Form DHS Form 531 DHS Form 531 SAFER Recruitment and Retention Grant Questions and Docu

DEPARTMENT OF HOMELAND SECURITY

SAFER RECRUITMENT AND RETENTION
GRANT 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.

1. Federal Regulations Discussed Below:
1.

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

2.

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

3.

2 CFR Part 215: http://www.whitehouse.gov/sites/default/files/omb/assets/omb/circulars/a110/2cfr215-0.pdf

2. General SAFER Recruitment and Retention Grant Questions (All Grantees Respond)
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.

Was the department or entity department is part of
(municipality, etc) or the interest organization required
to submit a Single Audit during the grant Period of
Performance?
a.
b.

Yes

No

N/A

Comments

Requirement based on expending $500,000 or
more of Federal funds in a given year.
If so, please provide a copy or hyperlink to audit.

4.

Has FEMA conducted any site visits or desk reviews of
this grant?
a. If so, please provide a copy (Section 6, #6)

5.

Are you a state or local volunteer firefighter interest
organization?
a. If not, please answer questions in Section 3.
b If yes, please answer questions in Section 4.

6.

All grantees please provide documents requested in
Section 6, as applicable.

7.

Did you purchase any equipment with a cost per item of
$5,000 or over?
a. If so, please fill out Section 7 and provide requested
documentation.

DHS Form 531 (8/14)

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3. General SAFER Recruitment and Retention Grant Questions (Fire Departments Respond)
Please respond to the following questions.
1.

Do you have a written procurement policy?
a. If so, please provide a copy (Section 5, #1).

2.

Does your procurement policy for Federal grants align with
44 CFR Part 13?
a. Hyperlink above to 44 CFR Part 13.

3.

Do you have written standards of conduct for those
involved in procurement?
a. If so, please provide a copy (Section 5, #2).

4.

Is a contractor managing this grant for the organization?
a. If so, please provide a copy of the contract.

Yes

No

N/A

Comments

4. General SAFER Recruitment and Retention Grant Questions (State/Local Volunteer Firefighter Interest
Organizations Respond)
Please respond to the following questions.
1.

Do you have a written procurement policy?
a. If so, please provide a copy (Section 5, #1).

2.

Does your procurement policy for Federal grants align
with 2 CFR Part 215?
a. Hyperlink above to 2 CFR Part 215.

3.

Do you have written standards of conduct for those
involved in procurement?
a. If so, please provide a copy (Section 5, #2).

4.

Is a contractor managing this grant for the organization?
a. If so, please provide a copy of the contract.

Yes

No

N/A

Comments

No

N/A

Comments

5. Grant Documents Requested (All Grantees Respond)
Please provide a copy of the following documents. Include the
item number in the file name of your response. For example:
1-Procurement Policies.pdf; 5-Invoices; 14-Project
Coordinator Salary.xls
1.

Copy of any written procurement policies.

2.

Copy of written code of standards.

3.

Copies of FEMA site visit reports or desk review reports.

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).

DHS Form 531 (8/14)

Yes

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5. Grant Documents Requested (All Grantees Respond) - Continued
Please respond to the following questions.
8.

If grant funds were used to reimburse members for basic
training expenses, please provide:
a. Receipts for lost wages, mileage or other travel
expenses.
b. Proof of payment for the above and per diem
expenses.

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 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.
11. If grant funds were used for the 3% management and
administrative costs:
a. Documentation including invoices, receipts and proof
of payment for these costs.
12. A copy of the formally adopted standard operating
procedures (SOPs) for the funded activities.
13. If grant funds were used for insurance packages:
a. Supporting documentation including proof of payment
for these packages to a firefighter that is part of the
department.
14. If the grant funds were used to hire a project coordinator:
a. Salary and benefits payroll documentation to support
the request for funds for the project coordinator.

6. Documents Requested for Equipment with a Cost of $5,000 and Over (All Grantees Respond if Applicable)
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 purchased with this grant that cost $5,000
or over:
a. Provide a photo (digital) of the equipment.
b. Provide a photo (digital) of the serial number of the
equipment.
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.

DHS Form 531 (8/14)

Yes

No

N/A

Comments

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