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<br />. <br /> <br />. <br /> <br />. <br /> <br />Close-Out Procedures <br />(continued) <br /> <br />How to Manage a Planning Grant Award <br /> <br />8. <br /> <br />Equipment inventory records that meet the <br />requirements outlined on pages 36 and 37 of this <br />guidebook. <br /> <br />· During the site visit the State Hazard Mitigation Officer, or a <br />designated officer, will: <br /> <br />:1'iI4: I. Ensure that all costs incurred and charged to the FMA <br />planning grant award are allowable as defined by OMB <br />Circular A-87 (located in Appendix 14 of this guidebook). <br /> <br />2. Ensure that funds used as the "match" are from an allowable <br />source, for example. for another non-federal entity. <br /> <br />3. Ensure that all contracts awarded were in accordance with the <br />local jurisdiction's procurement policy or the guidelines <br />outlined in this guidebook on pages 26 through 32. <br /> <br />4. Ensure that all equipment and supplies purchased were in <br />accordance with the local jurisdiction's <br />procurement/purchasing policy or the guidelines outlined in <br />this guidebook on pages 26 through 32. <br /> <br />5. Review the local jurisdiction's internal control function to <br />ensure that it meets the minimum requirements outlined on <br />page 20 of this guidebook. <br /> <br />6. Review all requests for funds with the financial ledgers and <br />source documentation to ensure consistency. <br /> <br />7. Review activities to determine if program income was earned. <br /> <br />8. Review audit reports and findings completed by the local <br />jurisdictions internal staff or contracted accountant if FMA <br />grant period more than one (I) year and suchan audit report <br />exists. <br /> <br />9. Review program work to ensure that all activities identified in <br />the local jurisdiction's grant application and funding approval <br />notice have been successfully accomplished. <br /> <br />· At the close of the site visit, the State official completing the <br />review will request au exit meeting with appropriate grant <br />personnel to discuss any significant fmdings and general grant <br />review activities. <br /> <br />· Upon completion of the site visit, the State Hazard Mitigation <br />Officer will provide a follow-up letter. The letter will specify <br />any program defieiencies that must be corrected prior to <br />releasing any remaining grant funds due the local jurisdiction. <br />The information in the letter should be a summary of the exit <br /> <br />41 <br /> <br />How to Manage a Planning Grant Award <br />