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. . . Request for Funds (continued) SEMA Procedures when RFF Received How to Manage a Planning Grant Award The following policies apply to Request for Funds: \, ":K-" R.ElqJl~sUQr Furid$'PeJ,I$ieS; ,!~~~'~ ',\,: ,,~Aii\~ li\J,., .,,-'1)", ,-\;;;,.;':;i,:,{~'ii,''-:: ':'" ',,,:,, . Cash advances to a local jurisdiction must be limited to the minimum amounts needed and must be timed to be in accord with the actual, immediate cash requirements of the local jurisdiction in carrying out the FMA planning grant objectives. The timing and amount of cash advances must be as close as is administratively feasible to the actual cash outlay for program costs. . Requests must be categorized by the budget line items rellected on the funding approval notice. A complete discussion of budget line items follows this section. . All RFFs should be numbered sequentially and maintained as part of the financial management file. . RFFs must be handwritten in ink or typewritten, No erasures or corrections will be accepted on any of the forms submitted. . The highest ranking official within the local jurisdiction (e,g. mayor, county executive, presiding commissioner) must sign the RFF, Blank RFFs should never be presigned by the signing official. . Only original RFFs will be processed. Facsimile requests will not be processed, . Funds may not be transferred between budget line items without prior approval by SEMA through the amendment process (see amendment process on page 18). . Supporting documents must accompany the RFF. Examples include, summary timecard sheets, billing invoices, and receipts. Do not send original documentation. . Upon receipt of an RFF from a local jurisdiction, the State Hazard Mitigation Officer will review the RFF to ensure that all requirements listed above have been met. When approved by the State Hazard Mitigation Officer, the RFF is forwarded to the SEMA fiscal section, There, the RFF will be entered into the State's financial accounting system and funds will be requested from the State Treasury. A check will be mailed directly to the local jurisdiction within ten to fourteen business days after the SEMA fiscal section requests funds from the State Treasury. Checks will not be mailed to any other entity (e.g. a consultant) except the local jurisdiction or the financial institution where the funds are to be deposited, 17 How to Manage a Planning Grant Award