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6.J. - Page 15 of 20 <br />HAZARD MITIGATION GRANTS PROGRAM <br />NOTIFICATION TO SUBGRANTEES <br />GRANT ADMINISTRATION PROCEDURES <br />1. ADVANCES (HMGP Only) <br />The California Governor's Office of Emergency Services (Cal OES) may consider approval of a one time advance <br />provided that the subgrantee justified the need for an advance in their Hazard Mitigation Grant Program (HMGP) <br />application. An advance can be made after federal funds have been approved, but before the expenditure of eligible <br />costs. The advanced amount will be subtracted from the subgrantee's first reimbursement request. The advance <br />request must be made by submitting a Request for Advance of Funds form. Subgrantees who did not request an <br />advance in their application are not eligible for advances. A special fund for the deposit of the state warrant must be <br />established upon receipt of any advance funding. <br />2. WORK SCHEDULES <br />The subgrantee must provide Cal OES with a projected work schedule within thirty (3 0) days of receipt of this <br />obligation package. This is a one -time -only report. It should outline the proposed work schedule for the approved <br />activity, including milestones. The milestones listed in your work schedule will be used to measure the progress <br />reported to Cal OES in the Quarterly Reports. Please provide a separate report for each grant. The work schedule <br />should include the following information: <br />Table/Chart or Graph - Create a table, chart or graph depicting your proposed work schedule by major milestones <br />(activities/measures) from the time of initiation to completion of proposed activity. <br />Time line - How long you anticipate the activity will take to complete (in months). <br />Phases - Explain in some detail, if you plan to perform your activity in several phases, and why. <br />Extended Start and Completion Dates - Explain any activity start dates beyond sixty (60) days from approval date, <br />or completion dates beyond three (3) years. <br />The Work Schedule should be sent to: California Governor's Office of Emergency Services <br />Hazard Mitigation. Grants Division <br />3650 Schriever Avenue <br />Mather, California 95655 <br />Un9:1818111.10101Bleo 08111019BN0YY ILIA A:11fly9:ZiIy*V <br />All contract/procurement transactions must be carried out in a manner consistent with financial administrative <br />requirements found in Title 44 of the Code of Federal Regulations (44CFR) Part 13. <br />4. ALLOWABLE COSTS AND REEVIBURSEMENTS. <br />Once Federal Emergency Management Agency (FEMA) approves a total eligible activity cost and obligates funding, <br />Cal OES can process reimbursement requests for eligible activities. Payments are made on a reimbursement basis and <br />no funds will be disbursed for activities that are not consistent with the approved scope of work. Activity <br />expenditures will be reimbursed at 75% of eligible costs. Additionally, Cal OES will withhold retention of 10% from <br />each reimbursement request. The retention amount will be released to the subgrantee upon completion of the closeout <br />process. <br />Reimbursement requests must be submitted to Cal OES on a Hazard Mitigation Reimbursement Form. The form must <br />be signed by the applicant's designated authorized agent. <br />Should the subgrantee be able to complete this work for less than the maximum allowable costs, the subgrantee will be <br />reimbursed at 75% of the actual costs. Any remaining funds will be deobligated. If activity costs exceed the <br />maximum allowable costs, the subgrantee will be reimbursed at 75% of the FEMA approved activity cost. <br />Hazard Mitigation Section Notification to Subgrantees (Revised 07-12-13) Page 1 of 4 <br />411 <br />