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. . . Budget Line Items Amending Budget Line Items ~ :rl10: 18 How to Manage a Planning Grant Award How to Manage a Planning Grant Award The FMA program has pre-established budget line items. Upon receipt of the grant funding approval notice, the grant recipient should take special note of the budget line items, The following categories are used for FMA planning grant awards: 6. Administrative Expense, Includes such items as. travel, legal fees, rental of vehicles, advertising/bid solicitations, public hearings, staff salary, contractors salary, and any administrative expense items expected to be incurrcd to administer the writing of a Flood Risk Mitigation Plan. 10. Other Architectural Engineering Fees. Includes items such as, surveys, including floodplain surveys. The two budget line items described above must be used throughout the grant recipients accounting system. For example. all Request for Funds must be submitted by budget line item and the financial ledger (i.e, checkbook) must include a breakdown of expenditures by budget line item. . A Funding Amendment Request must be submitted to the Missouri State Emergency Management Agency under the following conditions: I. A transfer of funds from one budget line item to another. Funds may not be transferred from or into a budget line item without written anthorizalion from SEMA, 2, Request for grant increase. The Funding Amendment Request form is located in Appendix 10. Two (2) signed originals by the highest ranking official within the local jurisdiction must be submitted to SEMA, Facsimile requests cannot be processed. Amendment requests will be reviewed by the State Hazard Mitigation Officer and, when approved, a signed original copy will be returned to the grant recipient. All amendment requests and approval notices should be filed with the grant recipients original grant award documents for easy reference during site visits and audits. For any change of scope of the activities which does not involve budget line items, or which involves other agencies' or local funds used as the match, a letter signed by the local jurisdiction's highest ranking official requesting the change is used instead of the Funding Amendment Request form in Appendix 10.