Ohio Emergency Management Agency ARPA First Responder Incentives Disbursements

AMERICAN RESCUE PLAN ACT (ARPA) EMA RECIPIENTS FIRST RESPONDER RETENTION INCENTIVES Disbursements and Next Steps October 18, 2023 O H I O E M E R G E N C Y M A N A G E M E N T A G E N C Y

Agenda Welcome & Introductions ARPA First Responder Retention Incentives Grant Guidance Disbursement Processes Retention Incentive Verification Form & Documentation Performance Reporting Questions & Answers O H I O E M E R G E N C Y M A N A G E M E N T A G E N C Y

Welcome & Introductions Michelle Liberati-Cobb (Agencies A-K) (614) 799-3832 Angela Richards (Agencies L-Z) Vicki Cox, Grants Administrator (614) 799-3833 (614) 799-3835 EMA_ARPAGrants@dps.ohio.gov O H I O E M E R G E N C Y M A N A G E M E N T A G E N C Y

ARPA First Responder Snapshot Awards for Retention Incentives 338 Total Number of First Responders Awarded Retention Incentives 10,334 Disbursement Requests in Process 188 Awards for Wellness Programs & Hiring/Recruitment - 231 O H I O E M E R G E N C Y M A N A G E M E N T A G E N C Y

Retention Incentives Grant Guidance Grant Guidance Revised 10/3/2023 Memorandum from Ohio EMA Director Sima S. Merick Employer-Paid Fringe Benefits Pensions & Medicare LOCAL DECISION Agency Pays Required Fringe Benefits, or Agency Reduces Retention Incentive Amount Disbursed to Employee to Pay Required Fringes, or Agency Declines Award Agency Requirements for Employee to Remain Employed No Later than 12/31/2024 Copy of Policy to Ohio EMA O H I O E M E R G E N C Y M A N A G E M E N T A G E N C Y

Disbursement Processes Signed AND Dated Grant Agreement Within 30 Days Roster Reductions SAM.gov UEI Registration - sam.gov Agency must have an active Unique Entity Identifier (UEI). Must be registered with SAM.gov OhioPays Payment Address https://ohiopays.ohio.gov/home Contact Ohio Shared Services (877) 644-6771 or OBM.SharedServices@obm.ohio.gov O H I O E M E R G E N C Y M A N A G E M E N T A G E N C Y

Disbursement Processes (cont.) O H I O E M E R G E N C Y M A N A G E M E N T A G E N C Y

Retention Incentive Disbursement Calculations Employer-Paid Fringe Benefit Deductions Involve Your Payroll Office Fringe Benefit Calculations NOT on Total Retention Incentive Award Amount-This is Agency Total per Employee Formula is Based on Amount After Employer-Paid Deductions for Fringe Benefits O H I O E M E R G E N C Y M A N A G E M E N T A G E N C Y

Retention Incentive Disbursements & Verification Agency to Disburse Funds Within 30 Days Upon Receipt Agency to Return Retention Incentive Verification Form and all Required Documentation Within 30 Days of Disbursement O H I O E M E R G E N C Y M A N A G E M E N T A G E N C Y

Retention Incentive Verification Form ARPA FIRST RESPONDER RETENTION INCENTIVES VERIFICATION FORM Employer-Paid Fringe Benefit Medicare Amount Net Pre-Tax Amount Paid to Employee Agency Verification Awarded Retention Amount Medicare Requested Amount Employer-Paid Pension Amount Agency Checklist EMA Checklist Employee Name Salary Pension Type Agency Name Donald Moore Ted Lynn George Samels Tom Edwards Craig Smith Isaac Tyler Shawn Jones Brad Albert Samuel Lane Andrew Gilkerson William Holmes ABC Fire Department $60,000.00 $60,000.00 No longer eligible $60,000.00 $60,000.00 $60,000.00 $60,000.00 $60,000.00 $60,000.00 $35,000.00 $35,000.00 $35,000.00 $4,000.00 $0.00 $4,000.00 $4,000.00 $4,000.00 $4,000.00 $4,000.00 $4,000.00 $3,500.00 $3,500.00 $3,500.00 $38,500.00 OP&F - Fire None OP&F - Fire OP&F - Fire OP&F - Fire OP&F - Fire OP&F - Fire OP&F - Fire OP&F - Fire OP&F - Fire OP&F - Fire 1.45% None 1.45% 1.45% 1.45% 1.45% 1.45% 1.45% 1.45% 1.45% 1.45% $3,188.52 $0.00 $3,188.52 $3,188.52 $3,188.52 $3,188.52 $3,188.52 $3,188.52 $2,789.95 $2,789.95 $2,789.95 $30,689.49 $765.24 $0.00 $765.24 $765.24 $765.24 $765.24 $765.24 $765.24 $669.58 $669.58 $669.58 $7,365.42 $46.23 Valid $46.23 $46.23 $46.23 $46.23 $46.23 $46.23 $40.45 $40.45 $40.45 $444.96 Valid Valid Valid Valid Valid Valid Valid Valid Valid TOTAL Column F - Other Fringe Benefits (Specify): PLEASE RETURN THIS FORM IN AN EXCEL FORMATWITH REQUIRED PROOF OF DISBURSEMENTS TO: EMA_ARPAGrants@dps.ohio.gov Our agency implemented an employee retention policy requiring employees receiving this retention incentive payment to remain employed by our agency for a certain amount of time not to extend beyond 12/31/24 and the copy of our policy is included with this form. I attest the above-named employees received ARPA Retention Incentive payments in the amounts listed in the "Net Pre-Tax Amount Paid to Employee" column and have provided proof of these disbursements as outlined in the Ohio EMA ARPA First Responder Retention Incentives Grant Guidance. Signature (Image or Typed) Title (Image or Typed) Date O H I O E M E R G E N C Y M A N A G E M E N T A G E N C Y

Retention Incentive Verification Documentation VERY IMPORTANT REDACT ALL SENSITIVE INFORMATION Employee Paystub with Employer-Paid Fringe Benefits that Specifies the Following: Date of Disbursement Employer-Paid Fringe Benefits Pensions and/or Medicare Net Pre-Tax Amount Paid to Employee Employee Paystub without Employer-Paid Fringe Benefits that Specifies the Following: Date of Disbursement Net Pre-Tax Amount Paid to Employee Employer-Paid Fringe Benefits Summary of Payment Remittance to Pension System, if applicable Copy of OP&F Report of Retirement Deductions Itemized by Employee, if applicable, or other Public Pension System Report Itemized by Employee - REMOVE SSN# Copy of EFT Transmittal or Check to Pension System O H I O E M E R G E N C Y M A N A G E M E N T A G E N C Y

ARPA Performance Reporting Standard Form developed by OBM to create annual ARPA report for U.S. Treasury EMA will distribute agency-specific templates for ease in reporting. Current awardees will be updated. Due by 10th of month following close of calendar quarter The first report will be due January 10, 2024 Where applicable, provide data for staff retention activities conducted only with ARPA funds awarded by EMA Required from the first date of activity under grant award or the date agency signs agreement, whichever is first. Tabulated by month, not cumulative total Utilize same template document throughout performance period Notify EMA of any changes to point of contact information or template errors Submit to email address on Performance Reporting form Performance Reporting is required through the quarter ending when funds disbursed to employee or December 31, 2024 By accepting the Retention Incentive awards, agency agrees to submit the required quarterly Performance Reporting forms O H I O E M E R G E N C Y M A N A G E M E N T A G E N C Y

ARPA First Responder Retention Incentives Q & A O H I O E M E R G E N C Y M A N A G E M E N T A G E N C Y