Form DHS Form 532 DHS Form 532 AFG Questions and Document Request List

DEPARTMENT OF HOMELAND SECURITY

AFG QUESTIONS
AND DOCUMENT REQUEST LIST

OMB Control No. 1601-NEW
Expiration Date: XX-XX-XXXX

OMB BURDEN STATEMENT: According to the Paperwork Reduction Act of 1995, no persons are required to respond to a
collection of information unless it displays a valid OMB control number. The valid OMB control number for this information collection
is 1601-NEW. The time to complete this information collection is estimated as part of the 2 hours to review the questions and
prepare any documentation.

Federal Regulations Discussed Below:
1.

44 CFR Part 13: http://www.gpo.gov/fdsys/pkg/CFR-2002-title44-vol1/pdf/CFR-2002-title44-vol1-part13.pdf

2.

Single Audit Requirements (Subpart B for requirements):
http://www.whitehouse.gov/sites/default/files/omb/assets/a133/a133_revised_2007.pdf

1. General AFG Grant Questions (All Grantees)
Please respond to the following questions.
1.

Did you use a grant writer?

2.

Is the grant writer listed on the application?
a. If not, why not?

3.

Do you have a written procurement policy?
a. If so, please provide a copy or hyperlink to policy
- see next section #1.

4.

Does your procurement policy for Federal grants align
with 44 CFR 13?
a. Section 13.36 generally contains the requirements.

5.

Do you have written standards of conduct for those
involved in procurement?
a. If so, please provide a copy - see Section 2, #2.

6.

Was the department or entity department is party of
(municipality, etc) required to submit a Single Audit during
the grant Period of Performance?
a. Requirement based on expanding $500,000 or more
of Federal funds in a given year.
b. If so, please provide a copy or hyperlink to audit.

7.

Has FEMA conducted any site visits or desk reviews of
this grant?
a. If so, please provide a copy - see Section 2, #3.

Yes

No

N/A

Comments

Yes

No

N/A

Comments

2. Grant Documents Requested (All Grantees)
Please provide a copy of the following documents. Include the
item number in the file name of your response. For example:
1-Procurement Procedures.pdf; 2-Code of Standards.doc
1.

Copy of written procurement policies.

2.

Copy of written code of standards.

3.

Copies of FEMA site visit reports or desk review reports.

DHS Form 532 (8/14)

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2. Grant Documents Requested (All Grantees) - Continued
Please respond to the following questions.
4.

Proof of payment from FEMA (email, wire transfer, etc).

5.

Invoices for items/services purchased.

6.

Receipts for items/services purchased.

7.

Proof of payment to vendor for items/services purchased
(check, wire transfer, credit card receipt, etc).

8.

If grant funds were used for the 3% management and
administrative costs:
a. Documentation including invoices, receipts and proof
of payment for these costs.

9.

If grant was used for station modification:
a. Environmental and Historic Preservation (EHP)
documents approved by FEMA.

Yes

No

N/A

Comments

10. If the grant was used to acquire a vehicle:
a. Vehicle specifications showing compatibility with
NFPA requirements.
11. If grant funds were used for training:
a. Training certificates for those trained with these grant
funds in addition to the receipts and proof of payment.
12. If grant funds were used for personal health and wellness:
a. Documentation that any screenings met NFPA 1582
requirements or department requirements (for
example, immunizations).
b. Documentation that any peer fitness program met
IAFC or IAFF requirements.

3. Documents Requested for Equipment/Vehicles with a Cost of $5,000 and Over (As Needed)
Please respond to the following questions and provide
documents as applicable. Include the item number in the file
name of your response.
1.

Do you have an inventory policy? If so please, provide
a copy.

2.

If you do not have a written inventory policy:
a. Please provide a brief description in a separate
document.

3.

For equipment or vehicles purchased with this grant that
cost $5,000 or over:
a. Provide a photo (digital) of the equipment or vehicle.
b. Provide a photo (digital) of the serial number of the
equipment or vehicle.
c. A statement certifying that the photo’s date is after the
date of this request and a true photo of the item.
d. Inventory/property records for the equipment or
vehicles.

DHS Form 532 (8/14)

Yes

No

N/A

Comments

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