**FEDERAL EMERGENCY MAN­AGEMENT AGEN­CY**

**CFDA 83.543 INDIVIDUAL AND FAMILY GRANTS**

**I. PROGRAM OBJECTIVE**

The Individual and Family Grants (IFG) program is a cost-shared program
authorized by Section 411 of the Robert T. Stafford Disaster Relief and
Emergency Act (Stafford Act), Public Law 93-288, as amended. Its purpose
is to provide funds for the necessary expenses and serious needs of
disaster victims, which cannot be met through other forms of disaster
assistance or through other means such as insurance.

**II. PROGRAM PROCEDURES**

The Governor may request that a Federal grant be made to a State for the
purpose of such State making grants to individuals or families who, as a
result of a major disaster, are unable to meet disaster-related
necessary expenses or serious needs. The total Federal grant is made
only on condition that 25 percent of the actual cost of meeting
individuals= or families= necessary expenses or serious needs is paid
from funds made available by the State (44 CFR section 206.131).

The State administers the IFG program based on a State Administrative
Plan that must be approved by FEMA each January and at the beginning of
the recovery process before Federal funds are awarded to the State. FEMA
provides States administrative expenses in an amount equal to up to five
percent of the Federal share of the program.

**III. COMPLIANCE REQUIREMENTS**

**In developing the audit procedures to test compliance with the
requirements for a Federal program, the auditor should first look to
Part 2, Matrix of Compliance Requirements, to identify which of the 14
types of compliance requirements described in Part 3 are applicable and
then look to Parts 3 and 4 for the details of the requirements.**

**A. Activities Allowed or Unallowed**

> Activities allowed are grants to individuals or families who, as a
> result of a major disaster, are unable to meet disaster-related
> necessary expenses or serious needs and State administrative expenses
> (44 CFR section 206.131(a)).

**E. Eligibility**

**1. Eligibility for Individuals**

> With respect to any one major disaster, an individual or family may
> not receive a grant or grants under IFG totaling more than the
> statutorily determined maximum amount. This amount is \$13,100 for
> October 1, 1996 through September 30, 1997 and \$13,400 for October 1,
> 1997 through September 30, 1998. The amount is adjusted annually to
> reflect changes in the Consumer Price Index. FEMA notifies the States
> each year of the adjusted amount.
>
> The State determines eligibility in accordance with the IFG State
> Administrative Plan, as approved by FEMA in accordance with 44 CFR
> section 206.131. FEMA performs damage verifications for the State on
> IFG applicants who are not required to apply for a Small Business
> Administration (SBA) loan, and on those applicants referred by SBA to
> IFG as a result of that agency\'s loan application process. FEMA
> conducts verifications (for States) in the categories of housing and
> real property, including verification of home ownership and primary
> residency, personal property, and transportation (vehicles) for those
> applicants who also have real and/or personal property losses. FEMA
> contract inspectors collect information for the State IFG program
> because they are at the damaged residence to perform verification on
> real and personal property losses. FEMA does not perform verification
> for applicants that only have a vehicle loss; the State performs
> verifications for those applicants. Certain damage or loss
> verifications are performed by the State, such as on late applications
> or reinspections, medical, dental, funeral, and other categories.

**2. Eligibility for Group of Individuals or Area of Service
Delivery** - Not Applicable

**3. Eligibility for Subrecipients** - Not Applicable

**G. Matching, Level of Effort, Earmarking**

**1. Matching**

> Costs for payments to individuals and families is shared on a 75
> per­cent Federal and 25 percent State basis. The State must provide the
> matching for IFG at the time of expenditure of Federal funds (e.g.,
> when each IFG dollar is paid, the State provides 25 cents and the
> Federal funds provide 75 cents) (44 CFR section 206.131(a)).

**2. Level of Effort** - Not Applicable

**3. Earmarking**

> State administrative expenses shall not exceed five percent of the
> Federal grant (44 CFR section 206.131(a)).

**L. Reporting**

**1. Financial Reporting**

> a\. SF-269, *Financial Status Report* - Applicable
>
> b\. SF-270, *Request for Advance or Reimbursement* - Applicable
>
> c\. SF-271, *Outlay Report and Request for Reimbursement for
> Construction Programs* - Not Applicable
>
> d\. SF-272, *Federal Cash Transactions Report* - Applicable
>
> e\. FEMA Form 76-28, *Disaster Automated Reporting and Information
> System (DARIS) Status Report* (OMB No. 3067-0163).

Key line item is 9, \$ Amount of Payments Disbursed to Date.

**2. Performance Reporting** - Not Applicable

**3. Special Reporting** - Not Applicable

**FEDERAL EMERGENCY MAN­AGEMENT AGEN­CY**

**CFDA 83.544 PUBLIC ASSISTANCE GRANTS**

**I. PROGRAM OBJECTIVE**

The objective is to provide assistance to States, local governments, and
selected non-profit organizations under the Public Assistance Program.

**II. PROGRAM PROCEDURES**

Following a Presidential declaration of a major disaster or an
emergency, the Federal Emer­gen­cy Management Agency (FEMA) awards grants
for public assistance to States. The State may use the funds to restore
its own disaster‑damaged pro­jects and to provide subgrants to local
govern­ments and selected private non-profit facilities.

The Public Assistance program is administered by the State (e.g., the
State Emergency Agency) in accordance with a FEMA-State Agreement to
provide assistance which may be available under an emergency or major
disaster declaration. The State acts as the grant administrator for all
funds provided under the Public Assistance grant program. The grant
administrator\'s responsibility includes providing technical advice and
assistance to eligible subgrantees, providing State support for damage
survey activities, ensuring that all potential applicants are aware of
assistance available, and submission of documents necessary for grant
awards (44 CFR sections 206.200 through 206.253).

For purposes of the Public Assistance program, the following terms will
be used:

> *State* - The State Agency which is defined as the Grantee under FEMA
> regulations and acts as the grant administrator for the program.
>
> *Subgrantee* - The government or other legal entity to which a
> subgrant is awarded and which is accountable to the grantee for the
> use of the funds provided (44 CFR section 206.201(l)). (For example,
> in explaining this program, a State Highway Agency is considered a
> subgrantee of a State Emergency Agency even though both agencies may
> be included in the same State-wide single audit.)

*RD* - The FEMA Regional Director .

Public Assistance program awards are made based upon a Damage Survey
Report (DSR) which is prepared by an inspection team. The inspection
team normally includes a representative of FEMA, the State, and any
subgrantee. The DSR documents the inspection team\'s determination of
the eligible scope of work and cost estimate. The Public Assistance
Program will fund a part of this eligible work in accordance with the
FEMA-State Agreement. Each DSR has a control number and any supplemental
DSRs will be referenced to the original DSR.

Project funding made for large and small projects is based upon the cost
of the eligible work for the individual project. Projects which equal or
exceed the threshold of \$47,100 for October 1, 1997, through September
30, 1998 (\$46,000 for October 1, 1996, through September 30, 1997), are
large projects. Projects below this threshold are small projects. This
threshold is adjusted by FEMA each October to reflect changes in the
Consumer Price Index. The thresholds are published in the [Federal
Register]{.underline}. The date the disaster is declared on a disaster
declaration determines the threshold in use.

*Small Projects*

For small projects, final payment of the Federal share of eligible costs
is made upon approval of the project. The amount awarded for small
projects based on the DSR generally will not change except under unusual
circumstances, such as the work was not done, there is an unexpected
insurance recovery, or there is an obvious error in calculation. At
close-out of the disaster contract, the State is required to certify
that all projects were properly completed and that the State
contribution, as specified in the FEMA-State Agreement, was paid to each
subgrantee. However, this certification does not specify the amount
spent by a subgrantee on small projects. If the actual cost for small
projects is less than the estimated cost on the DSR, FEMA generally will
not ask for a refund. Similarly, FEMA generally will not provide
additional funding when actual costs exceed the DSR estimate. However,
provision is made that, when a subgrantee has significant overruns, a
request may be made to FEMA for additional funding based upon the total
final costs for all small projects (44 CFR sections 206.204(e) and
206.205(a)).

*Large Projects*

For large projects, the State must make an accounting to FEMA of
eligible costs for each approved large project. In submitting the
accounting, the State must certify that reported costs were incurred in
the performance of eligible work, that the approved work was completed,
that the project is in compliance with the FEMA-State Agreement, and
that payments for the project have been made in accordance with the
A-102 Common Rule=s requirements for payment. The subgrantee is required
to make similar accounting and certifications to the State. If actual
costs are less than the approved amount, then the FEMA share will be
based upon the actual costs. The subgrantee may request additional
funding for eligible cost overruns on large projects. For additional
funding, these requests must include a written recommendation from the
State and approval of the RD (44 CFR sections 206.204(e) and 206.205).

*Improved Projects*

If a subrecipient desires to make improvements, but still restore the
pre-disaster function of a damaged facility, State approval must be
obtained. Federal funding for an improved project is limited to the
Federal share of the approved estimate of the eligible costs. Funds
approved as an improved project can only be used as a contribution for
the construc­tion of larger or improved facilities that restore at least
the pre-disaster capacity of the damaged or de­stroyed facility. For
example, if eligible work to restore the pre-disaster capacity is
\$100,000, and the subgrantee chooses to rebuild an improved facility
which costs \$200,000, then the FEMA share is only based on the
\$100,000. However, if the actual costs is less than the eligible work
of \$100,000 (e.g., construction costs are much lower than expected),
then a FEMA adjustment is required (44 CFR section 206.203).

*Alternate Projects*

In a case where the subgrantee determines that the public welfare would
not be best served by restoring a damaged public facility, the State may
request that FEMA approve an alternate project. Federal funding for such
alternate projects is based on 90 percent of the approved estimate of
eligible costs (44 CFR section 206.203(d)(2)). For example, if the
approved estimate of eligible costs to restore the pre-disaster capacity
is \$100,000, and the entity chooses not to rebuild but instead to do
alternate work, then assuming a 75 percent match, the Federal share is
computed as:

Approved estimate of eligible costs \$100,000

Assumed match of 75% Federal/25% State X 75%

Subtotal \$ 75,000

Adjustment for alternate project X 90%

Federal share \$ 67,500

Funds contributed for alternate projects may be used to repair or expand
other selected public facilities, to construct new facilities, or to
fund hazard mitigation measures. These funds may neither be used to pay
the non-Federal share of any project nor for any operating expense (44
CFR section 206.203(d)(2)).

Funds approved for an alternate project can be used only for alternate
projects specifically approved by FEMA. While the States and subgrantees
have flexibility to propose the type and size of alternate projects they
wish to con­struct, FEMA must review such proposed projects to ensure
compliance with environmen­tal and other special concerns (44 CFR section
206.203).

**III. COMPLIANCE REQUIREMENTS**

**In developing the audit procedures to test compliance with the
requirements for a Federal program, the auditor should first look to
Part 2, Matrix of Compliance Requirements, to identify which of the 14
types of compliance requirements described in Part 3 are applicable and
then look to Parts 3 and 4 for the details of the requirements.**

**A. Activities Allowed or Unallowed**

> The allowed activities for the Public Assistance program are for the
> approved project as described on the DSR and supporting documentation.

**B. Allowable Costs/Cost Principles**

**1. Equipment Rental**

> The Public Assistance program restricts eligible direct costs for
> applicant-owned equipment used to perform eligible work to reasonable
> rates that were established under State guidelines, or when the hourly
> rate exceeds \$75, rates may be determined on a case by case basis by
> FEMA. When local guidelines are used to establish equipment rates,
> reimbursement is based on those rates or rates in a Schedule of
> Equipment Rates published by FEMA, whichever is lower. Provision is
> also made when no rates are established or the entity wishes to claim
> an equipment rate which exceeds the FEMA Schedule (44 CFR section
> 206.228).

**2. Administrative Costs**

> All administrative costs of Public Assistance programs at the
> subgrantee level are covered by a specific percentage in the Stafford
> Act (42 USC 5121 et seq.). No costs of administering the program other
> than that percentage should be charged by a subgrantee. For States,
> administrative costs are allowed for extraordinary costs incurred by
> the State for preparation of DSRs, final inspection reports, project
> applications, financial audits, and related field inspections by State
> employees, including overtime pay and per diem and travel expenses.
> However, regular time for such employees is not covered by the
> percentage allowance under the Stafford Act. States are permitted to
> recover the straight time salaries and certain other direct management
> costs when prescribed on a DSR (44 CFR section 206.228).

**3. Force Account Labor Costs**

> The straight- or regular-time salaries and benefits of a subgrantee=s
> permanently employed personnel are not eligible in calculating the
> cost of eligible work for emergency protective services or debris
> removal under sections 403 and 407 of the Stafford Act (42 USC 5170b
> and 5173, respectively). For performance of eligible permanent
> restoration under section 406 of the Stafford Act (42 USC 5172),
> straight-time salaries and benefits of a subgrantee=s permanently
> employed personnel are eligible (44 CFR section 206.228(a)(4)).

**4. Insurance and other recoveries**

> Auditor=s are advised that there are likely to be amounts from
> insurance settlements, salvage, or other sources which must be
> considered in determining allowable costs because allowable costs must
> be net of applicable credits.

**G. Matching, Level of Effort, Earmarking**

**1. Matching**

> Costs must be on a shared basis, as specified in the FEMA-State
> agreement (Public Law 93-288 as amended by the Stafford Act, 42 USC
> 5121 et seq.; 44 CFR 206.203(b)). In general, the minimum Federal
> share is 75 percent of eligible costs. The matching split between the
> State and the subgrantee will vary. The accountability for meeting the
> matching requirement is determined at the time of project accounting
> as part of project closeout, (e.g., the State match does not have to
> be provided until the end of the project).

**2. Level of Effort** - Not Applicable

**3. Earmarking** - Not Applicable

**L. Reporting**

**1. Financial Reporting**

> a\. SF-269, *Financial Status Report* - Applicable
>
> b\. SF-270, *Request for Advance or Reimbursement* - Not Applicable
>
> c\. SF-271, *Outlay Report and Request for Reimbursement for
> Construction Programs* - Applicable
>
> d\. SF-272, *Federal Cash Transactions Report* - Applicable
>
> e\. *Public Assistance Program (OMB No. 3067-0151)* - The State is
> required to submit quarterly financial and progress reports to the RD.
> The reports should describe the status of those projects on which a
> final payment of the Federal share has not been made to the State and
> outline any problems or circumstances expected to result in
> non-compliance with the approved grant conditions (44 CFR section
> 206.204(f)). Subgrantee reporting is as required by the State. The
> auditor is only required to test the financial amounts on these
> reports.

**2. Performance Reporting** - Not Applicable

**3. Special Reporting** - Not Applicable

**N. Special Tests and Provisions**

**1. Project accounting**

> **Compliance Requirement** - For large projects, the State is required
> to make an accounting to FEMA of eligible costs. Similarly, the
> subgrantee must make an accounting to the State. In submitting the
> accounting, the entity is required to certify that reported costs were
> incurred in performance of eligible work, that the approved work was
> completed, that the project is in compliance with the provisions of
> the FEMA-State Agreement, and that payments for that project were made
> in accordance with the A-102 Common Rule=s payment provisions. For
> improved and alternate projects, if the total cost of the projects
> does not equal or exceed the approved eligible costs, then the auditor
> should expect to see an adjustment to reduce eligible costs (44 CFR
> section 206.205).
>
> **Audit Objective** - Determine whether ongoing and completed projects
> were accounted for in accordance with the required certification.

**Suggested Audit Procedures**

*Projects not completed*

> a\. Select a sample of ongoing large projects and ascertain if costs
> submitted for reimbursement were in compliance with the requirements
> for eligible work under the applicable DSR. Testing should consider
> the differences in the requirements and approvals required of improved
> and alternate projects.

*Completed projects*

> b\. Select a sample of large projects completed during the audit
> period and ascertain if the entity=s files document the total costs as
> allowable costs and if the costs are for allowable activities under
> the applicable DSR. This testing should consider the differences in
> the requirements and approvals required of improved and alternate
> projects.