Nonprofit Security Grant Program (NSGP)
Subrecipient Resources

2024 State Fiscal Year End Timeline for NSGP Projects

Current Nonprofit Security Grant Program subrecipients: Please plan for submission of timely reimbursement requests to beat the June 12 through July 7, 2024 fiscal close timeframe, where we will not be processing reimbursements.

Reimbursements must be submitted no later than June 10, 2024 by 10:00 AM to make the last drawdown before fiscal close. Earlier submission is encouraged to resolve any issues needing attention prior to this last drawdown; reimbursements may not be drawn until completion of fiscal close-out activities. Any reimbursements received after this date will be processed under the new state fiscal year 2025.

  • Any reimbursement requests that are incomplete, do not have the necessary source documentation or needing corrections will not be paid unless complete and not until July 2024.

We will resume processing reimbursements on July 8, 2024.

Please be prepared to sumbit your financial quarterly reports for April, May, and June by the end of July 2024. Financial quarterly reports should include total allocation, expenditures, obligations, and remaining balance to date for each project fund.

If you have any questions do not hesitate to contact our team at [email protected].

When submitting reimbursements or accounting inquiries, Please email directly to [email protected] and carbon copy [email protected] for tracking purposes. This will give the SAA and KHP accounting an opportunity to answer questions and process requests appropriately.

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Featured and Upcoming Subrecipient Resources
Planning, Training, Exercise Reminders
  • Ensure that you have obtained SAA approval to utilize funds for allowable training activities by submitting a Planning/Training/Exercise notification form to [email protected] at least 30 days prior to the training activity.
  • Course description, materials, agenda, a daily sign in sheets of attendees must be submitted with the reimbursement request.
  • Sign in sheets can be completed on any format but should be legible, with the name of the activity, date(s), location, and duration(s)with typed or printed names and the individual signature for each participant.
  • Retain a copy of the approval and other supporting documents for your records.
  • A generic Sign-in Sheet is provided below if you do not have your own.
Project Management Resources and Forms

Links to the Planning/Training/Exercise Notification form, a provided Project Accounting Tracker, and a KHP Provided Sign-in sheet are listed below:

Previous Subrecipient Resources
  • (1/13/23) Project Management Tutorial Webinar

    Funded Planning, Training, and Exercise activities need pre-approval and required documentation before they can be reimbursed. This KHP webinar recording is available for any project management leads, partners and even vendors currently working with you. For more information, see Lt. Edna Murphy's full email.

    This tutorial takes a look at collecting and organizing documentation and proper management of your project through close-out activities, including planning, training, exercise, equipment & accountability, management & administration (M&A), contracted security personnel, and records retention. All involved in managing your project should watch the recording.

  • (06/28/22) Kansas Procurement, Reimbursement and EHP Technical Assistance:

    Lt. Edna Murpy and KHP hosted webinars with a focus on existing awardee project management, targeting help with Procurement, Reimbursement and Environmental (EHP) technical assistance. Recordings below.

Subrecipient Orientation Materials
Procurement Examples & Resources
  • Difference Between RFP and RFQ
    • A Request For Proposal (RFP) is an open request for bids to complete a new project proposed by the organization that issues it. It is meant to open up competition and to encourage a variety of alternative proposals that might be considered by the organization. Any questions that have been asked by vendors needs to be shared with other vendors (using email or updates on a public notice (church website). This includes the process/end result the organization desires.
    • A Request For Quote (RFQ) also known as an invitation for bid (IFB), is a process in which a organization chooses select vendors and/or yourself to negotiate on what they will do and negotiate the price for the chance to fulfill certain tasks or projects.
  • Project File Documentation Checklist
  • Samples From Kansas SAA & Fiscal Agent
  • FEMA Procurement Guidelines & Resources
    • The quick reference PDAT Training Replays outlines the requirements of procuring under federal funding to include a couple new standard clauses required in contracts. Some of the most common findings resulting from the OIG audits include:
    • Noncompetitive contracting practices.
    • Failure to include required contract provisions.
    • Failure to perform required procedures to ensure small and minority businesses, women-owned enterprises, and labor surplus area firms are used when possible.
    • Cost plus percentage of cost contracting; and failure to conduct a cost or price analysis.
    Responses to Questions

    In response to a question during the orientation about bonding, Lt. Murphy wanted to clarify the bonding requirements identified in the Code of Federal Regulation: § 200.325 Bonding Requirements

    Contact Information

    If you have questions regarding any of the content on this page, feel free to contact

    Lt. Edna Murphy, Melanie Lawrence, and the KHP Team at [email protected].

    For questions regarding risk assessments, feel free to contact:

    Chuck Clanahan (Kansas City KS/MO) at [email protected]

    Tim Morgan (Kansas District) at [email protected]

    You may also reach out to contracted staff support Connie Satzler.