Ohio Emergency Management Agency ARPA Program Updates and Guidelines

AMERICAN RESCUE PLAN ACT (ARPA) EMA RECIPIENTS VIRTUAL ROUNDTABLE June 27, 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 & Introduction Program Status Updates Reimbursement Processes & Timelines Reimbursement Documentation Performance Reporting Processes & Timelines 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

Welcome & Introductions Michelle Liberati-Cobb (Agencies A-K) MDLiberati-Cobb@dps.ohio.gov (614) 799-3832 Adam Van Dine (Agencies L-Z) aevandine@dps.ohio.gov (614) 799-3683 Vicki Cox vlcox@dps.ohio.gov (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 Program Status Updates Wellness Ongoing Follow-Ups to Determine Progress Procurement, Reimbursements, Program Adjustments Hiring/Recruitment Reimbursement Requests & Adjustments Retention Incentives SOON! 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

Reimbursement Processes & Timelines Federal ARPA Funding Ends December 31, 2024 Expenses can be credited back to the start of the grant period to achieve two full years of funding. Expenses cannot exceed the total approved grant amount. 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 Reimbursement Requests Due 30 Days After Close of Calendar Quarter Submit the Reimbursement Request form in Excel format only Attach the supplemental documentation in PDFs Send to: EMA_ARPAGrants@dps.ohio.gov Budget & Program Adjustments Hiring Individual amount approved per position Wellness Requested change supports Wellness programming 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

Reimbursement Documentation What kind of documentation do I need to submit with my Reimbursement Request Form? Hiring Timesheets (time cards) for each pay period and each employee that are being requested in the reimbursement. These documents must be signed by the employee and supervisor. Pay stubs for each employee for each pay period that is being requested in the reimbursement. If the employees pay stubs do not outline the details of the deductions/fringes and withholdings, the agency must attach an invoice from the company, a copy of the check issued to the applicable company (I.e. health insurance, etc.), in addition to a statement/invoice from the company that lists the specific employees names, as well as the amount(s) paid for each employee.As a reminder, only the employer s portion of the deductions/fringes can be claimed for reimbursement. (Highlight only the applicable employees and their amounts for easy verification of the amounts being claimed.) Wellness Invoice(s) Copy of check(s) Approved procurement form, if applicable. Signed contract Pay stubs for each employee for each pay period that are being requested in the reimbursement. (Wellness Coordinator or OT/Backlog Refer to your approved application.) The documentation must clearly show that expenses have been paid by your agency, before they can be reimbursed. Organize the documentation in an easy to follow format. Examples: One PDF that includes all documents for an employee or one PDF that includes all pay stubs for all employees or one PDF that includes all timesheets for all employees, etc. the documentation must clearly show that expenses have been paid by your agency, before they can be reimbursed. 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

Records Retention All records must be maintained for 3 (three) years from the end date of the grant. 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 distributed agency-specific templates for ease in reporting Due by 10th of month following close of calendar quarter July 10 Where applicable, provide data for activities conducted only with ARPA funds awarded by EMA Required from the first date of activity under grant award 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 form 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 Law Enforcement Reporting/Sample Screenshot 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 Wellness Reporting/Sample Screenshot 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 (cont.) Hiring/Recruitment/Retention - Law Enforcement & Dispatch ARPAReportingLEP@dps.ohio.gov Wellness & Hiring/Recruitment/Retention Fire & EMS ARPAReportingFR@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 Q & A Additional Questions? 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