Table 10: Closeout Toolkit: Checklist for Hazard Mitigation Assistance Subawards
| Minimum Requirement | Comments and Documentation Source |
|---|---|
| General for Mitigation Activities | |
| Was an exception to the plan requirement granted for this project under extraordinary circumstances? | |
| If yes, was the plan completed, approved by FEMA including adoption by the jurisdiction within 12 months as required? | |
| Was the activity completed within the award’s established period of performance? | |
| Were there approved requests for period of performance extensions? | |
| Were costs incurred after the period of performance expired? | |
| Was a duplication of benefits search completed to ensure the subrecipient did not receive federal assistance for the same purpose from another source (e.g., Increased Cost of Compliance, Individual Assistance) (excluding non-construction subawards)? | |
| Was a duplication of programs search completed to verify the subrecipient did not receive federal assistance for the same purpose from another source (e.g., previous HMGP, HMGP Post Fire, BRIC or FMA grants; NFIP; Public Assistance; or other federal agencies) (excluding non-construction activities identified in Part 11)? | |
| Was the final Quarterly Progress Report submitted with the closeout request? | |
| Did the recipient perform a site inspection visit of the completed project and provide a copy of the site inspection report with the closeout request (excluding non-construction activities identified in Part 11)? | |
| Did the recipient provide photographs of the completed project to compare with the pre-mitigation photos (excluding non-construction activities identified in Part 11)? | |
| Photos must be clearly labeled with the FEMA project number, subrecipient name and address, and latitude/longitude (to the nearest sixth decimal place). | |
| Did the governor’s authorized representative, tribal authorized representative or an executive authorized signature authority certify that reported costs were incurred in the performance of eligible work, that the approved work was completed, and that the mitigation measure follows the provisions of the FEMA-State Agreement/FEMA-Tribal Agreement? | |
| Were special EHP compliance conditions identified as part of the approved scope of work? | |
| If yes, did the recipient document in the closeout package that the project was completed in compliance with all EHP conditions identified in the approval letter/attachments and/or the electronic application system? | |
| Did the recipient certify that the entire project was completed in accordance with all required permits and building codes and standards (if applicable)? | |
| Did the recipient provide the latitude and longitude to the nearest sixth decimal place for each project site (e.g., for each property, segment or location) (excluding non-construction activities identified in Part 11)? | |
| Are there insurable structures remaining in the Special Flood Hazard Area after project completion? | |
| If yes, did the recipient provide proof of insurance? | |
| Cost Review | |
| Were the final expenditures reported consistent with the approved costs? | |
| Did the actual reimbursements match the reported sum of expenditures? | |
| Has the recipient met the cost share requirement? | |
| Were in-kind third-party contributions identified under the subaward? | |
| If yes, did the subrecipient obtain prior approval? | |
| If additional costs were incurred, was prior approval obtained? | |
| Was expendable and non-expendable equipment purchased or federally owned equipment furnished? | |
| If yes, Tangible Personal Property Report (SF-428) must be provided. | |
| Was program income generated under the project? | |
| If yes, did the recipient deduct program income from the total project costs? | |
| Was interest earned on federal advance payments? | |
| If yes, was interest returned to the Department of Treasury according to the applicable regulation for the disaster? | |
| Additional closeout requirements for each mitigation activity/project type can be found in Part 11 and Part 12. | |