Common use of Procedures for Clause in Contracts

Procedures for. (A) Notifying potential grant appli- cants of the availability of the pro- gram, to include the publication of ap- plication deadlines, pertinent program descriptions, and further program in- formation on the requirements which must be met by the applicant in order to receive assistance; (B) Participating with FEMA in the registration and acceptance of applica- tions, including late applications, up to the prescribed time limitations; (C) Reviewing verification data pro- vided by FEMA and performing verifications for medical, dental, fu- neral, and ‘‘other’’ expenses, and also for all grant categories in the instance of late applications and appeals. FEMA will perform any necessary reverifications while its contract per- sonnel are in the disaster area, and the State will perform any others; (D) Determining applicant eligibility and grant amounts, and notifying ap- plicants of the State’s decision; (E) Determining the requirement for flood insurance; (F) Preventing duplication of bene- fits between grant assistance and as- sistance from other means; (G) At the applicant’s request, and at the State’s option, reconsidering the State’s determinations; (H) Processing applicant appeals, rec- ognizing that the State has final au- thority. Such procedures must provide for: (1) The receipt of oral or written evi- dence from the appellate or representa- tive; (2) A determination on the record; and (3) A decision by an impartial person or board; (I) Disbursing grants in a timely manner; (J) Verifying by random sample that grant funds are meeting applicants’ needs, are not duplicating assistance from other means, and are meeting floodplain management and flood in- surance requirements. Guidance on the sample size will be provided by the Re- gional Director; (K) Recovering grant funds obtained fraudulently, expended for unauthor- ized items or services, expended for items for which assistance is received from other means, or authorized for ac- quisition or construction purposes where proof of purchase of flood insur- ance is not provided to the State. Ex- cept for those mentioned in the pre- vious sentence, grants made properly by the State on the basis of federally sponsored verification information are not subject to recovery by the State, i.e., FEMA will not hold the State re- sponsible for repaying to FEMA the Federal share of those grants. The State is responsible for its 25 percent share of those grants. As an attach- ment to its voucher, the State must identify each case where recovery ac- tions have been taken or are to be taken, and the steps taken or to be taken to accomplish recovery; (L) Conducting any State audits that might be performed in compliance with the Single Audit Act of 1984; and ensur- ing that appropriate corrective action is taken within 6 months after receipt of the audit report in instances of non- compliance with Federal laws and reg- ulations; (M) Reporting to the Regional Direc- tor, and to the Federal Coordinating Officer as required; and (N) Reviewing and updating the plan each January.