Emergency Medical Services: Funding Assistance Program (EMS-FAP)

Services that need to fill out the expense report are any or all of the following:

• Any FAP eligible 911 transporting service that obtained money from the SFY 2023 FAP Application cycle.
• Any service that wants the second half of the SFY 2023 FAP ARPA Supplement as stated in there notice of award.

For SFY 2023 FAP, why did the expense reporting process change compared to previous years?
It was decided by the administration that recipients of the money would need to report their expenses to monitor spending throughout the grant period. We got approval from the administration the need to only report expenses twice within SFY 2023.

Before filling out the expense report. Please have the following items ready:

Determine items spent on SFY 2023 FAP and escrow funds.

For SFY 2023 FAP, you should have received a notice of award letter giving you two or three grant types which are SFY 2023 FAP ARPA Supplement, SFY 2023 GPR Support and Improvement, SFY 2023 EMT and EMR Education and Training (some services did not obtain this money). You will need to keep track of items spent with the FAP money between August 1, 2022, through January 1, 2023. In addition to the SFY 2023 FAP award amounts, you will also need to report any expenses made with saved funds from previous years or Escrow Funds.

The items purchased with the FAP money's must be compliant with the FAP Purchasing Guide, P-02422a (ARPA, Support and Improvement and Education and Training, Escrow) and Wis. Stat. § 256.12(4) and Stat. § 256.12(5). (Support and Improvement and Education and Training, Escrow.) All items must fit into the six spending categories which are the following:

• Vehicle equipment
• Durable medical equipment
• Communications equipment
• Personal protective equipment
• Training (SFY 2023 FAP Education and Training Funds can only be spent on EMR and EMT related training.)
• Other

Know spending amounts

Keep track of the amounts of FAP money used on a particular item. The EMS Section is not looking for the price of the item purchased but the amount of FAP money spent on an item. For Example (Service A spent money on personal protective equipment that costed $500 dollars, they used $300 dollars of FAP money to cover the cost. Service A will need to report the $300 dollar amount.)

***New to FAP process: copies of receipts and/or verification of payment

Please have all receipts/verification of payment ready for all FAP reporting purchases. The expense reporter will need verification for every item that was spent with the grant money.

Eligible Verification for physical items will need to have:

• Name of Item
• Amount
• Date of payment or verification.
• Expense reporter can use a bank or credit card statement if needed.
• Expense reporter can use a canceled checks if needed.

For any service using FAP money for classes or education (non-physical items) the following items can be used.

• Verification of Enrollment for EMS staff (You will need to have proof of enrollment for every student.)
• Expense reporter can use a bank or credit card statement, if needed.
• Expense reporter can use canceled checks, if needed.

Any questions regarding verification types can be directed to the FAP inbox.

Accessing and opening SFY 2023 FAP first expense report

The expense report will be available on E-Licensing, here are the necessary steps.
Step 1: Log in to E-Licensing
Step 2: Go to "Applications" Tab
Step 3: Click "Service Applications"
Step 4: If the expense reporter has multiple services, please make sure they are also selecting the correct service.
Step 5: Click on the Application that says "FAP Expense Report"

Once the expense report has been opened, expense reporter will attest to provisions related to Wis. Stat. § 256.12(4) and Wis. Stat. § 256.15(5). As well as FAP ARPA provisions. The expense report will also pull up service demographic information which should be auto generated from the EMS Section’s license management system. If there are any issues with an expense reporter’s Service Demographic information on the expense report, please contact the appropriate regional coordinator for the issue. Find regional coordinator contacts on our EMS Contact webpage.

FAP ARPA Supplement Section

For the FAP ARPA Supplement, the expense reporter will be asked the following questions:
1. Did the service spend money on items related to vehicle equipment, durable medical equipment, communications equipment, personal protective equipment, training and or other? (yes or no).
a. If the expense reporter answered yes, they will be asked about the Item, amount of money from the FAP ARPA Supplement used for the purchase and will also need to upload a receipt or verification of payment.
b. If service used FAP ARPA Supplement funds for training expenses, Expense reporter will be asked the number of students that education was used for and the names of those students.
2. *If the service did not spend any money on the FAP ARPA Supplement during the reporting period, they will need to explain the reason why money has not been spent.
*You cannot escrow FAP ARPA Supplement funds. All funds need to be spent by August of 2023, unless you apply for an extension that will go till June 2024. The process for the extension will be in the expense report due in August of 2023.

GPR Support and Improvement

For the GPR Support and Improvement money described in Wis. Stat. § 256.12(4), the expense reporter will be asked the following questions.
1. Did the service spend money on items related to vehicle equipment, durable medical equipment, communications equipment, personal protective equipment, training and or other? (yes or no).
a. If the expense reporter answered yes, they will be asked about the Item, amount of money from GPR Support and Improvement used for the purchase and will also need to upload a receipt or verification of payment.
b. If service used Support and Improvement funds for training expenses, Expense reporter will be asked the number of students that education was used for and the names of those students.

GPR EMR and EMT Education and Training

For the GPR EMR and EMT Education and Training money described in Wis. Stat. § 256.12(5) expense reporter will be asked the following questions.
1. Did the service spend money on items related to Training? (yes or no)
a. *If the expense reporter answered yes, they will be asked about the Item, amount of money from GPR Education and Training used for the purchase and will also need to upload a receipt or verification of payment*.
b. If service used Education and Training funds for training expenses, Expense reporter will be asked the number of students that education was used for and the names of those students.
*SFY 2023 FAP Education and Training Funds can only be spent on EMR and EMT related training.

Escrow Funds

For the Escrow Funds described in Wis. Stat. § 256.12(4) and Wis. Stat. § 256.12(5), the expense reporter will be asked the following questions.
1. Did the service spend escrow funds from previous state fiscal years on items such as vehicle equipment, durable medical equipment, communications equipment, personal protective equipment and or other items during this SFY 2023 grant reporting period?
a. If the expense reporter answered yes, they will be asked about the Item, amount of Escrow money for the purchase, and will also need to upload a receipt or verification of payment.
2. Does the service still have escrow funds from previous years? What is the amount?
**If the service is planning on Escrowing SFY 2023 Funds, please do not include this money in this section.

All submitted expense reports will go through a three-level approval process. The EMS Section will review the following items:

• All Items bought must be compliant with the FAP Purchasing Guide, P-02422a and/or compliant with Wis. Stat. § 256.12(4) and Wis. Stat. § 256.12(5).
• All items reported have legitimate verification of payments attached
• Duplication of expenditures between SFY 2023 FAP First Expense Report and the EMS Flex Grant Expense Report.
• Correct notice of award amounts.

The State of Wisconsin payment system is used to process funds to our vendors. For a service to get their checks, they must send the correct Department of Administration (DOA) supplier forms to the Wisconsin Department of Health Services.

All services must be set up with ACH to receive the 2nd half of the ARPA fund. To do this, services will need to fill out a DOA-6456 Authorization for direct deposit form. If a service received money from the EMS Flex Grant, that service’s State of Wisconsin Payment System account is already set up with ACH.

The EMS Section will contact the service if they need to be set up with ACH.

Once the service expense report has been approved, the service will be notified via email that there expense report has been approved and the second payment of the FAP ARPA Supplement will commence. All services with approved expense reports will be sent to Bureau of Fiscal Services Accounts (BFS) payable section for payment.

The service will also get an email remittance once payments have reached the expense reporter’s bank account. If your service uses the public agency (i.e., city, town, village, county or tribe) as the payee, your remittance email will go to your remittance contact within your public agencies DOA-6456 form.