2019 E9-1-1 Grant Reimbursement Guidelines
The E9-1-1 Grant Reimbursement Guidelines will assist counties with submitting requests for reimbursement from the E9-1-1 grant through the State of Indiana as well as give guidance in filing the required yearly and quarterly financial reports. Counties are required to complete their project prior to filing for reimbursement. Counties with more than one project may file for reimbursement at the completion of each project. The State of Indiana will submit grant reimbursement requests to the National 9-1-1 Office for all of the county projects on a quarterly basis. In order to comply with those requirements, each county is required to have its reimbursement requests and documentation submitted to the State two weeks after the end of each quarter, as detailed in the schedule below, so the Indiana Statewide 911 Board can include it in its master reimbursement request.
Every county project has an approved budget, which was included under the E9-1-1 Grant for the entire state. Each budget has been broken out into three categories which are referred to as program codes. These codes are:
• Project Administration
The counties’ individual budgets reflect the grant funds allotted to each category for approved items including hardware and software needed to provide NG911 services, hosted NG911 services, training directly related to NG911 implementation for public safety personnel, personnel costs required for implementation of the 911 grant, contractual costs associated with carrying out programmatic activities of the 911 grant including consultant fees, costs associated with planning and administrative services incurred (up to 10 percent) and costs to operate the NG911 system (as a dual system) until such time as the legacy system is shut down. Counties have an obligation to understand and comply with the federal government’s requirements.
In order for the State to file for reimbursement on behalf of the counties, the counties must complete several forms and submit them to the State. These documents include:
• Sub Grantee Report Form
• A copy of all invoices
• A copy of the claim filed with the auditor
• A copy of the check or ACH transaction of payment
• Certification of project completion
sub grantee report form
Each county is responsible for maintaining records of its expenditures and invoices. For the State to receive reimbursement from the National 9-1-1 Office, each county must complete and submit the Sub Grantee Report Form (Form) to the State.
Proper documentation would include copies of invoices for the expenditures listed on the form. The county will also document its matching share of the grant they have expended on Form.
In accordance with Section 400.7 of the Final Rule the county must: identify the non-Federal sources, which meet the requirements of 2 CFR 200.306, that will fund at least 40 percent of the cost. By documenting and signing the required form, the county is certifying that their matching funds have come from a non-Federal source.
The Form is included in the sidebar to the right.
The purpose of the Form is to give recipients of grants a standard format for reporting the financial status of their awards. The Form captures the obligations and disbursements that occurred during the grant period.
yearly written project report
There will be a written project report required yearly filed by the Statewide 911 Board. The Statewide 911 Board may be requesting additional information when compiling these reports regarding projects’ activities made during the past year and performance projections describing anticipated project activities and progress for the next year.
The Federal deadline for expending grant funds is March 31, 2022, however the State of Indiana has implemented a project deadline for expending funds of March 31, 2021 to ensure
all federal grand funds are utilized.
If at any time a subgrantee determines that they will not proceed with their project, they are required to notify the State Office in writing that they will not be utilizing their grant award as soon as possible. This will allow the State to utilize these grant funds for other counties in need.
If your county uses funds from the 1222 State Fund for the grant project, upon reimbursement that fund should be reimbursed accordingly.
The State can file for reimbursement once each quarter. In order for a county to be reimbursed, it must submit all required documentation to the State within two weeks after the end of each quarter based on the Federal Fiscal Year of October 1 to September 30 as follows.
• By January 14 for quarter ending December 31
• By April 14 for quarter ending March 31
• By July 14 for quarter ending June 30
• By October 14 for quarter ending September 30
Quarterly conference calls
The State is offering a conference call each quarter to assist grantees in filling out the required documentation for grant reimbursement. These calls are scheduled for the following days through 2020. All webinars will begin at 10:00 AM eastern time:
• Tuesday, March 17, 2020
• Wednesday, June 17, 2020
• Tuesday, September 15, 2020
• Tuesday, December 15, 2020
To participate, contact our office for the conference call number and attendee code.
All questions and inquiries should be addressed to:
Edward A. Reuter
Indiana Statewide 911 Board
10 West Market Street, Suite 2420
Indianapolis, Indiana 46204
All reimbursement/reporting documentation should be sent to: firstname.lastname@example.org