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Attachment B HOW TO APPLY FOR JAG GRANT REIMBURSEMENTS <br />2016-DJ-BX-0746 <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. Reference the specific JAG Award Year and Number: 2016 JAG DJ-BX-0746. <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 OJP <br />Financial guide; <br />E. Letter is to be signed by the person authorized in the JAG Program MOU (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 SF-425 <br />(OMB). This report reflects the cumulative actual federal monies spent, unliquidated obligations <br />incurred, and the unobligated balance of federal funds. The Federal Financial Report is due at the <br />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 />Reference guides for completing Federal Financial Reports is available at the DOJ-OJP website <br />htip://www.oip.usdoi.gov/funding/forms.htm <br />B. INVOICE BILLING OCSD <br />a. The package should include an invoice from the city billing the Orange County Sheriff's <br />Department (OCSD). The invoice/bill should reference the grant name, grant number and <br />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 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 check(s) for purchase(s) and general ledger reports clearly indicating <br />expenditures for the quarter. <br />All of the above documents must be Drovided to our office: otherwise vour claim will not be <br />rocessed. Please send your claims to: <br />Orange County Sheriffs Department-Financial/Admin. Division <br />Attn: Karla Lazaridis <br />320 N. Flower Street, Suite 108, Santa Ana, CA 92703 <br />Contacts <br />Please direct program and compliance related questions to Nancy Nguyen (N�yengocsd.OM) and questions <br />about reporting to Blanca Ramos (bramos -,oesd. otg). <br />Financial Inquiries: call Karla Lazaridis at Sheriff's Financial Management (714) 834-6675 <br />