| Field Name |
Field Description |
Input Type |
| Region |
This field should be pre-populated but in the event it is not: Populate the Region # your State/Tribe/Territory is affiliated to. (i.e. 01, 02, 03... 10) |
# |
| Recipient |
This field should be pre-populated but in the event it is not: Enter your State/Tribe/Territories. NOTE: Please use the abbreviation, if applicable (i.e. AZ, LA, MD) |
Text |
| Fiscal Year |
This field should be pre-populated but in the event it is not: Populate or confirm the Fiscal Year for this reporting period. |
# |
| Program |
This field should be pre-populated but in the event it is not: Populate or confirm that the Program associated with this project is accurate. |
Drop Down (BRIC, FMA, PDM) |
| Award # |
This field should be pre-populated but in the event it is not: Populate or confirm that the Award # associated with this project is accurate. |
# |
| Subaward # |
This field should be pre-populated but in the event it is not: Populate or confirm that the Subaward # associated with this project is accurate. |
# |
| Subrecipient Application ID |
This field should be pre-populated but in the event it is not: Populate or confirm that the Application ID associated with this project is accurate. |
Text |
| Project Title |
This field should be pre-populated but in the event it is not: Populate or confirm the name of the project that was awarded. |
Text |
| Quarter |
This field should be pre-populated but in the event it is not: Populate or confirm the quarter number for this reporting period. |
# |
| Status |
On Schedule:
All work within the sub-award should align with the Scope of Work (SOW), budget and milestones.
Work Completed:
100% work completion is based on sub-recipient’s report to the recipient, the date on which all work associated with the approved Scope of Work is complete, including meeting all compliance requirements (e.g., EHP, code and permit certifications, obtain insurance). This does not include associated grant administrative activities (e.g., submitting payments of claims or certifications to the recipient for project closeout, financial reconciliation, or recipient site inspections).
If a subsequent recipient site visit does not verify work was actually completed in compliance with the terms of the award, status is not 100 percent. On its next progress or performance report, the recipient should correct the report of work completion. FEMA may choose to treat the work as still ongoing under the grant award, in which case closeout timeframes will essentially reset on the corrected date of work completion, as reported by the recipient. Alternatively, the recipient or FEMA may determine that any non-compliance with the approved scope of work identified during closeout result in disallowed costs under the grant award.
For planning-related activities, 100 percent work completion is also when all work within the approved scope of work (SOW) is complete.
For HMA mitigation planning grants, 100 percent work completion is on the date FEMA issues the approval letter to the sub-recipient. Program staff should make an effort not to delay closeout in cases where some jurisdictions are not actively pursuing plan adoption and approval under a multijurisdictional plan.
The overall project closeout process begins upon completion of the project work. The recipient must enter in its progress or performance report the date on which the project is 100 percent complete. The work completion date also triggers the respective 120-day project closeout reporting time frames for the sub-recipient and recipient.
Reporting Completed:
This phase is when all financials have been reconciled and the sub-award is ready for closeout.
Closed:
A project will be noted as closed when all eligible project costs are reconciled, final payment is made, the project is closed in the appropriate electronic grants system. NOTE: Until the project is officially closed in the appropriate electronic grants system, a QPR will be required even if a project is 100% work complete.
Suspended:
A suspended sub-award is a temporary hold preventing further expenditure of funds.
Delayed:
Any sub-award that has been delayed due to things beyond your control (i.e. Weather, Procurement, Design Error, Cost Overrun, etc.)
Cancelled:
A cancelled sub-award means the end of the Federal award prior to the planned end of the Period Of Performance (POP). Some reasons a sub-award might be cancelled:
High budget costs
Contractors cannot meet milestones; Unrealistic timeframes
Lack of material, tools, staff |
Drop Down (On Schedule, Work Completed, Reporting Completed, Closed, Suspended, Delayed, Cancelled) |
| Date Obligated/Approved |
Enter the date the grantee was awarded |
Date |
| POP Start Date |
Enter the date of POP official start date (date recipient accepts award.) |
Date |
| POP End Date |
Enter the date of POP proposed end date |
Date |
| POP Time Extension |
Has the POP been extended beyond the approved, initial POP? If yes, complete the 'POP Time Extension Date' field in the next column. |
Drop Down (Yes, No) |
| POP Time Extension Date |
Enter the new, approved date of the POP. |
Date |
| Comments |
Add any comments relevant to the project. List your accomplishments or activities for this period of performance, and indicate how these accomplishments assist in the fulfillment of your project’s objective(s), identifying the specific objective(s) from the Accepted Project Proposal. Provide any challenges to the completion of your project (to include problems and/or delays) or any positive developments (success stories/lessons learned) outside of the project’s original intent that you experienced during this reporting period. If those challenges or developments resulted or will result in corrective actions and/or changes to the project, include those here. |
Text |
| Actual Project Completion Date |
The overall project closeout process begins upon completion of the project work. The recipient must enter in its progress or performance report the date on which the project is 100 percent complete.
The work completion date also triggers the respective 90-day project closeout reporting time frames for the sub-recipient and recipient.” Leave blank if it does not apply |
Date |
| Federal Share Obligated |
Enter Federal Share Obligated |
$ |
| Cost Code |
From the drop down menu, select whether the project's costs are: Unchanged, Overrun, Underrun. |
Drop Down (Unchanged, Overrun, Underrun) |
| Federal Funds Disbursed |
Enter the total Federal funds provided to the sub-recipient. |
$ |
| Percentage Work Complete |
You are measuring the estimated percentage between where the project currently is in relation to the Scope of Work. 100 percent work completion is, based on sub-recipient's report to the recipient, the date on which all work associated with the approved Scope of Work is complete, including meeting all compliance requirements (e.g., EHP, code and permit certifications, obtain insurance). This does not include associated grant administrative activities (e.g., submitting payments of claims or certifications to the recipient for project closeout, financial reconciliation, or recipient site inspections).
If a subsequent recipient site visit does not verify work was actually completed in compliance with the terms of the award, status is not 100 percent. On its next progress or performance report, the recipient should correct the report of work completion. FEMA may choose to treat the work as still ongoing under the grant award, in which case closeout timeframes will essentially reset on the corrected date of work completion, as reported by the recipient. Alternatively, the recipient or FEMA may determine that any non-compliance with the approved scope of work identified during closeout result in disallowed costs under the grant award.
For planning-related activities, 100 percent work completion is also when all work within the approved scope of work (SOW) is complete.
For HMA mitigation planning grants, 100 percent work completion is on the date FEMA issues the approval letter to the sub-recipient. Program staff should make an effort not to delay closeout in cases where some jurisdictions are not actively pursuing plan adoption and approval under a multijurisdictional plan.
NOTE: Until the project is officially closed in appropriate electronic grants system, a QPR will be required even if a project is 100% work complete. |
% |
| Sub-grantee Expenditures To Date |
Current funding paid to the vendors by the sub-recipient. |
$ |
| Total Grantee Drawdown |
The Federal obligations the recipient has drawn down from IFMIS. |
$ |
| Date Final Disbursement Made to Sub-grantee |
Enter the date the final amount of funding was given by the recipient to the sub-recipient. |
Date |
| Date of Last Drawdown |
Enter the date the recipient last drew down funds |
Date |
| Go/No Go Milestone (Check Work Schedule for Task Name) |
If applicable, please list the project tasks provide in your application for the duration of the performance period. Please identify the Go/No-Go Milestone(s) you designated within the work schedule for mitigation activities that FEMA accepted in your application, and identify the task name. |
Text or NA |
| Go/No Go Milestone Delay |
If applicable, has the Go/No Go Milestone been extended beyond the approved, initial POP? If yes, complete the 'Go/No Go Time Extension Date' field in the next column. |
Drop Down (Yes, No, NA) |
| Go/No Go Milestone Time Extension Date |
If applicable, enter the new, approved date of the Go/No Go POP. |
Date or NA |
| Go/No Go Milestone Comments |
If applicable, add any comments relevant to the Go/No Go Milestone Task(s). List your accomplishments or activities for this period of performance, and indicate how these accomplishments assist in the fulfillment of your project’s objective(s), identifying the specific objective(s) from the Accepted Project Proposal. Provide any challenges to the completion of your project (to include problems and/or delays) or any positive developments (success stories/lessons learned) outside of the project’s original intent that you experienced during this reporting period. If those challenges or developments resulted or will result in corrective actions and/or changes to the project, include those here. |
Text or NA |
|
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Comment:
What format? Address, FEMAGO PSI #
# of Properties Mitigated this Quarter |
Enter # of Properties Mitigated this Quarter |
# |