request by the Department <br />and auditors.