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ATTACHMENT B 2013 -DJ -BX -1065 <br />HOW TO APPLY FOR JAG GRANT REIMBURSEMENTS <br />1. A letter on your cities letterhead that includes or states the following: <br />A, Your agency's request for reimbursement in the amount of $_ <br />B. Against Grant Award #2013 -DJ -BX -1065; <br />C. List of items purchased and types of costs being claimed for the quarter that match your city's <br />initial write -up /request; <br />D. Certification that you complied with all procurement procedures outlined in your agency's <br />procurement manual and financial and administrative requirements set forth in the current <br />OJP Financial guide; <br />E. Letter is to be signed by the person authorized in the JAG Program MOD (City Manager). <br />2. Required attachments to the letter: <br />A. FEDERAL FINANCIAL REPORT <br />Your agency is required to submit quarterly Federal Financial Report using a Standard Form <br />SF -425 (OMB). This report reflects the cumulative actual federal monies spent, unliquidated <br />obligations incurred, and the unobligated balance of federal funds. The Federal Financial <br />Report is due at the Sheriff's Department Financial Division by the due dates indicated below: <br />Qtr. ending 03 -31 -YY due no later than 4/10 <br />Qtr. ending 06 -30 -YY due no later than 7/10 <br />Qtr. ending 09 -30 -YY due no later than 10/10 <br />Qtr. ending 12 -31 -YY due no later than 01/10 <br />A helpful hints guide for completing Federal Financial Report is available at the DOJ -OJP <br />website at: h/ www. ojp,usdoj.gov /fundtne /forms.htm <br />B. INVOICE BILLING OCSD <br />a. The package should include an invoice from the city billing the Orange County <br />Sheriffs Department (OCSD). The invoice /bill should reference the grant name, grant <br />number and quarter ending date. <br />b. OCSD will reference your city's invoice number when reimbursement is made to your <br />city. <br />C. BACKUP DOCUMENTS <br />a. All invoices /receipts and relevant purchase orders pertaining to federal monies <br />spent. <br />b. Time Sheets and part of payroll register showing personnel name or other individual <br />identifier and details of payroll costs claimed, if any. <br />c. Copies of signed checks) for purchase(s) and general ledger reports clearly <br />indicating expenditures for the quarter. <br />All of the above documents must be provided to our office; otherwise your claim will not be <br />processed. Please send your claims to: <br />Orange County Sheriffs Department - Financial /Admin. Division <br />Attn: Karla Lazaridis <br />320 N. Flower Street, Suite 105, Santa Ana, CA 92703. <br />If you have any questions please call Karla Lazaridis at (79.4) 834 -6675. <br />