Header:
CALIFORNIA CODE OF REGULATIONS
TITLE 19. PUBLIC SAFETY
DIVISION 2. CALIFORNIA EMERGENCY MANAGEMENT AGENCY
CHAPTER 6. DISASTER ASSISTANCE ACT
ARTICLE 1. STATE PUBLIC ASSISTANCE PROGRAM
Date:
08/31/2009
Document:
ยง 2980. Final Claim Process
(a) Forms:
After completing all approved work items, a local agency must file a final claim with Cal EMA. Final claim documents shall be completed and submitted within sixty (60) days of the completion of all eligible work items. Final claim documents are as follows:
Disaster Type Final Claim Form
State-only under a CDAA Project Summary (CDAA 4)
secretary's concurrence with Project Summary Certification of
a local emergency or Documentation (CDAA Form 4a,
Governor's state of rev. 1/03, incorporated by reference)
emergency proclamation
and cost-share with
federal programs other than
FEMA
Cost share with FEMA Federal Project Listing (P.4)
disaster or emergency
(b) Claimed Costs:
When preparing a claim, all eligible items approved in the application must be included, even though the total amount expended may exceed the amount approved by Cal EMA. Substantial cost overruns in excess of the approved application amount shall be submitted to Cal EMA for approval prior to filing a final claim.
(c) Final Inspections:
(1) All costs and work items included in an applicant's claim are subject to final review and inspection by the state. Cal EMA, or a state agency assigned by Cal EMA under Government Code Section 8685.4, may perform an on-site review of any or all completed work items. All supporting claim documentation must be at one specific location to facilitate inspection and audit processes. Inspectors shall have access to original source documentation at the time of final inspection; and,
(2) Final supplements to approved applications will cover cost over-runs and under-runs.
(d) Audits: The secretary shall conduct audits and investigations as necessary to ensure compliance with these regulations and, in connection therewith, may question such persons as may be necessary to carry out such audits and investigations. In order to make audits, examinations, excerpts and transcripts, Federal and State auditors, and the secretary, or their duly authorized representatives, shall have the right of access to any books, documents, papers, or other records which are pertinent to any activity undertaken or funded under these regulations. The rights of access shall last as long as the records are retained if retention exceeds what is required under these regulations.
(e) Retention Requirements for Records: The secretary will notify each applicant of the starting date of the retention period. The applicant shall retain all financial and program records, supporting documents, statistical records, and other records reasonably considered as pertinent to program regulations, or the grant agreement, for three years from the starting date of the retention period.
(f) Original Source Documentation: Microfilm, microfiche, or other representations of original source documents may be accepted in lieu of original source documents, if the local agency provides to Cal EMA an independent or internal auditor's report attesting to the accuracy of the alternate forms of original source documents.
(g) Final Funding Determination: Any funds owed to an applicant by the state shall be paid after final determination of eligible costs by Cal EMA, upon review of the final inspection report or audit.
(h) Recovery of Funds: If a final inspection, audit, or other review by an awarding agency or any other authorized entity determines that payment made to the applicant exceeds the amount of actual eligible costs, Cal EMA shall invoice the applicant for funds received in excess of the actual eligible costs. The applicant shall, within thirty (30) days of receipt of the invoice, repay the invoiced amount.
|