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Term or acronym
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Definition
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Authorized Equipment List (AEL)
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This list may be found on the Responder Knowledge Base (RKB) website.
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BZPP
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Border Zone Protection Program The County of San Diego is the sub-grantee for this grant.
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Capital Asset
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Per State guidelines-an item where the unit cost is $5,000 or more.
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Cash Request
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A jurisdiction submits a copy of its Workbook and the appropriate forms to request reimbursement for grant funds expended. The County combines all of the jurisdictions’ requests and submits the Countywide Workbook to the State as a cash request.
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CFDA number
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Catalogue of Federal Domestic Assistance number. All federal grant funds must be associated with a CFDA number for financial reporting.
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Close-out
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A process in which the federal grant agency determines that all applicable administrative actions and all required work of the award have been completed. (including State and federal audits).
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Commingling of funds
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Recipients and sub-recipients must ensure that agency funds are not commingled with funds from other awards or sources. Each award must be accounted for separately.
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Debarment
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Recipients and sub-recipients must not use a vendor that is debarred or suspended from participation in Federal assistance programs. Information about debarred or suspended vendors can be accessed through the Excluded Parties List System. (www.epls.gov)
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EMPG
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Emergency Management Performance Grant The County of San Diego is the sub-grantee for this grant.
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Grant Assurance
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A written agreement between a jurisdiction and the County Office of Emergency Services (OES) outlining rights and responsibilities for each grant year.
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Grant Deadlines
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Grant expenses are eligible for reimbursement based on the individual grant deadline. NOTE: Accounting polices require reimbursements to be processed within the fiscal year they are spent and paid. For example, all reimbursements for expenses incurred and paid by June 30, 2009 must be submitted no later than the first week in July 2009 so they can be reimbursed within the year-end process.
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LETPP
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Law Enforcement Terrorism Prevention Program The County of San Diego is the sub-grantee for this grant.
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Modification
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At application a jurisdiction submits a Workbook detailing their plan to spend their Homeland Security funds. The Countywide Workbook is then approved by the State. If in the future a jurisdiction needs to alter the plan, a copy of their Workbook with changes must be submitted for a modification. The jurisdiction will submit their requests 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.
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Monitoring
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The County Office of Emergency Services will periodically monitor their sub-recipients’ financial operations, records, systems, and procedures. Particular attention will be directed to the maintenance of current financial data and the location and availability of equipment purchased with grant funds.
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Procurement
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All recipients are required to have written procurement procedures. Procurement standards deal with the acquisition of supplies, equipment, services, and real property. All procurement transactions must be conducted to the maximum extent practical to provide open and free competition. (Also see debarment for requirements)
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Project Code
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Projects are given a code within the Workbook. In the Excel workbook there is a tab that contains the codes and a project description.
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Retention Requirements
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All financial records, supporting documents, statistical records, and all other records pertinent to the grant award shall be retained by each organization for at least three years from the submission of the final expenditure report by the grantee (State). The County Office of Emergency Services will notify jurisdictions regarding the beginning of the three years.
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Single Audit
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Required for non-federal entities that expend $500,000 or more in federal awards
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SHSGP
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State Homeland Security Grant Program. The County of San Diego is the sub-grantee for this grant.
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SLGCP
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State and Local Government Coordination and Preparedness (SLGCP). Non-SLGCP training must be approved by the Governor’s Office of Homeland Security. Prior to the training, a Training Request Form must be completed electronically on the State Homeland Security website in the Training and Exercises Division. A copy of the approving email with the State feedback number must be provided for all reimbursement requests.
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Sub-grantee
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The jurisdiction that receives the federal grant funds from the State of California.
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Sub-recipient
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The jurisdiction that receives the grant funds from the County of San Diego or the City of San Diego.
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Supplanting
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Recipients shall not replace funding appropriated from State and local governments with their federal grant funding. The purpose of these grants to increase the overall amount of resources available in order to bolster preparedness and to increase services and opportunities. Recipients must ensure that they do not reduce the current overall level of funding support to preparedness missions.
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UASI
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Urban Areas Security Initiative. The City of San Diego is the sub-grantee for this grant. Cities within the County work with the City of San Diego for funding. The County works with the City to represent Fire Protection Districts and Volunteer Fire Agencies.
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Workbook
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An Excel workbook that is prepared by each jurisdiction and subsequently rolled up into the San Diego County Workbook. The Excel workbook contains tabs dealing with such items as a Project Ledger, Project Descriptions, an Equipment Inventory Ledger, a Training Roster, an Exercise Roster, Authorized Agent/Approval, and Authority Signature Page.
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