Quarterly Reporting Reminders

Quarterly reports are now completed in the Astra system. For help on the quarterly reporting process, please see our Astra Quarterly Report Training Webinar.

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.

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, and 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:

• Planning/Training/Exercise Notification form (Word)
• Project Accounting Tracker (Excel)
• Activity Sign-in Sheet (Word)

(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.

• December 28, 2022 email from Lt. Edna Murphy

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.

• Presentation
• 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.

Training Materials


• Procurement & Reimbursement Process:
• Presentation (PDF) (PPT)
• Recording
• Environmental Historic Preservation (EHP)
• Presentation
• Recording
• EHP Screening Form (Updated: 10/29/24)
• Use this for filling out EHP Section A Grantee Information

Subrecipient Orientation Materials

• FY24 EHP Screening Form
• FY24 EHP Section A Grantee Contact Information
• FY24 Project Manager Responsibility Checklist
• FY24 NSGP Awardee Orientation Presentation
• FEMA Procurement Under Grants Training
• These virtual trainings are offered on the federal procurement rules applicable to FEMA award recipients and subrecipients.
• FY24 Sample NSGP Grant Award Agreement Letter
• FY24 Contractual Provisions Attachment
• FY24 Example Quarterly Work Plan Report
• FY24 Example Inventory Spreadsheet
• W-9 Form
• Tips for Filling out Your W-9 for Faster Payments
• Acceptable IRS Letters for W-9
• FY24 Policy Regarding Sexual Harassment Acknowledgment Form
• FY24 Boycott of Israel Certification Form
• FY20 FEMA Build America, Buy America Act Memo
• FY24 Build America, Buy America Implementation Guidance
• FY24 Policy on Covered Technologies
• Reimbursement Process
• FY24 Reimbursement Process Checklist
• FY24 Instructions for Completing the Reimbursement Request Sheet
• FY24 Single Audit Certification Letter
• FY25 Record Retention Requirements (NEW)

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
• KS Register Advertisement
• Request for Bid Announcement
• Request for Bid Form
• Invitation to Bid
• Request for Proposal (RFP)
• Request for Proposal (RFQ)
• Interview Format
• Contract
• 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.
• PDAT Field Manual
• Contract Provisions Guide

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