Border Security Council Report - Office of the Governor - Rick Perry

Appendix D: BSET Grant Guidance and Application Kit
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c. Additional pertinent information including, when appropriate, analysis and explanation of
cost overruns or high unit costs.
D. Financial Reporting
1. Grantees must submit Financial Reports on the Request for Advance or Reimbursement form in
order to receive funds. (See Appendix D for form and instructions.)
2. Financial Reports for advance or reimbursement payments may be submitted as often as
necessary, but no later than 45 days after the end of the grant performance period. The last day
for submission of Request for Advance or Reimbursements is October 15, 2009.
. Advance Payments. Requests for advance payments will be submitted on the Request for
Advance or Reimbursement form. Copies of purchase orders must accompany this request.
Upon receipt and payment of purchased equipment, grantee must submit to GDEM copies of
itemized invoices, bills of lading, cancelled checks and any other documents supporting proof of
payment for eligible purchases. Advances may be requested no earlier than 0 days in advance
of anticipated expenditure of funds.
4. Reimbursements. Requests for reimbursement grants will be submitted on Request for Advance
or Reimbursement form. Copies of purchase orders, itemized invoices, cancelled checks, and
any other documents supporting proof of payment for eligible purchases must be submitted
to GDEM. Grantees may request funds as soon as the purchase is complete and all required
supporting documentation is collected.
5. All funds must be obligated by the grantee no later than May 1, 2009. All funds must be expensed
by the grantee no later than August 1, 2009.
E. Address for Submitting Progress and Financial Reports
1. Submit required reports and documents to:
Operations Section/BSET Program Manager
Division of Emergency Management
Texas Department of Public Safety
PO Box 4087
Austin, TX 7877 -0224
2. If sending by courier or overnight service that requires a physical address, use this address:
Operations Section/BSET Program Manager
Division of Emergency Management
Texas Department of Public Safety
5805 North Lamar Blvd.
Austin, TX 78752-0224
F. Retention and access requirements for records.
1. Grantees must retain all records pertaining to the performance of this grant for a period of three
( ) years from the end of the grant period or the date of Grant Adjustment Notice closing the
award.
2. If any litigation, claim, negotiation, audit or other action involving the records has been started
before the expiration of the -year period, the records must be retained until the completion of
the action and resolution of all issues which arise from it, or until the end of the regular -year
period, whichever is later.