EP 37-1-6 

31 Aug 07 

 

DEPARTMENT OF THE ARMY 

U.S. Army Corps of Engineers 

CERM-BA Washington, D.C. 20314-1000 EP 37-1-6

Pamphlet 

No. 37-1-6 31 August 2007 

Financial Administration 

RESOURCE MANAGEMENT FUNCTIONAL GUIDE 

FOR CIVIL EMERGENCY MANAGEMENT PROGRAMS 

TABLE OF CONTENTS 

 PARAGRAPH PAGE 

 

CHAPTER 1 INTRODUCTION 

 Purpose ............................................................................. 1-1....................1-1 

 Applicability ..................................................................... 1-2....................1-1 

 Distribution....................................................... 1-3....................1-1 

 References........................................................1-4 ...................1-1 

 Mission ............................................................................. 1-5....................1-1 

 Discussion......................................................................... 1-6....................1-1 

CHAPTER 2 CONCEPT OF OPERATIONS 

 

 Purpose ............................................................................. 2-1....................2-1 

 Responsibilities................................................................. 2-2....................2-1 

 Deployment Procedures.................................................... 2-3....................2-3 

 

CHAPTER 3 PHASES OF A DISASTER 

 Purpose ............................................................................. 3-1....................3-1 

 Phases ............................................................................... 3-2....................3-1 

 

CHAPTER 4 DISASTER ASSISTANCE UNDER FLOOD CONTROL AND COASTAL 

EMERGENCIES (FCCE) (PUBLIC LAW 84-99) 

 

 Purpose ............................................................................. 4-1....................4-1 

 Direct Funding .................................................................. 4-2....................4-1 

Issuance/Acceptance of Government Orders.................... 4-3....................4-2 

i 
 PARAGRAPH PAGE 

 

CHAPTER 5 DISASTER ASSISTANCE UNDER THE 

 ROBERT T. STAFFORD DISASTER RELIEF 

AND EMERGENCY ASSISTANCE ACT, 

42 U.S.C. 5121, ET SEQ 

 

 Purpose........................................................... 5-1............... 5-1 

 Program Description........................................... 5-2............... 5-1 

Funding - Supported MSC/District........................... 5-3............... 5-1 

Funding – Supported MSC/District Verbal............... 5-4...............5-7 

Memorandum for Record for Supporting MSC/District 

Funding - Supporting MSC/District.......................... 5-5...............5-7 

Funding – Verbal MFR for Supporting MSC/District 5-6...............5-8 

 Eligible/Ineligible Costs....................................... 5-7............... 5-9 

 Billing Procedures.............................................. 5-8............... 5-9 

 Financial Closeout.............................................. 5-9..............5-11 

CHAPTER 6 TRAVEL 

 Travel..............................................................6-1...............6-1 

Travel Confirmatory Orders Verbal Memo MFR............6-2...............6-3 

CHAPTER 7 TIME AND ATTENDANCE 

 Entitlements......................................................7-1............... 7-1 

Reporting and Labor Costs.................................... 7-2............... 7-5 

Instructions for Filling Out Timesheets......................7-3............... 7-7 

 

CHAPTER 8 PREPAREDNESS, EXECUTION AND CLOSEOUT 

USACE/FEMA FINANCIAL PROCESS 

 (Cradle to Grave) 

 Purpose...........................................................8-1...............8-1 

Preparation and Execution (Supported MSC/District).....8-2...............8-1 

Physical Closeout of MA (Supported MSC/District).......8-3...............8-2 

Financial Closeout of MA (Supporting MSC/District)....8-4...............8-4 

Final Billings and Closeout Checklist/Forms................8-5...............8-5 

 (Supported MSC/District) 

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Appendix A Basic Package 

 

References.......................................................................... A-1 

Acronyms........................................................................... A-2 

Emergency Response Material................................................... A-4 

Appendix B Chapter 4 (PL 84-99) 

 

Format for Requesting Funds (96X3125) Class 200, Emergency 

 Operations........................................................................... B-1 

Format for Requesting Funds (96X3125) Class 310/320/330, 

 Rehabilitation Projects............................................................. B-2 

Format for Requesting Funds (96X3125) Class 350/360, 

Initial/Continuing Eligibility Inspections ........................................ B-3 

Format for Requesting Funds (96X3125) Class 430, Emergency 

Water Supplies and Drought Assistance Field Investigations or 

Class 520, Advance Measures Field Investigation and 

Report Preparation Costs........................................................... B-4 

 Format for Requesting Funds (96X3125) Class 610, Interagency 

Hazard Mitigation Team Activities.............................................. B-5 

Resource Codes, Work Category Codes and Work Category Elements.... B-6 

Sample Government Order for Emergency Management Activities 

(P.L. 84-99).......................................................................... B-11 

Appendix C Chapter 5 (Stafford Act) 

 

Format for Requesting Funds (96X3125) Class 310/320/330, 

 Rehabilitation Projects............................................................ C-1 

Mission Assignment (MA) Form ................................................ C-2 

Sample Memorandum for Record for FEMA Verbal Funding Authority...C-6 

Sample Government Order for Emergency Management Activities 

 (Stafford Act)....................................................................... C-7 

Direct Charge Matrix.............................................................. C-8 

Mission Assignment Reimbursement Transmittal Form..................... C-15 

ESF Mission Assignment Subtasking Request................................. C-17 

FEMA Billing Checklist............................................................C-18 

Sample Government Order Closeout Memorandum between USACE 

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PAGE 

 Activities.............................................................................C-19 

Sample Financial Closeout Memorandum...................................... C-20 

Financial Closeout Checklist..................................................... C-21 

SOP Processing Customer Order Refunds...................................... C-22 

Sample Letter for Return of Remaining Funds to FEMA.....................C-26 

 Eligible/Ineligible Reimbursement...............................................C-27 

USACE Memo Authorizing Verbal MFR for Early Responders............C-28 

Sample MFR from Supported to Supporting Activity.........................C-29 

Sample Letter for Partial Return of Funds to FEMA...........................C-30 

Safety Shoe Reimbursement Policy..............................................C-31 

Appendix D Chapter 6 

Sample of Actual Expense Allowance Authorization......................... D-1 

Sample Letter for Approval of Actual Lodging Expense.....................D-2 

Sample of Actual Expense Allowance for Increasing Authorizations.........D-3 

Sample of Actual Expense Allowance Multiple Authorizations.............D-4 

Categories of Lodging Expense...................................................D-5 

Sample Processing of Multiple Mission Vouchers............................ D-6 

Memo – Confirmatory Travel for First Responders during a Disaster.......D-7 

USACE Memos - Government Travel Card Airline Ticket Purchase.......D-9 

Appendix E Chapter 7 

FLSA Letter, CECW-OE, Overtime Rate for Employees Performing 

Work for the Federal Emergency Management Agency, 22 Feb 1999...... E-1 

Policy and Procedures for Determining Non-Exempt Status under the 

Emergency Provisions of the Fair Labor Standards Act (5 CFR 551.208). E-2 

Reimbursements to Federal Departments and Agencies for Mission 

Assignment Labor Costs ......................................................... E-3 

FLSA Letter, CECW-OE/CEHR-E, Overtime Rate for Employees 

Performing Work in Response to Emergencies, 5 Apr 1999..................E-4 

Travel as Hours of Work............................................................ E-7 

Waiver of the Bi-Weekly Limitation on Premium Pay.........................E-12 

Template for Letter to Waive Bi-Weekly Limitation on Premium Pay......E-13 

Sample Letters for Tour of Duty..................................................E-14 

Travel Day Letter...................................................................E-18 

Time and Attendance Sheet.......................................................E-19 

 Timesheet Codes....................................................................E-20 

iv 
CHAPTER 1 

INTRODUCTION 

1-1. Purpose. This pamphlet prescribes financial management procedures for all United States 

Army Corps of Engineers (USACE) emergency management programs. Additionally, this 

pamphlet provides guidance and deployment instructions for the Resource Management 

Planning and Response Team (RMPRT). All information contained in this pamphlet is detailed 

on the RMPRT website located at http://www.hq.usace.army.mil/cesi/RMPRT/prtmain.htm . 

1-2. Applicability. This pamphlet applies to all USACE Commands. 

1-3. Distribution. Approved for public release, distribution is unlimited. 

1-4. References. See Appendix A-1. 

1-5. Mission. 

 a. The Resource Manager is responsible for providing emergency support, which may 

 include but is not limited to establishing work items (except in the P2 environment where work 

items may already be established) and funding accounts; receiving and revoking allotted funds; 

entering commitments, obligations, and expenditure transactions; processing customer orders; 

and billing and collection. Additionally, the Resource Manager provides trained resource 

management (RM) personnel to USACE supported Major Subordinate Command (MSC)/District 

Emergency Operations Center (EOC), Recovery Field Office (RFO), Federal Emergency 

Management Agency (FEMA) Regional Response Coordination Center (RRCC), as well as the 

Joint Field Office (JFO) as needed. 

 b. The Resource Manager is responsible for ensuring changes/updates to the RM portion of 

the MSC/District Disaster Response Plan as needed. 

1-6. Discussion. 

 a. Financial administration is critical for the execution of the USACE emergency 

management program. This pamphlet is the source for funding guidance pertaining to USACE 

civil works emergency operations procedures. It must be used in conjunction with Engineer 

Regulation (ER) 11-1-320, which provides policies pertaining to civil works emergency 

management programs. 

 b. A glossary of acronyms is provided at Appendix A-2. 

1-1

CHAPTER 2 

CONCEPT OF OPERATIONS 

2-1. Purpose. This chapter prescribes the basic concept of operations for emergency RM 

support during all phases and in all appropriate locations of a disaster response mission. 

Additionally, guidance is provided for managing a roster of RMPRT members to include 

deployment in support of MSC/District Commanders. The RMPRT is comprised of qualified 

volunteers who have the permission of their supervisor/commander. Supervisors/commanders 

retain the option to withdraw members from the RMPRT. Team members will deploy 

immediately after notification by their EOC. Deployment normally should not exceed 30 days. 

2-2. Responsibilities. 

 

 a. The RMPRT consists of individuals with skills and knowledge in budgeting or 

accounting with a strong background in the Corps of Engineers Financial Management System 

(CEFMS), and a basic understanding of ENGlink and emergency management funding 

procedures, particularly those outlined in Chapters 6 and 7 of this pamphlet. The responsibility 

of the RMPRT members is to assist the supported MSC/District Commander, through the 

Resource Manager, during an emergency operation. Team members should assist with timely 

execution of mission assignments (MA) by providing budget and accounting support until the 

emergency is physically and financially complete. 

 

 b. The RMPRT Leader/Coordinator from the Office of the Director for Resource 

 Management (CERM) functions as the proponent for this document and manages the RMPRT 

as follows: 

 (1) Coordinates funding requirements for the planning and preparedness of the RMPRT 

 with Headquarters Office of Homeland Security, Directorate of Civil Works (CECW-HS). 

(2) Identifies, selects, and notifies members of selection/non-selection. 

 (3) Coordinates training. 

 (4) Coordinates with Headquarters U. S. Army Corps of Engineers Operations Center 

(UOC) regarding team alert and activation. 

 (5) Maintains coordination with HQ Office of Homeland Security with regard to relevant 

policy changes. 

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 c. MSC/District Resource Manager responsibilities are as follows: 

 

 (1) Based on each individual activity’s historical and projected requirements (not limited 

to RMPRT members): 

(a) Ensures a sufficient number of persons complete the RMPRT course. 

(b) Ensures a sufficient number of persons are trained to use ENGlink. 

 (2) Ensures highly qualified personnel are nominated for the RMPRT membership. 

d. The supported MSC/District RM Office responsibilities are as follows: 

 (1) Provides budget formulation and execution support dealing with disasters. 

 (2) Determines need and requests deployment of the RMPRT. 

 (3) Provides oversight and assistance to RMPRT members. 

 (4) Ensures CEFMS access permissions are in place for RMPRT members. 

 (5) Provides necessary equipment and supplies as needed for the RMPRT members. See 

 Appendix A- 4/5, paragraphs 1-5. 

e. RMPRT member responsibilities are as follows: 

 (1) Maintains competency through experience, on-the-job training and formal training (i.e., 

 RMPRT course and applicable ENGlink training). 

 (2) Notifies CERM of non-availability (i.e., retirement, resignation, illness or voluntary 

 withdrawal from team). 

 (3) Updates Personal Data Sheet (PDS) including medical screening, in ENGlink. 

 (4) Receives inoculations as appropriate. 

 (5) Deploys within six (6) hours of notification. 

 (6) Assures items in checklist in Appendix A-5, paragraph 6, are in their possession before 

deployment. 

2-2 
 (7) Participates in after-action critiques at the request of the MSC/District Commander. 

 (8) Participates in the review and update of this document as requested by CERM. 

 

2-3. Deployment Procedures. 

 a. When the UOC is aware of an impending event, CERM should maintain close contact 

with the supported MSC/District RM office to determine the type of skills and number of team 

members needed. 

 b. After the requisite skills and number of team members have been determined, the 

supported MSC Commander must formally request assistance through their EOC to the UOC.

 c. When practical, the UOC should issue an alert notice through the EOC to supporting 

MSC Commanders identifying required number of RMPRT members and requisite skills. 

 d. When a decision has been made that a specific RMPRT member will be deployed, 

CERM will communicate the impending deployment to the RMPRT member and the member’s 

supervisor. Once notified of impending deployment, the RMPRT membership cannot be 

withdrawn except for extreme emergency or disqualification (medical or other reasons). 

 e. The UOC should issue activation notice through the EOC to supporting MSC 

Commanders identifying required RMPRT members and authorize direct coordination between 

supporting and supported offices. 

 f. The supported MSC/District should issue a government order to appropriate supporting 

MSC/District. RMPRT members deploying to the RRCC or JFO should report directly to the 

RRCC or JFO. RMPRT members deploying to the RFO or supported MSC/District should 

report to the RFO EOC or supported MSC/District EOC as appropriate. 

 g. Team members may be obligated to deploy for up to 30 days; however, this time may be 

extended with the agreement of the team member, their supervisor, and CERM. 

 h. Rotation of team members and replacements should be staggered up to three days to 

allow for a smooth transition. The requirement for replacement team members should be 

facilitated through the UOC to supporting MSC/District Commanders. 

 i. The supported MSC/District Commander should request redeployment of the RMPRT 

member through the EOC to the UOC. CERM should notify team members of authorized 

redeployment. 

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CHAPTER 3 

PHASES OF A DISASTER 

3-1. Purpose. This chapter prescribes procedures and recommended actions pertaining to the 

disaster phases as they relate to RM support and specifically to the RMPRT. To ensure financial 

integrity, RM presence is essential to all phases and locations of a disaster mission. 

3-2. Phases. 

a. Disaster Preparedness. This phase is during peacetime. 

 (1) Participate in training courses and workshops as identified by CERM. 

 (2) Maintain current fly-away notebook containing at a minimum this pamphlet, ER 11- 

 1-320, Financial Management (FM) Annex to the National Response Plan (NRP), The 

 Federal Emergency Management Agency’s Pre-scripted Mission Assignments for the U.S. 

 Army Corps of Engineers, RMPRT team roster, MSC/District RM/EM point of contact 

 directory, HQUSACE & MSC telephone directory for RM, and a calendar. These 

 documents are accessible on RMPRT web site -

http://www.hq.usace.army.mil/cesi/RMPRT/prtmain.htm . 

 

 (3) Maintain personal fly-away-kit, which should include personal supplies, medications 

(minimum 30-day supply), comfortable clothes, and five white emergency operations shirts 

 (obtained from your home organization Emergency Manager). Additionally, be prepared to 

bring cash (ATMs may not be initially available at the disaster site), government travel credit 

card, CEFMS signature card and government identification card on a chain. See Appendix A-5. 

 b. Pre-Event Planning/Action. This phase is after the onset of the event or prior to a 

Presidential Disaster Declaration. 

(1) Be aware through news outlets of impending events. 

(2) Ensure PDS and medical screening information is current in ENGLINK. 

(3) Be prepared for notification of alert and/or activation. 

 (4) Upon notification from your EOC of your nomination and selection (should have 

ENGLink tasker), deploy to designated supported MSC/District or other 

assigned location. There is a possibility of deploying during a pre-disaster. 

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(5) To obtain access to the supported MSC/District database, notify home station IM 

database/UPASS administrator of requirement prior to deployment. This access is required prior 

to obtaining Access Request Management System (ARMS) permissions. The remote access to 

the supported MSC/District database you are deploying to must be requested through your home 

MSC/District CEFMS database and approved by your supervisor. 

 c. Report to supported MSC/District EOC to provide RM assistance in support of the 

disaster. Unless otherwise identified, your TDY supervisor should be the RM. In specific 

instances, i.e., deployment to the RFO, the Division Forward Commander or his designee may be 

designated as the supervisor/reporting official. 

 d. Post-Event Planning/Action. This phase is after an event occurrence or after the 

Presidential Disaster Declaration. 

(1) Continue to provide RM assistance in support of the disaster. 

 (2) Prepare to transition to new TDY site or home duty station as directed by Supported 

MSC/District or CERM. This may include briefing to the incoming RMPRT member or the 

MSC/District at the emergency office overseeing the event, i.e., JFO, RFO or MSC/District 

EOC. Provide input to the after-action report. Upon return home, notify supported district EOC 

of safe arrival. 

 e. Lessons Learned/Remedial Action. 

 

 (1) Team members who deployed during the preceding disaster season should meet to 

 develop RM specific after-action items as requested by CERM. 

 (2) Selected team members may participate in joint FEMA/USACE and/or 

 HQUSACE/MSC remedial action workshops as requested by CERM. 

 

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CHAPTER 4 

DISASTER ASSISTANCE UNDER FLOOD CONTROL AND COASTAL 

EMERGENCIES (FCCE) (Public Law 84-99)

4-1. Purpose. This chapter prescribes the FM procedures for operations under Public Law (PL) 

84-99 and is to be used in conjunction with Chapter 3 of ER 11-1-320. Appropriated FCCE 

funds will not be used for Stafford Act funded work (see Chapter 5) to include deployment of the 

RMPRT member to the RRCC, JFO, or RFO. FCCE, Class 200 funds should be used for 

activation and operation of MSC/District EOCs for all hazards. 

4-2. Direct Funding. 

 a. Funding for these projects/events should be requested in advance indicating the purpose 

District Office’s requests for funds must be sent through the MSC with endorsement to CECWHS. Direct work allowances should be issued via e-mail/fax to the MSC with copy furnished via 

e-mail/fax to the requesting office. The Funding Authorization Document (FAD) should be 

issued directly to the requesting office. Sample request for funds memorandum are located in 

Appendix B-1 through B-5.

 

 b. The suddenness of an event may require immediate actions by an MSC/District 

Commander. The following procedures are provided to ensure a site is able to begin its 

emergency response mission when a disaster strikes with little or no warning, i.e., an earthquake. 

These procedures are applicable only to emergency work funded by Category Class Subclass 

(CCS) 210. 

 

 (1) For Mississippi Valley Division only, flooding on the Mississippi River should result in 

utilization of appropriation 96X3112 funds for the Mississippi River and Tributaries (MR&T). 

 (2) When time or circumstance do not permit advance request of funds, while the request 

is being expedited, a District Commander may reprogram any category of FCCE funds up to the 

balance available to the District, subject to the monetary limitations in ER 11-1-320, Appendix 

B-1. http://www.usace.army.mil/inet/usace-docs/eng-regs/er11-1-320/toc.htm . 

 (3) Verbal authorization from CECW-HS for disaster funding may be issued and 

accepted during non-duty hours or in extenuating circumstances. The responsible MSC 

representative should prepare a written memorandum of the conversation when they receive an 

authorized verbal. A Work Allowance Document (WAD) may be used in lieu of a FAD during 

non-duty hours or in extenuating circumstances. If the action is to be forwarded to a District, the 

MSC representative must provide a copy of the memorandum to the EOC and the appropriate 

RM. The memorandum must include the amount of category 210 funds received, Civil Works 

 

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Information System (CWIS) number 005480, request number, event and/or location, the name of 

the person providing the approval and date/time received. CECW-HS should immediately issue a 

written work allowance and ensure the FAD is issued via the Programs Budget and Accounting 

System (PBAS). 

 (4) As a last resort, after the sources in subparagraphs 4-2.B(1) and B(2) above are 

exhausted, a District Commander may, as a temporary measure, charge the site’s category 210 

costs to available allotment of another flood control appropriation account, i.e., 96X3121 

General Investigations; 96X3122 Construction, General; and 96X3123 Operation and 

Maintenance, General, subject to the monetary limitations in ER 11-1-320, Appendix B-1. 

http://www.usace.army.mil/inet/usace-docs/eng-regs/er11-1-320/toc.htm .

 c. To avoid delays during a disaster, it is important that funding and authorities are 

established in CEFMS as soon as possible. The Purchase Request and Commitment (PR&C) 

approvers should ensure the proper work item, work category code/elements and resource code 

are utilized. Utilize the basic category code in accordance with ER 37-2-10, Chapter 8 

http://www.usace.army.mil/inet/usace-docs/eng-regs/er37-2-10/ .(See Appendix B-6 through B10 for commonly used resource codes, work category codes, and work category elements 

breakdown.) 

4-3. Issuance/Acceptance of Government Orders. 

 a. Support by other USACE offices must be funded by government order. The supported 

MSC/District may issue no more than one government order per mission assignment to the

supporting MSC/District under source appropriation 96X3125, CCS. Issue an amendment to the 

original government order when additional funding is required. The supported MSC/District 

should ensure that the government order funding is prepared with a sufficient dollar amount to 

include travel, per diem, rental car (if approved), labor, overtime, effective rate, general and 

administrative (G&A), and departmental overhead (DOH), as applicable. At a minimum, 

government orders issued by the supported MSC/District should contain such information shown 

in Appendix B-11. Transmit government orders electronically via CEFMS. 

 b. The government order is a customer order to the supporting MSC/District. Changes to 

personnel within and among assignments are permissible, provided that the total value of each 

customer order is not exceeded. Acceptance of the customer order must be electronically 

transmitted to the supported MSC/District. 

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CHAPTER 5 

DISASTER ASSISTANCE UNDER THE ROBERT T. STAFFORD DISASTER RELIEF 

AND EMERGENCY ASSISTANCE ACT, 42 U.S.C. 5121, ET SEQ 

5-1. Purpose. This chapter prescribes the FM procedures for operations under the Stafford Act 

and supplements guidance in the FM Annex to the NRP. These documents prescribe policies 

and procedures pertaining to the funding and financial accounting for disaster assistance under 

the Stafford Act. Additional information regarding disaster assistance is contained in the 

Emergency Support Function (ESF) #3 Field Guide and ER 11-1-320. See Appendix C1 and C2 

for the commonly used funding documents used in this process. 

5-2. Program Description. The Stafford Act authorizes FEMA to provide disaster response and 

recovery assistance to affected state(s) and local jurisdictions. It also authorizes FEMA to 

engage the resources of other federal departments and agencies to provide disaster assistance 

with or without reimbursement during a major disaster. The NRP is the planning document, 

which provides policy and guidance to federal agencies for implementing the Stafford Act. 

5-3. Funding – Supported MSC/District. 

 a. A request from an authorized FEMA official to the appropriate MSC representative for 

USACE disaster assistance, which includes the funding authorization, is considered to be valid 

for reimbursable work. A district must not receive a mission assignment directly from FEMA, 

instead all mission assignments FEMA (Form 90-129) should be received at the MSC level and 

then forwarded via e-mail/fax to the supported district (See Appendix C-2 through C-5.) If the 

initial request is made verbally, use Memorandum for Record (MFR) format in Appendix C-6. 

FEMA is the only agency from which the Corps accepts verbal authorizations. FEMA 

verbal authorizations will be followed up with a correct mission assignment number. It is a 

preferred business practice to obtain a signature from a FEMA official, however, at the 

discretion of the supported district commander, the verbal mission assignment can be processed 

with only the USACE signature if a FEMA official is not readily available and waiting to obtain 

the FEMA signature would impact the execution of the mission. If action is to be executed by 

the MSC, ensure a copy of all MFRs or MAs are provided to the RM Office. RM must have a 

MFR (e-mail is acceptable) as a financial source document prior to establishing funding in 

CEFMS. Ensure the official copy of the MA is received within two or three days after verbal 

authorization (If not received by the Districts, districts should be contacting the Division. If not 

received by the Division, they will contact FEMA). Mission assignments may be tasked from 

supported MSC Commanders to supported District Commanders. Copies must be provided to 

the EOC and RM of the supported district. The MSC EOC is also responsible for providing a 

copy of all MAs and MFRs to the UOC. 

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 b. Supported MSC/District personnel entering funding in CEFMS should have a working 

knowledge of the various types of disaster relief funds. This knowledge is pertinent in 

determining the structure of the customer order number(s) and the limitation of its usage. Each 

time a new program code/event number is established, FEMA will not deobligate any funds until 

notification of Financial Close Out is received from COE. Funds remain obligated in FEMA’s 

Financial System and are available until final reimbursement is received. Similarly, each time a 

new program code/event number is established, charges for all mission assignment activities on 

the prior program code/event number should cease. Upon the issuance of a new mission 

assignment under the new program code/event number, charges will resume under the new 

mission assignment. Additionally, the supported MSC/District must provide appropriate funds 

whenever a deployed team member is reassigned to a different mission. 

 (1) Pre-Declaration funds are identified by program code/event number 7220-SU which 

may be used for up to a maximum of seven to ten days, unless otherwise authorized in writing by

FEMA to use beyond the ten days. These funds are normally used to activate ESF #3 and may 

include mission specific personnel (i.e., ice, water, contracting) and the 249th Engineer Battalion 

(Prime Power). 

 (2) Emergency Declaration funds are identified by program code/event number 3XXX 

EM and may be expended until exhausted, directed by FEMA to terminate usage, or until a 

“Disaster Declaration” is declared by the President. (Note, the President also makes Emergency 

Declarations.) These funds are normally used by USACE to execute missions in support of the 

emergency response. 

 (3) Major Disaster Declaration funds are identified by program code/event number 1XXXDR and will be used until completely expended or otherwise directed by FEMA. These funds 

are normally used by USACE to execute missions in support of major disaster response. 

 c. Receipt of Mission Assignments. 

 (1) Upon receipt of mission assignments (verbal or written), obtain P2/CEFMS work 

item. MSCs/Districts operating in P2 environment will establish the work item(s) in P2 and OP 

will transfer work items to CEFMS. Work item(s) should be given to the CEFMS fund creator. 

If operating outside the P2 environment, EM/RM (in accordance with business processes in 

effect at the site) must establish work item(s), resource plan(s), and customer order(s). All work 

items established in support of a FEMA mission must include the Command Indicator Code 

(CIC) “99FEM”. Supported as well as Supporting MSC/Districts are required to use CIC code 

“99FEM” on all work items where the initial source appropriation is 70X0702. The CIC 

“99FEM” does not change from one fiscal year to another. This code identifies all FEMA 

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customer order bills as “special handling” and is important to the USACE Finance Center (UFC) 

in determining which bills are FEMA (disaster) related. CIC is also utilized by the UFC to 

gather 

the required documentation (Customer Order Detailed Costs reports) to forward to the Supported 

MSC/Districts. 

 (2) FEMA funds are ‘NO YEAR’, therefore put an estimated date on the customer order 

and amend the date in CEFMS if it is not financially complete by the approximate date. An 

amendment to that MA is not required. The date on FEMA Form 90-129 refers to the project 

(task) being operationally complete. If the work will not be operationally (physically) complete 

by the date on FEMA Form 90-129, the Mission Manager should ask for an amendment prior to 

the end date. If the work is physically complete, an amendment to FEMA Form 90-129 is not 

required. 

 (3) The source appropriation for FEMA mission assignments is 70X0702, Disaster Relief. 

The mission assignment must be financed as a “FUNDED REIMBURSEMENT” under the civil 

works appropriation 96X3125. The USACE Civil Works Revolving Fund, 96X4902, will 

NOT be used to fund FEMA missions. Exception would be Japan and Korea Districts use 

96X4902 as a carrier account for their FEMA related funding because they are Military 

Funded only and do not receive civil funds.

 (4) Pre-declaration mission. Upon receipt of FEMA Form 90-129, the standard format for 

assignment of customer order numbers should be established as follows: 

SAD - 02 - FL - JEANNE 

DIVISION MISSION # DISASTER STATE EVENT NAME 

 

SAD-02-FL-JEANNE, (definition: South Atlantic Division, mission #2, Florida, Hurricane 

JEANNE). 

 (5) Verbal missions. Verbal missions are authorizations granted by FEMA on a 

“Memorandum for Record” (MFR). See Appendix C-6. Because mission assignment numbers 

cannot be provided by FEMA on a verbal mission the following procedures are established to 

facilitate the process of inputting verbals in a timely manner. Upon receipt of a verbal MFR, the 

standard format for verbal pre declaration to accommodate the time lag between a verbal and an 

actual FEMA mission assignment Form 90-129 will be established as follows: 

 (a) When entering verbal MAs received from FEMA: 

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 (1) Insert the alpha character “V” In the Customer Order Number field in CEFMS, after the 

Verbal Mission Assignment Number. For example: 

 Customer Order Number

 Pre-Declarations : SAD60FL-JEANNE-V 

 Emergency Declarations : SAD01PR-3222EM-V 

 Disaster Declarations : SAD02FL-1561DR-V 

 SAD - 60 - FL - JEANNE - V 

 Division Mission# Disaster State Event Nam e Verbal 

SAD60FL-JEANNE-V, (definition: South Atlantic Division, mission # (this is a COE generated 

number of choice issued by the TL/ATL representative), Florida, Event Name (limited to the 

first six characters, Verbal.) Note: the “COE” is dropped when establishing the customer order 

number. 

 (2) On CEFMS screen 2.13, leave the “Customer Ref No” field blank until the official MA 

(FEMA Form 90-129) is received. Under CEFMS field “OTH CUSTOMER REF NO,” enter the 

CEFMS work item, name of the mission (i.e., Regional Activation) and event name such a 

“Hurricane Jeanne.” Information in the CUSTOMER REF NO and OTH CUSTOMER REF NO 

fields will then appear on all customer order billings associated with the mission. 

 (3) All verbals must cite a COE generated number issued by TL/ATL. Verbal missions. 

Verbal missions are authorizations granted by FEMA on a “Memorandum for Record” (MFR). 

See Appendix C-6. Because mission assignment numbers cannot be provided by FEMA on a 

verbal mission the following procedures are established to facilitate the process of inputting 

verbals in a timely manner. Upon receipt of a verbal MFR, the standard format for verbal pre 

declaration to accommodate the time lag between a verbal and an actual FEMA mission 

assignment Form 90-129 will be established as follows:

 (b) After the FEMA Form 90-129 (Mission Assignment) is received. 

 (1) Enter the FEMA mission assignment number on the existing customer order in the ”Rev. 

MAN” field CEFMS Screen 2.13. See Table 5-1 

 (2) In addition, check to ensure the amount received on verbal is equal to the amount on the 

FEMA Form 90-129. If amount shown on MFR does not agree with amount shown on FEMA 

Form 90-129, simply make an increase or decrease to adjust the funding in CEFMS to match 

amount shown on the official MA. (Verbals are preliminary estimates only) This verbal mission 

assignment will be followed up by a Mission Assignment (MA) within 2-3 days. The MA 

Number is subject to change and if different, will be entered in the revised MA field on the 

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customer order.screen in CEFMS. Also, in the remarks section of the CEFMS customer order 

screen, the MSC/District will be required to explain any differences in dollar amounts, MA 

numbers and date changes. This will track verbal MAs with the actual MAs received from 

FEMA. Monthly progress and reconciliation reports to FEMA will be done through FEMA’s 

website located at: www.fema.gov. 

 

Table 5-1 CUSTOMER ORDER – ORDER INFORMATION Screen 2.13

CEFMS FIELD TITLE INFORMATION TITLE SAMPLE ENTRY

CUSTOMER ORDER NO STANDARD MISSION ASSIGNMENT NO. SAD60FL-JEANNE-V

Revised Mission Assignment # Actual Mission Number 7220SU-FL-COE-SAD-60

CUSTOMER REF NO ACTUAL MISSION ASSIGNMENT NO. 

FEMA’S FUND CITATION 

7220SU-FL-COE-SAD-02

2004-06-7220SU-9044-2508-D 

OTH CUSTOMER REF NO

MISSION NAME 

EVENT NAME 

REGIONAL ACTIVATION 

HURRICANE JEANNE 

 (5) Emergency Declaration (post declaration). Upon receipt of FEMA Form 90-129, the 

standard format for mission assignment customer order numbers should be established as 

follows: 

 SAD - 01 - PR - 3222EM 

 DIVISION MISSION # DISASTER STATE EMERGENCY PROGRAM CODE 

SAD-01-PR-3222EM, (South Atlantic Division, mission #1, Puerto Rico, Emergency Program 

Code.) 

 (6) Major Disaster Declaration (post declaration). Upon receipt of FEMA Form 90-129, 

the standard format for mission assignment customer order numbers should be established as 

follows: 

 SAD - 02 - FL - 1561DR 

 DIVISION MISSION # DISASTER STATE DISASTER PROGRAM CODE 

SAD-02-FL-1561DR, (definition: South Atlantic Division, mission #2, Florida, Disaster 

Program Code.) 

 a. After the customer order number has been properly structured, include additional 

information on CEFMS Screen 2.13, Customer Order - Order Information Screen (see Table 5-

2). Under "CUSTOMER REF NO" field, enter the actual mission assignment number, and 

FEMA’s fund citation as shown on FEMA Form 90-129. Under CEFMS field "OTH 

CUSTOMER REF NO," enter the name of the mission first (i.e., Regional Activation) and event 

name such as “Hurricane Jeanne.” This information will then appear on all customer order 

billings associated with the mission. 

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Table 5-2 CUSTOMER ORDER – ORDER INFORMATION Screen 2.13

CEFMS FIELD TITLE INFORMATION TITLE SAMPLE ENTRY

CUSTOMER ORDER NO STANDARD MISSION ASSIGNMENT NO. SAD-02-FL-1561DR

CUSTOMER REF NO ACTUAL MISSION ASSIGNMENT NO. 

FEMA’S FUNDS CITATION 

1561DR-FL-COE-SAD-02

2004-06-1561DR-9044-2508-D 

OTH CUSTOMER REF NO

MISSION NAME 

EVENT NAME 

REGIONAL ACTIVATION 

HURRICANE JEANNE 

 b. Each MA is issued for a specific mission and may be amended by FEMA to increase or 

decrease funding or change the project completion date. The MA funding is subject to 

provisions of the Anti-Deficiency Act and will only be used for the specified mission. 

 c. Requests for additional funding must be timely to preclude work stoppage. Such 

requests to FEMA are made by the ESF#3 representative. 

 d. The supported MSC/District will issue only one government order per FEMA 

mission assignment per supporting MSC/District. At a minimum, government orders issued by 

the supported MSC/District should contain information shown at Appendix C- 7. Government 

orders should not reflect individual names on line items, Additional information (i.e. names, 

tasker #, etc.) will be entered in the remarks section of the government order. An ENGLINK 

tasker for a selected employee must exist before a government order can be issued. Changes to 

an employee's mission must be supported by an amended ENGLINK tasker and the supported 

MSC/District must issue or amend the government order as appropriate. 

 

 e. The 249th Engineer Battalion (Prime Power) is activated and funded by FEMA as part of 

a mission assignment under an ESF #3 mission. The supported MSC/District will transmit a 

government order to EROC code W3. 

 f. If a RMPRT member is redeployed from the RRCC or JFO to the RFO and works two or 

more missions simultaneously, the member should continue to charge to the activation mission; 

however, if the RMPRT member works only one mission at the RFO, the member should charge 

to that mission. When a RMPRT member is redeployed to the supported MSC/District EOC, the 

funding should change from the activation mission (FEMA funding) to 96X3125, category 210; 

however, RMPRT members at their home station should charge in accordance with the Direct 

Charge Matrix, Appendix C-8 through C-14. 

 g. Unliquidated obligation reviews should be performed as often as required but no less 

than every 90 days from receipt of initial funding. 

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5-4. Funding –USACE Supported MSC/District Verbal Memorandum for Record for 

Supporting 

MSC/District

 a. In the event the Department of Homeland Security Federal Emergency Management 

Agency (FEMA) requests disaster assistance support requiring USACE personnel to travel with 

notice of 24 hours or less, the following process is available to the supported district only 

after receipt of a Verbal/Mission Assignment from FEMA. This process only applies to 

individuals (early responders) leaving with 24 hours or less notice, after receipt of a 

Verbal/Mission Assignment from FEMA. After 24 hours, a “Verbal MFR” from 

supported to supporting activity is no longer valid. 

 b. Once a FEMA Verbal/Mission Assignment has been received, the supported 

MSC/District may issue a verbal Memorandum For Record (MFR) to a supporting MSC/District 

for early responder(s) to depart. The supporting MSC/District must receive the Government 

Order (GO) from the supported MSC/District through CEFMS within 48 hours after issuance of 

the “Verbal MFR” from the supported MSC/District. If the GO has not been received within the 

time frame provided, the supporting MSC/District must contact the Chief, Emergency

Management and/or the Chief, Finance and Accounting Office from the supported MSC/District 

and obtain the GO. After the supported MSC/District has officially recorded the GO in 

CEFMS, they will attach the “Verbal MFR” behind the GO for supporting documentation and 

future audit purposes. The supported MSC/District must establish a log sheet to ensure funds 

control. Also, in order to establish a clear audit trail of the “Verbal MFR” from the supported 

MSC/District, the supporting MSC/District upon receipt of the GO from the supported District 

must record the customer order in CEFMS and enter the tracking number in the field “Revised 

Mission Assignment (rev. man.) located on the Customer Order screen, 2.13 directly under 

Customer Order Number) and enter “Verbal MFR” in the remarks section. Included in the 

“Verbal MFR” form is the mission assignment number, event name description, disaster state, 

time, date, and estimated completion date, amount authorized and tracking number. The USACE 

memo authorizing a “Verbal MFR” is provided at Appendix C-28 and a sample “Verbal MFR” 

requiring both the signature of the Chief, Emergency Management and the Chief, Finance and 

Accounting Office and/or his/her designee(s) is provided at Appendix C-29. 

5-5. Funding – Supporting MSC/District. 

 a. The supporting MSC/District will receive only one customer order from the 

supported MSC/District per FEMA mission assignment. The customer order should be received 

by the Supporting MSC/District for emergency assistance via CEFMS electronic transmission. 

If additional funding is required, an amendment to the original customer order will be issued. 

Supporting MSC/District(s) receiving work from a supported MSC/District must also use the 

CIC “99FEM” when establishing work items. Work items established in the P2 environment 

must also be coded “99FEM” in CEFMS. 

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 b. Labor and travel costs incurred by individuals from supporting activities will be 

charged to the appropriate FEMA mission. 

 c. The supporting MSC/District should record each customer order as intra-Corps 

“automatic” reimbursable work under financing appropriation 96X3125. The source 

appropriation for the supporting MSC/District is 96X3125 and the initial source appropriation is 

70X0702. 

 Table 5-3 CUSTOMER ORDER – ORDER INFORMATION Screen 2.13 

CEFMS FIELD TITLE INFORMATION TITLE SAMPLE ENTRY

CUSTOMER ORDER NO GOVERNMENT ORDER NO. WB0YH282807777

CUSTOMER REF NO ACTUAL MISSION ASSIGNMENT 

NO. 

FEMA’S FUNDS CITATION 

1561DR-FL-COE-SAD-02

2004-06-1561DR-9044-

2508-D

OH CUSTOMER REF NO SUPPORTING MSC/DIST’S WORK 

ITEM MISSION DESCRIPTION 

EVENT NAME 

031X46

REGIONAL 

ACTIVATION 

HURRICANE JEANNE 

 d. If there is a change of mission for an employee, the supported MSC/District should issue 

or amend the government order as appropriate prior to the end of the pay period of the mission 

change. The supporting MSC/District is issued a new work item for the new mission, if 

necessary. 

 e. Unliquidated obligation reviews should be performed as required, but no 

less than every 90 days upon receipt of initial funding. 

5-6. Funding – USACE Verbal Memorandum For Record for Supporting MSC/District. 

 a. Once the “Verbal MFR” form has been received from the supported MSC/District, the 

early responder must have written authorization from the UOC (USACE Emergency Operations 

Center) indicating he and/or she is an early responder pursuant to the Verbal/Mission 

Assignment from the Department of Homeland Security (FEMA). When the Emergency 

Management Office receives the “Verbal MFR”, they must immediately provide a copy to the 

Resource Management Office for supporting documentation. The early responder must obtain 

confirmatory travel authorization as provided in the memorandum dated 03 April 2006; subject: 

Confirmatory Travel for First Responders During a Disaster. See Appendix D-7/8. When 

recording the customer order in CEFMS the tracking number must be entered in the field 

Revised Mission Assignment (rev. man. located on the Customer Order screen, 2.13 directly 

under Customer Order Number) and “Verbal MFR” must be entered in the remarks section. 

Once completed, a copy of the 

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customer order and the “Verbal MFR” must be retained for supporting documentation and audit 

purposes. Once the supporting MSC/District has recorded the (CO) in CEFMS the Resource 

Management office must set up work item(s) entering “Verbal MFR” in the description. Once 

funding has been established, the individual and/or designated person in the Emergency 

Management Office must create Labor Purchase Request & Commitments (PR&C’s), and input 

the early responder(s) confirmatory travel orders in CEFMS. Note: It is imperative that 

Emergency Management and Resource Management coordinate with each other for this 

process to succeed. A “Verbal MFR” will not be accepted by the supporting activity after 

24 hours. 

5-7. Eligible/Ineligible Costs. 

 a. Consideration for purchases of non-expendable items should be based upon immediate 

validated need taking into consideration that this is a temporary situation and that other agencies 

may have supplies available. FEMA approval is required prior to taking any action. 

 b. Acquisition of expendable equipment/supplies must be supported with written 

justification and coordinated with the ESF #3 Team Leader and FEMA and processed through

the deployed logistics office. When preparing PR&Cs for government card purchases, 

Supported and Supporting MSC/Districts must be specific in itemizing the specific purchases 

being made. It is critical that the line item description(s) list the detail items/services being 

requested. For example, a line item description such as “Hurricane Ivan Voyager/Visa 

Expenses” is insufficient in describing the government card purchases. 

A proper description would be to identify the items such as portable light towers, generators, 

windshield wipers for RRVs, ECCVs, preventive and scheduled maintenance costs (oil, filters, 

belts), etc., on the line item description of the government credit card PR&C. The proper 

identification of PR&C line item descriptions becomes a critical issue when requesting 

reimbursement from FEMA. 

 c. Awaiting Decision on payment of interest penalties.

 d. See reference ER-11-1-320, Appendix E, for additional information. See Appendix C27 for eligible/ineligible reimbursement for specific items. Safety Shoes will normally be 

reimbursed up to $120 and are not required to be turned in. For specifics regarding Safety Shoe 

reimbursement see Appendix C31-C35. 

5-8. Billing Procedures. 

 a. Supported MSC/District receiving missions from FEMA are required to bill FEMA 

directly. All bills should be mailed to FEMA’s Disaster Finance Center (DFC). See page 5-10 

for the mailing address. 

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 (1) Ensure the required supporting documentation along with the Mission Assignment

Reimbursement Transmittal Form are submitted to FEMA by the tenth workday. Supporting 

documentation includes: 

 (a) Supported MSC/District’s documentation: DA Form 4445-R and 

Customer Order Detailed Costs report (CUORDERD) for work performed by the Supported 

Activity. (These documents are to be printed on the third workday of each month.) 

 (b) Supporting (performing) MSC/District’s documentation: DA Form 

4445-R and Customer Order Detailed Costs report (CUORDERD) for work performed by other 

Corps activities. (Note: Whenever work is done by other Corps Activities, FEMA requires the 

same documentation required of Supported Activities (except for the Reimbursement transmittal 

form and signature) such as the detailed breakdown of costs i.e. travel, labor, contractual 

services, etc. USACE Finance Center is responsible for providing this documentation to the 

Supported MSC/District on a monthly basis (by the 5th workday). 

 (c) Other Federal Agency (OFA) Documentation: If work was assigned to another 

Federal agency such as the Department of Interior, Defense Contracting Audit Agency (DCAA), 

Defense Civilian Pay System (DCPS), Office of Personnel Management (OPM), Forestry, etc., 

their bill and detailed cost ledger are also required prior to submitting reimbursement requests to 

FEMA. In addition, OFAs are required to complete Appendix C-17 

http://www.fema.gov/pdf/ofm/transmittal.pdf and submit to the Supported MSC/District for 

approval. This form is not to be sent directly to FEMA by another OFA, but will be provided to 

the supported MSC/District office. OFAs may not always provide the documentation in a timely 

manner; therefore, supported MSC/Districts must contact the OFAs to obtain the required 

documentation prior to submitting bills to DFC. 

 (2) Mission Assignment Reimbursement Transmittal Form (see appendix C-15 

through C-16): This form must be completed only by the Supported MSC/District upon 

requesting reimbursement from FEMA. This form must be signed by an individual who is 

authorized to certify that the charges being billed against the FEMA mission(s) are valid and are 

in accordance with governing regulations. (Note: Supporting “performing” MSC/Districts must

not complete this form.) For more details on FEMA billing: 

www.fema.gov/ofm/ofed_agencies.shtm. 

 (3) Submit bills (with supporting documentation and Mission Assignment 

Reimbursement Transmittal Form) to FEMA by the 10th workday of each month. Enclose one 

bill per envelope and forward to: 

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 ROUTINE MAIL EXPRESS MAIL 

FEMA, Disaster Finance Center, Bldg 708 FEMA, Disaster Finance Center, Bldg 708 

 OFA Payments Section or OFA Payments Section

 P. O. Box 800 19844 Blueridge Mountain Rd. 

Mt. Weather, VA 22611-0800 Mt. Weather, VA 22611-0800 

 

 (4) Resolve any disputes regarding the preparation or submission of bills through the 

RM. Resolve any disputes regarding technical issues concerning the emergency support mission 

through the EM. 

 (5) Submit the final bill using the checklist at Appendix C-18 no later than 90 days after 

completion of the mission assignment or upon written notification from FEMA that the mission 

assignment is terminated. Bill of Lading and transfer of property must be attached to each 

invoice containing accountable property as FEMA policy requires proof of disposition prior to 

reimbursement. In addition to submitting invoices to FEMA, a file copy should be retained as 

well as supporting documents and a copy provided to RM. 

5-9. Financial Closeout. 

 a. EM is responsible for notifying FEMA and RM when the work is completed. RM will 

maintain a copy of the physical close out memorandum on file. In order to initiate financial 

close –out, obtain a signed physical close out memorandum from the Division EM Office. All 

physical closeouts will be done by an ESF #3 Team Leader/Alternate Team Leader and sent to 

the Division once it is signed by FEMA. 

 b. EM/RM should de-commit and de-obligate all remaining funds pertaining to the mission 

assignment after receipt of a deobligation amendment from FEMA. 

 c. RM should issue a government order close-out memorandum to supporting MSC/District 

related to the mission assignment. See sample format at Appendix C-19. 

 

 d. The responsible employee should remove PR&C authorizations from the funded work 

items. 

 e. The supported MSC/District must issue a financial close out memorandum via RM to 

FEMA. See sample financial close out memorandum and checklist at Appendix C-20/21. 

f. Ensure credit balances are resolved and refunded to FEMA. The Finance Center is 

responsible for sending refund checks to FEMA. 

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 (1) Although credit bills in CEFMS may be created due to over billing over 

payments, cost transfers, and other in-house adjustments, etc., These bills are not typically 

generated prior to submitting a final bill to FEMA. 

 (2) The same documentation required for debit bills is also required for credit bills. 

See Appendix C-18. 

 (3) See SOP number UFC-16, dated 26 April 2004 for further guidance. See Appendix 

C-22 through C-25.

 g. . Once physically complete, a review will be performed by Emergency Management, 

Resource Management, Contracting, Construction, and the Mission Manager to determine if 

funds can be partially returned to FEMA. Continue to do monthly progress reports to FEMA

until mission is closed at the website locates at: www.fema.gov . A letter for Partial Return of 

Funds to FEMA will be completed; Sample Memo, Appendix C-30. Mail original to FEMA, email copy to Division EOC, and keep a copy in the MA notebook. (The partial return of funds 

to FEMA should go directly to the specific FEMA Region responsible for the Supported MSC/ 

District’s missions. This request should not go to the FEMA Finance Center in Berryville, VA.) 

Do not remove funds out of CEFMS until receipt of the FEMA Form 90-129 reducing the funds. 

 h. Financial closeout should be accomplished as soon as possible, but NLT 90 days after 

mission completion. See Appendix C-26 for sample letter for return of excess funds to FEMA. 

 i. In the case of litigation costs, close coordination between RM, EM and Office of Counsel 

is required. When FEMA’s Office of General Counsel (OGC) has determined that litigation 

costs will be reimbursed, an Interagency Agreement will be issued by FEMA to cover litigation 

costs. (FEMA tracks litigation expenses by way of the IA (FEMA Form 40-3) 

instrument). FEMA will close a disaster mission even though litigation is pending. All requests 

for litigation claims reimbursement must be directed to: 

DHS/FEMA OGC 

500 C. Street S.W. 

Washington, DC 20472 

(202) 646-4163 

 

 j. RM and EM must continue to monitor the status until the bills are paid. 

 

 k. All financial records, supporting documents, statistical records, and other records 

pertinent to the provision of services must be retained. These records should be accessible for 

the purpose of audits, excerpts, and transcripts for 6 years and 3 months from the submission of 

the final billing. 

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CHAPTER 6

TRAVEL 

6-1. Travel. 

 a. Travel arrangements should not be made by the supported MSC/District without either 

the verbal MFR or the Mission Assignment from FEMA. 

Travel arrangements should be made by the supporting MSC/District when: 

- a tasker is received from the EOC, 

- authorization from your supervisor 

- funding is received from the supported MSC/District or the UOC. See sample 

government orders at Appendix B-11 (Public Law 84-99 funded) and Appendix C-7 

(FEMA funded). 

 b. All deploying personnel should have a government travel credit card. If you do not 

have 

a government travel card, contact your Agency Program Coordinator (APC) to request a card. 

The deploying personnel have the option of requesting a credit card with or without a credit 

check. A restricted travel card is the only individual card that is issued to individuals who refuse 

credit checks. Restricted travel cards are the same in appearance as standard cards; however, 

they are inactive at issuance. In addition, restricted cards have a lesser credit limit than do 

standard cards. See local APC for most current credit limitations. At the request of the 

cardholder, the APC may activate the restricted card for a specific travel event. Bank of 

America will expedite the card to the designated area of your choice at a charge of $20. The $20 

charge is reimbursable to the traveler. In the event ATM machines are not available or operable 

at the disaster site, support personnel should obtain sufficient cash prior to deployment. To have 

the ATM withdrawal limit raised, the team member must coordinate with their APC at his/her 

home duty station. 

 c. All travel orders should have the Variation Authorized block marked as well as having 

travel remarks authorizing the use of military aircraft and that government quarters and/or meals 

should be provided, if applicable. Dual lodging should be authorized only in very limited 

situations for the good of the mission based on “Emergency” conditions (i.e., Hotel room must 

be retained at the site while the traveler returns to Permanent Duty Station (PDS) due to nonavailability on return). Coordination and written authorization should be done through the 

Emergency Manager, ESF #3, and FEMA FCO or his/her designee. 

 d. All entitlements (i.e., rental car, dual lodging, etc) must be authorized on government 

orders from the UOC or the supported MSC/District, in order to be reflected in the travel order. 

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 e. Travelers are not entitled to reimbursement for lodging and/or meals (including 

meals-ready-to-eat) when furnished by the government or private entity. 

 f. Reimbursement should be limited to lodging plus unless prior authorization for actual 

lodging expense has been authorized by the UOC or the supported MSC/District. See 

Appendix D-1 through D-5 for sample formats of actual expense allowance authorization and 

lodging categories. 

 g. Travel vouchers should be submitted to the permanent duty station (PDS) EOC at the 

end of the TDY or every 30 days if on extended TDY (more than 30 days). Employees on 

extended TDY may be authorized a return trip to their PDS. TDY personnel should understand 

that the trip is to return to their permanent duty station. Neither overtime nor Compensatory 

Time for Travel is authorized during this process, as this travel is voluntary, not required. Airline 

tickets for travel authorized as part of a temporary return to PDS during extended TDY will be 

paid for by the mission. If authorized, the trip from the disaster site may only be to the PDS, and 

not an alternate destination. 

 h. CEFMS inaccessibility is not a valid justification for non-submittal of travel vouchers. 

The signed travel voucher information with travel orders may be faxed for CEFMS entry by the 

office designee. The traveler must forward a signed voucher with supporting documentation to 

the approving official as soon as possible. 

 i. A Direct Charge Matrix has been established to provide guidance for travel charges in 

support of an emergency effort under the Stafford Act. To ensure travel is properly charged, 

please refer to the matrix at Appendix C-8 through C-14. 

 j. When traveling on pre-declaration funding and an emergency and/or major Disaster 

Declaration is issued; a new travel order should be created to reflect the new work item. 

When processing travel vouchers for multiple missions, each voucher should be a “Partial” to 

be reimbursed correctly. See matrix in Appendix D-6.

 k. If arduous travel occurs, lodging can be authorized up to 300% of the applicable lodging 

rate. Authorization can only be provided by a GS-15 or higher level. See HR Annex F to 

OPORD 2006-25 USACE Support to NRP for guidance on “arduous travel.” 

 

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6-2. Travel Confirmatory Orders Memorandum For Record (Verbal MFR).

 Early Responders must obtain confirmatory travel authorization as provided in the 

memorandum dated 03 April 2006; subject: Confirmatory Travel for First Responders During a 

Disaster see Appendix D-7/D-8). The individual traveler must have the following information 

listed below for the confirmatory travel authorization: 

 

a. Date requested. 

b. Date to proceed. 

c. Approximate number of days of TDY. 

d. Mode of transportation. 

e. Itinerary (To and From). 

f. Estimated costs (per Diem, Travel, Misc., Total). 

g. TDY Purpose (e.g., in response to hurricane). 

h. Verbal or Mission Assignment Number (Pre-Declaration/Emergency 

Declaration/Post Declaration). 

Note: This information is required for legal authorization and must be provided to enter travel 

orders in CEFMS at a later date. For Confirmatory Order(s) there are no travel orders processed 

through CEFMS at the time of departure. Early Responder(s) are authorized to charge Airline 

Ticket(s) on their Government Credit Card. See subject memo: Use of Individually Billed 

Account (IBA) Government Travel Card to Purchase Airline Tickets for Emergency Operations 

Funded by FEMA see Appendix D-9/D-10 and D-11. .

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CHAPTER 7 

TIME AND ATTENDANCE 

7-1. Entitlements.

 a. In accordance with ER 690-1-321 and DOD Manual 7000.14-R Vol. 8, Human Resource 

Office (HRO) personnel at the supported MSC/District should make basic determinations as to 

pay entitlements of employees performing emergency assistance work, including Sunday pay, 

hazardous duty pay, tour of duty changes, night differential, etc. 

 b. The classification of the duties of a position determines the overtime pay entitlement for 

the employee assigned to the position. Positions are classified as exempt or non-exempt from 

the Fair Labor Standards Act (FLSA). Therefore, employees in their positions are either 

EXEMPT or NON-EXEMPT from the FLSA. In most cases, non-exempt positions are those 

that are technical, specialized, clerical and/or non-supervisory. 

 c. Non-exempt employees are covered by the provisions of the FLSA and Title V of the 

United States Code. Exempt employees are covered only by Title V (they are exempt from 

FLSA coverage). Specific USACE and FEMA guidance related to pay of exempt and nonexempt employees in support of an emergency are provided at Appendix E-1 through E-6. 

 d. The rules for payment of overtime and travel as hours of work differ according to an 

employee’s FLSA status. Overtime pay for exempt employees is the higher of the overtime rate 

of pay of a GS-10/1, or the employee’s hourly rate of pay. The overtime rate for a non-exempt 

employee is 11⁄2 times the employee’s hourly rate of pay. More specific guidance pertaining to 

travel as hours of work is provided at Appendix E-7 through E-11. 

 e. FLSA status is determined by the nature of duties performed by the employee, and FLSA 

status impacts pay. Therefore, it is imperative that deployed employees perform temporary work 

consistent with their official FLSA status. There are times when this is not possible. As such, 

employees and supervisors must be aware of the impact of exempt employees temporarily 

performing non-exempt work, and the less frequent occurrence of non-exempt employees 

performing exempt work. 

 f. All USACE employees have an FLSA status tied to their official position of record. 

When deployed on an emergency response, each employee has a position description tied to an 

Englink tasker. Although the Englink position descriptions have an FLSA status, employees 

continue to retain the FLSA status of their officially classified position of record. 

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 g. During a deployment which is not an emergency situation (an emergency situation is 

defined as an existing situation that directly threatens human life and safety; this does not apply 

to most USACE emergency response deployments), temporary work and the effect on FLSA 

status are governed by 5CFR 551.208(b) and (c). Note there is no time limit for deployed 

employees performing work consistent with their FLSA status (exempt performing exempt work; 

non-exempt performing non-exempt work). 

 (1) Effect on non-exempt employees (551.208(b))-when a non-exempt employee performs 

exempt work for more than 30 calendar days, the employee must be considered exempt for the 

entire period of temporary work. When this happens, the employee is not entitled to FLSA 

overtime pay, but rather Title V overtime pay, and pay may have to be recalculated retroactive to 

the beginning of the period of temporary work. 

 (2) Effect on exempt employees (551.208(c))-when an exempt employee performs nonexempt work for more than 30 calendar days, the employee must be considered non-exempt for 

the entire period of temporary work. When this happens, the employee is entitled to FLSA 

overtime pay instead of Title V overtime pay, and pay may have to be recalculated retroactive to 

the beginning of the period of temporary work. 

 h. The “29-day Rule” - The “29-day rule” is a USACE coined name for the Corps 

guidance on the time limit exempt employees can perform non-exempt duties. Exempt 

employees assigned non-exempt duties cannot perform these duties for more than 30 days 

without being compensated at the rate of 11⁄2 times their hourly rate of basic pay (i.e. FLSA 

overtime pay). The FEMA policy is to reimburse in accordance with employees’ position of 

record. Thus, the Corps would not receive full reimbursement for exempt employees who are 

entitled to non-exempt pay after 30 days of performing non-exempt duties. Therefore, the “29-

day rule” was established for emergency deployments. This rule serves to provide guidance on 

rotating exempt employees performing non-exempt work before they exceed the 30-day 

threshold. Because of FLSA issues, the FEMA reimbursement policy, and the importance of 

appropriately assigning work, most exempt employees are initially assigned to a 29-day or less 

temporary assignment.

 i. In keeping with the FEMA reimbursement policy, it is USACE policy to make every 

effort to match an employee’s official FLSA status with the FLSA status of the Englink position 

description. When this is not possible, the length of position assignment should be limited to 30 

days or less. An extension beyond 30 days for an employee in a deployed position with an 

FLSA status not consistent with the employee’s position of record must be approved by the 

Commander or Deputy Commander with fiscal responsibility. 

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 (1) In the case of exempt employees performing non-exempt work, the period of temporary 

work is the time during which work is actually performed. Travel time is not considered 

performing non-exempt duties. The 30-day period does not begin until an employee actually 

begins performing non-exempt work. Therefore, the 30-day period may not begin on the 

effective day of the assignment if the employee does not perform non-exempt work that day. 

 (2) The 30 days of performing non-exempt duties must be consecutive for an exempt 

employee to retroactively receive non-exempt pay. If an employee goes to the same event 

multiple times, but performs exempt duties in between deployment, the 30 days stars over. 

However, sending someone home to avoid the cost of paying FLSA overtime is not acceptable, 

as it may be considered a manipulation of work to avoid the employee protection purposes of the 

FLSA. Additionally, a new funding stream or new tasker does not constitute a new 30-day 

period. There must be an interruption of non-exempt work by exempt work. 

 (3) In cases where an emergency situation exists, the FLSA determination of the temporary 

work is made on a weekly basis, rather than a 30-day period (551.208(d)). An emergency

situation is narrowly defined as a temporary condition that poses a direct threat to human life or 

safety, serious damage to property, or serious disruption to the operations of an activity, as 

determined by the employing agency (551.104). This condition of determining FLSA status is 

rarely used within USACE because most of our assets are deployed when a direct threat to life or 

human safety no longer exists. USACE policy states that the emergency situation FLSA 

determination criteria specified in 551.208(d) will only be used when specifically stated through 

USACE Headquarters. 

 (4) When using the emergency situation condition (551.208(d)) to determine FLSA status, 

non-exempt employees are paid under FLSA regardless of the type of duties they perform. 

Exempt employees are paid under FLSA if they perform non-exempt duties for more than 20% 

of their work hours in a given workweek. 

 (5) When a deployed employee performs duties inconsistent with his official FLSA status, 

it is the responsibility of the deployed supervisor to certify the performance of these duties and to 

notify the home station EOC. In order for the employee to be properly paid, the EOC MUST 

notify the Human Resources office. The Human Resources office and employee’s home station 

supervisor must work together to submit two personnel actions: the first will retroactively 

change the employee’s exemption status, and the second will return it to the correct FLSA status. 

The HR office is responsible for ensuring the CPOC has the documentation necessary to 

correctly pay the employee should the employee exceed the 30-day period. DFAS will not 

accept a memo from the employee’s CSR to manually change the FLSA code. The change to 

FLSA code must be initiated with a personnel action (unless otherwise agreed upon procedures 

between CPOC/CPAC prevail). 

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 j. “Waiver of the Biweekly Limitation on Premium Pay.” At the discretion of the lead 

(supporting) Division Commander, District level commanders have the authority to temporarily 

waive the Biweekly Limitation on Premium Pay for specific individuals where the commander 

can exercise personnel appointing authority (normally the head of an installation or activity). 

The Lead (Supported) District Commander for an event can be authorized to approve bi-weekly 

waivers USACE-wide for the specific event assigned to that lead district. Approval of the 

biweekly waivers must be in accordance with the attached Office of the Under Secretary of 

Defense memorandum (See Appendix E-12) and the DoD Policy found at 

http://www.cpms.osd.mil/cpm/docs/M1400550.pdf. 

 (1) When the biweekly limitation is waived by the lead district commander, a letter from 

the lead district commander is required by the Defense Finance and Accounting Service (DFAS). 

The letter should include the specific mission (i.e., Enduring Freedom or other appropriate 

mission) and effective date (letterhead - template is attached at Appendix E-13, using first 

example of paragraph 2 in template). This letter will be provided to the UOC, all USACE EOCs 

and the USACE Payroll Program Manager at Commercial (402) 221-4043 and Fax (402) 221-

4766. 

 (2) Once the biweekly limitation waiver has been issued to DFAS, individual letters can be

sent from individual Emergency Managers to DFAS identifying the specific employee’s name, 

SSN, specific mission (as identified in the original waiver letter), effective date and end date, if 

temporary (letterhead - template is attached at Appendix E-13, using second example of 

paragraph 2 in template). If the entitlement is temporary and a termination date is provided, 

DFAS will automatically terminate the entitlement on the end date. No other action would be 

necessary by the submitting command. If no end date is given at the time of submission the 

template letter can be used to provide an end date once the mission is completed. If more than 

one employee is entitled, one letter may be submitted to cover all of the employees. 

 

 (3) Both the biweekly limitation waiver letter and the letter should be faxed to DFAS 

imaging at DSN 699-9795/96/97/98, toll free at 866-401-5849, Commercial at 317-510-

9795/96/97/98. Procedures for processing Biweekly and Annual Limitation on Premium Pay are 

at: http://cpol.army.mil/library/permiss/2415a.html. 

. 

 k. Supervisors’ Responsibilities and Information 

 (1) Know the FLSA status of the temporary duties and FLSA status of TDY personnel

assigned to you. 

 (2) Coordinate with the EOC and HR to ensure employees deploy to positions with an 

FLSA status consistent with the employee’s official position of record FLSA status. 

 (3) Only non-exempt employees should perform non-exempt duties.

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 (4) Only when other avenues for filling a position have been exhausted should exempt 

employees be permitted to perform non-exempt duties. 

 (5) Ensure Commander or Deputy Commander level approval for extensions of exempt 

employees performing non-exempt duties.

 (6) Assess mission needs. If you need TDY assistance beyond 29 days and you do not 

have sufficient non-exempt employees to complete the non-exempt duties of the mission, initiate

taskers for additional personnel at least 15 days prior to the rotation date of exempt personnel. 

Work with your deployed HR representative, EOC, and UOC to identify personnel staffing 

options such as reemployed annuitants or volunteers from other federal agencies, or local 

emergency hires.

7-2. Reporting and Labor Costs.

 a. A Direct Charge Matrix has been established to provide guidance for labor charges in 

support of an emergency effort under the Stafford Act. To ensure labor is properly charged, 

please refer to the matrix at Appendix C-8 to C-14.

 b. Individuals that will deploy are required to provide their regular source of pay, 

designated as project (i.e., OLMSTEAD lock and dam), overhead (i.e., G&A, RM, Logistics), or 

appropriated (GE/OMA – ED&M) to the supported EOC. 

 c. The supported MSC/District EOC should provide time sheets to employees on TDY in 

support of a disaster. The time sheet should reflect the event name, emergency assignment site, 

and the mission name, i.e., ice, debris, etc. A memorandum clearly stating their tour of duty 

should also be issued. This should include a breakout of regular hours, scheduled overtime 

hours and differential hours. For sample memorandums for GS and Wage employees see 

Appendix E-14 through E-17. Travel as hours of work entitlements will be determined 

according to the employees’s deployment tour of duty. The deployment tour of duty applies 

when the employee commences travel to the deployment site and ends upon the employee’s 

completion of return to home station. A Travel Day Form should be filled out. For a sample 

form see Appendix E-18. If travel comp-time is applicable for any additional hours, employee 

should complete the required paperwork as stipulated in the travel comp-time policy. 

 d. Employees deploying in the middle of an Alternate Work Schedule must complete their 

timesheet for that week or pay period as if they were still at their Permanent Duty Station (PDS.) 

Depending on which alternate work schedule you are on, the next week or the next pay period, 

you will be transferred to the disaster tour of duty. Failure to change your work schedule will 

result in “Monies due to the Government”. 

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 e. Employees should report labor to the supported MSC/District EOC/RFO administrative 

personnel; however, employees working at HQUSACE for a disaster mission should report labor 

to the UOC. All time must be recorded only on the Time and Attendance (T&A) sheets shown 

in Appendix E-19. (modified). An electronic fillable form is permitted in the same format.

 f. The supported MSC/District EOC is responsible for completing and approving DA Form 

5172-R., Overtime Request and Authorization prior to the employee working unscheduled 

overtime not covered in the employee’s Tour of Duty Memo. A DA Form 5172-R will also be 

required for any individual variation to the TOD starting and ending time as well as any variation 

to the total hours worked for any specific day. Any changed to the regular TOD be it start and 

end time and/or total daily hours worked will be supported by a revised TOD Memo. The 

supported MSC/District EOC is responsible for providing the approved copy of the DA Form 

5172-R to the supporting MSC/District EOC Under no circumstances will an employee be paid 

overtime that is not worked, even if included in the TOD. 

 g. The supported MSC/District EOC should designate one or more administrative 

personnel 

to coordinate T&A for employees on temporary duty. It is required that Emergency Field 

Supervisors verify and sign T&A sheets weekly. Administrative personnel of the supported 

MSC/District EOC should validate mission assignments and fax/e-mail a copy of the signed 

T&A sheet to the UOC or the EOC of the supporting MSC/District. When the supported activity 

faxes the timesheets to the UOC or the EOC of the supporting MSC/District, the fax must 

include a cover sheet with a reminder to timekeepers and supervisors it is the official report of 

the employee(s) time. Timekeepers and supervisors are NOT TO ACCEPT TIMESHEETS 

OR CHANGES THERETO sent to them by the employee and must validate that the mission 

assignment agrees with the actual mission assignment cited on the customer order. Under NO

circumstances should deployed personnel fax/e-mail T&A sheets directly to individual 

timekeepers or supervisors at HQUSACE or the supporting MSC/District, nor should employees 

be allowed to phone T&A data to their regular timekeeper or supervisor. T&A sheets for 

personnel assigned to the UOC or the supported MSC/District EOC should be faxed to the UOC 

or the supporting MSC/District EOC NLT 1800 hours (disaster site time) every Sunday for the 

preceding workweek. For early labor cutoff 8 hours regular time should be recorded and no 

estimated timesheets will be provided by the supported MSC/District EOC. 

 h. The supporting MSC/District EOC is responsible for verifying labor charge codes and 

distributing the T&A and Overtime Request Authorization sheets to the appropriate timekeepers. 

CEFMS labor entry and certification should be based on the T&A sheets signed by the 

emergency field supervisor. Final CEFMS labor certification should occur at the individual’s 

PDS by their regular supervisor. The UOC or the supporting MSC/District EOC is responsible 

for maintaining a complete set of the faxed T&A and OT Request and Authorization sheets for 

the purpose of verifying labor charges before certifying billings to the supported MSC/District. 

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 i. For Stafford Act funding, labor charge codes should be established for each customer 

order received from the supported MSC/District prior to deployment of the team member. This 

labor code should be given to the team member to use on the T&A sheet for submission back to 

the home station. Upon receipt, supporting MSC/Districts should ensure customer orders reflect 

only one mission assignment (i.e., ESF #3 activation, water, ice, debris, etc.), one event 

(Hurricane Dennis, El Nino Floods of Northern California, New Madrid Earthquake, etc.), and 

one type of declaration per State per customer order. 

 j. PDA/DSR Missions. Departmental overhead costs should not be charged on labor for 

 

employees working in direct support of Preliminary Damages Assessments (DA) and Damage 

Survey Report (DSR) missions. See Appendix E, paragraph 1.5. of ER 11-1-320 which requires 

overhead to be overridden. FEMA no longer calls it PDA or DSR mission. The correct name is 

Project Work Sheets (PWS). This is the only mission that overhead is overridden. 

7-3. Instructions for Filling out Timesheets. Employees are responsible for reporting their labor 

to their emergency field supervisor by mission and by declaration. The completed time sheet 

will be signed by the Emergency Supervisor and given to the UOC (if applicable) or the 

supported MSC/District EOC for validation of the mission, tasker, and placement of the hours in 

the proper column. The EOC will validate and fax the timesheet to the supporting MSC/District 

EOC who will validate the charge code, sign the timesheet and pass it onto the official 

timekeeper. The original timesheet should be kept at the supported MSC/District EOC for 6 

years 3 months. 

a. Filling out the Form: 

Name Block: Enter the individual’s last name, first name, and middle initial. 

Permanent Organization: Enter the home station organization and office symbol, i.e., 

Jacksonville District, CESAJ-CO-E. 

Emergency Assignment Site/Mission: Enter the emergency site assigned, i.e., Homestead 

EFO, mission name and number and declaration number. If unsure, please contact the EOC, or 

whoever handles the taskers in ENGLink to verify your mission and declaration number. 

Dates Worked: Enter the beginning and ending dates for this reporting period. Generally, 

this should be the Sunday beginning the pay period, and the Saturday ending the pay period. An 

exception to this is when an individual arrives or leaves in the middle of the week or month end. 

 Reporting is completed weekly, NOT bi-weekly, and completed EVERY Sunday. 

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Timekeeper’s Name and Fax #: Enter your assigned timekeeper’s name and fax number. 

And enter your permanent duty station. (With the new timesheets the timekeeper’s name is 

omitted, place the FAX # under the timekeeper signature line.) 

In & Out Blocks: This is to assist the supervisor in accounting for the individual and the 

type of pay they should receive. This should be the time the individual arrives for duty and the 

ending time the individual leaves at night, as well as any departures and returns during the duty 

period. Hours should be reported based upon the 24-hour clock, i.e., 0700 to 1900 hours. All 

hours worked will be posted on the day the shift begins (ie. Do not sign out at midnight and back 

in at 0001). All lunch hours will be reflected in the clock hours. 

b. Type of Pay: Enter the number of hours under the appropriate type pay block. Total each 

column. Definitions and more clarification of type of pay including what is included in 

Appendix E-20 are: 

 CB = Compensatory Time for Travel

 CD = Credit Earned (not encouraged and not paid by FEMA) 

CE = Compensatory Time (not encouraged and not paid by FEMA) 

CN = Credit Used (not encouraged and not paid by FEMA) HD = Hazardous Duty Pay 

KA = LWOP 

KC = AWOL 

LH = Holiday Leave 

LA = Annual Leave 

LS = Sick Leave 

LN = Administrative Leave (normally given by Commander) 

LV = Excused Leave 

OS = Overtime, Scheduled (approved scheduled overtime hours shown in memorandum) 

OU = Overtime, Unscheduled (5172-R is required for all overtime hours worked outside 

 scheduled tour of duty) 

General Schedule Employees: 

RG = Regular, (General Schedule and Senior Executive Service) 

SG = Sunday Work (General Schedule and Senior Executive Service) 

ND= Night Differential (scheduled regular tour of duty hrs worked between 1800-0630) 

HG = Holiday Work (General Schedule and Senior Executive Service) 

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Prevailing Employees: 

 RF = Regular, First Shift 

 SF = Sunday Work, First Shift 

 HF = Holiday Work, First Shift 

 RS = Regular, Second Shift 

 SS = Sunday Work, Second Shift 

 HS = Holiday Work, Second Shift 

 RT = Regular, Third Shift 

 ST = Sunday Work, Third Shift 

 HT = Holiday Work, Third Shift 

 c. Labor Charge Code: Labor charge codes should be established for each Customer Order 

received from a Supported MCS/District prior to deploying team members. The charge code 

should be given to the team member for inclusion on each submission of their timesheets. 

d. Certification Blocks: Each individual involved in managing the individual’s time must 

sign the appropriate block. The employee’s signature certifies the time reported is correct. The 

signature of the field supervisor certifies the employee’s time is valid and that the employee was 

at the site during those hours. The signature of the supervisor at the EOC or the supporting 

MSC/District EOC certifies that time is approved as shown. After posting time in CEFMS the 

HQUSACE or the supporting MSC/District timekeeper signs the T&A sheet and forwards a copy 

to their UOC/EOC. 

 e. Certification of CEFMS CETAL Report: Procedures need to be established locally to 

ensure that all required signatures are obtained on the CEFMS CETAL report. The local 

supervisor signs electronically. The local timekeeper and the employee are manual signatures. 

Either the employee’s signature must be obtained by fax, or similar method, or a suspense file 

must be maintained to ensure signature is obtained upon return to home station. 

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CHAPTER 8 

PREPAREDNESS, EXECUTION AND CLOSEOUT 

USACE/FEMA FINANCIAL PROCESS 

(Cradle to Grave) 

8-1. Purpose. The purpose of this chapter is to provide the consecutive financial management 

process and related tasks consolidated from earlier chapters as it related to a FEMA Mission 

Assignment (MA) from before receipt by USACE to financial closeout. 

8-2. Preparation and Execution (Supported MSC/District). 

 a. Receive Mission Assignment (MA) and/or Verbal MFR. Resource Management type 

personnel “Must be” involved in this process.

 b. Initiate ENGLINK Process For Taskers - Request, Nominate, and Select. 

 c. Start Mission Assignment Notebook – Verbals, MFRs, Signed MA’s, Summary Sheet

(include amendments) and validate information between ENGLINK and CEFMS. 

 d. Add CIC CODE “99FEM” on Work Item. 

 e. Enter Verbal MFR/MA into CEFMS – Use guidelines from Chapter 5, and Receipt of 

Mission Assignments. Set up Customer Order – Create, Technical Approve, Financial Approve 

 f. Management Controls/Internal Controls - Handling of funds – checklist (See Checklist 

in Appendix G of ER 11-1-320) . Responsible Employee assigns Approvers on Work Items. 

 

 g. Create PR&Cs AND TRAVEL ORDERS - For Resource and Work Category Code 

guidance, see Appendixes B-6 through B-10. 

 

 h. Contract/Advanced Contract Initiative (ACI). 

 

 i. Government Orders – Issue ONE government order with one line item per Mission to 

the supporting MSC/District. 

 

 j. Labor – ENGLINK Tasker provides Employee Name, Org Code, Mission, and 

Deployment dates. Do not use Cross Charge Labor (CCL) during a disaster situation. 

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 k. Credit Card – When preparing PR&Cs for card purchases, Supported and Supporting 

MSC/Districts must be specific in itemizing the specific purchases being made. For example, a 

line item description such as “Various supplies” is an insufficient description. SF1164 – 

Miscellaneous Disbursements. Some items can be reimbursed after approval from the Chief of 

Emergency Management (for example, flashlight and batteries). Appendix C-27. Use of eBay 

or other auction sites for purchases are discouraged as visibility of what is 

being purchased is lost when a third party is used for purchase. Use of third 

party payment services such as PayPal, EBay Billpoint, etc is prohibited.

 

 l. Travel – Travel orders must be completed and authenticated in CEFMS before 

departing home station. Employees will not be allowed to proceed without a copy of a fully 

executed travel order, unless specifically authorized to use confirmatory orders IAW Memo 

dated 3 April 2006, Appendix D-7/D-8. 

 

8-3. Physical Closeout of MA – SUPPORTED MSC/DISTRICT. 

 a. PERFORM AN UNLIQUIDATED OBLIGATIONS (ULO) REVIEW 

 b. Closeout Government Orders – refer to COE TO COE section. 

 c. Inactivate Labor Charge codes if complete. 

 

 d. Deobligate excess funds on travel orders. 

 

 e. Follow-up on open contract obligations. 

 f. Once Mission is Physically Complete and letter has been signed and received by the 

Supported MSC/District, no new employees should be assigned to the mission nor there do any 

new contract obligations, unless there are additional daily tasks to be performed or issues to be 

addressed and/or resolved for mission close-out. Additional billings should only have cost from 

employees’ currently assigned or existing contract obligations on the mission. All PRT members 

should be returned to home station. 

 g. Once physically complete, a review will be performed by Emergency Management, 

Resource Management, Contracting, Construction, and the Mission Manager to determine if

funds can be partially returned to FEMA. A letter for Partial Return of Funds to FEMA will be 

completed; Sample Memo, Appendix C-30. Mail original to FEMA, email copy to Division 

EOC, and keep a copy in MA notebook. (The partial return of funds to FEMA should go 

directly to the specific FEMA Region responsible for the Supported MSC/ District’s missions. 

This request should not go to the FEMA Finance Center in Berryville, VA.) Do not remove 

funds out of CEFMS until receipt of the FEMA Form 90-129 reducing the funds. 

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 h. Government Orders – COE to COE 

 (1) Request other COE activities to return excess funds via EMAIL or Validation of 

Government Order documents, see Appendix C-19. (Assure Supporting COE activity that funds 

will be made available if needed after travel audits). 

(2) If only travel cost remains on order, the Supporting MSC/District should return 

half of excess funds within 30 days of request from Supported MSC/District. A 2nd notice will 

be sent from the Supported MSC/District after the initial 30 day request with a courtesy copy 

(CC) to Commander. 

 (3) Ensure all cost transfers are processed timely by the Supporting MSC/District (within 5 

business days after error is detected). 

 i. Travel 

 (1) Ensure that travel vouchers are filed and travel audits are performed no later 

than 30 days after voucher is settled. 

 (2) Ensure that SF1164’s are processed (use SF1164’s for items not allowed on travel 

vouchers). 

 (3) Ensure local travel vouchers are filed in a timely manner (use local travel if mileage is 

involved in the impacted area). 

 (4) Ensure all cost transfers are processed timely (within 5 business days after error is 

detected). 

 j. Labor 

 (1) Ensure labor charge codes are inactivated when employee returns to home station (the 

Overall Deployed Reports in ENGLINK gives a listing of personnel currently deployed). 

 (2) Ensure all cost transfers are processed timely (within 5 business days after error is 

detected). For example: Labor Cost Transfers use prior pay period adjustments and for cost 

charged incorrectly to/from FEMA missions other than labor use the cost transfer within FOA. 

 (3) See Direct Charge Matrix for guidance on charges for Corps employees performing 

duties in support of FEMA missions. Appendices C-8 through C-14. 

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 k. Contracts - Coordinate with the assigned Contract Specialist/Mission Manager on final 

invoice and Release of Claims. The Contract Specialist is responsible for obtaining the Release 

of Claims and/or letter signed by the Contractor that all invoices have been submitted and paid 

within 30 days after receipt of final invoice. 

 l. Government Orders – COE to Other Federal Agency (OFA) 

 (1) Request other OFA to return excess funds via EMAIL or Validation of Government

Order documents, see Appendix C-19. 

 (2) For IPAC government orders, state in the REMARKS that backup documentation to 

support charges should be sent to the Supported MSC/District within 10 days. If not received 

by the 30th day, a charge back will be processed to reverse charges. 

 

8-4. Financial Closeout of MA – SUPPORTING MSC/DISTRICT. 

 a. Perform an Unliquidated Obligation (ULO) Review 

 (1) Closeout Customer Orders (Government Order received from Supported 

MSC/District). 

 (2) Inactivate Labor Charge codes if complete. 

 

 (3) Deobligate excess funds on travel orders. 

 

 (4) Follow-up on open contract obligations. 

 b. All PRT members should be returned to home station. 

 c. Travel 

 (1) Ensure that travel vouchers are filed and travel audits are performed no later than 30 

days after voucher is settled. 

 (2) Ensure that SF1164’s are processed (use SF1164’s for items not allowed on travel 

vouchers). 

 (3) Ensure local travel vouchers are filed in a timely manner (use local travel if mileage is 

involved). 

 (4) Ensure all cost transfers are processed timely at home station (within 5 business days 

after error is detected). 

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 d. Labor 

 (1) Ensure labor charge codes are inactivated (at home station) when employee returns. 

 (2) Ensure all cost transfers are processed timely (within 5 business days after error is 

detected). For example: Labor Cost Transfers use prior pay period adjustments and for cost 

charged incorrectly to/from FEMA missions other than labor use the cost transfer within FOA. 

 (3) See Direct Charge Matrix for guidance on charges for Corps employees performing 

duties in support of FEMA missions. Appendixes C-8 through C-14. 

 (4) USACE Finance Center (UFC) is responsible for providing Supporting 

MSC/District’s bills and customer order detail reports to the Supported MSC/District on a 

monthly basis (by the 5th workday). 

 

8-5. Final Billings and Closeout Checklist/Forms. SUPPORTED MSC/DISTRICT.

 a. If the unbilled cost is the final and less than $100.00, the bill will not automatically 

generate. Contact UFC so the bill can be manually generated. 

 b. If the unbilled cost is the final and a credit, contact UFC so the bill can be manually 

generated. Request via EMAIL to UFC that credit check be mailed FEMA lockbox. 

MSC/District will only mail paperwork to FEMA. 

 c. During Financial Closeout, verify the following: 

 (1) Funding Account Financial Summary, 7.14 screens in CEFMS to verify that there are 

no open commitments and/or obligations. 

 (2) Customer Order Billings/Collections, 7.6 screen in CEFMS to verify that the Total 

Billed Amount equals screen 7.14 and to verify that all bills have been paid. If these screens do 

not match, then there is Unbilled Cost. 

 (3) Cost Account View, 3.10A screen in CEFMS to identify any unbilled cost. 

 (4) If there are no open commitments and obligations, delete Permissions on the work 

item. 

 (5) Complete Financial Closeout Checklist; Appendix C-21. Keep in MA notebook. 

 (6) Complete Financial Closeout Memorandum; Appendix C-20. Keep in MA notebook. 

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APPENDIX A

REFERENCES 

Public Law 84-99, Flood Emergency Preparation: Expenditures, as amended. 

Public Law 98-662, Water Resources Development Act

Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. 5121 ET SEQ 

Executive Order 12148, Federal Emergency Management (Assigns emergency preparedness functions to 

federal departments and agencies). 

Executive Order 12656, as amended, Assignment of Emergency Preparedness Responsibilities 

33CFR, U.S. Army Corps of Engineers 

44CFR, Emergency Management and Assistance 

Office Management and Budget Circular A-11 

HSPD-5, National Response Plan 

DOD Directive 3025.1, Military Assistance to Civilian Authority 

DOD Manual 3025.1-M, Military Assistance to Civilian Authority 

AR 11-2, Management Control 

AR 500-60, Disaster Relief 

DFAS-IN 37-1, Finance and Accounting Policy Implementation 

ER 5-1-11, Program and Project Management 

ER 11-1-320, Civil Works Emergency Management 

 

ER 11-2-201, Civil Works Activities - Funding, Work Allowances and Reprogramming 

ER 37-2-10, Accounting and Reporting, Civil Works Activities 

ER 500-1-1, Natural Disaster Procedures 

ER 500-1-28, Response Planning Guide (Emergency Employment) 

ER 690-1-321, Staffing for Civilian Support to Emergency Operations 

EP 37-1-4, Cost of Doing Business 

ESF #3 Field Guide 

ESF #3 Disaster Guidebook - Mission Guides 

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ACRONYMS 

ALC Agency Location Code 

APC Agency Program Coordinator 

AR Army Regulation 

ARF Assistance Request Form 

ARMS Access Request Management System 

ATL Assistant Team Leader 

ATM Automatic Teller Machine 

CCS Category Class Subclass 

CEFMS Corps of Engineers Financial Management System 

CFR Code of Federal Regulations 

CIC Command Indicator Code 

COE Corps of Engineers 

CWIS Civil Works Information System 

DA Department of the Army 

DCPS Defense Civilian Pay System 

DFD Disaster Finance Division for FEMA in Berryville, VA 

DFO Disaster Field Office (Replaced by JFO) 

DO Departmental Overhead 

DOD Department of Defense 

DOT Department of Transportation 

DSR Damage Survey Report 

E&D Engineering & Design 

EFO Emergency Field Office 

EM Emergency Manager 

EOC Emergency Operations Center 

EP Engineer Pamphlet 

ER Engineer Regulation 

ERRO Emergency Response Recovery Office (Replaced by RFO) 

ESF Emergency Support Function 

F&A Finance and Accounting Office 

FAD Funding Authorization Document 

FCCE Flood Control and Coastal Emergencies 

FEMA Federal Emergency Management Agency 

FLSA Fair Labor Standards Act 

FM Financial Management 

G&A General and Administrative Overhead 

GE General Expense 

HRO Human Resources Office 

IFMIS Intergrated Financial Management Information System 

IM Information Management 

A-2 
 EP 37-1-6 

 31 Aug 07 

ACRONYMS 

(Continued) 

IPAC Inter-Governmental Payment and Collection 

JFO Joint Field Office (Replaced DFO) 

LM Logistics Management 

M&IE Miscellaneous and Incidental Expenses 

MA Mission Assignment 

MFR Memorandum for Record 

MIPR Military Interdepartmental Purchase Request (Government/Customer Order) 

MR&T Mississippi River and Tributaries 

MRE Meals-Ready-to-Eat 

MSC Major Subordinate Command 

NIMS National Integration Management System 

NRCC National Response Coordination Center 

NRP National Response Plan 

OGC Office of General Counsel 

OPCON Operational Control 

OT Overtime 

P2 Project Management Business Process 

PBAS Programs Budget & Accounting System 

PDA Preliminary Damage Assessment 

PDS Permanent Duty Station 

PIF Personal Information Form 

PL Public Law 

POC Point of Contact 

PR&C Purchase Request and Commitment 

PRT Planning & Response Team 

RFO Response Field Office 

RM Resource Management 

RMPRT Resource Management Planning and Response Team 

ROC Regional Operations Center (Replaced with RRCC) 

RO Response Organization 

RRCC Regional Response Coordination Center (Replaced ROC) 

RSC Readiness Support Center 

SOP Standard Operating Procedures 

T&A Time and Attendance 

TDY Temporary Duty 

TO Travel Order 

UFC U.S. Army Corps of Engineers Finance Center 

UOC Headquarters, U.S. Army Corps of Engineers Operations Center 

USACE U.S. Army Corps of Engineers 

WAD Work Allowance Document 

 A-3
EP 37-1-6 

31 Aug 07 

EMERGENCY RESPONSE MATERIAL 

1. References: 

DOD Manual 7000.14R, Vol. 8 - Civilian Pay Policy and Procedures 

ER 11-1-320, Civil Works Emergency Management Activities 

ER 37-2-10, Accounting and Reporting-Civil Works Activities 

ESF #3 Field Guide 

CECW-OE Memorandum, 18 April 1996, Subject: USACE Reimbursement of Military 

Pay and Allowances for TTAD Tours 

Joint Travel Regulation, Volumes I and II 

Supported MSC/District SOPs for financial management 

Timekeeper Manual 

National Response Plan, Financial Management Annex 

2. Forms, form software, or automated CEFMS forms: 

DD Form 250, Receiving Report 

DD Form 448, Military Interdepartmental Purchase Request (MIPR) 

DD Form 448-2, MIPR Acceptance 

DD Form 1351-2, Travel Voucher 

DD Form 1610, Travel Order 

DA Form 200, Transmittal Record 

DA Form 3953, Purchase Request & Commitment 

DA Form 5172-R, Request, Authorization, and Report of Overtime 

ENG Form 3013, Work Order/Completion Report 

SF 1034, Public Voucher for Purchases and Services Other than Personal 

SF 1199A, Direct Deposit sign-up Form 

 Time & Attendance Sheets 

3. Equipment: 

Laptops/Computers, with related systems software for CEFMS (TCP/IP), MS Office 

Suite, forms software (if not provided at home station) 

Printer (if not provided at home station) 

Electronic signature card readers for PC’s 

A-4 
 EP 37-1-6 

 31 Aug 07 

 4. Miscellaneous: 

 Supported MSC/District office phone directory 

HQUSACE and MSCs telephone directory (RM) 

 5. Office Supplies for Initial Set-Up: 

Stapler/staples 

Ruler 

Pens 

Pencils 

Erasers 

High-lighters 

Note paper 

Ruled paper 

Post-it notes 

Accounting pads 

Computer disks/CD’s 

 Paper clips 

Tape 

Log book for transmittal control 

Page dividers 

 6. Checklist for Deployment: 

Personal supplies 

Medications (minimum 30-day supply) 

Comfortable clothes 

UPASS/CEFMS Access, Request through Access Request Management System (ARMS) 

RM/EM Point of Contact directory 

Five White Emergency Response Shirts (obtained from your emergency manager) 

CEFMS Signature Card 

Government Identification Card on a chain/lanyard 

Make sure your government travel card is activated and the credit limit is sufficient 

Cash 

Laptop (depending on available resources) with appropriate software 

A-5

 EP 37-1-6 

 31 Aug 07 

APPENDIX B

FORMAT FOR REQUESTING FUNDS 

CLASS 200 

EMERGENCY OPERATIONS 

FROM: (Division/District) DATE/TIME: 

TO: CECW-UOC 

SUBJECT: Request for Emergency Operations Class 200 Funds, CWIS #05480 

1. Request funds for the activation and operation of the Emergency Operations Center (EOC) to include 

pre-positioning of disaster response teams 

2. A breakdown of estimated cost(s) is detailed below: 

a. Event Name: 

b. Type of Request: Initial or Increase (circle one) 

c. Previous funds received $ 

d. EOC Activation (Direct Labor & Overtime) $ 

e. P. L. 84-99 Response Team (labor, TDY) $ 

f. Supplies & Equipment (itemize over $1K) $ 

g. DTOS/LERT Support $ 

h. Other (explain) $ 

Total Funds Required $ 

 

 

 Chief, Emergency Management 

*NOTE: Fill in the areas 

B-1
EP 37-1-6 

31 Aug 07 

FORMAT FOR REQUESTING FUNDS 

CLASS 310/CLASS 320/CLASS 330 

REHABILITATION PROJECTS

FROM: (DISTRICT) 

TO: CECW-HS 

SUBJECT: Request for Rehabilitation Project Funds, Class 310/320/330 

CLASS: 

CWIS # (If this cannot be located or sustained, please indicate that HQ assign a new one.) 

PROJECT COSTS ESTIMATE:* 

Engineering & Design $ 

(When requesting E&D only, provide projected date of bid opening and estimated cost of 

contract) 

Construction Contracts $ 

 Contingency (request no more than 10% without justification) $ 

 Supervision and Administration $ 

 Total Amount Required $ 

 E&D Received (-) $ 

 Other Amounts Received (-) $ 

 Total Funds Required $ 

 _____________________________ 

 Chief, Emergency Management 

*If cost shared, list only Federal share. 

 

B-2
EP 37-1-6 

 31 Aug 07 

FORMAT FOR REQUESTING FUNDS CLASS 350/CLASS 360 

INITIAL/CONTINUING ELIGIBILITY INSPECTIONS 

FROM:___________________________(DISTRICT) 

TO: CECW-HS 

SUBJECT: Request for Initial/Continuing Eligibility Inspections Funds, Class 350/360 

Request funds as follows: 

a. Initial Eligibility Inspections (IEI): CLASS 350 CWIS #___________

 Not Applicable 

b. Re-inspections CLASS 360 CWIS #___________ 

 (Continuing Eligibility Inspections (IEI) (If bulk funds, request new.) 

(1) Number of Non-Federal Flood Control Works (FCW) active in the 

Rehabilitation & Inspection Program (RIP). ____________ 

(2) Number of FCW CEIs to be conducted during FY_____ 

 For which funds are being requested. ____________ 

 (3) Total funds required $________________ 

 _____________________________________ 

 Chief, Emergency Management 

*To be assigned by HQ by Fiscal Year 

B-3 
EP 37-1-6 

31 Aug 07 

FORMAT FOR REQUESTING FUNDS 

 CLASS 430 - EMERGENCY WATER SUPPLIES AND DROUGHT 

ASSISTANCE FIELD INVESTIGATIONS 

OR 

CLASS 520 - ADVANCE MEASURES FIELD INVESTIGATION 

AND REPORT PREPARATION COSTS 

MEMORANDUM FOR MSC (or Regional) Commander, ______________________. 

ATTN: (Emergency Management Branch/Division) 

SUBJECT: Request Funds for Field Investigations, Emergency Water and Drought Assistance, 

Investigation and Report Preparation (or) Request Funds for Advance Measures Investigation 

and Report Preparation 

1. (Outline event resulting in request for assistance. Note whether investigation resulted in an 

approved/disapproved project. Complete Appendix G and include as an enclosure to this 

memo). If appropriate, include CWIS number with this request. 

2. Request signed by an appropriate state official is enclosed. 

3. The costs for investigation and report preparation activities are $_________. (Note: Further 

justification may be required). 

4. Request an increase in work allowance and funds in the amount of $_________ be made 

available under the appropriation 96X3125, Flood Control and Coastal Emergencies, Class 430 

or 520. 

FOR THE COMMANDER: 

Enclosure (Signature Block) 

B-4 
EP 37-1-6 

 31 Aug 07 

FORMAT FOR REQUESTING FUNDS 

CLASS 610 

INTERAGENCY HAZARD MITIGATION TEAM ACTIVITIES

FROM:_____________________________________(DISTRICT) 

TO: CECW-HS 

SUBJECT: Request for Interagency Hazard Mitigation (Class 610) Funds, CWIS #84600 

1. The Interagency Hazard Mitigation Team (IHMT) was activated in response to the 

Presidential Disaster Declaration, FEMA (provide number), resulting from ( outline event 

). (Include number) counties in the State of _________________ were declared disaster areas as 

the result of this event. 

2. All field activities related to this event are complete and final deferred costs are 

$____________. The break down is as follows: 

a. Personal Services: 

Direct Labor Cost (include number of man-hours) $____________ 

 Indirect Labor Cost $____________ 

 b. Travel and Transportation $____________ 

 c. Materials and Supplies $____________ 

 d. Overhead $____________ 

3. It is requested that an increase in work allowance be made available to provide 

reimbursement for said deferred costs. 

___________________________________ 

 Chief, Emergency Management 

B-5 
EP 37-1-6 

31 Aug 07 

RESOURCE CODES 

WORK CATEGORY CODES (WCC) & 

WORK CATEGORY ELEMENTS (WCE) BREAKDOWN 

 

RESOURCE OBJECT 

 CODE DESCRIPTION CLASS 

PERSONNEL SERVICES AND BENEFITS --

ANNLEAVE Resource code is automatically updated based on annual leave 1100 

 applied to REGLABOR. 

BENEFITS Resource code is automatically updated with cost based on 1210 

government contributions (i.e., retirement, insurance, etc.) rate 

 applied to REGLABOR. 

BORLABOR Resource code is automatically generated when REGLABOR 1110 

costs are incurred for an employee assigned to an organization 

other than the “requesting” organization reflected on the labor 

 authorization. 

BOROTLABOR Resource code is automatically generated when overtime 1110 

costs are incurred for an employee assigned to an organization 

other than the “requesting” organization reflected on the labor 

 authorization. 

OTHLEAVE Resource code is automatically updated with cost based on the 1110 

other leave (i.e., sick, administrative, compensatory, home) rate 

 applied to REGLABOR. 

OTLABOR Personnel compensation above basic pay rate. Includes Sunday, 1150 

holiday, night differential, hazard, and environmental rates that 

may be applied to REGLABOR. 

REGLABOR Regular salaries, wages, and other payments that become part of 1110 

an employee’s basic pay rate. Includes Sunday, holiday, night 

differential, hazard, and environmental rates that may be applied 

 to REGLABOR. 

B-6 
EP 37-1-6 

 31 Aug 07 

RESOURCE OBJECT 

 CODE DESCRIPTION CLASS 

TRAVEL AND TRANSPORTATION OF PERSONS AND THINGS – 

GSEDANS Charges for use of GSA leased sedan. 2100 

GSTAWAGON Charges for use of GSA leased station wagon. 2100 

GTRUCK-GPXX Charges for use of GSA leased truck. Resource code may include 2100 

group number based on size/model of truck, i.e., 4x2, 4x4, etc. 

TRANSPER Transportation cost (per diem & other expenses incidental to 2100 

 travel and temporary duty assignments) of government employees 

or others while in an authorized travel status. 

TRANTHNGS Contractual costs for transportation of things (freight and express, 2200 

trucking and other local transportation, and mail transportation). 

(Includes parcel post, UPS, and others.) 

RENT – 

RENT Costs for possession and use of space, land, and structures leased 2320 

 from a non-Federal source. 

SLUC Costs for possession and use of facility space leased from GSA 2310 

COMMUNICATIONS AND UTILITIES – 

COMM Communications costs for local telephone services (including 2330 

teletype, fax, pagers, cellular phones, etc.) 

ITEQUIPEXP Costs for purchase of hardware/computers, peripherals, office 3100 

automation equipment, and telecommunications equipment 

costing less than the approved capital threshold for the 

appropriation funding the acquisition. 

ITEQUIPMAINT Costs for operation and maintenance of information/technology 2570 

 hardware. 

OTHRENTAL Costs for rental of post office boxes, postage meter and mailing 2330 

machines, teletype and other equipment rentals. 

POSTALSVC Costs for postage (excluding parcel post and express mail service 2330 

for freight) and contractual mail (including express mail service 

for letters) or messenger service. 

B-7 
EP 37-1-6 

31 Aug 07 

RESOURCE OBJECT 

 CODE DESCRIPTION CLASS 

PRINTING Costs for printing and reproduction and the related composition 2400 

and binding operations performed by the Government Printing 

Office, other agencies or other units of the same agency, and 

 Commercial printers or photographers. 

UTILITIES Costs for heat, light, power, water, gas, electricity, and other 2330 

 utility services. 

VISUALINFO Distributive costs from visual information operations. 2530 

PRIVATE SECTOR CONTRACTUAL SERVICES – 

OTHCONSVC Private sector contract costs not otherwise classified. 2520 

(Does not include A/E service - AESVCS, construction service – 

CONSTSVCS, or advisory/assistance service – ADV&ASTSVC) 

WKBOTHCOE Funds issued to another Corps emergency management 2530 

activity to do the work. 

WKBOTHCOE Funds issued to another Corps non-emergency management 2530 

activity to do the work. 

WKBOTHFED Funds issued to another Federal, state, or local government to do 2530 

 the work. 

SUPPLIES AND MATERIAL – 

SUPMATRL Costs for purchase of commodities that are normally expended 2600 

 within one year after they are put into use, i.e., office supplies, 

 publications, fuel, building materials, parts, and cleaning supplies. 

EQUIPMENT – 

EQUIPMENT Costs for property of a durable nature, i.e., transportation 3100 

 equipment, furniture and fixtures, tools and implements, 

 instruments and apparatus, and machinery. 

B-8 
EP 37-1-6 

 31 Aug 07 

TABLE B-1 

WCC & WCE BREAKDOWN 

WCC DESCRIPTION WCE DESCRIPTION 

021000 Response Operations BBA00 EO-Response Operations 

(Response to emergency event) BBE00 EO-Support From Others 

022000 After Action Report BBB00 EO-After Action Report 

BBE00 EO-Support From Others 

023000 Post Flood Response BBC00 EO-Post Flood Response 

BBE00 EO-Support From Others 

024000 Operational Supplies and Equipment BBA00 EO-Response Operations 

BBE00 EO-Support From Others 

BBF00 EO-Operational Support 

025000 Support from Others BBA00 EO-Response Operations 

026000 Operational Support BBF00 EO- Operational Support 

 

B-9
EP 37-1-6 

31 Aug 07 

TABLE B-2 

EXAMPLES FOR WCC/WCE BREAKDOWN 

WCC/WCE DESCRIPTION 

021000/BBA00 Labor PR&Cs and travel orders for supported MSC/District employees. 

In-house and contractual PR&Cs for purchases in direct support of an event (i.e., Water, Ice, 

Power, etc.). 

021000/BBE00 Government Order from supported MSC/District to supporting MSC/District for pre-scripted 

mission, i.e., Water, Ice, Power, etc. 

Government Order from supported MSC/District to supporting MSC/District for labor and TDY 

support in response to an event. 

Labor PR&Cs and travel orders for supporting MSC/District employees providing assistance for 

an event. 

022000/BBB00 Labor PR&Cs and travel orders for supported MSC/District employees working on an After 

Action Report. 

In-house and contractual PR&Cs for purchases in direct support of an After Action Report. 

022000/BBE00 Government Order from supported MS/District to supporting MSC/District for assistance with 

an After Action Report. 

Labor PR&Cs and travel orders for supporting MSC/District employees providing assistance on 

an After Action Report. 

023000/BBC00 Labor PR&Cs and travel orders for supported MSC/District employees working a Post Flood 

Response. 

In-house and contractual PR&Cs for purchases in direct support of a Post Flood Response. 

023000/BBE00 Government Order from supported MSC/District to supporting MSC/District for assistance with 

a Post Flood Response. Labor PR&Cs and travel orders for supporting MSC/District employees 

providing assistance on a Post Flood Response. 

024000/BBA00 PR&Cs to purchase supplies and equipment for supported MSC/District EOC in support of an 

event. 

024000/BBE00 PR&Cs to purchase supplies and equipment for supporting MSC/District EOC in support of an 

event. 

024000/BBF00 PR&Cs to purchase replenishment supplies and equipment for EOC during non-event time. 

025000/BBA00 Government Order to other federal agencies in support of work under PL 84-99 only. 

026000/BBF00 Labor PR&Cs and travel orders for supporting Centers (i.e. UFC employees) providing 

assistance for EOC during non-event time. 

B-10
EP 37-1-6 

31 Aug 07

SAMPLE GOVERNMENT ORDER FOR EMERGENCY MANAGEMENT ACTIVITIES (P.L. 84-99) 

 MILITARY INTERDEPARTMENTAL PURCHASE REQUEST PAGE 001 

 FSC CONTROL SYMBOL NO. DATE PREPARED MIPR/OBLIGATION/DELIVERY ORDER NUMBER AMEND NO. 

 02-JUL-2000 W24G8701840002 0 

 TO: USAED, JACKSONVILLE FROM: USAED, GREAT LAKES & OHIO RIVER 

 ATTN: SESAJ-CO-E ATTN: CELRD-RM-B 

 P.O. BO 4970 P.O. BOX 1159 

 JACKSONVILLE, FL 32232-4970 CINCINNATI, OH 45201-1159 

ITEMS___ ARE___ ARE NOT INCLUDED IN THE INTERSERVICE SUPPLY SUPPORT PROGRAM AND REQUIRED INTERSERVICE SCREENING ___ 

HAS ___ HAS NOT BEEN ACCOMPLISHED. 

ITEM DESCRIPTION 

NO. (Federal stock number, nomenclature, specification and/or drawing No., etc) QTY UNIT UNIT TOTAL 

 PRICE 

0001 FUNDS ARE PROVIDED FOR HURRICANE DENNIS EMERGENCY 0 LS .00 $25,000.00 

 ASSISTANCE FROM 02JUL2000 THRU 01AUG2000. THIS INCLUDES 

 ADMINISTRATIVE COSTS TO INCLUDE OVERTIME AND TRAVEL EXPENSES. 

ACCOUNTING CLASSIFICATION 96 NA 3125.0000 H0 X 08 2435 099993 2530 001T3R 210 96330 

 WORK CAT CODE: 021000 WORK CAT ELEM CODE: BBE00 

RENTAL CAR IS NOT AUTHORIZED. 

Please have the accepting official sign below and electronically transmit to the FINANCIAL POC address. EXPIRATION DATE 30-SEP-2000 

 RA TECHNICAL POC: ROBERT P BURNSIDE CELRD-ET-CO 513-684-3095 

 RA FINANCIAL POC TERRIE ROSARIO CELRD-RM-B 513-684-3051 

 FINANCIAL POC ADDRESS: RESOURCE MANAGEMENT 

 550 MAIN STREET 

 P.O. BOX 1159 

 CINCINNATI, OH 45201-1159 

ACCEPTED REIMBURSABLE ORDER ________________________________DATE_________________TITLE_____________________ 

SEE ATTACHED PAGES FOR DELIVERY SCHEDULES, PRESERVATION AND PACKAGING GRAND TOTAL 

INSTRUCTIONS, SHIPPING INSTRUCTIONS AND INSTRUCTIONS FOR DISTRIBGUTION OF $25,000.00 

CONTRACTS AND RELATED DOCUMENTS. 

TRANSPORTATION ALLOTMENT (Used if FOB Contractor’s plant) MAIL INVOICES TO (Payment will be made by) 

 USAED, GREAT LAKES & OHIO RIVER 

 ATTN: CELRD-RM 

P.O. BOX 1159 

 CINCINNATI, OH 45201-1159 

FUNDS FOR PROCUREMENT ARE PROPERLY CHARGEABLE TO THE ALLOTMENTS SET FORTH ABOVE, THE /S/ TERRIE G. ROSARIO 

AVAILABLE BALANCES OF WHICH ARE SUFFICIENT TO COVER THE ESTIMATED TOTAL PRICE. BUDGET ANALYST 2-JUL-2000 

AUTHORIZING OFFICER SIGNATURE DATE 

HUGJ J EVANS /S/ HUGH J EVANS 2-JUL-2000 

BUDGET OFFICER 

DD FORM 448 

 NOTE: ADMINISTRATIVE COSTS INCLUDES LABOR, THE EFFECTIVE RATE, PLUS G&A AND DOH COSTS. 

 ENSURE THAT A STATEMENT IS INCLUDED ON GO WHEN RENTAL CAR IS AUTHORIZED. 

 B-11

EP 37-1-6 

31 Aug 07

APPENDIX C 

FORMAT FOR REQUESTING FUNDS 

CLASS 310/CLASS 320/CLASS 330 

REHABILITATION PROJECTS

FROM: (DISTRICT) 

TO: CECW-OE 

SUBJECT: Request for Rehabilitation Project Funds, Class 310/320/330 

CLASS: 

CWIS # (If this cannot be located or sustained, please indicate that HQ assign a new one.) 

PROJECT COSTS ESTIMATE:* 

Engineering & Design $ 

(When requesting E&D only, provide projected date of bid opening and estimated cost of contract) 

Construction Contracts $ 

 Contingency (request no more than 10% without justification) $ 

 Supervision and Administration $ 

 Total Amount Required $ 

 E&D Received (-) $ 

 Other Amounts Received (-) $ 

 Total Funds Required $ 

 _____________________________ 

 Chief, Emergency Management 

*If cost shared, list only Federal share. 

 

C-1
EP 37-1-6 

31 Aug 07 SAMPLE MISSION ASSIGNMENT

FEDERAL EMERGENCY MANAGEMENT AGENCY 

MISSION ASSIGNMENT 

(MA) 

See Reverse for Paperwork 

Burden Disclosure 

Notice 

O.M.B. NO. 3067-0278 

Expires February 29, 2004

I. TRACKING INFORMATION (FEMA Use Only)

State: Action Request #: 

Program Code/Event #: Date/Time Rec’d: 

II. ASSISTANCE REQUESTED  See Attached 

Assistance Requested: 

Quantity: Date/Time Required: Internal Control #: 

Delivery Location:

Initiator/Requestor Name: 24-hour Ph/Fax #s: Date:

POC Name: 24-hour Ph/Fax #s: Date:

* State Approving Official (Required for DFA and TA): Date: 

III. INITIAL FEDERAL COORDINATION (Operations Section)

Action to: 

 ESF #: 

 Other: 

Date/Time: Priority: 

 1 Lifesaving

 2 Life 

sustaining

 3 High

 4 Medium

 5 Normal

IV. DESCRIPTION (Assigned Agency Action Officer)  See Attached 

Mission Statement: 

Assigned Agency: Projected 

Start Date: 

Projected 

End Date: 

 New or  Amendment to MA #: Total Cost Estimate: $ 

Assigned Agency POC Name: Phone and fax #s: 

V. COORDINATION (FEMA Use Only)

Type of MA:  Direct Federal Assistance 

State Cost Share (0%, 10%, 25%) 

 Technical Assistance 

 State Cost Share (0%) 

 Federal Operations Support 

 State Cost Share (0%) 

State Cost Share Percent: % State Cost Share Amount: $ 

Fund Citation: __ __ __ __ - 06 -__ __ __ __ __ __ - 9 __ __ 4 - 250 __ -D Appropriation code: 70X0702 

Mission Assignment Coordinator (Preparer): Date: 

** FEMA Project Officer/Branch Chief (Program Approval): Date: 

** Comptroller/Funds Control (Funds Review): Date: 

VI. APPROVAL 

* State Approving Official (required for DFA and TA): Date: 

** Federal Approving Official (required for all): Date: 

VII. OBLIGATION (FEMA Use Only)

Mission Assignment #: Amt. This Action: $ Date/Time Obligated: 

Amendment #: Cumulative Amt. $ Initials: 

*Signature required for Direct Federal Assistance and Technical Assistance MAs. 

** Signature required for all MAs. 

FEMA Form 90-129, OCT, 02 

 

C-2 
EP 37-1-6 

31 Aug 07

INSTRUCTIONS 

Paperwork Burden Disclosure Notice 

Public reporting burden for this is estimated to average 20 minutes per response. The burden estimate includes the time for reviewing instructions, 

searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the form. You are not required to respond to 

this collection of information unless a valid OMB control number is displayed in the upper right corner of this form. Send comments regarding the 

accuracy of the burden estimate and any suggestions for reducing the burden to : Information Collections Management, Federal Emergency 

Management Agency, 500 C Street, SW, Washington, DC 20472. NOTE: Do not send your completed form to this address. 

Items on the Mission Assignment (MA) form that are not specifically listed are self-explanatory. 

I. Tracking Information. COMPLETED BY ACTION TRACKER OR OTHER OPERATIONS STAFF.

REQUIRED FOR ALL REQUESTS. 

Tracking Information. COMPLETED BY ACTION TRACKER OR OTHER OPERATIONS STAFF.

REQUIRED FOR ALL REQUESTS.

State: If multi-State, choose State most likely to receive resources, (i.e., when using 7220-SU Program Code). 

Action Request #: Based on chronological log number. Used for tracking. 

Program Code/Event #: The pre-declaration, emergency, or major disaster number assigned for funding the event. Examples: 7220-SU, 4220-AD, 3130-

EM, 1248-DR. 

II. ASSISTANCE REQUESTED. Completed by requestor. 

Assistance Requested: Detail of resource shortfalls, give specific deliverables, or simply state the problem. 

Internal Control #: Internal requestor reference, log, or control number, if applicable. 

Initiator/Requestor: The initiator may be an individual filling out the MA and making a request on behalf of the POC. 

POC Name: The person coordinating reception and utilization of the requested resources. 24-hour contact information required. 

State Approving Official: Signature certifies that State and local government cannot perform, nor contract for the performance, of the requested work. 

III. INITIAL FEDERAL COORDINATION. Completed by the Operations Section Chief. 

Action to: Operations Chief notes assigned organization. May be Emergency Support Function (ESF), internal FEMA organization, or other organization, 

which assigns the Action Officer. 

∗ Rest of MA used only if solution to request requires Federal agency to perform reimbursable work under mission 

assignment (MA). Best solution may be internal resources or commercial vendor. Deliberate evaluation must occur 

before MA is completed and MA is issued. 

IV. DESCRIPTION. Completed by assigned agency Action Officer. 

Mission Statement: Description of steps to complete the request. Include discussion of personnel, sub-tasked agencies, contracts and other resources 

required. This can be provided as an attachment. 

Assigned Agency: Agency receiving the MA from FEMA. Activities within the scope of an ESF result in an MA to the primary agency. Cite subordinate 

organization if applicable. Example: DOT-FAA, COE-SAD. 

Project Completion Date/End Date: If end date is not clear, estimate and budget for 30 or 60 days, then re-evaluate. TBD is not acceptable; some date 

must be entered into this field. 

Total Cost Estimate: A budget can be attached outlining personnel, contract, sub-tasked agency, travel, and other costs. 

V. COORDINATION. Completed by MAC, except for Project Officer and Comptroller signatures. 

Type of MA: Select only one. 

Appropriation Code: Static data. Do not change. This is for information only, should not be used to report internal agency finances to Treasury. 

VI. APPROVAL. Completed by State Approving Official and Federal Approving Official. 

VII. OBLIGATION. Completed by Financial Specialist. 

Mission Assignment #: Assigned in FEMA financial system chronologically using assigned agency acronym and two-digit number. 

Amendment #: Note supplement number. For example: COE-SAD-01, Supp. 1, or DOT-08, Supp. 3. 

Amount this Action: Taken from total cost estimate above. 

Cumulative Amount: Cumulative amount for this MA, including all amendments.

 

C-3
EP 37-1-6 

31 Aug 07 

Attachment #2 MISSION ASSIGNMENT TASK ORDER 

TRACKING INFORMATION (FEMA USE ONLY) 

Mission Assignment #: Entered By: 

Tasking #: SU/EM/DR #: Date/Time Entered:  Originated as verbal 

 A. Requirements/Task Order Description  See Attached 

Description of Tasking under Existing Mission Assignment: 

NUMBER- ISSUED TO- DATEDTasking Originator: 

(Name/Organization) 

24-hour Phone # 

Fax #: 

Quantity: Priority: 

 1 Lifesaving

 2 Life sustaining

 3 High

 4 Medium

 5 Normal

Date/Time Needed: 

Delivery Site Location and/or Instructions: 

State POC: 24-hour Phone/ 

fax #s 

Site POC: 24-hour Phone/ 

Fax #s: 

FEMA Project Officer: 

24-hour Phone/ 

Fax #s: 

Action Officer: 

24-hour Phone/ 

Fax #s: 

B. APPROVALS

Project - 22 -Officer for Existing Mission Assignment: 24-hour Phone # 

Fax #: Date: 

C. DISPOSITION

 Task Issued: Date Issued: Issued By: 

Instructions – Originator Complete Section A Only 

C-4
EP 37-1-6 

31 Aug 07

This form is used when a Mission Assignment is issued with a scope of work that will require specific follow-on taskings 

to effect execution. The tasking may originate at the State or by a federal entity responsible to determine such taskings. If 

the tasking is against a Mission Assignment that has a State cost share, a State Approving Official must concur and sign 

the form. This form will not be used to amend the scope of work or change funding levels of a Mission Assignment. A 

copy of this properly executed form must be attached to the authorizing Mission Assignment MA. Task orders for each 

mission assignment will be numbered sequentially, starting with 001.

C-5 
EP 37-1-6 

31 Aug 07 

SAMPLE MEMORANDUM FOR RECORD FOR VERBAL FUNDING AUTHORITY 

MFR DATE 

SUBJECT: FEMA Verbal Mission Assignment 

1. On (date/time) verbal funding authority for the following mission assignment has been ordered by 

_______________ at FEMA Region ____ for the U.S. Army Corps of Engineers. 

 Mission: 

 

 FEMA Program Code: _____________ (For pre-declaration the program code will 

 be 7220-SU, for post-declaration the code will be either 3XXX-EM or 1XXX-DR) 

 Mission Assignment Number: (i.e., 7220SU-FL-COE-SAD-01 or 1539DR-FL-COE-SAD-01) 

 Event and Name Description: 

 Disaster State (2 letter designation): 

 Estimated Completion Date: 

 Amount Authorized: 

 Total Amount Authorized for the Mission: 

 Federal Approving Official: 

2. Funding for this mission assignment may be entered into the accounting system based 

upon a verbal authority. The source appropriation is 70X0702. An example of fund citation is 2005-06-

1539DR-9044-XXXX-2508-D. This verbal mission assignment will be followed up by a Mission Assignment 

(MA) within 2-3 days. The MA Number is subject to change and if different will be entered in the revised MA 

field on the customer order. 

 

 

Signature 

Name 

U.S. Army Corps of Engineers 

Signature 

Name 

FEMA 

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SAMPLE GOVERNMENT ORDER FOR EMERGENCY MANAGEMENT ACTIVITIES (STAFFORD ACT) 

 MILITARY INTERDEPARTMENTAL PURCHASE REQUEST PAGE 001 

 FSC CONTROL SYMBOL NO. DATE PREPARED MIPR/OBLIGATION/DELIVERY ORDER NUMBER AMEND NO. 

 02-JUL-2000 W32CS501840001 0 

 TO: USAED, GREAT LAKES & OHIO RIVER FROM: USAED, JACKSONVILLE 

 ATTN: CELRD-RM-B ATTN: SESAJ-CO-E 

 P.O. BO 1159 P.O. BOX 4970 

 CINCINNATI, OH 45201-1159 JACKSONVILLE, FL 32232-4970 

ITEMS___ ARE___ ARE NOT INCLUDED IN THE INTERSERVICE SUPPLY SUPPORT PROGRAM AND REQUIRED INTERSERVICE 

SCREENING ___ HAS ___ HAS NOT BEEN ACCOMPLISHED. 

ITEM DESCRIPTION 

NO. (Federal stock number, nomenclature, specification and/or drawing No., etc) QTY UNIT UNIT TOTAL 

 PRICE 

0001 DISTRICT/DIV (i.e., SAJ) MISSION DESCRIPTION (i.e., REGIONAL ACTIVATION) 0 LS .00 $25,000.00 

 MISSION ASSIGNMENT NUMBER (i.e., 1561DR-FL-COE-SAD-01) 

ACCOUNTING CLASSIFICATION 96 NA 3125.0000 H0 X 08 2435 099993 2530 001T3P 210 96330 

 WORK CAT CODE: 025000 WORK CAT ELEM CODE: BBA00 

REMARKS: (Must Include)

ASSIGNMENT NUMBER 1561DR-FL-COE-SAD-01 TO PROVIDE SUPPORT TO FEMA REGION 4 IN SUPPORT OF HURRICANE 

JEANNE. THIS INCLUDES ADMINISTRATIVE COSTS TO INCLUDE OVERTIME AND TRAVEL EXPENSES. 

USE COMMAND INDICATOR ‘CODE 99FEM WHEN CREATING THE WORK ITEM FOR THIS GOVERNMENT ORDER. Please 

include the following information on the “CUSTOMER REF NO” mission assignment# (i.e., 1561DR-FL-COE-SAD-02) FEMA fund citation 

(i.e., 2004-06-1561DR-9044-2508-D) and on the “OTHER CUST REF NO” supporting district work item (i.e., 1KGD7F) mission (i.e., 

REGIONAL ACTIVATION) disaster name (i.e., HURRICANE JEANNE) 

RENTAL CAR IS NOT AUTHORIZED. 

Please have the accepting official sign below and electronically transmit to the FINANCIAL POC address. EXPIRATION DATE 30-SEP-2000 

 

ACCEPTED REIMBURSABLE ORDER ________________________________DATE_________________TITLE_____________________ 

SEE ATTACHED PAGES FOR DELIVERY SCHEDULES, PRESERVATION AND PACKAGING GRAND TOTAL 

INSTRUCTIONS, SHIPPING INSTRUCTIONS AND INSTRUCTIONS FOR DISTRIBGUTION OF $25,000.00 

CONTRACTS AND RELATED DOCUMENTS. 

TRANSPORTATION ALLOTMENT (Used if FOB Contractor’s plant) MAIL INVOICES TO (Payment will be made by) 

 

FUNDS FOR PROCUREMENT ARE PROPERLY CHARGEABLE TO THE ALLOTMENTS SET FORTH ABOVE, THE /S/ TERRIE G. ROSARIO 

AVAILABLE BALANCES OF WHICH ARE SUFFICIENT TO COVER THE ESTIMATED TOTAL PRICE. BUDGET ANALYST 2-JUL-2000 

AUTHORIZING OFFICER SIGNATURE DATE 

HUGJ J EVANS /S/ HUGH J EVANS 2-JUL-2000 

BUDGET OFFICER 

DD FORM 448 

 NOTE: ADMINISTRATIVE COSTS INCLUDES LABOR, THE EFFECTIVE RATE, PLUS G&A AND DOH COSTS. 

 ENSURE THAT A STATEMENT IS INCLUDED ON GO WHEN RENTAL CAR IS AUTHORIZED. 

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DIRECT CHARGE MATRIX

The matrix below provides guidance for charges of Corps employees performing duties in support of a FEMA m

Stafford Act. (This does not include back filling deployed or reassigned personnel): 

REGULAR CHARGE LOCATION STRAIGHT TIME OVERTIME 

General Expense - Home Organization HQ USACE (A) UOC* Permanent & 96X3124 96X3125, CCS 210 (96X3124) Temporary Assigned Personnel (Includes Civil (Example: Headquarters RM (Resource Management) employee working in the UFunded Military) supplemental staffing.)  (B) Other 96X3124 96X3125, CCS 210 

(Example: HQ RM employee working from desk in RM performing incidental supp

 (C) TDY to Supported 

 Division/District EOC 96X3124 96X3125, CCS 210 (Example: HQ HR employee is deployed to South Atlantic Division EOC as supple(D) TDY to ROC, ERT-A,  DFO, ERRO, or  Disaster Site 96X3124 FEMA Mission (Note: Straight time for supervision and oversight visits will be charged to 96X31chargeable to FEMA.) (Example: HQ RM employee on TDY to ERRO.) 

*UOC – U.S. Army Corps of Engineers Headquarters Emergency Operations Center 

C-8 
REGULAR CHARGE LOCATION STRAIGHT TIME OVERTIME General Expense – Home Organization 

Divisions (E) EOC Permanent 96X3124 96X3125, CCS 210 (96X3124) & Temporarily Assigned (Includes Civil Personnel Funded Military) (Example: RM employee working in the EOC full-time as supplemental staffing.) 

(F) Other 96X3124 96X3125, CCS 210 (Example: HQ RM employee working from desk in RM performing incidental supp

 (G) TDY to Supported 

 Division/District EOC 96X3124 96X3125, CCS 210 (Example: Great Lakes and Ohio River Division HR employee deployed to South A EOC) (H) TDY to ROC, ERT-A,  DFO, ERRO, or  Disaster 96X3124 FEMA Mission (If charge is to FEMA Mission, supervision and oversight is not included.) (Example: North Atlantic Division Information Management (IM) employee deplo Juan, Puerto Rico.) 

General Expense (I) TDY to Supported Labs (96X3124) Division/District EOC 96X3124 96X3125, CCS 210 (Includes Civil (Example: HR employee is deployed to Jacksonville District EOC.) Funded Military) 

(J) TDY to ROC, ERT-A, DFO, ERRO, or Disaster 96X3124 FEMA Mission (Example: IM employee is deployed to ERRO in San Juan, Puerto Rico.) 

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31 Aug 07 REGULAR CHARGE LOCATION STRAIGHT TIME OVERTIME Operations & Maintenance, Army (K) Home Organization 21*2020 96X3125, CCS 210 

(21*2020) HQ’s USACE 

(Example: Real Estate Specialist assisting with an Emergency Event) 

(K1) Home Organization 21*2020 96X3125, CCS 210  Division/District  OMA Funded Personnel (L) TDY to Supported  Division/District EOC 21*2020 96X3125, CCS 210 (Example: HR employee is deployed to Jacksonville District EOC.) (M) TDY to ROC, ERT-A, 

 DFO, ERRO, or 

 Disaster Site 21*2020 FEMA Mission 

(Example: Real Estate Specialist is deployed to ERRO in San Juan, Puerto Rico.) 

C-10 
REGULAR CHARGE LOCATION STRAIGHT TIME OVERTIME General & (N) Home 

Administrative District Office 96X4902 FEMA Mission (96X4902) (Example: District Budget Officer loads funds from RM.)

-Revolving Fund- Note: Straight-time for employees assigned to and performing G&A functions of C

 Equal Employment Opportunity, Safety and Occupational Health, and Contracting  in accordance with ER 37-2-10, Chapter 24, paragraph 24-2d, 2g, 2h, and 2l and w

supervising and directing the contracting activities. 

 (O) Home District Areas  of Responsibility 96X4902 FEMA Mission FEMA Missio

(Example: Non-PRT Jacksonville District Logistics Management employee TDY to Puerto Rico. Includes any G&A field office employee. ) 

 NOTE: Straight-time for PRT members may be charged to a FEMA mission only 

exceptions reflected below as (O1) and (O2): 

(O1) EXCEPTION 1 FEMA Mission FEMA Mission 

NOTE: PRT member is deployed with TDY orders in accordance with applicapolicy to perform PRT duties under a FEMA mission. (Example: Jacksonville District Logistics Management employee is deployed to Samember of the Emergency Power PRT.) (O2) EXCEPTION 2 FEMA Mission FEMA Mission NOTE: PRT member is assigned full-time in accordance with applicable PRT rperform PRT duties under a FEMA mission to a disaster/emergency response site geographical location as the PRT member’s home office of assignment. (Example: Deputy Chief of Staff for Resource Management assigns Wilmington Di

PRT member to ERRO which is co-located with the Wilmington District home offic

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REGULAR CHARGE LOCATION STRAIGHT TIME OVERTIME 

General & (P) Home District – EOC 96X4902 96X3125, CCS 210 Administrative (Example: Resource Management secretary is assigned full-time to the EOC.) (96X4902) (Cont’d) 

(Q) TDY from Supporting 

 District to Supported  District EOC 96X3125, CCS 210 96X3125, CCS 210 

(Example: Los Angeles District Logistics Management employee is deployed to Ja

 (R) TDY to ROC, ERT-A, 

 DFO, ERRO, or  Disaster Site FEMA Mission FEMA Mission 

(Example: Los Angeles District Logistics Management employee is deployed to E

 Puerto Rico.) 

(Note: Straight-time charges for Supported District employees TDY to ERRO/Di

 within the District’s area of responsibility will be in accordance with (O) and (O1) Project/Reimbursable Funded Employees (S) HQ USACE, 96X3125, CCS 210 96X3125, CCS 210 

 Supported Division/ 

 District EOC 

(Example: San Francisco District Project Manager is deployed to Wilmington Dis

(T) TDY to ROC, ERT-A, 

 DFO, ERRO, or  Disaster Site FEMA Mission FEMA Mission FEMA 

(Example: Savannah District Engineer is deployed to disaster site.) 

C-12 
REGULAR CHARGE LOCATION STRAIGHT TIME OVERTIME Military-Funded Military Member (U) Supported Division/ 

 District EOC Defense Approp Act N/A (Example: Mobile District-PM Captain is pulled off of Redstone Arsenal project a

 EOC..) 

(V) TDY ROC, ERT-A, 

DFO, ERRO, or 

 Disaster Site Defense Approp Act N/A 

(Example: Mobile District-EN Captain is pulled off of Redstone Arsenal project in Virgin Islands, Puerto Rico.) 

Civil-Funded Military Member W) Supported Division/ 

 District EOC 96X3125, CCS 210 N/A 96(Example: Jacksonville District Project Manager is pulled off of Central & Southe

Restoration Project and is assigned to South Atlantic Division EOC.) 

(X ) TDY to ROC, ERT-A,  DFO, ERRO, or  Disaster Site FEMA Mission N/A FE(Example: Jacksonville District Project Manager is pulled off of Central & Southe

 Restoration Project and is assigned to ERRO.) 

(Includes Civil-Funded Military Members assigned to G&A organizations, i.e., Acting Deputy Resource Manage

C-13 
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31 Aug 07 REGULAR CHARGE LOCATION STRAIGHT TIME OVERTIME Reservists on Active Duty (Y) TDY to HQ USACE 96X3125, CCS 210 N/A 

Supported Division/District EOC 

(Example: Individual Mobilization Augmentee activated and deployed to Jacksonv(Z) TDY to ROC, ERT-A, FEMA Mission funds N/A  DFO, ERRO, 

 Disaster Site 

 (Example: Individual Mobilization Augmentee activated and deployed to Disaster S

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31 Aug 07

For more information go to www.fema.gov/ofm/ofed_agencies.shtm

SAMPLE 

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FEMA-Assigned MA Number: ESF Primary Agency

Subtasked Agency State Disaster No.

Tasking Statement/Statement of Work

Project Completion Date: Authorized Funding:

Reimbursement Procedure: Upon completion of scope of work, the subtasked Federal agency will submit

a SF 1081, or other approved Treasury form to request reimbursement, detailing expenditures and activities to:

(ESF Primary Agency)

(Address)

The ESF primary agency will:

(1) Review the reimbursement request and recommend approval or disapproval within

10 workdays of receipt.

(2) Return approved reimbursement requests to subtasked agencies that use the Intra-governmental

Payment and Collection (IPAC) system for transaction processing and simultaneously forwarding

supporting documentation to the DFC.

(3) Forward approved reimbursement requests from non-IPAC agencies to the Disaster Finance Center.

The Disaster Finance Center will send payment directly to the subtasked agency for

non-IPAC agencies.

Statutory Authority: Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988,

as amended, 42 U.S.C 5121-5201.

Authorizing Officials:

The work described in the above tasking statement will be completed in support of the Federal

Response Plan.

Authorizing Official, Subtasked Agency Date

Authorizing Official, ESF Primary Agency Date

Following signatures please provide information copy to FEMA MAC and Project Officer.

ESF MISSION ASSIGNMENT SUBTASKING REQUEST

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FEMA BILLING CHECKLIST 

DECLARATION NUMBER____________________ 

MISSION ASSIGNMENT NUMBER ____________ 

1. Are the address, source, and financing appropriation on the bill correct? 

2. Is there verification by an emergency management official that all costs are properly 

documented, reasonable and presented in requested format? 

3. Does the bill cite the FEMA assigned disaster number and mission assignment number under 

which the work was performed? 

4. Does the bill show the amount previously billed, currently billed, and cumulatively billed? 

5. Did you include the customer order detailed cost report from CEFMS? 

6. If accountable property, is there a bill of lading with serial and model numbers attached? 

7. On final billing, did LM provide list of accountable property? If yes, is disposition form 

attached to final bill? 

8. Is bill and customer order detailed cost report from supporting MSC/Districts attached to 

supported MSC/District’s bill? 

9. Is the FEMA transmittal form completed and signed, with a copy of mission assignment, any 

verbals, bills and customer order detailed cost report attached? 

10. If work is performed by an outside agency, have you included signed back up documentation 

to support work performed? 

Completed by:_________________________ Date:______ 

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SAMPLE GOVERNMENT ORDER CLOSEOUT MEMORANDUM BETWEEN USACE 

ACTIVITIES

CEXXX-RM-F (DATE) 

MEMORANDUM FOR: Commander, (SUPPORT SITE) 

SUBJECT: Close-Out of _________ (FEMA DISASTER/MISSION) 

1. The ___________ District is aggressively pursuing the financial closeout of FEMA mission 

assignments related to the Corps of Engineers __________recovery efforts. This mission has 

been physically completed as of _________ (DATE MISSION WAS COMPLETED). In order 

to financially close out this mission, we must ensure that all financial documents have been 

reviewed and closed. 

2. Our records show excess funds in the following Government Order for your site: 

 AMOUNT AMOUNT 

GOV ORDER AUTHORIZED BILLED BALANCE 

3. The government order listed above is related to FEMA mission ______ (STATE MISSION). 

I request your assistance in forwarding to us any final billings from your site on this government 

order. Upon receipt of the final billing, we will initiate an amendment to the Government Order 

to revoke the remaining balance. In order to finalize our records, if a final bill is not received 

within 45 days of this memo, an amendment to decrease the remaining balance on the above 

Government Order will be automatically issued. Any bills submitted after the Government 

Order has been decreased will be returned to your site unpaid. 

4. Your site’s support for ______________(MISSION) is greatly valued. Your continued 

support in helping to financially closeout these missions will be appreciated. 

5. Your point of contact is ________________(NAME/TELEPHONE NUMBER). 

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SAMPLE FINANCIAL CLOSEOUT MEMORANDUM 

FEMA XXX-XX-XX DISASTER 

FINANCIAL CLOSEOUT 

MISSION XX - (MISSION TITLE) 

The closeout letter for physical completion was sent to FEMA on ______(DATE) and concurred 

by FEMA on ______(DATE). A financial completion document will be sent to FEMA upon 

completion of the following certifications. 

************************************************************************** 

I certify that all work is complete for this mission assignment. 

_________________________________ __________________ 

Chief, Construction Division Date 

************************************************************************** 

I certify that I have received a final pay notification for each contract awarded for this mission 

assignment. 

_________________________________ __________________ 

Chief, Contracting Division Date 

************************************************************************** 

I certify that all commitments, obligations, expenditures, and collections are completed for this 

mission assignment. 

_________________________________ __________________ 

Chief, Resource Management Office Date 

************************************************************************** 

I certify that all FEMA financial requirements have been met for this mission assignment. 

_________________________________ __________________ 

Chief, Emergency Management Date 

NOTE: 

1. If you do not concur with your certifying statement, indicate your reasons and return this 

document to Emergency Management. 

2. Where Construction Division is not involved, only Contracting Division, Emergency 

Management and Resource Management signatures are required. 

C-20
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31 Aug 07

FINANCIAL CLOSEOUT CHECKLIST 

1. Have all costs been recorded and liquidated? 

2. Have all airline tickets been finalized? 

3. Have all deobligations been performed? 

4. Have all PR&C’s been reduced to zeroed (decommitted)? 

5. Have all MIPRS (government orders/customer orders) been finalized? 

6. Has LM provided a copy of the property transfer document transferring all accountable property to 

FEMA? 

7. Have all listings of accountable property been provided to FEMA? 

8. Have all outstanding contract claims been settled? If not, is the liability recognized in the accounting 

records? 

9. Have all costs been billed and/or refunded to FEMA? 

10. Have all bills (including those under $100) been generated and collected/paid? 

11. Were expenditures reviewed to be certain they were relevant to the mission assigned and that 

claimed costs are reasonable and supported? 

 

12. Do you have the physical close out completion letter from the EM (See Appendix ?)? 

Completed by:_________________________ Date:________________ 

 

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SOP - PROCESSING CUSTOMER ORDER REFUNDS 

DEPARTMENT OF THE ARMY 

U.S. ARMY CORPS OF ENGINEERS 

FINANCE CENTER 

5722 INTEGRITY DRIVE 

MILLINGTON, TENNESSEE 38054-5005 

CEFC-FR 

SOP Number UFC-16 Revised: 26 April 2004 

STANDING OPERATING PROCEDURE 

PROCESSING CUSTOMER ORDER REFUNDS 

1. PURPOSE: This Standing Operating Procedure (SOP) defines the USACE Finance Center (UFC) 

procedure for processing customer order refunds (credit billings). 

2. APPLICABILITY: The provisions of this SOP apply to both the UFC and activities supported by the 

UFC. Accountants and accounting technicians at the UFC, billed activities, and supported activities must 

interact in order to process unbilled credits on customer orders in an efficient and timely manner. 

3. REFERENCES: 

a. CEFC-F SOP Number UFC-02, Accounts Receivable/Payment of Government Orders, dated 19 April 

2004. 

b. CEFC-F SOP Number UFC-14, Intra-Governmental Payments and Collections (IPAC), dated 5 April 

2002 (being revised). 

c. CEFC-QR SOP Number UFC-09, Establishing FEMA Customer Orders & Preparing Reimbursable Billings, 

dated 6 February 2004. 

4. DEFINITIONS: 

 a. Customer Order Refund - a credit billing generated in CEFMS against a customer order thereby producing 

a check or IPAC credit at the next month's billing cycle. 

 b. SF 1080 or DA Form 4445-R, Voucher for Transfer Between Appropriations or Funds - forms used as 

billing instruments for debt within government. 

 c. Supported Activities - those Corps of Engineers Divisions, Districts, Laboratories, or Field Operating 

Activities whose finance and accounting functions are performed by the UFC. 

C-22 
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31 Aug 07

CEFC-FR Revised: 26 April 2004 

SOP Number UFC-16 

 

 d. Requesting Activity - used herein to refer to the entity (may be a non-supported UFC activity or other 

government agency) that placed a request for goods or services from a performing activity. 

 e. Performing Activity - used herein to refer to the entity that received a request for goods or services from a 

requesting activity. 

5. RESPONSIBLITIES: 

a. USACE Finance Center. The Director, USACE Finance Center, through the Deputy Director of 

Finance, is responsible for: 

 (1) Generating all customer order bills, including customer order refunds or credit bills. 

 (2) Collecting customer order refund checks or IPAC credits to the appropriate supported activity. 

 (3) Coordinate all out-of-cycle generation of bills for supported activities with Disbursing Division. Outof-cycle generation of bills causes problems with the disbursing process. 

 b. Supported Activity. Commanders of supported activities are responsible for: 

 (1) Ensuring accuracy in recording costs to customer orders to minimize the number and amount of 

customer order refunds. 

 (2) Ensuring that all customer orders requiring refunds that are financially complete are marked 

accordingly in CEFMS. Certain transactions in CEFMS may cause credits to work in process, which result in 

credit bills being generated, and do not require the customer order to be marked financially complete (IPAC 

credits). 

 (3) Reviewing and identifying customer order refunds. 

 (4) Performing a comprehensive joint unliquidated obligation (ULO) review that includes any unpaid 

bills with the requesting activity prior to initiating a customer order refund. 

(5) Coordinating with and/or advising the requesting activity that a refund is forthcoming. 

(6) Request assistance from UFC, Accounts Receivable/Debt Management Division for out-of-cycle 

generation of credit bills. 

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CEFC-FR Revised: 26 April 2004 

SOP Number UFC-16 

 (7) Notifying the UFC, Accounts Receivable/Debt Management Division, in writing (preferably via 

email) if an upcoming customer order credit bill requires special instructions for disposition of the resulting 

refund. 

 (8) Eliminating requests to the UFC for credit bills when additional work is anticipated on which the 

prior month's credit can be offset or for which a customer order has not been marked financially complete in 

CEFMS. 

 (9) Printing/reviewing appropriation refund bills for their FOA (EROC) code regularly and making 

necessary decisions regarding the disposition of the refund. 

6. PROCEDURES: 

 a. The USACE Finance Center shall process credit bills for customer orders that contain a financially 

complete indicator on the first workday of each month in conjunction with the standard monthly billing process. 

 (1) If specific disposition is required, written instructions should be provided by the supported activity 

including FOA (EROC) code, customer order number and amount. 

 (2) When no written instructions are provided and the resulting check is payable to a requesting activity, 

it is the responsibility of the UFC POC to contact the performing activity to inform them of any unpaid bills on 

the customer order. Performing activities will then make the decision to: 

 

 (a) apply check to unpaid bills associated with the order, or 

 (b) send customer order refund check to the requesting activity. 

 (3) IPAC credit bills will be transmitted from the performing activity database to the requesting activity 

database using the Government Billing Transaction process when performing activity and requesting activity are 

both Corps activities. 

 (4) Generate out-of-cycle credit bills when requested by performing activity to be applied to requesting 

activities customer order. Coordinate with Disbursing Division before generation of any out-of-cycle billing, 

whether it creates a treasury check or IPAC credit. 

 

 b. Supported Activities shall: 

 (1) Ensure that all customer order refunds that need to be marked financially complete are marked as 

such in CEFMS. 

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31 Aug 07

CEFC-FR Revised: 26 April 2004 

SOP Number UFC-16 

 (2) Request assistance from the UFC Accounts Receivable/Debt Management Division before generating 

any out-of-cycle billings. 

 (3) Coordinate with UFC Accounts Receivable/Debt Management Division POC when cost transfers or 

other transactions are processed that create negative amounts in the work in process and an out-of-cycle 

generation within the same month is necessary. 

 (4) Provide a statement that a comprehensive joint unliquidated obligation review on the order has been 

performed with the requesting agency and that no additional costs are anticipated on the customer order. 

 (5) Provide a statement that the requesting entity has been informed that the customer order refund is 

pending and that the refund will be applied to existing unliquidated bills or refunded to the requesting entity in 

the event that all bills are liquidated at that time. 

 (6) Re-obligate funds as needed when the responsible employee is automatically notified by email when 

an appropriation refund has been certified. 

 (7) Review credit unbilled work in progress and refer all discrepancies, comments or questions to the 

Chief, Accounts Receivable/Debt Management Division (CEFC-FR). 

FOR THE DIRECTOR: 

 

 JAMES R. GREENE 

 Deputy Director, Administration 

 USACE Finance Center 

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SAMPLE LETTER FOR RETURN OF FUNDS TO FEMA 

July 6, 1998 

Construction-Operations Division 

Federal Emergency Management Agency (FEMA) 

Region IX 

P.O. Box 29998 

San Francisco, CA 94129 

ATTN: Teri Mayor 

1. The US Army Corps of Engineers, San Francisco District, is actively pursuing financial closeout of the 

FEMA-DR-1155-CA ESF-3 (California Floods of January 1997), mission assignment COE-SPD-01, 

amendments A through C. We received $395,000 for Emergency Support Function 3. Our final billed costs of 

$295,995.05 has been billed and reimbursed by FEMA. 

2. We have conducted a review of funds and have determined no further cost will be incurred. We hereby 

request the remaining balance of $99,004.95 be withdrawn. 

3. Please direct your question to the undersigned at 000-000-0000. 

Enclosure (Signature Block) 

C-26 
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31 Aug 07

Eligible/Ineligible Reimbursement 

These items listed below should not be reimbursed:

Ice 

Cooler 

Pens 

Paper Clips 

Gatorade 

Hand sanitizer and soap 

Sunscreen, blanket and tissue 

These items listed below are questionable and should be disallowed for payment until the employee 

provides justification from the District EM, Chief review and approval of questionable items:

Camera 

Measuring Tape 

Screwdrivers 

Flash Drive Fasteners 

Personal Cell Phone Usage 

Safety glasses and hearing protection 

Flashlights and batteries 

Propane tanks and propane gas 

These items listed below should be turned in before reimbursement can take place:

Map 

Clipboards and other office supplies 

Tolls – O.k. can be reimbursed 

Unused computer supplies 

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31 Aug 07 

C-28 
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31 Aug 07

TRACKING NUMBER-1605DR-COE-AL-COE-SAD-01

(Same as Verbal/MA number) 

MSC/District 

MEMORANDUM FOR RECORD VERBAL FUNDING 

MFR Date 

SUBJECT: To Provide Verbal Funding Authorization to the Supporting 

 MSC/District for Early Responders 

1. On (date/time), verbal funding authority for the following verbal/mission assignment has been 

authorized to (insert supporting MSC/District) for early responders to depart and initiating the 

mobilization of the ACI contractors to depart. 

a. Mission: Example (Water) 

b. FEMA Program Code: Example (1605DR-COE-AL-COE-SAD-01) 

c. Event and Name Description: Example (Hurricane Donald) 

d. Disaster State (2 letter designation): FL 

e. Estimated Completion Date: Example (End date of Government Order) 

f. Amount Authorized: Example ($ amount of Government Order) 

2. Funding for the Government Order will be transmitted from the supported MSC/District within 48 hours 

after receipt of the “Verbal MFR” by the supported MSC/District. The Supporting MSC/District will 

record the customer order in CEFMS upon receipt and attach a copy of the Verbal MFR to the customer 

order. 

Signature Signature 

Name Name 

Ch, Resource Mgr Ch, Emergency Mgr 

 

C-29
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31 Aug 07 

SAMPLE LETTER FOR PARTIAL RETURN OF FUNDS TO FEMA 

 

 8 Mar 07 

Construction-Operations Division 

Federal Emergency Management Agency (FEMA) 

Region IV 

Atlanta, GA 

ATTN: Sandy Wilson 

1. Mission Assignment 1605DR-AL-COE-SAD-09, dated 17 Oct 2005, authorized $148,000,000.00 for debris 

removal operations in the State of Alabama post Hurricane Katrina. To date our obligations total 

$56,812,314.75. As the mission nears completion we can give back ($amount) of the available balance. 

2. Our records show $91,187,685.25 authorized availability. We should be able to cover the remaining mission 

closeout with $1,187,685.25, allowing $90,000,000.00 of obligation authority to be returned. 

3. Note we are NOT closing this mission assignment, only decreasing funds. 

Enclosure (Signature Block) 

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APPENDIX D 

SAMPLE OF ACTUAL EXPENSE ALLOWANCE AUTHORIZATION

CESAD-LM 1 April 1999 

MEMORANDUM FOR 

COMMANDER, CHARLESTON DISTRICT, ATTN: CESAC-LM 

COMMANDER, JACKSONVILLE DISTRICT, ATTN: CESAJ-LM 

COMMANDER, MOBILE DISTRICT, ATTN: CESAM-LM 

COMMANDER, SAVANNAH DISTRICT, ATTN: CESAS-LM 

COMMANDER, WILMINGTON DISTRICT, ATTN: CESAW-LM 

SUBJECT: Approval of Actual Expense Allowance (AEA) 

1. Reference: 

a. CELD-T (55) MEMORANDUM, 26 Mar97, subject: Approval Actual Expense Allowance (AEA). 

b. CELD-T (55) MEMORANDUM, 9 Sep97, subject: Increase in AEA Not to Exceed 300 Percent. 

2. Reference a, delegates authority to each Staff Director or his appointed funds control person to approve AEA as the Travel Order Approving 

Official (DD Form 1610, block 18). 

3. Reference b, allows daily maximums in the amount not to exceed 300 percent of the prescribed per diem rate for a TDY location. However, 

300% AEA maybe authorized if required to meet the expenses associated with a mission or emergency. This option is for use when AEA 

exceed the 150 percent level and the traveler still needs additional AEA. This request memo must be signed by a SES or General Officer no 

exceptions and can not be redelegated. 

4. Both references require the “Conditions Warranting Approval of Actual Expense” to be met before approving official can approve either 

AEA. This AEA justification is the responsibility of the traveler. The attached Traveler’s Guide is provided for conscious and objective 

decision making in computed AEA. After the AEA dollar value has been computing, Carlson Wagonlit may verbally confirm that there is no 

other hotel in the reasonable proximity able to meet the authorized government rate without renting a car. If there are none available, AEA 

may be approved by the Approving Official DD Form 1610, block 18) and the maximum AEA amount authorized must be entered in the 

“REMARKS”(Line 16) of the orders for the approving official’s review and approval. 

6. Please direct any questions to the undersigned at CESAD-LM, 404-562-5244. 

 

 /S/ 

RONALD L. HILL 

 Transportation Officer 

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SAMPLE LETTER FOR APPROVAL OF ACTUAL LODGING EXPENSE 

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The sample below is for a basic AEA for lodging when the standard per diem lodging rate ($60) is increased up to 

150%. This increase can be approved at the local approval official level 

CExx-xx 

MEMORANDUM FOR 

SUBJECT: Actual Expense Allowance for Lodging 

1. Reference, Joint Travel Regulations (JTR), Chapter 4, Part M, Actual Expense Allowance (AEA) 

2. Actual Expense Allowance (AEA) Lodging of 150% of the total locality per diem, not to exceed $106 

(specify exact lodging amount limitation) per day for lodging, is approved for USACE personnel on 

temporary duty assignment (TDY) to Mobile, AL and surrounding counties in support of Hurricane Charley, 

Frances, Jeanne, and Ivan response and recovery operations (list city/county) and neighboring counties in 

support of (list mission/operation). This approval is effective 1 October 2004 through 1 December 2004 

(specify start/end date). This approval is not a blanket AEA authorization for all TDY travel to this area. 

2. Employees are expected to seek the lower rates for lodging when available and may not use this AEA to 

cover additional fringe benefits. Travelers are financially responsible for excess costs and any additional 

expenses incurred for personal preference or convenience. Meals and incidental expenses (M&IE) 

reimbursement will remain at the Government locality per diem rate. Lodging taxes are separately reimbursable 

expenses in addition to the AEA. 

3. The point of contact for this action is (may be individual traveler(s) or other designee). 

FOR THE COMMANDER: 

 TRAVEL APPROVING OFFICIAL 

 Duty Position 

 

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The sample below is for a basic AEA of 150% for lodging when the per diem lodging rates vary across multiple 

locations . This increase can be approved at the local approval official level 

CExx-xx 

MEMORANDUM FOR 

SUBJECT: Actual Expense Allowance for Lodging 

1. Reference, Joint Travel Regulations (JTR), Chapter 4, Part M, Actual Expense Allowance (AEA) 

2. Actual Expense Allowance (AEA) Lodging, not to exceed 150% of the total locality per diem, is approved 

for USACE personnel on temporary duty assignment (TDY) to Orlando, FL and surrounding Orange County in 

support of Hurricane Charley, Frances, Jeanne, and Ivan response and recovery operations (list city/county) 

and neighboring counties in support of (list mission/operation). This approval is effective 1 October 2004 

through 1 December 2004 (specify start/end date). This approval is not a blanket AEA authorization for all 

TDY travel to this area. 

2. Employees are expected to seek the lower rates for lodging when available and may not use this AEA to 

cover additional fringe benefits. Travelers are financially responsible for excess costs and any additional 

expenses incurred for personal preference or convenience. Meals and incidental expenses (M&IE) 

reimbursement will remain at the Government locality per diem rate. Lodging taxes are separately reimbursable 

expenses in addition to the AEA. 

3. The point of contact for this action is (may be individual traveler(s) or other designee). 

FOR THE COMMANDER: 

 TRAVEL APPROVING OFFICIAL 

 Duty Position 

 

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CATEGORIES OF LODGING EXPENSE

The lodging categories for employees deployed during a disaster are as follows: 

LDP-Lodging Plus – This is the default in CEFMS and what the employee will be reimbursed in all situations, 

unless prior written approval is obtained for one of the reimbursement methods below: 

AELP - Actual Expense Lodging Plus – Reimbursement will cover the actual cost of lodging up to 150%– 

meals and incidental expenses remain at the locality per diem level. No traveler will be reimbursed for AELP 

without the prior approval of the UOC or the Supported MSC/District. 

AE – Actual Expense – Reimbursement will cover the actual costs of lodging as well as Meals and Incidentals. 

Receipts MUST be provided for each cost employee claims reimbursement. No traveler will be reimbursed for 

AELP without the prior approval of the UOC or the Supported MSC/District. 

SAE – Super Actual Expense (300%) Lodging. Reimbursement will cover the actual cost of lodging from 

150% up to 300% over per diem– meals and incidental expenses remain at the locality per diem level. No 

traveler will be reimbursed for SAE without the prior approval of a GENERAL Officer or SES at the UOC or 

the Supported MSC/District. This written approval must accompany the travel voucher and be sent to the 

Travel Office as well as the UFC. 

SAMPLE FORMULA FOR 150% Actual Expense Allowance (AEA) OF THE STANDARD PER DIEM 

RATE: 

AEA FOR LODGING, NOT TO EXCEED 150% OF THE TOTAL PER DIEM, WITH M&IE PAID ON A 

PER DIEM BASIS: 

MAX Lodging = $60.00 per day 

+ Meals = $28.00 per day 

+ Incidental Expenses (IE) = $3.00 per day

$91.00 Total Per Diem (lodging +M&IE) 

 ($91 x 150% = $137) - $31 (M&IE) = $106.00. AEA of 150% for lodging costs not to exceed $106 

per day. Total per diem must not exceed $137 per day. 

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31 Aug 07 

SAMPLE FOR PROCESSING OF “MULTIPLE MISSION” VOUCHERS

MISSION 

(Example)

DATES VOUCHER 

STATUS 

PARTIAL 

TYPE 

EFFECT ON 

PER DIEM 

 

Example 1 

EOC 9/1-9/5 *P **B 3⁄4(M&IE) 9/1, 

FULL P/D 9/5 

ERRO 9/6-9/30 *P ***M FULL P/D 9/6, 

FULL P/D 9/30 

EOC 10/1-11/1 *P ****F FULL P/D 10/1, 

3⁄4(M&IE) 11/1 

 

Codes: 

*P = Partial, **B = Beginning, ***M = Middle, ****F = Final 

P/D = Per Diem, M&IE = Meal & Incidental Expense 

Effect On Per Diem: 

Traveler must have three different travel orders. Traveler is paid 3⁄4 of M&IE on the day that they travel to 

their destination (9/1) and when they return to their PDS (11/1). The traveler has transferred between 

missions but remain on the same deployment. Processing vouchers as stated above will pay the traveler 

full (P/D) while they change mission. NOTE: Should you file each voucher as “P”, “F” for 9/6 & 10/1. The 

traveler will be paid 3⁄4 of M&IE versus full per diem. 

 

 

Example 2 

EOC 9/1-9/5 *P **B 3⁄4(M&IE) 9/1, 

FULL P/D 9/5 

Pre Dec Reg Act 9/6-9/10 *P ***M FULL P/D 9/6, 

FULL P/D 9/10 

Post Reg Act 9/11-15 *P ***M FULL P/D 9/11, 

FULL P/D 9/15 

Post Logistic 9/16-10/1 *P ****F FULL P/D 9/16, 

3⁄4(M&IE) 10,1 

 

Codes: 

*P = Partial, **B = Beginning, ***M = Middle,  F = Final 

P/D = Per Diem, M&IE = Meal & Incidental Expense 

Effect On Per Diem: 

Traveler must have four different travel orders. Traveler is paid 3⁄4 of M&IE on the day that they travel to 

their destination (9/1) and when they return to their PDS (10/1). The traveler has transferred between 

missions but remain on the same deployment. Processing vouchers as stated above will pay the traveler 

full (P/D) while they change mission. NOTE: Should you file each voucher as “P”, “F” for 9/6, 9/11, & 

9/16. The traveler will be paid 3⁄4 of M&IE versus full per diem.

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31 Aug 07 APPENDIX E 

FLSA Letter, CECW-OE, Overtime Rate for Employees Performing work for FEMA 

 22 February 1999 

DEPARTMENT OF THE ARMY 

U.S. Army Corps of Engine 

WASHINGTON, D.C. 20314-1000

REPLY TO ATTENTION OF: 

CECW-OE 

 MEMORANDUM FOR Commanders, Major Subordinate Commands 

Subject: Overtime Rate for Employees Performing Work for the Federal Emergency Management Agency 

1. References: 

a. 5 ,Code of Federal Regulations (CFR) 551.208. 

b. Federal Emergency Management Agency (FEMA) memorandum dated 2 September 1997, subject: Reimbursement to Federal 

Departments and Agencies for Mission Assignment Labor Costs (copy enclosed). 

2. During the past nine years, the U.S. Army Corps of Engineers has re-classified employees exempt status to a non-exempt status when 

performing work under the emergency provisions of the Fair Labor Standards Act (FLSA), reference La, when applicable. One of the 

results of this action has been payment of FLSA overtime rates at 1'/2 times base pay, to personnel not normally entitled to such 

compensation. The Corps is now the only Federal agency that interprets the emergency provisions of 5 CFR 551.208 in this way. All 

other Federal agencies, to include FEMA, are more stringent in defining emergency work. 

3. This disparity in compensation has been the source of strained relations between the Corps and other Federal agencies. Additionally, 

FEMA has informed us that they will no longer reimburse us at a rate higher than GS 10 step 1 (approximately $26.65 per hour), except in 

those extremely rare cases where FEMA determines such action to be prudent. Therefore, effective immediately, the Corps is altering the 

way it interprets the emergency provisions of the FLSA. The enclosed sheet provides specific information in this regard. It should be 

made available to your emergency manager, resource manager and human resource personnel. 

4. This action reflects a significant change in the way we have reimbursed some of our personnel performing response and recovery work. 

Therefore, please assure that all personnel who are likely to perform such work in the future clearly understand the ramifications of this 

change. 

5. Commanders are reminded that prior to implementation of a change to working conditions of bargaining unit employees, local unions 

must be offered the opportunity to conduct impact and implementation bargaining in accordance with the provisions of the local collective 

bargaining agreement

2Encls Lieutenant General, USA 

 Commanding 

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31 Aug 07 

U.S. Army Corps of Engineers

Policy and Procedures for Determining Non-Exempt Status under the Emergency 

Provisions of the Fair Labor Standards Act (5 CFR 551.208) 

 1. During the past nine years, the U.S. Army Corps of Engineers has been one of only two agencies 

performing Mission Assignment work for FEMA under the Federal Response Plan who have utilized an 

"emergency" provision of reference 1.a. to re-classify employees exempt from the provisions of the Fair 

Labor Standards Act (FLSA) (typically those at the GS-11 and above level) to non-exempt status as a result of 

the lower graded work being performed by that individual in their temporary emergency position. The duties 

of these positions are related to a Presidentially Declared Disaster under the provisions of the Robert T. 

Stafford Disaster Relief and Emergency Assistance Act, as amended [42 United States Code (USC) 5121, et 

seq.]. These re-classification actions permitted Corps employees to be paid at the overtime rate of 1 1/2 times 

of their regular hourly rate of pay (i.e. a GS-12 step 5 making approximately $26.50 per hour receives $39.75 

per hour). Employees who are exempt from the FLSA would be paid at 1 1/2 times the hourly rate of basic 

pay at the minimum rate for GS 10 (approximately $26.65 for the locality pay area of Washington-Baltimore, 

DC-MD-VA-WV). 

2. This situation, where Corps employees are in many cases working side by side with those of Other 

Federal Agencies (OFAs) but receiving significantly more in the way of overtime pay has strained the 

working relationship between ourselves and FEMA and other Federal agencies. 

3. FEMA has issued a memorandum (copy enclosed) (which although dated 2 September 1997, we have 

just recently obtained) stating that they will not reimburse Federal departments and agencies performing 

mission assignments under the Stafford Act for labor costs for overtime which exceed the rate of pay for 

their position of record. In essence, FEMA will no longer reimburse Federal departments and agencies for 

overtime compensation computed under the emergency provision of 5 C.F.R. 551.208(d) which allows an 

employee to be reclassified as nonexempt from the overtime provisions of the FLSA (except in those 

extremely rare cases where FEMA determines such action to be prudent). 

4. Since FEMA has the authority to declare an "emergency" under the Stafford Act, applicable to the FLSA 

provisions, we will coordinate any such declaration at the Headquarters level of both agencies. In cases where 

FEMA does declare an emergency, the exempt/nonexempt status under the FLSA for each responding 

employee will be decided locally. In those rare instances where the "emergency" provision is invoked, we will 

so advise you. If you are not so advised, no such determination has been made. All requests for volunteers 

must specify whether or not the circumstances for which they will be engaged meet the emergency definition. 

5. If FEMA does not declare an "emergency" under the Stafford Act, and a division commander disagrees 

with that determination, they should prepare their recommendation and forward it through their Emergency 

Operations Center to the Headquarters Operations Center for review and decision by the Commander, 

USACE. If the Commander, USACE agrees with the division commander, they will then be in a position to 

make a determination regarding the exempt/nonexempt status under the FLSA. 

6. The situations where an "emergency" exists will certainly not include work done involving recovery 

activities such as Quality Assurance (QA)/Quality Control (QC) oversight of contractor work or developing 

Damage Survey Reports (DSRs). 

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Federal Emergency Management Agency 

MEMORANDUM FOR 

Washington, D.C. 20472 

See Distribution List

SEP 2 1997 

Lacy E. Suiter 

Executive Associate Director 

Response and Recovery Directorate 

Gary D. Johnson 

Chief 

Reimbursement to Federal Departments and Agencies for 

Mission Assignment Labor Costs SUBJECT:

This is to inform you that the Federal Emergency Management Agency (FEMA) will 

reimburse Federal departments and agencies performing mission assignments for their 

employees at no higher than the rate of pay for their position of record. FEMA will not 

reimburse at a rate based upon an interim classification of the temporary job the employee 

performs during disaster duty. This means that FEMA will reimburse for employees 

performing mission assignments at the status assigned their position of record with 

respect to exemption or non-exemption from the Fair Labor Standards Act (FLSA). 

This policy applies to all mission assignments issued from this date forward. It does not 

apply to any mission assignments that have been issued, but have not been fully closed at 

the time of this correspondence. This policy will be included in a larger list of "Mission 

Assignment Eligible Costs for Reimbursement" which is being drafted by the 

Mission Assignment Policy Work Group on Eligible Costs for the Emergency 

Support Function Leaders Group to review. . 

Any questions or concerns regarding FLSA may be directed to Ms. Dianne Bona at 

(202) 646-3962. Any questions regarding mission assignments may be directed to Mr. 

Bruce P. Baughman at (202) 646-3691. 

Attachment

DISTRIBUTION 

Emergency Support Function Leaders Group 

Regional Directors, FEMA Regions I-X 

Regional Response and Recovery Division Directors 

Deputy Associate Directors„ Response and Recovery 

Division Directors, Response and Recovery Directorate 

Division Directors, Response and Recovery, FEMA Regions 

Division Directors, Office of Financial Management . 

Director, Office of Human Resources 

General Counsel Inspector General 

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FLSA Letter, CECW-OE/CEHR-E, Overtime Rate for Employees Performing Work in Response to 

Emergencies, 5 Apr 1999 

DEPARTMENT OF THE ARMY 

U.S. Army Corps of Engineers 

WASHINGTON, D.C. 20314-1000 

 

 

 

 CECW-OE/CEHR-E 5 APR 1999 

MEMORANDUM FOR Commanders, Major Subordinate Commands 

SUBJECT: Overtime Rate for Employees Performing Work in Response to Emergencies 

1. References: 

 a. CECW-OE memorandum dated 22 February 1999, subject: Overtime Rate for Employees Performing 

Work for the Federal Emergency Management Agency. 

 b. 5 Code of Federal Regulations (CFR) 551.208. 

2. The policy determination outlined in the 22 Feb 99 memo dealt specifically with work the Corps does for the 

Federal Emergency Management Agency (FEMA). This policy also applies to work done for Other Federal 

Agencies (OFAS) who request support from the Corps in similar situations. It was made clear that there will be 

few instances in which Corps employees will work under conditions that meet the criteria for emergency 

situations under 5 CFR 551.208(d). Since the 22 Feb 99 memo was issued, we have been asked to clarify a 

number of issues. This memorandum will address these issues and provide additional guidance regarding 

employees performing temporary work for FEMA. We are particularly concerned with the payment of 

overtime under the provisions of the Fair Labor Standards Act (FLSA). 

3. Corps employees providing assistance at FEMA's request are more likely to perform 

temporary work that meets the provisions of 5 CFR 551.208(a) - (c). This criteria is applicable 

when an employee must temporarily perform work or duties that are not consistent with the 

primary or grade-controlling duty of the employee's official position description. Exempt 

employees at GS-7 or above who perform the temporary work described above remain exempt 

for the entire period of temporary work or duties unless all three of the following conditions are 

met: 

a. The period of temporary work or duties exceeds 30 calendar days, and; 

b. the employee's primary duty for the period of temporary work or duties is not exempt work or duty as 

defined above; and 

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31 Aug 07

CECW-OE/CEHR-E 

SUBJECT: Overtime Rate for Employees Performing Work in Response to Emergencies 

c. the employee's position (including a position to which the employee is temporarily 

promoted) is properly classified in the General Schedule at GS-7 or above or properly classified 

in the Federal Wage System as a supervisor at situation 3 or 4 of Factor I of the Federal Wage System Job 

Grading Standard for Supervisors, or the equivalent level in other comparable wage systems. 

Criteria for non-exempt employees and exempt employees at GS-5 or GS-6 are also addressed 

in the CFR. 

4. Requests for volunteers will clearly identify the duties to be performed and an assessment of 

whether or not the duties are exempt or nonexempt. Human Resources personnel are available to 

assist in making these assessments which will assist in insuring the right grades/categories of 

people are sent in response to the request. Commanders and on-site managers are responsible 

for assuring that work performed in conjunction with a disaster are consistent with the 

information provided in the temporary duty support request. 

5. All managers are reminded that the Corps is responsible for any FLSA overtime incurred 

under either the emergency or the 30-day criteria, whether the work performed was under its own 

authority or in support of FEMA or OFAS. Since FF-MA and OFAs will not reimburse the Corps for overtime 

exceeding the status assigned to their position of record, the Corps will be liable for any nonexempt over-time 

performed by employees whose position of record is exempt. Since the Flood Control and Coastal Emergencies 

(FC&CE) Appropriation, 96X3125, is not available for this purpose, each commander will be responsible for 

assuring funds exist in either the General Expense or the District Overhead account to cover these expenses. 

While it is appropriate to fund over-time work dealing with flood fighting and related duties under FC&CE 

(Public Law 84-99), prudent management of our fiscal resources dictates that commanders should ensure the 

same process applies as indicated above. 

6. Extensions for more than 30 days of an exempt employee performing nonexempt work for more than 25 

percent of the time must be approved by the Commander, Deputy Commander, or Resource Management 

representative with fiscal responsibility. This will assure that funds are available for overtime in excess of that 

reimbursed by FEMA or OFAS. If you need nonexempt work performed in excess of these limits and there are 

not a sufficient number of nonexempt employees available to perform such duties, other options, such as 

contracting out nonexempt work should be considered. 

 

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CECW-OE/CEHR-E 

SUBJECT: Overtime Rate for Employees Performing Work in Response to Emergencies 

7. Changes reflected in reference l.a and this memorandum will be provided in the update to 

Engineer Regulation 11-1-320, Civil Works Emergency Management Programs. 

FOR THE COMMANDER: 

 

 /S/ 

 RUSSELL L. FUHRMAN 

 Major General, USA 

 Director of Civil Works 

 

 

 

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TRAVEL AS HOURS OF WORK 

A. Travel as hours of work is compensable according to an employee’s FLSA status. 

B. Official travel must be ordered and approved. To the greatest extent possible, employees should not be 

required to travel during non-duty hours (5CFR 610.123) during initial and final deployment travel. Travel as 

hours of work entitlements will be determined according to the employee’s deployment tour of duty (TOD). 

The deployment TOD applies when the employee commences travel to the deployment site and ends upon the 

employee’s completion of return to home station travel. Travel resulting from a temporary return to the PDS in 

the middle of a deployment is considered part of the deployment tour, and as such, employees will remain on 

the deployment TOD for this type of travel. ** *Note*** if the temporary return is not required for work 

purposes, although the employee’s TOD does not change, the travel is NOT considered hours of work for 

overtime purposes or Compensatory Time Off for Travel because although the travel may occur during an 

employee’s administrative workweek, it is neither required, nor for work purposes. 

C. Although deployment travel is included in the deployment TOD, being on a 12-hour a day TOD does not 

automatically entitle employees to 12 hours of pay. There must be 12 hours of work performed. Some of the 

12 hours may consist of travel if the travel is considered hours of work. 

D. It is not the phase of the emergency that impacts overtime entitlements for travel as hours of work; rather, it 

is whether the travel is considered hours of work. 

E. Most Wage Grade employees are non-exempt and follow non-exempt travel rules; additionally, collective 

bargaining agreements must be followed. 

F. For exempt employees, travel is considered hours of work under conditions a-e. For non-exempt employees, 

travel is considered hours of work under conditions f-h. 

 

 1. CONDITIONS: 

a. (N/E) Travel is within an employee’s regularly scheduled administrative workweek (including 

regularly scheduled overtime) 

b. (N/E) Travel involves the performance of work while traveling 

c. (N/E) Travel is incident to travel that involves the performance of work while traveling 

d. (N/E) Travel is carried out under arduous or unusual conditions 

e. (N/E) Travel results from an event that could not be scheduled or controlled administratively. Travel 

as Hours of Work Under condition 5 is not administratively controlled. 

f. (N) Employee drives a vehicle or performs other work while traveling (driving is not considered 

work for exempt employees; driving is considered work for non-exempt employees regardless of 

whether it occurs during duty hours) 

g. (N) Travel is as a passenger on a one day assignment away from the official duty station 

h. (N) Travel is as a passenger on an overnight assignment away from official duty station during hours 

on non-work days that correspond to employee’s regular working hours (NOTE: non-exempt 

employees are paid OT travel on the regular day off during hours which correspond to the TOD; 

travel is on the deployment TOD). 

 

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 2. To be considered hours of work, travel resulting from an event which could not be scheduled or 

controlled Administratively (paragraph F.1.e.) should meet the Comptroller General’s two-pronged test (69 

Comp. Gen. 385, 386 (1990)(Schacht); Comp Gen No. B-227489). First, the event requiring off-duty travel 

must not be administratively controllable. Second, there must be an immediate official necessity for the travel. 

In determining immediate official necessity, the Comp. Gen. looks at the actual necessity for immediate travel. 

To qualify as hours of work under condition 5 above, employees who are required to travel immediately should 

meet both conditions of the Comp. Gen. two-pronged test, i.e. there must be a total lack of government control 

in the scheduling of an event, and there must also be an actual necessity for immediate travel (47 FLRA No. 73, 

June 2, 1993). 

Compensatory Time for Travel 

• Compensatory Time for Travel is earned by an employee for time spent in a travel status away from the 

employee’s official duty station when such time is not compensable. 

• “Employee” includes both FLSA exempt and non-exempt, but not prevailing rate employees or 

members of the SES. 

• CTT can only be earned for travel time that is not otherwise compensable. Therefore, if travel is 

considered hours of work, and therefore compensable through a pay provision, the travel is not 

creditable under CTT regulations. 

• The travel must be officially authorized. In other words, travel must be for work purposes and must be 

approved by an authorized agency official or otherwise authorized under established agency policies. 

• For the purpose of compensatory time off for travel, time in a travel status includes— 

o Time spent traveling between the official duty station and a temporary duty station; 

o Time spent traveling between two temporary duty stations; and 

o The “usual waiting time” that precedes or interrupts such travel (e.g., waiting at an airport or train 

station prior to departure). The employing agency has the sole and exclusive discretion to determine 

what is creditable as “usual waiting time.” An “extended” waiting period—i.e., an unusually long 

wait during which the employee is free to rest, sleep, or otherwise use the time for his or her own 

purposes—is not considered time in a travel status. 

• For every 8.5 hours of travel time, a half hour lunch must be subtracted unless it is continuous travel. 

• Commuting Time— 

o Travel outside of regular working hours between an employee’s home and a temporary duty station 

or transportation terminal outside the limits of his or her official duty station is considered creditable 

travel time. However, the agency must deduct the employee’s normal home-to-work/work-to-home 

commuting time from the creditable travel time. 

 

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o Travel outside of regular working hours between a worksite and a transportation terminal is creditable 

travel time, and no commuting time offset applies. 

o Travel outside of regular working hours to or from a transportation terminal within the limits of the 

employee’s official duty station is considered equivalent to commuting time and is not creditable travel time. 

• Compensatory time off for travel is forfeited— 

o If not used within 26 pay periods 

o Upon voluntary transfer to another agency; 

o Upon movement to a noncovered position; or 

Upon separation from the Federal Government. Under no circumstances may an employee receive 

payment for unused compensatory time off for travel. 

o Compensatory time off for travel may not be considered in applying the biweekly or annual 

premium pay caps or the aggregate limitation on pay. There is no limitation on the amount of 

compensatory time off for travel an employee may earn. 

o The key to determining CTT entitlements is whether the travel is creditable as hours of work. If the 

travel is creditable as hours of work, the employee is compensated through regular or overtime 

pay, and therefore NOT entitled to CTT. If an employee can receive overtime for the travel, the 

employee cannot receive CTT. 

o In distinguishing an exempt employee’s entitlement to overtime versus CTT, focus has previously 

been on the disaster phase to determine the application of “an event that cannot be controlled 

administratively.” However, the actual disaster phase is immaterial. The relevant pieces of information 

are (a) the tour of duty, (b) the FLSA exemption status, and (c) whether the travel is considered hours of 

work. 

 When travel is interrupted by inclement weather, employees are entitled to CTT only for travel time 

and usual waiting time. An extended waiting period (such as one caused by inclement weather) would 

not count because during that time, an employee is free to do what he chooses. The travel time that 

occurred during the regularly scheduled administrative workweek would also not be compensable with 

CTT because the employee is entitled to pay for those hours (remember, initial deployment travel and 

return to home station travel are on the deployment TOD). 

o If travel under normal circumstances takes more than one day (i.e. from OCONUS to CONUS), 

entitlements are consistent with hours of work. The employee is entitled to regular pay or overtime pay 

for hours of travel occurring during the regularly scheduled administrative workweek. The employee is 

entitled to CTT for hours not otherwise compensable. However, only the time traveling and usual 

waiting time meet the CTT criteria. Extended waiting time, during which an employee is free to engage 

in activities of his own choosing, is not compensable with CTT. 

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Excessive Commute from Hotel to Temporary Duty Station

Excessive commute from hotel to temporary duty station: Under limited conditions, excessive commute 

time from the hotel to the temporary duty site may be compensable. The determination of what part of the 

travel can be considered hours of work must be determined on a case-by-case basis, and must be approved by 

the supported (lead) district commander or designated representative. To determine if the excessive travel is 

compensable, two questions must be answered: Is the travel itself considered hours of work? and if yes, how 

much of the travel is compensable? 

1. To determine if the travel will be considered hours of work, we can look at the conditions set forth in Title 

V and under the FLSA, as well as the employees' exemption status. 

For exempt employees, travel is considered hours of work under conditions 1-5. For non-exempt employees, 

travel is considered hours of work under conditions 1-8. 

 Conditions: 

(1) Travel is within an employee’s regularly scheduled administrative workweek 

(2) (N/E) Travel involves the performance of work while traveling 

(3) (N/E) Travel is incident to travel that involves the performance of work while 

 traveling 

(4) (N/E) Travel is carried out under arduous or unusual conditions 

(5) (N/E) Travel results from an event that could not be scheduled or controlled administratively 

(6) (N) Employee drives a vehicle or performs other work while traveling 

(7) (N) Travel is as a passenger on a one day assignment away from the official 

 duty station 

(8) Travel is as a passenger on an overnight assignment away from official 

 duty station during hours on non-work days that correspond to employee’s 

 regular working hours. 

• Normal commuting time from home to work and from work to home is not hours of work for exempt or 

non-exempt employees (5 CFR 551.422(b).) For an employee assigned to a temporary duty station 

overnight, normal "home-to-work/work-to-home" commuting also includes travel between the 

employee's temporary place of lodging and a work site within the limits of the temporary duty station. 

• The commute to the temporary duty station from the lodging site is not considered hours of work under 

condition 5 (travel resulting from an event which could not be controlled administratively) because any 

travel compensable under this condition would have already occurred with the initial requirement to 

deploy in response to the emergency. To use condition 5 again, the travel would have to "re-qualify" 

(Comp Gen, B-237852). 

E-10 
EP 37-1-6 

31 Aug 07

• The travel is considered hours of work if it is carried out under unusual or arduous conditions (condition 

4). The determination of what is arduous can be made by the local Commander or designated 

representative; however, "a long commuting time...is not sufficient by itself to qualify the travel as 

arduous." (Comp Gen, B250889). In determining the existence of arduous conditions, the following 

points within the Comp Gen decision should be considered: 

o Travel under arduous conditions is described as travel over unusually adverse terrain, during 

severe weather conditions, or to remote, barely accessible facilities by foot, horseback or truck. 

o Travel by automobile outside the employee’s regular workweek, even for a long period, absent 

unusual circumstances, does not constitute travel under arduous conditions. 

o Neither the time when travel is performed, nor the amount of time spent traveling, make the 

conditions of travel arduous. Hazardous conditions of travel are not necessarily arduous 

conditions of travel. 

o Heavy traffic, bad weather, and long delay are not conditions which make travel time arduous. 

(2) If the determination is made that the travel is considered hours of work under any of the 8 conditions, then 

only the travel beyond the employees' normal commute when at home station, is considered compensable as 

hours of work (example: if the normal commute is 30 minutes, and travel from hotel to duty site takes 2 hours 

and is under arduous conditions, only 1 hour and 30 minutes is considered work). 

E-11 
EP 37-1-6 

31 Aug 07 

Sample Letter for Tour of Duty – GS Employees E-12 
EP 37-1-6 

31 Aug 07

SAMPLE 

(LETTERHEAD) 

(Office Symbol) 

MEMORANDUM FOR 

 Defense Finance and Accounting Service (DFAS-IN/CP), 

 8899 E 56th Street, Indianapolis, IN 46249 

SUBJECT: Waiver of Limitation on Biweekly Civilian Pay 

1. Reference: Memorandum, Assistant G-1 for Civilian Personnel Policy, 4 

April 2003, subject: Premium Pay Limitations 

Paragraph 2 initiated by Lead District Commander (Blanket Waiver):

2. Effective (Date), a blanket waiver is authorized for those employees 

subject to the the biweekly pay limitation in support of Hurricane _______ 

(or other specific event). Specific Names, SSN’s and Start – End dates 

will be provided as they become available by individual USACE EOC Managers 

in support of the event. 

Paragraph 2 initiated by EOC Manager (to identify specific employees): 

2. Effective the date listed below, the following employee(s) are no 

longer subject to the biweekly pay limitation until the listed end date or 

otherwise notified. 

 SSN Name Start End(if known) 

3. The POC for this action is (name), (office symbol), (DSN number), (Email address). 

SIGNED BY COMMANDER (or EOC Manager if 

the Supported (Lead) District Commander has 

done Blanket Waiver) 

 

E-13
EP 37-1-6 

31 Aug 07 

CESAJ-CP (690-600) 

MEMORANDUM FOR (NAME OF DEPLOYED PERSONNEL) 

SUBJECT: Regularly Scheduled Administrative Workweek During Emergency Operations 

1. Due to the current emergency _____________(name of emergency), you have been tasked to provide 

emergency assistance to the __________________(name of supported MSC/District). As a result, you are 

placed on the following work schedule for the duration of your assignment. 

 Sunday through Saturday - 0700-1930 

2. Effective __________(current date), your basic 40 hour workweek is Monday through Friday from 0700 to 

1530 with an unpaid one half hour for lunch. Your regularly scheduled administrative workweek is as shown 

above; it includes 4 hours of scheduled overtime each day, with 1.5 hours of this overtime paid with night 

differential pay each day. In accordance with 5 CFR section 550.121, night work is regularly scheduled work 

performed by an employee between the hours of 1800 and 0600. Hours in excess of the above tour of duty will 

be overtime with no additional night differential pay authorized. They will be entered in CEFMs as unscheduled 

overtime. Work conducted on Saturday and Sunday will be considered regular overtime with the same night 

differential rule applying. This tour of duty will remain in effect for the duration of your assignment or until 

otherwise directed by the Jacksonville District. 

FOR THE COMMANDER: 

 Signature 

 Title 

E-14 
EP 37-1-6 

31 Aug 07

Sample Letter for Tour of Duty – Prevailing Employee (Shift 1) 

CEPOH-HR (690-600) 

MEMORANDUM FOR (Wage Employees Name) 

SUBJECT: Regularly Scheduled Administrative Workweek During Emergency Operations 

1. Due to the current emergency (Event Name), you have been tasked to provide emergency 

assistance to the (Your Districts Name). As a result, you are placed on the following work schedule 

for the duration of your assignment. 

Sunday through Saturday 0700-1930 

2. Effective (date), your basic 40-hour workweek is Monday thru Friday from 0700-1530 with an 

unpaid 30-minute meal period. Your regularly scheduled administrative workweek is shown 

in bold above; it includes 4 hours of scheduled overtime each day Monday through Friday 

and 12 hours of scheduled overtime each day Saturday and Sunday. In accordance with 5 

CFR Section 532.505, wage employees are entitled to night shift differentials governed by the 

following shift schedules; First Shift (0700-1600), Second Shift (1500-2400), and Third Shift 

(2300-0800). As a result, your regularly scheduled nonovertime hours fall into First Shift 

(0700-1530). Since the majority of hours fall in First Shift, your entire shift (regular and 

overtime) is authorized to be First Shift. All regular time and overtime (scheduled and 

unscheduled) will be input into CEFMS as Shift code 1. This tour of duty will remain in effect 

for the duration of your assignment or until otherwise directed by your TDY immediate supervisor. 

FOR THE COMMANDER: 

(Your Emergency Manager’s Name) 

Emergency Manager 

E-15
EP 37-1-6 

31 Aug 07 

Sample Letter for Tour of Duty – Prevailing Employee (Shift 2)

CEPOH-HR (690-600) 

MEMORANDUM FOR (Wage Employees Name) 

SUBJECT: Regularly Scheduled Administrative Workweek During Emergency Operations 

1. Due to the current emergency (Event Name), you have been tasked to provide emergency 

assistance to the (Your Districts Name). As a result, you are placed on the following work schedule 

for the duration of your assignment. 

Sunday through Saturday 1200-0030 

2. Effective (date), your basic 40-hour workweek is Monday thru Friday from 1200-2030 with an 

unpaid 30-minute meal period. Your regularly scheduled administrative workweek is shown 

in bold above; it includes 4 hours of scheduled overtime each day Monday through Friday 

and 12 hours of scheduled overtime each day Saturday and Sunday. In accordance with 5 

CFR Section 532.505, wage employees are entitled to night shift differentials governed by the 

following shift schedules; First Shift (0700-1600), Second Shift (1500-2400), and Third Shift 

(2300-0800). As a result, your regularly scheduled nonovertime hours fall into First Shift 

(1200-1500, 3 hours) and Second Shift (1500-0030, 5 hours). Since the majority of 

hours fall in Second Shift, your entire shift (regular and overtime) is authorized to be 

Second Shift. All regular time and overtime (scheduled and unscheduled) will be input 

into CEFMS as Shift code 2. This tour of duty will remain in effect for the duration of your 

assignment or until otherwise directed by your TDY immediate supervisor. 

FOR THE COMMANDER: 

(Your Emergency Manager’s Name) 

Emergency Manager 

E-16
EP 37-1-6 

31 Aug 07

Sample Letter for Tour of Duty – Prevailing Employee (Shift 3)

CEPOH-HR (690-600) 

MEMORANDUM FOR (Wage Employees Name) 

SUBJECT: Regularly Scheduled Administrative Workweek During Emergency Operations 

1. Due to the current emergency (Event Name), you have been tasked to provide emergency 

assistance to the (Your Districts Name). As a result, you are placed on the following work schedule 

for the duration of your assignment. 

Sunday through Saturday 2200-1030 

2. Effective (date), your basic 40-hour workweek is Monday thru Friday from 2200-0630 with an 

unpaid 30-minute meal period. Your regularly scheduled administrative workweek is shown 

in bold above; it includes 4 hours of scheduled overtime each day Monday through Friday 

and 12 hours of scheduled overtime each day Saturday and Sunday. In accordance with 5 

CFR Section 532.505, wage employees are entitled to night shift differentials governed by the 

following shift schedules; First Shift (0700-1600), Second Shift (1500-2400), and Third Shift 

(2300-0800). As a result, your regularly scheduled nonovertime hours fall into Second 

Shift (2200-2400, 2 hours) and Third Shift (2300-0630, 7.5 hours). Since the majority of 

hours fall in Third Shift, your entire shift (regular and overtime) is authorized to be Third 

Shift. All regular time and overtime (scheduled and unscheduled) will be input into 

CEFMS as Shift code 3. This tour of duty will remain in effect for the duration of your assignment 

or until otherwise directed by your TDY immediate supervisor. 

FOR THE COMMANDER: 

(Your Emergency Manager’s Name) 

Emergency Manager 

E-17 
EP 37-1-6 

31 Aug 07 

Sample Travel Day Form 

Travel Day: 

Location Date Actual time Zulu time 

Depart _______ 

Arrived _______ 

Please indicate any delays during your travel: 

_________________________________________________ 

_________________________________________________ 

If you went directly to work from the airport or directly to the airport from 

work, please indicate this information below: 

_________________________________________________ 

_________________________________________________ 

_________________________________________________ 

Your signature _________________________ 

MSC/District Rep Signature______________________ 

Please note you should have this sheet faxed to the CE(MSC/Dist)-EOC and 

a representative will calculate the time for your travel from your home 

district/division to TDY area. You will receive a copy of this sheet with a 

timesheet. 

Thank you, 

Emergency Management 

E-18
EMERGENCY OPERATIONS TIME AND ATTENDANCE SHEET (EP 37-1-6) 

NAME: (Last, First, MI) 

________________________________________________________ Pay Plan (GS, WG, etc) :

Permanent Organization (Including Office Symbol): Emergency Assignment Site: 

From: ____________

 DATE TYPE OF PAY

Days of 

Week 

IN OUT REG 

REG 

W/ND 

SCH 

OVT 

UNS 

OVT 

OVT 

W/ND 

SUN 

PREM 

HOL 

WKD 

ANN 

LV 

SICK 

LV 

HOL 

LV 

LWOPAWOL TOTAL 

FEMA 

ASSIG

S UN

M ON

T UE

W ED

T HR

FRI

S AT

TOTAL I certify that the above time record is accurate: ______________________________________ 

Employee’s Signature 

Approved: ___________________________________ 

Emergency Supervisor’s Signature

 I certify that the Labor Charge Code(s) are correct: ___________________________________ 

Home Station EOC

Posted to th_________

ENG FORM 6020-R, August 2005 

NOTE: (1) All Overtime was authorized under the blanket approval, Work Schedule Memo dated ________________________, rather than by individual overtime 

(2) A 30-minute unpaid LUNCH break is required during emergency operations. 

**FOR OFFICIAL USE ONLY-PRIVACY ACT DATA** 

E-19 
EP 37-1-6 

31 Aug 07 

EMERGENCY OPERATIONS TIME AND ATTENDANCE SHEET

DEFINITIONS FOR EMERGENCY OPERATIONS TIME AND ATTENDANCE SHEE

This is a spreadsheet. Sum of row across is total time at work. Sum of column down is total of each categoryHours in regular administrative workday must total 8. REG = Regular Pay; Usually 8 hours per day, 5 days per week; The “basic 8-hour administrative workday” is 

includes one-half hour break for Lunch. REG W/ND = Regular Pay with Night Differential; If applicable, ND is authorized on Work Schedule Memo issPart of the regular administrative workday and between 1800-0600 (usually applies only to 2nd or 3rd night sSCH OVT = Scheduled Overtime; Hours in excess of REG or Holiday Worked (HOL WKD) between 0600-18of the regular tour of duty (typically 2.5 hours, 1530 - 1800). OVT W/ND = Overtime with Night Differential; If applicable, ND is Authorized on the Work Schedule Memo isRefers to Hours in excess of REG or HOL WKD between 1800-0600 and scheduled as part of the regular tou

hours, 1800-1930). UNS OVT = Unscheduled Overtime; Hours in excess of REG or HOL WKD and not scheduled as part of the 

(typically before 0700 or after 1930) SUN = Sunday Premium Pay; Used only when Sunday is part of the regularly scheduled basic 40-hour workw

HOL WKD = Holiday Hours Worked; (Maximum 8 Hours) 

ANN LV = Annual leave (Generally not allowed, except when on authorized R & R) 

SICK LV = Sick Leave HOL LV = Holiday Leave (Paid holiday - Non-work status).  (Page 2) 

E-20