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<br />Preparedness Grants Manual <br />6. Additional Information <br />6.1.Monitoring and Oversight <br />6.1.1. OVERVIEW <br />Per 2 C.F.R. § 200.337, FEMA, through its authorized representatives, has the right, at all <br />reasonable times, to make site visits or conduct desk reviews to review project accomplishments <br />and management control systems to evaluate award progress and to provide any required TA. During <br />site visits or desk reviews, FEMA will review recipients’ files related to the award. As part of any <br />monitoring and program evaluation activities, recipients must permit FEMA, upon reasonable notice, <br />to review grant-related records and to interview the organization’s staff and contractors regarding the <br />program. Recipients must respond in a timely and accurate manner to FEMA requests for <br />information relating to the award. <br />Effective monitoring and oversight help FEMA ensure that recipients use grant funds for their <br />intended purpose(s), verify that projects undertaken are consistent with approved plans, and ensure <br />that recipients make adequate progress toward stated goals and objectives. Additionally, monitoring <br />serves as the primary mechanism to ensure that recipients comply with applicable laws, rules, <br />regulations, program guidance, and requirements. FEMA regularly monitors all grant programs both <br />financially and programmatically in accordance with federal laws, regulations (including 2 C.F.R. Part <br />200), program guidance, and the terms and conditions of the award. All monitoring efforts ultimately <br />serve to evaluate progress toward grant goals and proactively target and address issues that may <br />threaten grant success during the POP. <br />FEMA staff will periodically monitor recipients to ensure that administrative processes, policies and <br />procedures, budgets, and other related award criteria are meeting federal government-wide and <br />FEMA regulations. Aside from reviewing quarterly financial and programmatic reports, FEMA may <br />also conduct enhanced monitoring through desk-based reviews, onsite monitoring visits, or both. <br />Enhanced monitoring will involve the review and analysis of financial compliance and administrative <br />processes, policies, activities, and other attributes of each federal assistance award, and it will <br />identify areas where the recipient may need TA, corrective actions, or other support. <br />Financial and programmatic monitoring are complementary processes within FEMA’s overarching <br />monitoring strategy that function together to ensure effective grants management, accountability, <br />and transparency; validate progress against grant and program goals; and safeguard federal funds <br />against fraud, waste, and abuse. Financial monitoring primarily focuses on statutory and regulatory <br />compliance with administrative grant requirements, while programmatic monitoring seeks to validate <br />and assist in grant progress, targeting issues that may be hindering project goals and ensuring <br />compliance with the purpose of the grant and grant program. Both monitoring processes are similar <br />in that they feature initial reviews of all open awards and in-depth monitoring of grants requiring <br />additional attention. <br />Recipients and subrecipients who are pass-through entities are responsible for monitoring their <br />subrecipients in a manner consistent with the terms of the federal award at 2 C.F.R. Part 200, <br />including 2 C.F.R. § 200.332. This includes the pass-through entity’s responsibility to monitor the <br />activities of the subrecipient as necessary to ensure that the subaward is used for authorized <br />purposes, in compliance with federal statutes, regulations, and the terms and conditions of the <br />subaward, and that subaward performance goals are achieved. <br />36