FEMA distributes spreadsheets to recipients each quarter. The spreadsheets are prepopulated with information pulled from the electronic application system to indicate the open, obligated activities that require Quarterly Progress Reports. The recipient coordinates with their subrecipients to collect project information to update the fields in the spreadsheet. The recipient then returns the Quarterly Progress Reports to their FEMA region by the due date.
The recipient shall submit a Quarterly Progress Report for each award no more than 30 calendar days after the quarter end date. Table 11 describes the Quarterly Progress Report due dates.
Table 11: HMGP Quarterly Progress Report Timing
| Quarter | Quarter Dates | Report Due Dates |
|---|---|---|
| 1 | Oct. 1 – Dec. 31 | Jan. 30 |
| 2 | Jan. 1 – March 31 | April 30 |
| 3 | April 1 – June 30 | July 30 |
| 4 | July 1 – Sept. 30 | Oct. 30 |
Progress reports should include:
- Reporting period, including fiscal year and quarter.
- Project identification information, including disaster number, FEMA application identification, project number, subrecipient name and project title.
- Significant activities and developments that have occurred or have shown progress during the quarter, including a comparison of actual accomplishments to the work schedule objectives established in the subaward.
- Percent completion and whether completion of work is on schedule; a discussion of any problems, delays or adverse conditions that will impair the ability to meet the timelines stated in the subaward; and anticipated completion date.
- For phased projects, if Phase I of a Phase II project is complete, the percent complete noted as a percentage of the entire project (e.g., 50% or whatever is deemed appropriate by the recipient), not 100%.
- 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.
- Status of costs, including whether the costs are unchanged, overrun or underrun. If there is a change in cost status, the report should include a description of the change in the comment column. The amount disbursed to the subrecipient by project should also be included. If there is a change in cost status, the report should include a description of the change in the comment column. The amount disbursed to the subrecipient by project should also be included.
- A statement of whether a request to extend the award period of performance is anticipated, provided in the comment column.
- The total recipient drawdown amount and most recent drawdown date, the total amount of federal assistance disbursed, the subrecipient expenditure to date and the date of final payment to subrecipient.
- The total number of properties acquired and their corresponding property identification numbers (for acquisition projects).
- Additional information as required by FEMA to assess the progress of an award.
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.