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  • Site Audits

    I was wondering about site audits. Will every department that has recieved a DHS grant have a site audit? Is there one thing they will look for and pick on? Any info would be greatly appreciated. One more quick question. Can you do your grant closeout on or before the time you do your semi annual report if all things on your grant request are recieved and paid for?

  • #2
    If you have completed everything then you can do your closeout at any time, even before the 6 month report.

    Not every department will be audited. But if you're over $100K you can bacnk on it, and over $300K is required by OMB as well as a full accounting audit. So make sure to ask for the $5K to pay for that if you're asking for more than $300K in fed share.

    If you give them a reason to think they need to come visit, they will. They look for compliance on all points of the program: matching, bids, purchases, equipment in service, etc, etc. If you are prepared, and since they give you 30 days notice before they show up you should be, then they are in and out.

    - Brian
    Brian P. Vickers
    www.vickersconsultingservices.com
    Emergency Services Consulting
    Westlake VFD - Houston, TX
    Proud Member IACOJ - Redneck Division

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    • #3
      I completed a site visit with DHS for our $86,000 2005 AFG Grant. Only took 1 hour. Very easy as long as you have the paperwork in order.

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      • #4
        audits

        BC - we were awarded a SAFER grant - in excess of $300k over 4 years.
        Two questions - the age bracket used in developing the application has changed due to a large number of younger FF taking paying positions in other states. So our recruitment will hopefully bring in younger explorers - who will utilize the funds later than planned - Do I need to tell someone?

        Second questions - if not included as a line item in budget, can excess funds be used to pay for OMB audit?

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        • #5
          To date, no site visits for the 3 grants that we have. All have been officially closed out by the feds. The grant for 2005 (brush truck) was closed out in record time (based on the 2 previous grants). Submitted the close out report 1/23/07 PM and had the official close out letter 1/24/07 PM, a 24 hour turn around. I would suspect that I'll be seeing them at some point for the brush truck.

          You can go to the Grant Mgt. Tutorial for further info and requirements:
          http://www.firegrantsupport.com/prog/grantsmgt/

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          • #6
            Not sure about the excess funds for the accounting audit. And I think it's only required when it is over $300K in one fiscal year, so since you're spread out over 4 with it you won't hit that mark. Expect a site visit, but not an accounting audit.

            I don't see an issue on the change in age target, not like you can predict your people getting jobs and moving. As long as the purpose remains the same the specific age range shouldn't have an impact.
            Brian P. Vickers
            www.vickersconsultingservices.com
            Emergency Services Consulting
            Westlake VFD - Houston, TX
            Proud Member IACOJ - Redneck Division

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            • #7
              Thanks Guys!! I will need to get to work to close out our grant as soon as we get are our new uniforms and some hoses to come in. Then we will have all the equipment and final bill.

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              • #8
                Originally posted by BC79er View Post
                Not sure about the excess funds for the accounting audit. And I think it's only required when it is over $300K in one fiscal year, so since you're spread out over 4 with it you won't hit that mark. Expect a site visit, but not an accounting audit.

                I don't see an issue on the change in age target, not like you can predict your people getting jobs and moving. As long as the purpose remains the same the specific age range shouldn't have an impact.
                Your right Brina it has to be more than $300K in a single year ot trigger OMB
                Kurt Bradley
                Fire/EMS/EMA Grant Consultant
                " Never Trade Skill for Luck"

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