Finance and Administration

MEMA administers a number of Federal preparedness grants, as well as disaster recovery [and mitigation] grants when funds are available.

We have provided here a library of grant forms, guidance and references. Click on the "Plus" (+) sign to see more information about a particular form or document.

Have a question?  Check out our Frequently Asked Questions and see if yours has been answered.  If not, please contact us.

 

Forms

2016 NIMS Data Collection Spreadsheet: (pdf format)
2016 NIMS Data Collection Spreadsheet: (xlsm format)
This form should be completed and submitted with 2016 HSGP MOUs. If you are having problems opening the .xlsm form and have an older version of Excel, you may need to install the Microsoft Compatibility Pack. An Adobe .pdf version has also been provided.
Reimbursement Request Form: (xls format)
Use this reimbursement worksheet for HSGP, SERC, Seabrook, Stonegarden and HMEP grants.
2016 HSGP Maine Inventory Reporting Form: (xls format)
For use by HSGP and OPSG grantees to report equipment
MOU Modification Form: (pdf format)
This form is developed for use and dated March 2017. Use for HSGP, EMPG, OSG, SERC and HMEP.
Travel Mileage Log: (xls format)
This is a suggested tracking sheet to help both sub-recipients and MEMA finance dated November 2016. Use for EMPG, HSGP, SERC, Seabrook and HMEP grants.
Invoice Tracking Sheet: (xls format)
This is a suggested tracking sheet to help both sub-recipients and MEMA finance dated November 2016. Use for HSGP, SERC, Seabrook, and HMEP - LEPC/TRNG grants.
2017 HSGP Sub-Recipient Grant Application Form: (xls format)
Federal Fiscal Year 2017 Sub-recipient HSGP grant application for State Homeland Security Program and Law Enforcement Terrorism Protection Activities. Counties and the Six Metro areas will submit their project based application electronically to HSGrants.Maine@maine.gov no later than 4pm, August 1, 2017
HSGP Closeout Report: (xls format)
Use this form to closeout FY 2015 HSGP, due no later than 30 days after final payment.

Guidance/Reference

2017 HSGP Maine Grant Guidance: (pdf format)
Read this guidance before applying for 2017 Homeland Security Grant Program funds. REVIEW/REFERENCE
2017 HSGP Allocations: (pdf format)
Official funding allocations by County and Metros for 2017 HSGP grants. REVIEW/REFERENCE
MEMA Exercise Policy: (pdf format)
Summary of Maine exercise policy including compliance with FEMA grant requirements.
Use of Grant Funds for Controlled Equipment: (pdf format)
FEMA policy regarding grant funding for acquisition and maintenance of controlled equipment. This policy includes a list of prohibited equipment.
FEMA Authorized Equipment List
The Authorized Equipment List (AEL) is a list of approved equipment types allowed under FEMA’s preparedness grant programs. The list consists of 21 equipment categories divided into sub-categories, tertiary categories, and then individual equipment items.

Forms

EMPG 85-21: (xls format)
Use this spreadsheet to create a cover sheet for local, county and partner agency EMPG reimbursement requests.
MOU Modification Form: (pdf format)
This form is developed for use and dated March 2017. Use for HSGP, EMPG, OSG, SERC and HMEP.
Sub-recipient Tracking Sheet: (xls format)
This is a suggested tracking sheet to help both sub-recipients and MEMA finance dated November 2016.
Travel Mileage Log: (xls format)
This is a suggested tracking sheet to help both sub-recipients and MEMA finance dated November 2016. Use for EMPG, HSGP, SERC, Seabrook and HMEP grants.
Contract Closeout Report: (xls format)
Use this form to closeout FY 2016 EMPG, due no later than 30 days after final payment.

Guidance/Reference

2015 EMPG Local/Partner Program Guidance: (pdf format)
2015 guidance for use of EMPG funds to enhance local and partner emergency management capacity
EMPG Job Aid: Documenting In-Kind Match: (pdf format)
FEMA’s Emergency Management Performance Grant (EMPG) allows the use of in-kind resources as a match for grant funds. This job aid is provided to assist in identifying and documenting in-kind match for EMPG.
2015 Local EMPG Fact Sheet: (pdf format)
2015 Local EMPG Fact Sheet: ( format)
2015 Fact Sheet about the Emergency Management Performance Grant (EMPG) program
Use of Grant Funds for Controlled Equipment: (pdf format)
FEMA policy regarding grant funding for acquisition and maintenance of controlled equipment. This policy includes a list of prohibited equipment.
FEMA Authorized Equipment List
The Authorized Equipment List (AEL) is a list of approved equipment types allowed under FEMA’s preparedness grant programs. The list consists of 21 equipment categories divided into sub-categories, tertiary categories, and then individual equipment items.

Forms

Reimbursement Request Form: (xls format)
Use this reimbursement worksheet for HSGP, SERC, Seabrook, Stonegarden and HMEP grants.
Stonegarden Daily Activity Report: (xls format)
Ensure that authorized activities are recorded on the Daily Activity Sheet and reported in HSIN per the operation orders. For reimbursement, send the activity sheets to MEMA through email, fax or post using the contact information at the bottom of the form. Please also submit County/Subgrantee Request for Reimbursement summarizing the requested reimbursement.
2016 HSGP Maine Inventory Reporting Form: (xls format)
For use by HSGP and OPSG grantees to report equipment
MOU Modification Form: (pdf format)
This form is developed for use and dated March 2017. Use for HSGP, EMPG, OSG, SERC and HMEP.

Guidance/Reference

Use of Grant Funds for Controlled Equipment: (pdf format)
FEMA policy regarding grant funding for acquisition and maintenance of controlled equipment. This policy includes a list of prohibited equipment.
FEMA Authorized Equipment List
The Authorized Equipment List (AEL) is a list of approved equipment types allowed under FEMA’s preparedness grant programs. The list consists of 21 equipment categories divided into sub-categories, tertiary categories, and then individual equipment items.

Forms

Hazardous Materials Training Grant Application and Checklist: (Application format)
Hazardous Materials Training Grant Application and Checklist: (Checklist format)
Application and checklist for an LEPC to apply to the SERC for a Training Grant.
Reimbursement Request Form: (xls format)
Use this reimbursement worksheet for HSGP, SERC, Seabrook, Stonegarden and HMEP grants.
MOU Modification Form: (pdf format)
This form is developed for use and dated March 2017. Use for HSGP, EMPG, OSG, SERC and HMEP.
Travel Mileage Log: (xls format)
This is a suggested tracking sheet to help both sub-recipients and MEMA finance dated November 2016. Use for EMPG, HSGP, SERC, Seabrook and HMEP grants.
Invoice Tracking Sheet: (xls format)
This is a suggested tracking sheet to help both sub-recipients and MEMA finance dated November 2016. Use for HSGP, SERC, Seabrook, and HMEP - LEPC/TRNG grants.

Guidance/Reference

Forms

Small Project Summary Certification Form: (pdf format)
Small Project Summary Certification Form: (doc format)
Use this form to certify to completion of Public Assistance small projects
Damage Assessment Form 7: (pdf format)
Standard form used by municipalities to report damages after an emergency to the County Emergency Management Agency. (State agencies submit to MEMA.) Fillable .pdf form

Guidance/Reference

Damage Assessment Form 7 Instructions: (pdf format)
Guidance to assist communities or state agencies in reporting damages via the Form 7
2018 FEMA Public Assistance Program and Policy Guide (PAPPG)
The Public Assistance Program and Policy Guide (PAPPG) combines all Public Assistance (PA) policy into a single volume and provides an overview of the PA Program implementation process with links to other publications and documents that provide additional process details.
Public Assistance PNP Eligible/Non Eligible Services: (pdf format)
List of critical Private Non Profit Eligible/Non Eligible Services authorized under FEMA’s Public Assistance Program
FEMA-4354-DR-ME Fact Sheet: (pdf format)
Fact sheet on Severe Storm October 2017
Declaration Summary Sheet FEMA-4354-DR: (pdf format)
Summary sheet for October 2017 Storm Declaration

 

General References

FEMA EHP Screening Form 024-0-1
FEMA: Grant Programs Directorate Information Bulletins
MEMA Sub-Recipient Finance Guidebook

 

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