Form FEMA Form FF-206-F FEMA Form FF-206-F HMGP Quarterly Progress Reports

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Overview

DR #
QPR Instructions

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Sheet 1: DR #

OMB Number: 1660-0076

Expiration Date: 03-31-2023

Region

State Code

Disaster Number

Application ID

Project Number

Fiscal Year

Quarter Number

Sub-Recipient Name

Project Title

Approved POP Completion Date

POP Time Extension

POP Time Extension Date

Cost Code

Status

Percentage Work Complete

Actual Project Completion Date

Total Properties

Property ID list

Total Recipient Drawdown

Most Recent Drawdown Date

Federal Funds Disbursed/Obligated

Sub-Recipient Expenditures To Date

Date Final Payment Made to Sub-grantee

Comments

If in Closeout, where does it reside?

Select the reason for closeout deficiency

Reasons for Closeout Deficiency-Other

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Sheet 2: QPR Instructions

OMB Number: 1660-0076	Expiration Date: 03-31-2023
Field Name	Field Description
Region	Populate the Region your State/Tribe/Territory is affiliated to.
State Code	Enter your State. NOTE: The standard is to write out the name of the State. Do not use the abbreviation.
Disaster Number	This field should be pre-populated but in the event it is not: Populate or confirm the disaster number that is associated with open projects for this reporting period.
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.
Project Number	This field should be pre-populated but in the event it is not: Populate or confirm that the FEMA project number associated with this project is accurate.
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.
Quarter Number	This field should be pre-populated but in the event it is not: Populate or confirm the quarter number for this reporting period.
Sub-Recipient Name	Enter the name of the sub-recipient that was awarded federal funds.
Project Title	Enter the name of the project that was awarded.
Approved POP Completion Date	Enter the approved, original date the project is scheduled to be completed.
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.
POP Time Extension Date	Enter the new, approved date of the POP.
Cost Code	From the drop down menu, select whether the project's costs are: Unchanged, Overrun, Underrun.
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) and section 406 mitigation, if applicable. 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 under HMGP, 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 90-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 NEMIS and FEMA concurs with the grantee's closeout request. NOTE: Until the project is officially closed in NEMIS, 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
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) and section 406 mitigation, if applicable. 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 under HMGP, 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 NEMIS, a QPR will be required even if a project is 100% work complete.
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.”
Total Properties	For Acquisition and Relocation projects ONLY: Indicate how many properties were acquired and / or relocated during the current reporting period.”
Property ID List	Indicate the Property ID number(s) associated with the address in NEMIS that has been acquired and / or relocated. 1. In NEMIS, go to the Property Site Inventory tab. 2. Locate the address that has been acquired and / or relocated during the current reporting period. 3. Enter the Property ID number(s) associated with that address.
Total Recipient Drawdown	The Federal obligations the recipient has drawn down from Smartlink.
Most Recent Drawdown Date	Enter the date of the most recent draw down by the recipient.
Federal Funds Dispersed/Obilgated	Enter the total Federal funds provided to the sub-recipient.
Sub-Recipient Expenditures To Date	Current funding paid to the vendors by the sub-recipient.
Date Final Payment Made to Sub-grantee	Enter the date the final amount of funding was given by the recipient to the sub-recipient.
Comments	Add any comments relevant to the project. Example: "Reason 100% Complete and Still Open": Pending Closeout Request from Recipient Pending FEMA Closeout Action
If in Closeout, where does it reside?	The recipient must report on its progress or performance report to FEMA the date on which the sub-recipient completed the work approved in the scope of work in compliance with the terms of the award, as reported by the sub-recipient. (If subsequent review and inspection does not verify it, the recipient must correct the entry in its next progress or performance report.) For disaster assistance: -Report on its quarterly financial report (SF-425) the date on which the sub-recipient completes its last work for the program under the declaration. This triggers timeframes under section 705 of the Stafford Act for FEMA to notify the recipient of any disallowed costs the recipient may owe back to FEMA under the sub-recipient's sub-awards for that declaration. -Certify that the project was in compliance with the provisions of the FEMA-State Agreement; -Review documentation of the sub-recipient's expended costs and reconcile sub-recipient expenditures; -Within 180 days of the sub-recipient's completion of work, certify that all work is completed as approved in the sub-award or PW's SOW and in compliance with the terms of the award, including applicable federal, state, and local laws and regulations; -Conduct or request a Final Inspection (including a possible site inspection or visit) and make a certification and provide documentation to support that the project was completed in compliance with environmental conditions, required permits, and applicable building codes;367 -Request closure of PWs/projects and/or comply with the 90-day liquidation period deadline; -Certify that all eligible funds have been provided to the sub-recipient; -Request closure of sub-recipients and/or comply with automatic closure of sub-recipient once all projects are closed for the program; -Reconcile any applicable administrative costs; -Submit any appeals to FEMA on behalf of the sub-recipient; and -Resolve any negative audit findings with the sub-recipient. FEMA designated staff: -When FEMA receives payment of claims certifications / closeout requests, the designated staff verifies necessary information and either requests additional information or approves the closeout request. Upon verifying closeout, FEMA sends the recipient a final closeout letter confirming the final expenditures for the project. -Close the sub-recipient account in the grants management system.
Reasons for Closeout Deficiency	In accordance with the 2019 Fraud Risk Profile Findings provided by the FEMA Fraud Investigation and Inspection Division (FIID), please provide further clarification on any sub-grant that remains deficient in the closeout process. Please select one of the following reasons: Staffing (inadequate staffing for completing closeout requirements) Recipient’s failure to request timely closeout Non-compliance with grant requirements Failure to track and manage grant timelines Unable to reconcile State Management Cost Failure to enforce existing requirements Appeals Establishing Debt Collection Other If “Other” is selected, please provide a short description of the reason for closeout deficiency in the next column.