HomeMy WebLinkAboutResolution 690-1988
Janes R. PaJ:08, i\CA
Division of Public Safety
RESOLt11'IaJ NO. 690 -1988
A RESOLUl'ICN <F 'mE OOARD CF COONTY CXHaSSI~ OF
MCtm:>E CXllN'lY, FIDRIDA, Au.:tit"1'ING 'mE AWAR> OF
EMERGENCY MEDICAL SERVICES (1M3) MA'1CHDI; GRANT
00. LPN33 IN THE AlOJNT CF $117,928.50 AND
AUTHORIZIOO THE MAYOR TO EXECtJ1'E THE EM; MMCHING
GRANT J\GREEMENl' AND THE mnJEST FOR MA'1CHDI; GRANT
DISTRmt1rICN
BE IT RESOLVED BY THE OOARD OF COt.JN'IY (XM.fiSSIONERS CP K!OOE CCXJN'I'Y,
FLORIDA, that the !hard of County Camdssioners hereby acoepts the award
of Elrergency Medical Services (EMS) Matching Grant No. LPN33 in the
anount $117,928.50 and that the Chairman/Mayor of the Bom:d is hereby
autOOrized to exeOlte the EMS Matching Grant ~t and the ~st for
Matching Grant Distribltion, copies of same being att:ached hereto, to
suRX'rt the purchase of pre-hospital act.ivities, services and items as
outlined in the attachnents.
P~SED AND AOO.I:"l'W by the Board of County O:mmissicmer of M:mroe
Cotmty, Florida, at a regular meeting of said Board held at the~ day
of..:J).'-.IbIIbe.t- , A.D. 19.tt.
BOARD OF CCXN!'Y CCMaSSIamRS
OF ~ CXXN1'!, F.WRlDA
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Attest:DA...l\lNY L. KOLHAGE, Clerk
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County Attorney's Office
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fiIiI!IIl STATE OF FLORIDA
~ DEPARTMENT OF HEALTH AND REHABIUTATIVE SERVICES
December 2,1988
Board of County Commissioners
Monroe County
5192 Overseas Highway
Marathon, Florida 33050
Dear Grantee:
It gives me great pleasure to inform you that you are being awarded
Emergency Medical Services (EMS) Matching Grant No. LfN33 in the
amount of $117,928.50. This grant is contingent upon your
signature on this EMS Matching Grant Agreement and the Request for
Matching Grant Distribution (Appendix A), and return of both to us.
This matching grant is to support the purchase of the pre-hospital
activities, services and items outlined in your matching grant
proposal(s) #224, 226 and its department approved revisions which
are on file in the State of Florida, Department of Health and
Rehabilitative Services, Office of Emergency Medical Services,
Tallahassee, Florida. The matching grant must be executed within
the limits of the amount awarded to you. Any costs above the
matching grant amount awarded under section 401.113(2)(b), Florida
Statutes (F.S.), are the responsibility of the grantee (proposer).
The matching grant begins October 1, 1988, or the date this EMS
Matching Grant Agreement is signed by both parties, whichever is
later. This matching grant ends September 30, 1989.
The purchase of any communications equipment or services during the
grant period must have the written approval of the Florida
Department of General Services, Division of Communications
(DIVCOM), before the purchase is made. We are required to disallow
communications costs which do not meet DIVCOM standards.
....".
Please sign and date both copies of this agreement and the Request
for Matching Grant Distribution. Return one copy of this EMS
Matching Grant Agreement and Request for Matching Grant
Distribution with original signatures to the Department of Health
and Rehabilitative Services, EMS Matching Grants, Office of
Emergency Medical Services, 1317 Winewood Boulevard, Tallahassee,
Florida 32399-0700.
Your signature certifies that you have entered into a matching
grant agreement and ensures full compliance with the terms and
conditions of this agreement and each affixed Appendix (A, B, C and
D). The appendixes contain specific requirements applicable to
your agency/organization as grantee.
1317 WINEWOOD BL YD. · TALLAHASSEE. FL 32399-0700
BOB MARnNEZ. GOVERNOR
GREGORY L. COlER. SECRETARY
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Congratulations on receiving your EMS Matching Grant and for your
continued support in improving and expanding the pre-hospital
emergency medical services system.
Sincerely,
c:;#If M 111f'1-- '
A. H. Baldwin
Assistant Health Officer
Technical Health Services
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Official authorized to enter into an EMS
Matching Grant Agreement for agency/organization
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SIGNATURE:
Name and Title:
Date:
4 Appendixes:
1. Request for Matching Grant Distribution
2. EMS Matching Grant Conditions
3. EMS Request for Change in Matching Grant Budget
4. EMS Expenditure/Program Performance Reports
(SEAL)
ATTEST:
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APPR~~Ej'.~I.:r~j;RM
AND tEeL V[~/
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Attorney's Office
BY
CLERK
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APPENDIX A
REQUEST FOR MATCHING GRANT DISTRIBUTION (ADVANCE PAYMENT)
GOVERNHENTAL AGENCY AND NONPROFIT ENTITY
In accordance with the provision of section 401.113(2)(b), F.S.,
the undersigned hereby requests an EMS matching grant distribution
(advance payment) for the improvement and expansion of pre-hospital
EMS.
Payment To:
Board of County Commissioner of Monroe County
Name of Grantee Agency/Organization
5192 Overseas Highway
Address
Marathon, Florida 33050
(City)
(Zip)
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Grant Number:
LPN33
Federal Tax ID Number: 59-6000749
Total Requested Matching Grant Amount: $ 117.928.50
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SIGNATURE:
Authorizing Official
Date:
( SE AL )
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Name and Title:
ATTEST:
SIGN AND RB!1!URN wxm ENS HATCHING GRAllT AGRBBHBNT 2'0:
CLERK
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BY A(~U~~IENC'
ANorney's OffICI'
Department of Health and Rehabilitative
Services
EMS Matching Grants
Office of Emergency Medical Services
1317 Winewood Boulevard
Tallahassee, Florida 32399-0700
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For Department of Health and Rehabilitative Services
Office of Emergen~ Medical Services Use Only
Approved Amount S
Date
By:
EMS Grant Officer
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APPENDIX B
EMS MATCHING GRANT CONDITIONS
EMS MATCHING GRANT-GENERAL FINANCIAL REQUIREMENTS
These requirements are an integral part of the Matching Grant
Agreement between the agency/organization (grantee) and the state
of Florida, Department of Health and Rehabilitative Services
(grantor or department). In the event of a conflict, the below
requirements shall always be controlling:
1. A final financial report shall be submitted detailing all
expenditures of this grant. Bills for fees or other compensation
for services or expenses shall be maintained by the grantee in
sufficient detail for a proper pre-audit and post-aUdit of the
grantee's records. Records relating to the procurement of real or
other non-expendable property should be retained for the life of
the property and for five years after its disposal or the
completion of any pending matter. All other financial records and
reports must be maintained by the grantee for a period of five
years after the completion of any pending matter.
2. The grantee hereby agrees to indemnify and hold the department
harmless from any and all claims or demands for any personal injury
or property damage resulting or occurring in connection with any
activities conducted under the Matching Grant Agreement and shall
investigate all such claims of every nature at its expense. In
addition, the grantee hereby agrees to be responsible for any
injury or property damage resulting from any activities conducted
under this grant agreement.
3 . The grantee agrees to use capital expenditure items such as
buildings, vehicles and equipment purchased in whole or part with
grant funds solely as described in the EMS matching grant proposal
and its department approved revisions, throughout the item's useful
life.
4. The grantee agrees to provide a contribution to the proj ect
equal to the amount of the grant made by the department according
to this agreement. The grantee agrees to provide 50% of the total
project cost. At least 50% of the grantee's total required match
must be in cash. The grantee may not use state and federal funds
for match requirements unless specified by law. No costs or third
party in-kind contributions may count towards satisfying a matching
requirement of a department grant if they are used to satiSfy a
matching requirement of another state or federal grant.
5. The grantee agrees that cash and in-kind match will be
available during the grant period and used in direct support of the
grant proj ect as provided in the matching grant proposal and its
department approved revisions and Appendixes to the EMS Matching
Grant Agreement. The grantee's failure to complete the terms and
conditions of this matching grant agreement due to insufficient
cash or in-kind match will result in the termination of this
matching grant agreement for cause.
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6. All matching grants are made in accordance with section
401.113 (2) (b), F.S., and shall be made through an EMS Matching
Grant Agreement. The EMS Matching Grant Agreement shall contain by
reference all regulations, rules, and other conditions governing
the grant award.
7 . The department agrees to advance distribution of the grant
amount to governmental agencies and non-profit organizations within
45 days after receipt and approval of a properly completed EMS
Matching Grant Agreement and Request for Matching Grant
Distribution document.
8. Any payments due the grantee under the terms of this grant may
be withheld until all evaluation and financial reports due from the
grantee, and necessary adjustment thereto, have been approved by
the department.
9. All terms , conditions, and prov1s10ns of the EMS Matching
Grant Distribution Agreement and other applicable documents are
hereby reaffirmed.
EMS MATCHING GRANT - SPECIAL CONDITIONS
APPLICABLE TO PROFIT ORGANIZATION
The method of payment for profit organizations is cost
reimbursement. The following is the method by which for profit
organizations shall request reimbursement:
1. The grantee shall submit monthly reimbursement requests
to the department accompanied by signed invoices. The invoices
must clearly indicate the service or product delivered, date
delivered, date paid, item cost, total cost, condition or quality,
and identification of the person receiving the service or product.
2. The grantee shall submi t monthly reimbursement requests
using the format provided, Appendix D (may be duplicated), in
accordance with an approved line item budget on file in the state
of Florida, Department of Health and Rehabilitative Services,
Office of Emergency Medical Services, Tallahassee, Florida.
3. The grantee shall submit invoices for personnel services
and fees on a time/rate basis. The invoice must clearly identify
each individual by name, a general statement of services provided"
the time period covered by the invoice, and the hourly rate times
the number of hours worked for each individual. Appropriate time
sheets or time logs must accompany the invoice.
4. The grantee must submit a final invoice for payment ,to
the department no later than 45 days after the grant ends or is
terminated; if the grantee fails to do so, all right to payment is
forfeited, and the department will not honor any requests submitted
after the aforesaid time period.
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EMS MATCHING GRANT - GENERAL CONDITIONS
1. The grantee hereby agrees to (1) improve the existing quality
of pre-hospital emergency medical services (EMS) activities,
services, or to have a positive impact on patient mortality and
morbidity; and (2) to expand the extent, size or number of existing
pre-hospital EMS activities or services. The activities and
services to be provided are described in the EMS Matching Grant
Proposal (s) and its department approved revisions on file in the
State of Florida, Department of Health and Rehabilitative Services,
Office of Emergency Medical services, Tallahassee, Florida.
2. Pre-hospital EMS activities will be rendered by the grantee in
a manner consistent with Chapter 401, F.S., the work plan which is
included in the grantee I s EMS Matching Grant Proposal, and its
department approved revisions which are on file in the State of
Florida, Department of Health and Rehabilitative Services, Office
of Emergency Medical services, Tallahassee, Florida.
3 . The grantee agrees to implement provisions of this matching
grant in accordance with federal, state, and local laws, rules,
regulations, and policies that pertain to EMS.
4. Funds and items purchased under section 401.113(2)(a), F.S.,
will not be used to fulfill any state EMS matching grant program
requirements.
5. The grantee agrees not to use or disclose any client/patient
information under this grant for any purpose not in conformity with
state regulations and federal regulations (45CFR, Part 205.50)
except upon written consent of the client/patient or his
responsible parent or guardian when authorized by law.
6. The grantee and any subgrantee or contractor shall report to
the department unusual incidents in a manner prescribed in HRSR 0-
10-1, if services to clients will be provided under this grant.
Please contact your local department district office or state EMS
grant officer if you need a copy of this regulation.
7. The grantee shall own all items including buildings, vehicles
and equipment purchased with EMS matching grant funds unless
otherwise described in the matching grant proposal. The Grantee
shall clearly document the assignment of an item's ownership and
usage, and provide the documentation with the appropriate Grantee
report. The owner shall be responsible for the proper insurance,
licensing, permitting, and maintenance of items purchased with
matChing grant funds.
8. The grantee agrees to stay within the total approved budget.
However, the grantee is not restricted to staying within the
individual line item amounts reflected in the approved budget.
9. The grantee shall be responsible for any amount which is in
excess of the total matching grant award.
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10. EMS matching grants are subject to the availability of funds.
The department's performance and obligation to pay under this grant
is contingent upon a sufficient annual appropriation by the
Legislature.
EMS MATCHING - SPECIAL ACCOUNTS, OVER PAYMENTS, AND REFUNDS
1. All EMS matching grant funds shall be deposited by the grantee
in an account maintained by the grantee, and shall be assigned an
unique accounting code designator for all matching grant deposits
and disbursements or expenditures thereof. All EMS matching grant
funds in the account maintained by the grantee shall be accounted
for separately from all other grantee funds. All EMS matching
grant funds shall be used solely for pre-hospi tal activities as
outlined in the EMS Matching Grant Proposal and its department
approved revisions.
2. The grantee shall return to the department within 45 days of
the grant's end or termination:
a. Any unused EMS matching grant funds rema~n~ng in the
assigned grantee account at the end of the matching grant period.
b. Any interest earned on EMS matching grant funds deposited
in the grantee's assigned account shall be accounted for and
returned to the department at the end of the grant period or
subject to the department's advance approval, used for the purposes
of the grant.
c. In the event the grantee does not provide all of their
in-kind or cash matching requirements as agreed to in the approved
budget, state funds equal to the match deficiencies shall be
returned to the department.
3. In the event the department determines that the grantee has
expended grant funds received from the department for purposes not
in accordance with this agreement, or has failed to provide the
agreed matching contribution, the grantee agrees to deposit the
amount of the disallowed expenditure or deficiency in matching
contribution into the grant' fund if such determination is made
before the period is closed; but if the determination is made
thereafter, then the grantee agrees to refund to the department the
stat's proportionate share of the disallowed expenditure. In
either case, the grantee agrees to make the appropriate deposit to
the grant fund or refund the amount to the department within 45
days after the issuance of the department's notice of its
determination.
EMS MATCHING GRANT - REVISIONS
The grantee shall obtain written approval from the department's EMS
grant officer on the Matching Grant Change Request document,
Appendix C (may be copied) prior to any of the following changes to
the 'approved grant budget:
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1. Introducing a new line item.
2. Increasing any budgeted salary, unless such an increase
was projected.
3. Introducing a subgrantee or contractor relationship where
none was specifically identified.
REPORTS AND DOCUMENTATION
The grantee shall file one original and two copies of each of the
following reports:
1. The Program Performance Report (Appendix D)
measurable progress toward meeting stated activities,
objectives, actions, and time-frames.
indicating
services,
2. The Expenditure Report (Appendix D) indicating all agreed upon
budget expenditures.
3. Special Reports:
a. Communications Equipment and Systems.
The grantee agrees that all communications activities, services,
and equipment shall be approved in writing by the Florida
Department of General Services, Division of Communications as
required by section 401.024, F. S. Any costs for communications
activities and equipment which do not receive such approval shall
be disallowed. This approval must be dated after the effective
date of the grant and prior to any commitment to purchase of the
requested equipment and/or services or both. This approval is
required in addition to any previous Division of CommunIcations
recommendation, conceptual review, or approval dated prior to the
effective date of the grant.
If the matching grant includes the purchase of communications
activities, services, and equipment, the grantee agrees to submit a
brief one page written summary report to the department which
describes how the grantee's EMS system has been ~proved and
expanded by this communications grant.
b. Emergency Transport Vehicles.
If the matching grant includes the purchase of an emergency
transport or response vehicle, the grantee agrees to submit a brief
one page written summary report to the department which includes
the following information regarding vehicles purchased under this
grant: number of emergency and non-emergency responses; total
mileage accrued; number of days in service; number of days out of
service; and mean response time (measured from the time an EMS
dispatcher is notified until the crew arrives on scene) for
emergency calls.
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c. Equipment.
If the matching grant includes purchase of medical or rescue
equipment, the grantee agrees to submit a brief one page written
summary report to the department, which includes the number of
individual instances where defibrillators and power rescue tools
were utilized.
d. Public Education.
If the matching grant includes public education activities or
services, the grantee agrees to provide the department with class
rosters indicating: course title; beginning and ending dates; total
class hours; name and social security number of participants; and,
indication of participants who successfully complete the course.
e. Continuing Professional Education.
If the matching grant involves continuing professional education
activities or services, the grantee agrees to provide the
department with a syllabus of training activities, and class roster
indicating: title of activity; beginning and ending dates; name and
signature of grantee's medical director; name and signature of
presenter; certification number of all if appropriate,
participants; total class hours; and, an indication of those
individuals successfully completing the training.
f. Research and Evaluation.
If the matching grant involves research or evaluation, the grantee
agrees to submit a brief one page written summary which describes
how the EMS system has been improved and expanded by this grant.
4. The required deadlines for providing the department with
Program Performance, Expenditure, and Special Reports are as
follows:
for period October 1, 1988 through
March 31, 1989
for period April 1, 1989 through
June 30, 1989
for period July 1, 1989 through
September 30, 1989
Program Performance, Expenditure, and Special Reports will be used
to ensure adequate monitoring and auditing of the grantee. The
grantee, his sub-grantee(s) or contractor(s) and assignee(s) shall
provide access to, and furnish whatever information is necessary
for, the department to monitor the grant including access to all
client records.
a.
April 30, 1989
b.
July 31, 1989
c.
November 14, 1989
The grantee agrees that a complete copy of the EMS Match~ng Grant
Agreement, department approved matching grant changes, matching
grant proposal, and all Appendixes will be on file with the person
responsible for administering the matching grant.
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ASSURANCE OF COMPLIANCE
CREDIT STATEMENT
The grantee assures that any scientific or other report written
about this proj ect will contain a proper credi t statement that
system funding for this proj ect, in whole or part, whichever the
case may be, was provided by the Florida Department of Health and
Rehabilitative Services, Office of Emergency Medical Services.
COPYRIGHTS
The grantee assures that where activities supported by this grant
produce original writing, sound recordings, pictorial
reproductions, drawings or other graphic representation and works
of any similar nature, the department has the right to use,
duplicate and disclose such materials in whole or in part, in any
manner, for any purpose whatsoever and to have others acting on
behalf of the department to do so. If the materials so developed
are subject to copyright, trademark, or patent, legal title and
every right, interest, claim, or demand of any kind in and to any
patent, trademark or copyright, or application for the same, will
vest in the State of Florida, Department of State, for the
exclusive use and benefits of the state. Pursuant to section
286.021, F.S., no person, firm or corporation, including parties to
this grant, shall be entitled to use the copyright, patent or
trademark without the prior written consent of the Department of
State.
CIVIL RIGHTS CERTIFICATION
The grantee gives this assurance in consideration of and for the
purpose of obtaining federal grants, loans, contracts (except
contracts of insurance or guaranty), property, discounts, or other
federal financial assistance to programs or activities receiving or
benefiting from federal financial assistance. The grantee agrees
to complete the Civil Rights compliance questionnaire, HRS Forms 9,
46A and B, if so requested by the department. Although no federal
funds are involved in this grant the grantee assures that it will
comply with the following the same as if federal funds were being
provided:
1. Title VI of the civil Rights Act of 1964, as amended, 42
U.S.C. 2000d et seq., which prohibits discrimination on the basis
of race, color, or national origin in programs and activities
receiving or benefiting from federal financial assistance.
2. section 504 of the Rehabilitative Act of 1973, as amended, 29
U.S.C. 794, which prohibits discrimination on the basis of handicap
in programs and activities receiving or benefiting from federal
financial assistance.
3. Title XI of the Education Amendments of 1972, as amended, 20
U.S.C. 1681 et seq., which prohibits discrimination on the basis of
sex in education programs and activities receiving or benefiting
from federal financial assistance.
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4. The Age Discrimination Act of 1975, as amended, 42 U.S.C. 6101
et seq., which prohibits discrimination on the basis of age in
programs or activities receiving or benefiting from federal
financial assistance.
5. The Omnibus Budget Reconciliation Act of 1981, P.L. 97-35,
which prohibits discrimination on the basis of sex and religion in
programs and activities receiving or benefiting from federal
financial assistance.
6. All regulations, guidelines, and standards lawfully adopted
under the preceding statutes.
7. U.S. Department of Health and Human Services Regulations for
Protection of Human Subj ects (45 CFR, as amended) regarding the
protection of human research subjects.
The grantee agrees that compliance with this assurance constitutes
a condition of continued receipt of, or benefit from state EMS
funds, and that it is binding upon the grantee, successors,
transferers, and assignees for the period during which such
assistance is provided. The grantee further assures that all
contractors, subcontractors, sub-grantees or others wi th whom it
arranges to provide services or benefits to participants or
employees in connection with any of its programs and activities are
not discriminating against those participants or employees in
violation of the preceding statutes, regulations, guidelines, and
standards. In the event of failure to comply, the grantee
understands that the department may, at its discretion, seek a
court order requiring compliance with the terms of this assurance
or seek other appropriate judicial or administrative relief, to
include assistance being terminated and further assistance being
denied.
FINANCIAL AND COMPLIANCE AUDITS
This requirement is applicable if the grantee is a state or local
government, university, hospital or other nonprofit entity. It
shall not apply if the total of all funds received or earned from
the department is less than $25,000 during the grantee I s fiscal
year. The grantee has "received" funds when it has obtained cash
from the department or when it has incurred expenses which will be
reimbursed by the department. Governmental grantees only, may
determine funds "received" in a manner consistent with their method
of accounting.
The grantee agrees to have an annual financial and compliance audit
performed by independent auditors in accordance with the current
Standards for Audit of Governmental Organizations, Programs,
Activities and Functions (the "Yellow Book") issued by the
Comptroller General of the United states. State and local
governments shall comply with Office of Management and Budget (OMB)
Circular A-128, "Audits of State and Local Governments".
Universities, hospitals, and other nonprofit providers shall comply
with the audit requirements cont~ined in Appendix F of OMB Circular
A-l10, "Grants and Agreements with Institutions of Higher
Education, Hospitals, and Other Nonprofit Organizations", except as
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modified herein. Such audits shall cover the entire organization
for the organization's fiscal year. The scope of audits performed
need include only the financial and compliance requirements of the
"Yellow Book", and may disregard those related solely to economy
and efficiency or to program results.
Compliance findings related to the department shall be based on
requirements in the grant agreement, including any rules,
regulations, or statutes referenced. Liabilities due to the
department because of unexpended funds or because funds were not
expended in accordance with terms shall be calculated and fully
disclosed in the report audit. This requirement does not expand
the scope of the audit as prescribed by the "Yellow Book". In
addition to the basic financial statements, the report audit shall
include: (1) a detailed schedule of all revenues identified by
source, such as individual grants by grant number, client fees, and
private donations; and, (2) a schedule of functional expenses which
presents line item expenditures such as salaries, travel, and
supplies by program services and supporting services, wi th the
portion of total supporting services allowable to programs
presented as a single line item increasing program services and
decreasing supporting services. Where applicable, the audit report
shall include a computation showing whether or not matching
requirements were met.
The grantee shall ensure that audit working papers are
available to the department or its designee upon request
period of five years from the date the audit report is
unless extended in writing by the department.
Unless otherwise required by Florida Statutes, copies of the
financial and compliance audit report and management letter, if
any, shall be submitted within 120 days after the end of the
grantee fiscal year to:
made
for a
issued
Office of Audit and Quality Control Services
Building 3, Room 219
1317 Winewood Boulevard
Tallahassee, Florida 32399-0700
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