The recipient shall submit a Quarterly Progress Report for each award to report on the progress of their award. Recipients/subrecipients are required to complete and submit Quarterly Progress Reports to their respective FEMA region 30 calendar days after the end of each fiscal quarter following the initial award and thereafter until the award ends. Reports must be submitted throughout the period of performance, including partial calendar quarters, as well as for periods where no award activity occurs. FEMA may suspend drawdowns from federal financial systems (e.g., Payment Management System [SMARTLINK] or Payment and Reporting System [PARS]) if Quarterly Progress Reports are not submitted on time. FEMA’s decision to extend the period of performance for the award or for management costs may be affected by inconsistent data in the Quarterly Progress Reports and in the recipient’s request.
Quarterly Progress Reports must include:
- Project identification information, including FEMA project number (including disaster number and declaration date for the Hazard Mitigation Grant Program [HMGP]), subrecipient name, and project type using FEMA’s electronic application systems’ standard project type codes.
- Significant activities and developments that have occurred or have shown progress during the quarter, including a comparison of actual completion date to the work schedule objectives established in the subaward.
- Percent completion and whether the completion of work is on schedule and anticipated completion date. Percent completion is the percentage of the work that has been completed to date. More information on 100% completion is provided in Part 9.C.1.
- Status of costs, including whether the costs are unchanged, overrun or underrun.
- Incremental assistance amounts (strategic funds management) and progress completed.
- For phased projects, if Phase I of a Phase II project is complete, the percent complete should be noted as a percentage of the entire project (e.g., 50% or whatever is deemed appropriate by the recipient).
- If Phase II is not eligible and will therefore not move forward, the project is considered 100% complete. However, if Phase II is eligible/obligated, the Quarterly Progress Report should reflect 100% only once the approved scope of work is completed under Phase II.
- For acquisition or relocation projects only, indication of the total properties and property identification list.
- Items in the comment column:
- A brief narrative describing any change in cost status.
- A discussion of any problems, delays or adverse conditions that will impair the ability to meet the timelines stated in the subaward.
- The status of each acquired property for which settlement was completed in that quarter.
- A statement of whether a request to extend the award period of performance is anticipated.
- Any other information that FEMA may require.
For Building Resilient Infrastructure and Communities (BRIC) and the Flood Mitigation Assistance (FMA) program, Quarterly Progress Reports must be used and submitted via FEMA’s electronic application systems. For BRIC and FMA, additional reporting requirements may be included in the respective Notice of Funding Opportunity (NOFO). For more information about HMGP Quarterly Progress Reports, refer to Part 10.