Current EMPG Participants

For Emergency Managers

Emergency Management Performance Grant Resources

Quarterly Reporting Period Guidelines:
• Quarterly Report Period A (Covers period of July 1 – September 30) – Due no later than October 20
• Quarterly Report Period B (Covers period of October 1 – December 31) – Due no later than January 20
• Quarterly Report Period C (Covers period of January 1 – March 31) – Due no later than April 20
• Final Report Period D (Covers period of April 1 – June 30) – Due no later than July 20

Schedule a Technical Assistance call for any assistance with EMPG.
Documentation and correspondence for this grant please email [email protected]
- Subject Line should always state the period of reporting (Year or Reporting Period A-D), title of the form you are submitting and the Jurisdiction Name
- Examples:
  - 24-25 Reporting Period A Reimbursement Request – Sandy City
  - 2024 Application – Rich County
  - All attachments should also follow this naming convention

EMPG 2024 Progress Report Form (Required Quarterly)
2024-25 Reimbursement Request Form (85-21)
2024-25 EMPG Reimbursement Request Narrative/Memo (Required for Reimbursement)
2024-25 NIMS Implementation Survey (Complete in Reporting Period A and D)
EHP Screening Form (updated 2020) – This form must be completed BEFORE purchases or work begin
EHP Screening Form Instructions
GPD EHP Policy
Build America, Buy America (BABAA) Policy
FEMA Policy on Prohibited or Controlled Equipment Under FEMA Awards

Courses to upload certificates to U-Train – instructions are included in each of these courses when you register
- PDS: ID 1100184
- IS.100: ID 1100189
- IS.200: ID 1100190
- IS.700: ID 1100191
- IS.800: ID 1100192
Training required for EMPG participating personnel:
- IS 100, IS 2200*, IS 700, IS 800, E/L/G 2300*, and 191*
- As well as either the FEMA Professional Development Series or the FEMA Basic Academy
- New participating jurisdiction emergency managers are required to complete these trainings within 6 months of position start. Please contact the EMPG program manager if this requirement will be delayed to avoid funding holds

2024-25 EMPG Guidance and Performance Standards Workbook

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Program Overview

The Emergency Management Performance Grant (EMPG) provides federal grants to assist Utah's state, local, territorial, and tribal governments in preparing for all hazards.

Grant Period: July 1, 2024 – June 30, 2025

Funding: Provided by Utah Department of Public Safety's Division of Emergency Management (DEM), distributed from FEMA

Purpose: Supplement pre-established local emergency management programs in building capabilities to implement the National Preparedness System and support the National Preparedness Goal.

Eligibility Requirements

Who Can Apply

Counties, cities, tribes, and public institutions of higher education that have:

An established emergency management program
A paid part-time or full-time emergency manager

Jurisdiction Requirements

Employ an Emergency Program Manager at one of these levels:

Full-time (40 hours/week)
Three-quarter time (30 hours/week)
Half-time (20 hours/week)
One-quarter time (10 hours/week)

Have an established Emergency Management Program with:

Existing plans that are promulgated and updated on a schedule
An Emergency Coordination Center (ECC) or Emergency Operations Center (EOC)
Defined organizational structure with roles and responsibilities
Communication and resource coordination capabilities
Outreach, training, and exercise schedule
Dedicated budget/funds for emergency management BEFORE federal funding

Additional Requirements:

Submit timely and complete application
Submit Emergency Operations Plan (EOP) with signed promulgation letter
Submit Integrated Preparedness Plan (IPP) for current year
Report on at least two of six National Preparedness System areas
Comply with DEM's Grant Monitoring Program
NEW: Include IPAWS exercise objectives when using EMPG for exercises
Regular visits with regional liaisons
Complete Pre-Award Risk Assessment and Federal Funding Accountability and Transparency Reporting
Provide Emergency Interim Successors
Meet federal requirements (Equal Opportunity Employer, Drug-Free Workplace, Single Audits, 2 CFR 200 compliance)

Emergency Manager Requirements

Complete required FEMA training BEFORE applying:

IS-100, IS-700, IS-800, IS-2200, E/G/K/L 2300, IS-191
Either Professional Development Series (PDS) or Basic Academy
View all required courses

Additional Requirements:

Provide certifications in U-Train system
Perform emergency management activities supporting the National Preparedness Goal
Cannot be a contracted position or held by an elected official
If holding multiple positions, track hours spent on EMPG-qualifying activities separately

How to Apply

Application Components

Required with Application:

Complete online application form
Federal Funding Accountability and Transparency Act (FFATA) form - Finance Office
Pre-Award Risk Assessment - Finance Office
Integrated Preparedness Plan (IPP)
Most recently signed Emergency Operations Plan with current promulgation letter
Emergency Interim Successors form
Required training certificates submitted to U-Train
Mission Ready Package for Emergency Manager
Formal NIMS adoption (if not already on record)

After Award:

Signed 76-10 Obligating Document emailed to [email protected]

Match & Reimbursement

Understanding the Match Requirement

Federal share: Maximum 50% of total budget
Your match: Minimum 50% of total budget

Cost match = The portion of project costs NOT covered by federal funds

What Counts as Match

Match contributions must be:

Verifiable
Reasonable
Allowable
Allocable
Necessary for the grant program
Emergency management related

Example: Computer for your EOC = ✓ Allowable match
Example: Playground for a park = ✗ Not allowable (not EM related)

Reimbursement Limits by Quarter

Maximum reimbursement per quarter = 25% of total award

Period A: Up to 1/4 of award
Period B: Up to 1/2 of award (if not already received)
Period C: Up to 3/4 of award (if not already received)
Period D: Full award (if not already received)

Important Rules

All expenses must occur during July 1, 2024 – June 30, 2025
Expenses cannot be reimbursed until actually incurred
Submit expenses quarterly OR hold and submit later
Must provide documentation for BOTH reimbursement AND match expenses
Keep records available for audit or site visit

Reporting Deadlines

Quarterly Reporting Schedule

Period	Covers	Due Date
Period A	July 1 – September 30	October 20
Period B	October 1 – December 31	January 20
Period C	January 1 – March 31	April 20
Period D (Final)	April 1 – June 30	July 20

Required Each Quarter

Required: Progress report via online tool

If requesting reimbursement:

85-21 Reimbursement Request Form
Reimbursement narrative/memo
All supporting documentation
Submit to: [email protected]

Email Subject Line Format:
24-25 Reporting Period [A/B/C/D] Reimbursement Request - [Your Jurisdiction]

Penalties for Late/Incomplete Reporting

Late report not waived for good cause: No reimbursement for that quarter

Two or more late/missed reports or incomplete standards:

Probationary letter for following year
10% decrease in next year's funding
Possible disqualification from subsequent year

Incomplete performance standards at end of 4th quarter:

10% reduction in following year's allocation PER incomplete standard

Allowable Expenses

Grant Funds MAY Be Used For

Personnel:

Emergency management salary and benefits for EMPG-allowable activities
Contracted support, training, facilitation, and support staff
Must track and document if EM has other duties

Equipment & Facilities:

Equipment that enhances EM program capabilities
Must comply with Authorized Equipment List

Organizational Clothing:

For full-time EM personnel deployed for emergency operations:

EOC activations
Field deployment for damage assessments
Response and recovery operations
Delivering official EM training and exercises
Public information briefs on behalf of EM agency
Must maintain inventory for issuance to deployed personnel
NOT for everyday wear

Other:

Training and exercise costs
Planning activities
Risk assessments
Equipment maintenance

Grant Funds May NOT Be Used For

Firearms, ammunition, grenade launchers, bayonets, weaponized aircraft/vessels/vehicles (IB 426)
Weapons systems and ammunition
Hiring sworn public safety officers for traditional duties
Supplanting traditional public safety positions
Activities unrelated to EMPG Program completion
Everyday clothing for EM employees

Environmental & Historical Properties (EHP) Review

Required when you:

Mount equipment
Disturb ground
Impact the environment
Construct communication towers
Modify/renovate existing buildings
New construction

"Drive a nail, dig a hole, or turn a screw. Do an EHP review"

EHP review must be completed and approved BEFORE funds are released. FEMA will not fund projects initiated without required EHP review.

Before purchasing equipment over $5,000: Discuss with EMPG Program Manager

Required Documentation

What You Must Provide

All documentation must be procedurally generated (from your payroll/accounting system), NOT self-certified.

For Salary & Benefits

Acceptable:

Compensation and Benefits Summary
Payroll Summary
Labor Distribution Report

NOT Acceptable:

Email statements
Excel spreadsheets you created
Trial balance copies

Additional Requirements:

Defined scopes of work in accounting system
Time and activity records by funding source
Activity tracking if employee serves multiple roles
Only EM activities are reimbursable

For Equipment Purchases

Required:

Proof of purchase
Proof of payment

Acceptable:

Invoice + copy of check
Invoice + credit card statement showing purchase
Itemized receipt showing payment and items purchased

NOT Acceptable:

General ledger or trial balance
Spreadsheet listing expenses
Purchasing card transaction log alone

For Other Purchases

Same requirements as equipment: procedurally generated proof of purchase + proof of payment

For Travel Expenses

Follow local travel policies
Proof travel was authorized
Proof expenses were incurred/reimbursed

Document Retention

Keep all documents for at least 3 years after closeout

Submit documentation with: Quarterly reports via Reimbursement Packet

Questions? Email: [email protected]

Supplanting - What You Need to Know

What Is Supplanting?

Supplanting = Using federal funds to REPLACE existing local funds
Supplementing = Using federal funds to ADD TO existing local funds ✓

EMPG does not allow supplanting

The Three Tests for Supplanting

Question 1: Is this activity required by state, local, or other federal law?

If YES → Cannot use EMPG funds

Question 2: Was this activity paid for by local funds in the past?

If YES → Cannot use EMPG funds now or in future
Exception: Documented loss of original revenue source

Question 3: Does your jurisdiction provide this service to one area with local funds, but only to another area if EMPG pays for it?

If YES → Cannot use EMPG funds

Key Rules

Emergency management must have a dedicated budget line item BEFORE receiving grant funds
Those local funds must stay allocated to emergency management
Federal funds supplement (add to), not supplant (replace)
Cannot use grant funds to solve general budget shortfalls
Cannot reallocate existing EM funds to other programs

Penalties for Supplanting

Suspension of future funds for the program
Suspension or debarment from ALL federal grants
Repayment of grant money
Civil penalties
Possible criminal penalties

Unsure if something is supplanting? Contact your local auditor/clerk's office AND the EMPG Program Manager

NIMS Implementation

2024-2025 Focus: Three Priority Objectives

1. Adopt NIMS terminology for qualification, certification, and credentialing

Develop/implement/participate in qualification program aligned with National Qualification System (NQS)
Use resource management or qualification tool system to track incident workforce
Minimum: Track emergency manager qualifications
Should include: All incident workforce personnel designated by jurisdiction
Materials: NQS Implementation Materials | Mutual Aid Workshop Guide | FEMA NQS Overview Video

2. Demonstrate NIMS Resource Management Process during incidents

Identify requirements
Order and acquire
Mobilize
Track and report
Demobilize
Reimburse and restock

3. Demonstrate use of ICS

Standard approach for on-scene command, control, and coordination

Future Requirements (Looking Ahead)

By June 30, 2026:

Create/implement Position Task Book template for EMPG-funded EM or support staff

By December 31, 2026:

Initiate Task Books for emergency managers and incident workforce personnel
Task Books must be signed off within 5 years of initiation

Maintain Previous Requirements

From 2022-2023:

Adopt NIMS
Establish NIMS point of contact
Ensure incident personnel receive NIMS training aligned with NIMS Training Program

From 2023-2024:

Identify and inventory frequently deployable incident resources
Maintain Mission Ready Packages for deployable resources
Develop/maintain/implement mutual aid agreements (including private sector and NGOs)

Deployability Requirements

All EMPG-funded assets must be readily deployable for emergency/disaster operations per EMAC agreements

Emergency Manager must be designated as deployable resource:

Available to serve as EM within jurisdiction for duration of incident
Backup support may fill in to prevent excessive deployment
"Deployable" ≠ required to mobilize to other jurisdictions

Deployable Definition: Able to be moved to a place where they can be used when needed; organized in position of readiness; moved strategically or appropriately

NIMS Resources

Note: Requirements above apply to EMPG-funded personnel only, not all emergency management standards

National Preparedness System - Reporting Areas

Choose at least TWO of these six areas to report on throughout the grant year.