The FY 26 cycle opens on May 15, 2025. Applications are due to the applicable KYEM Area Office by the close of business on June 30, 2025.

Key Dates

PHASE 1 – May 15, 2025 - OPENING OF THE FY26 GRANT CYCLE

PHASE 2 – May 15, 2025 thru June 30, 2025 -  COMPLETE APPLICATION (Applications must be submitted no later than close of business June 30, 2025.)

PHASE 3 - July 1, 2025 thru July 31, 2025 -  KYEM AREA MANAGER REVIEWS CONDUCTED

PHASE 4 - August 20, 2025 -  ADMINISTRATIVE and SAR COMMITTEE REVIEW in PERSON at SEOC

PHASE 5 – September 5, 2025 -  AWARD NOTIFICATION AND BRIEFINGS

PHASE 6 - October 10, 2025 - CONTRACT OUT TO COUNTIES FOR SIGNATURES

PHASE 7 - November 1, 2025 -  INTERNAL DOCUMENTATION COMPLETED TO BEGIN FUNDS TRANSFER

PHASE 8 – May 1, 2026 COMPLETION OF THE SCOPE OF WORK, TAG EQUIPMENT, AND AUDIT

*Dates subject to change. 

1. Funds awarded for the KYEM Search and Rescue Aid Program will be advanced to the grantee. The rescue squad shall order or purchase only approved equipment, services or training--and no other--within 15 days of the receipt of the grant funds. Squads will provide a copy of all paid invoices and proof of payment, within 90 days of the receipt of the grand funds. For more information, see KRS 39F.140 sections 1-13.
2. Within 30 days of award notification, the county must submit a duly executed Master Agreement (PON2) and acceptance of the Terms and Conditions provided by KYEM to the Area Manager. The agreement will be between the state and the county; therefore, only a person with signature authority for the applicable county may sign the Master Agreement.
3. Work cannot begin until the Master Agreement has been completed and received by KYEM, at which point the squad’s senior official and the county fiscal representative will be notified by the KYEM Administrative Branch.
4. Purchases will be made according to the funding amount, item description and quantity listed on the Rescue Aid Program award letter. Any purchases made outside of the scope are subject to repayment of funds.
5. No later than April 1, 2025, the grantee shall submit to their KYEM Area Manager:
   1. A completed KYEM 160 form.
   2. A copy of the invoice(s) for the approved items for purchase under the grant award.
   3. A copy of the canceled check, cashier’s check, or other proof of payment of the submitted invoices. A canceled check is said to be canceled once a financial institution has processed it and all accounts have been credited. Once a check has been canceled, it is typically stamped by a bank, marking the check as being cleared. If canceled checks are not available, a printed bank statement or ledger demonstrating the funds as “cleared” is acceptable.
   4. Any funds not encumbered or expended during the grant period shall be returned to the Division with the expenditure documentation unless authorized in writing by the Director to make additional purchases with encumbered funds.
   5. Any grantee who fails to meet this requirement will be considered out of compliance and are subject to repayment of the funds.
6. KYEM reserves the right to request additional information to ensure state allowable cost and auditing compliance.
7. The Area Manager will keep a copy of the documents for use during the site visit and shall submit the original documents to the KYEM Administrative Branch.
8. The County (grantee) agrees to:
   1. Assure that the purchases are made in accordance with County purchasing policies and or county code;
   2. Assure appropriate purchases are made and documentation (purchase orders, invoices, cancelled checks) is maintained for all purchases;
   3. Assure timely payment for purchases are made and provide documentation of the payment to the Rescue Squad for submission to the Area Manager or facilitate the transfer of the grant funds awarded to the Rescue Squad so that payment may be made by the rescue squad; and
   4. Assure no personal checks or personal credit card purchases are made.
9. The grantee shall notify the Area Manager when all of the equipment has been received by the rescue squad and make the equipment available for inspection on a date proposed by the Area Manager.
10. Upon notification by the grantee that all of the equipment has been received, within 30 days the Area Manager will:
    1.  Conduct a site visit with the rescue squad;
    2. Verify that the equipment for which the rescue squad was invoiced is in fact what was ordered and is physically in the possession of the rescue squad;
    3. Attach property tags to equipment requiring such;
    4. Take a photograph of the equipment and a photograph showing the property tag attached to the equipment;
    5. Complete an equipment inventory record; and
    6. Submit such to the State Search and Rescue Coordinator.
11. The rescue squad shall be responsible for maintaining possession of all equipment purchased pursuant to the requirements outlined here.
    1. Equipment will be made available for inspection upon request until ownership is transferred to the rescue squad.
    2. Equipment purchased in part or in whole with rescue squad grant funds will be surrendered to KYEM on request if not being properly used or maintained.
12. At any point in time during the FY 2025 grant cycle, if the grantee ceases to meet the requirements listed here, the grantee will withdraw their request for funding or grant award.
13. A member of the search and rescue squad command and a county representative agree to participate in an award briefing.

All required forms and supporting documentation are due at the time of submission. All applicable documents must be signed by the requested appointed authorities.

Fill out and sign the applicable forms.