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State Homeland Security Grants FAQ

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Who should sign the Grant Assurance?
I decided I want to purchase something different than what was approved in my Workbook. How do I do this?
I want to provide a training class for my staff that is different than what was approved in my Workbook. How do I do this?
The actual cost of an item will be more than what is in my Workbook. I have funds under another AEL. How do I proceed?
When can I buy the items I submitted to the County in my Workbook modification?
What is an acceptable document for proof of purchase for reimbursement?
What files should be kept and available for monitoring reviews or State and Federal audits?
How long must grant files be maintained?
I have a piece of equipment that was purchased with Homeland Security funds but we no longer need the equipment. Can I dispose of it?
One of our computers purchased with Homeland Security funds was lost? Do I have to report this?
I would like more grant tags to identify my equipment funded with grant funds. How can I get more tags?
What things require an EHP review?
At what point can I spend my funds that require an EHP review?
If my EHP form was approved and my Agency changes the location that the Exercise will be held or the location that equipment will be installed, do I have to do a new EHP form?
If my training course already has an EHP approval by the State but for a different grant, do I have to submit a new Screening Form?
What if the training is different but the site is one that has been approved, do I have to submit a Screening Form?

Who should sign the Grant Assurance?

Any of the “Authorized Agents” listed on the signature authority document.

I decided I want to purchase something different than what was approved in my Workbook. How do I do this?

A copy of your Workbook with changes must be submitted for a modification. The request must clearly indicate where in the existing Workbook the funds will come from for the new request. Submit your request(s) on a quarterly basis to the County of San Diego OES, who then compiles into a master workbook to send to the State for approval. For training, a new State feedback number will be required for the modification.

I want to provide a training class for my staff that is different than what was approved in my Workbook. How do I do this?

A copy of your Workbook with changes must be submitted for a modification. The request must clearly indicate where in the existing Workbook the funds will come from for the new request. Submit your request(s) on a quarterly basis to the County of San Diego OES, who then compiles into a master workbook to send to the State for approval. For training, a new State feedback number will be required for the modification.

The actual cost of an item will be more than what is in my Workbook. I have funds under another AEL. How do I proceed?

If the AEL you want to reduce is in the same Project, this is a Modification Adjustment and you must clearly indicate where the funds will be shifted in your Workbook.  If the AEL is in a different Project, this is a formal Modification and a copy of your Workbook with changes must be submitted on a quarterly basis to the County of San Diego OES, who then compiles formal Modifications into a master workbook to send to the State for approval prior to the expending of funds.

When can I buy the items I submitted to the County in my Workbook modification?

Items in a Workbook modification cannot be purchased (or training provided) until the modification is approved by the State.

What is an acceptable document for proof of purchase for reimbursement?

The County must have proof that the bill or invoice has been paid. Acceptable proof includes copies of cancelled checks, copies of bank statements, or reports from the financial/accounting system.

What files should be kept and available for monitoring reviews or State and Federal audits?

Files should be maintained by grant type and year. The file (or binder) should have a copy of the Grant Assurance, copies of the Workbook, and a copy of the reimbursement claim with copies of all required documents submitted.

How long must grant files be maintained?

Files must be available for three (3) years after the grant if officially closed by the Federal Granting Agency.

I have a piece of equipment that was purchased with Homeland Security funds but we no longer need the equipment. Can I dispose of it?

The County must be notified in writing of intent to dispose of property, property that is lost or destroyed, or items that have expired, been consumed, or are obsolete.

One of our computers purchased with Homeland Security funds was lost? Do I have to report this?

The County must be notified in writing of intent to dispose of property, property that is lost or destroyed, or items that have expired, been consumed, or are obsolete.

I would like more grant tags to identify my equipment funded with grant funds. How can I get more tags?

Contact the County’s Office of Emergency Services to obtain additional grant tags.

What things require an EHP review?

Every Exercise and Training you are hosting that has a field-based component, and Equipment items designated under the Authorized Equipment Listing (AEL) number as needing a review.

At what point can I spend my funds that require an EHP review?

Federal grant funds cannot be spent until any required EHP review is approved by FEMA.

If my EHP form was approved and my Agency changes the location that the Exercise will be held or the location that equipment will be installed, do I have to do a new EHP form?

Yes the form must be resubmitted with a new aerial map attached.

If my training course already has an EHP approval by the State but for a different grant, do I have to submit a new Screening Form?

Yes the form must be submitted but Section C does not have to be completed.  A note should be entered in section C stating “Section not completed since field activity will be conducted at an existing approved facility”.  Attach a copy of the prior approval to the submission.

What if the training is different but the site is one that has been approved, do I have to submit a Screening Form?

Yes the form must be submitted but Section C does not have to be completed.  A note should be entered in section C stating “Section not completed since field activity will be conducted at an existing approved facility”.  Attach a copy of the prior approval to the submission.