Ga. Comp. R. & Regs. R. 155-2-.09 - Financial Procedures

Current through Rules and Regulations filed through April 4, 2022

(1) The State Office will provide funds to local jurisdictions in the grant-in-aid program for emergency disaster equipment by reimbursement for items procured and paid for by local organizations.

(2) Upon receipt from the State Office of an approved application, procurement will be effected by the local organization in accordance with the standards outlined in Rule 155-2-.06. Funds must be obligated by purchase order or similar document within 60 days of approval date of GCDF 7-2 or prior to the end of the current fiscal year, whichever is sooner.

(3) Costs in excess of application estimates. State reimbursement is limited to one-half of the allowable cost as specified in the approved application. If, however, the final actual cost exceeds the estimate shown in the application for identical items and quantities, and additional state funds are available, the state may contribute toward the additional cost on a matching basis. The state will not contribute toward costs resulting from procurement of items or quantities which were not specified on the approved application.

(4) Reimbursement shall be requested using form GCDF 7-3, Request for Reimbursement. Form GCDF 7-3 will be completed in accordance with instructions thereon.

(5) Form GCDF 7-3 will be submitted to the State Director in an original and one copy. A separate GCDF 7-3 will be used for each approved Application for Grant, GCDF 7-2.

(6) Requests must be based on actual payments to vendors by the applicant. Reimbursement will be made only for items and quantities specified in the approved application.

(7) An authorized official of the local political jurisdiction and the local Emergency Management Director must authenticate the certification on form GCDF 7-3.

(8) Partial requests for reimbursement are encouraged when unusual delays in delivery prevent the complete billing against an approved application.

(9) When a final request for reimbursement is submitted and some items approved for procurement were not purchased, a statement to that effect must be attached to the request.

(10) A copy of the following documents and similar evidence of the transaction must be attached to the original of each Request for Reimbursement, GCDF 7-3:

(a) Purchase Order;

(b) Vendor's invoice;

(c) Evidence of Payment;

(d) Evidence of competitive bidding, when applicable;

(e) Statement that each item has been marked with the official emergency management insignia, where practical;

(f) Serial numbers.

Notes

Ga. Comp. R. & Regs. R. 155-2-.09

Ga. L. 1980, pp. 1247-1249 (Ga. Code Ann., Ch. 86-18).

Original Rule entitled "Financial Procedures" was filed on October 31, 1980; effective November 20, 1980. In accordance with Ga. L. 1981, pp. 389, 390, the words "civil defense" wherever appearing in this Rule have been changed to "emergency management." Filed June 5, 1981; effective July 1, 1981, as specified by the Agency.