Federal Emergency Management Agency

September 1999

Disaster recovery assistance is available without regard to race,

color, national origin, sex, age, religion, disability, or economic

status. Anyone who believes he/she has been discriminated

against should contact the FEMA Helpline at 1-800-525-0321.

To report suspected fraud, waste, or abuse, please call

FEMA's hotline at 1-800-323-8603.

FOREWORD

Despite our increased efforts in mitigation under our Project Impact:

Building a Disaster Resistant Community initiative and advanced

technology in warnings, disasters still happen. When natural

disasters occur, it is the responsibility of the local community and

then the State to respond. When their combined efforts are not

sufficient to effectively cope with the direct results of the disaster,

Federal assistance is available to supplement the State and local

efforts. The Robert T. Stafford Disaster Relief and Emergency

Assistance Act, Public Law 93-288, as amended, (Stafford Act) was

designed to do this. The Stafford Act authorizes the President to

provide assistance to individuals (Individual Assistance) and to State

and local governments as well as certain Private Non-Profit

organizations (Public Assistance) to help them respond to and

recover from a disaster.

Based on the results of interviews and focus group meetings with

our regional, state and local customers, the Federal Emergency

Management Agency reengineered the Public Assistance Program.

We have streamlined our program to provide assistance in a more

consistent, efficient and effective manner. Our redesigned Public

Assistance Program is based on four major components: People,

Process, Policy and Performance.

This Applicant Handbook is one initiative developed under the

Process component of the program. The Handbook describes how

applicants (our customers) apply for assistance under the Public

Assistance Program. We believe that the Handbook is a useful tool.

By following the procedures outlined in the Handbook, applicants

can help us deliver assistance to them in an efficient and effective

manner.

Additional information about the Public Assistance Program is

available through the Internet at www.fema.gov/r-n-r/pa/.

Please send comments or suggestions regarding improvements to

the Handbook to:

Director, Infrastructure Division, Room 713

Response and Recovery Directorate

Federal Emergency Management Agency

500 C Street, S.W.

Washington, D.C. 20472
CONTENTS

Chapter 1 General Applicant Information__________ 1

Why an Applicant Handbook? _______________________ 1

How does FEMA get involved in a State disaster? _______ 2

What is a PDA?___________________________________ 2

Is there a way to get money fast?____________________ 3

How do I apply for a Public Assistance Grant? __________ 5

What is the Applicants’ Briefing? _____________________ 8

Who is a PAC? ___________________________________ 9

Who is a Liaison? ________________________________ 10

What is a Kickoff Meeting?_________________________ 11

Chapter 2 Project Formulation _________________ 13

What is Project Formulation?_______________________ 13

What is the difference between a large and

small project? ___________________________________ 13

What are some examples of project formulation? ______ 15

May more than one category

be combined in a single project?____________________ 16

Chapter 3 The Project Worksheet_______________ 17

What is a Project Worksheet? ______________________ 17

How do I complete the Project Description?___________ 17

How do I complete the Description of Eligible Work?____ 21

Are there special issues I need to show on the Project

Worksheet?_____________________________________ 24

Special Considerations Questions—Sample Form _______ 26

How do I complete the Cost Estimate? _______________ 27

What are some common methods of estimating projects? 27

Project Worksheet – Sample _______________________ 30

Are there different types of projects? ________________ 32

Chapter 4 Documentation ____________________ 35

What type of documentation do I need?______________ 35

How should I maintain my records? _________________ 35

What records do I need to keep and for how long?_____ 37

May I use my own records system? _________________ 38

Are there Summary Records to help me organize my work?

______________________________________________ 38

What are the completion deadlines? _________________ 39
Chapter 5 Small Project Validation______________ 41

What is Small Project Validation? ___________________ 41

How does it work? _______________________________ 41

What will the Specialist be looking for?_______________ 42

What happens during validation? ___________________ 43

Will more than the two samples ever be validated?_____ 44

Validation Worksheet - Sample _____________________ 46

Chapter 6 Handling Large Projects______________ 49

What is a Large Project? __________________________ 49

How are Large Projects handled? ___________________ 49

What is the Cost Estimating Format? ________________ 50

How are Large Projects funded? ____________________ 51

Are there deadlines and timelines? __________________ 54

Chapter 7 Special Considerations Guidelines ______ 57

What are Special Considerations? ___________________ 57

Insurance ______________________________________ 58

Hazard Mitigation ________________________________ 61

Environmental Considerations ______________________ 63

Chapter 8 Closeout__________________________ 67

What is Closeout?________________________________ 67

Reference Material __________________________ 69

The Public Assistance Program ______________Appendix A

Eligibility Charts __________________________ Appendix B

Frequently Asked Eligibility Questions_________Appendix C

Applicant Record-Keeping

Forms and Instructions ____________________Appendix D

Glossary of Terms ________________________ Appendix E

Index______________________________________ I1 & I2

General Applicant Information

Federal Emergency Management Agency 1

Applicant Handbook

Chapter 1

General Applicant Information

The objective of the Public Assistance Program is to provide

assistance to States, local governments, and selected Non-Profit

organizations to alleviate suffering and hardship resulting from

major disasters or emergencies declared by the President.

Why an Applicant Handbook?

The Applicant Handbook was developed to provide easy to

follow instructions on how to apply for Public Assistance grants.

Numerous applicants, State emergency managers, and Federal

Public Assistance staff requested the development of a handbook

to help walk applicants through the procedures and forms

necessary to determine eligibility and receive money for

damages sustained as a result of a Presidentially declared

disaster. The intent of this handbook is to do just that.

You, the applicant, play an active role throughout the disaster

recovery process. It is our belief that you are in the best

position to identify and prioritize local needs and that we, in

concert with our State partners, can better serve you by

providing technical and financial assistance to meet those needs.

To participate fully, you must be able to develop accurate and

complete scopes of work and cost estimates. This handbook is a

tool to help you accomplish these tasks. It will also help you

understand what technical assistance is available and how to

obtain it.

You are responsible for maintaining your project records

according to the program requirements. Our procedures require

that only minimal documentation be collected and retained by

FEMA. Guidelines for organizing and maintaining documentation

are provided in this handbook.

Recovering from disaster can be a long and arduous road for any

community. It is our hope that this guide will help make the

path a little easier and the recovery effort a little faster.
General Applicant Information

2 Federal Emergency Management Agency

Applicant Handbook

How does FEMA get involved in a State

disaster?

Once a disaster has occurred, and the State has declared a state

of emergency, the State will evaluate the recovery capabilities of

the State and local governments. If it is determined that the

damage is beyond their recovery capability, the governor will

normally send a request letter to the President, directed through

the Regional Director of the appropriate

FEMA region. The President then

makes the decision whether or not to

declare a major disaster or emergency.

After a presidential declaration has been

made, FEMA will designate the area eligible

for assistance and announce the types of

assistance available. FEMA provides

supplemental assistance for State and local

government recovery expenses, and the

Federal share will always be at least 75 percent

of the eligible costs.

What is a PDA?

A Preliminary Damage Assessment (PDA) is the process used to

determine the magnitude and impact of the State’s damage. A

FEMA/State team will usually visit local applicants and view their

damage first hand to assess the scope of damage and estimate

repair costs. The results of this survey are used to help

determine the need for Federal involvement in the recovery

process.

What do I need to do????????

! Besides showing the team your damage sites, be sure

to bring to their attention any environmental or historic

issues that may be present, along with any known

insurance coverage.

! You should also explain what immediate expenditures

might be associated with any emergency work you

have identified. This information may be used to
General Applicant Information

Federal Emergency Management Agency 3

Applicant Handbook

provide you some expedited funding, if a declaration is

obtained for your area.

Is there a way to get money fast?

Immediate Needs Funding (INF) is money earmarked for the

most urgent work in the initial aftermath of a disaster. The

funds may be provided to any eligible applicant for eligible

emergency work that must be performed immediately and paid

for within the first 60 days following declaration. Eligible work

typically includes debris removal, emergency protective

measures, and removal of health and safety hazards.

Immediate needs funds can be used for expenses resulting from

this eligible work, such as temporary labor costs, overtime

payroll, equipment, and material fees.

HOW DOES IT WORK?

During the PDA, immediate needs are

noted for each area surveyed. If a disaster

is declared, and the State thinks damage

costs warrant the need for immediate cash

flow, the State may INF on your behalf. Up

to 50% of the Federal share estimate of emergency monies will

then be placed in the State’s account. Because this money can

be made available in advance of normal procedures once a

disaster has been declared, paperwork and processing times are

reduced and you can receive emergency funds sooner. Even

though your facilities may have been included in the PDA, INF

will not be available unless your county/city has been included in

the presidential declaration.

WHAT DO I NEED TO DO????????

! If your damage sites have been surveyed in the PDA, you

may be eligible for INF. If you are, the choice of whether or

not to apply for these funds is yours.
General Applicant Information

4 Federal Emergency Management Agency

Applicant Handbook

! INF is usually based on a percentage of the emergency work

identified during the PDA. You can assist the PDA team by

alerting them to your emergency work, along with any

associated immediate expenditures and helping to estimate

damage costs.

! Your State will notify you on how to apply INF. Typically

they will have you send a letter of request to a designated

State official.

! You must submit a completed Request for Public Assistance

(Request) (FEMA Form 90-49) before the State will release

any INF.

! You may use INF for any eligible emergency work that

requires payment within the first 60 days following

declaration.

! No INF will be allocated for work projects identified during

the PDA that include environmental or historic

considerations, or for hazard mitigation projects. Specialists

conducting the PDA will use a list of Special Considerations

questions to help determine INF eligibility.

! Any INF you receive will be offset against the costs of your

actual emergency work projects as they are received.

! If your actual emergency work project costs are less than

the INF received, then INF will be offset against permanent

work projects. Eligible permanent work costs will not be

obligated until INF is reimbursed.

! If your damages are not identified during the PDA or if no

immediate needs are noted, you still will have the

opportunity to request expedited handling of your

emergency work when you officially file your Request.
General Applicant Information

Federal Emergency Management Agency 5

Applicant Handbook

How do I apply for a Public Assistance

Grant?

The Request is FEMA’s official

application form. It is a simple, short

form with self-contained instructions.

The Request (FEMA form 90-49) asks

for general information which identifies

you as an applicant, starts the grant process and opens your

Case Management File, which contains your general claim

information as well as records of meetings, conversations, phone

messages and any special issues or concerns that may affect

your funding.

HOW DOES IT WORK?

You have 30 days from the date of the presidential disaster

declaration or the designation of your area in which to submit

the Request form to your State Public Assistance Officer. The

form may be delivered in person at the Applicants’ Briefing or by

mail, or fax (and eventually, via the Internet). The sooner your

Request is submitted, the sooner the system will begin to work

for you.

WHAT DO I NEED TO DO????????

! Review the Request (FEMA form 90-49) on page 6 so you

are familiar with the information needed.

! Fill out the form completely providing accurate phone

numbers and contact information.

! Submit the form to your State representative at the

Applicants’ Briefing. You may also FAX or mail it in.

! The Request form establishes you as an applicant and

initiates the grant process on your behalf. Even if you only

request INF, you must submit a Request form before the

actual funds are released by the State.
General Applicant Information

6 Federal Emergency Management Agency

Applicant Handbook

! Do not delay in submitting the Request form because you do

not have a complete assessment of your damages. As soon

as FEMA receives your Request, you can receive assistance

in assessing damages and help in completing additional

paperwork.

IS THERE A DEADLINE?

Yes, the Request must be submitted to the State Public

Assistance Officer within 30 days of the date of designation of

your area.
General Applicant Information

Federal Emergency Management Agency 7

Applicant Handbook

Request for Public Assistance
General Applicant Information

8 Federal Emergency Management Agency

Applicant Handbook

What is the Applicants’ Briefing?

The Applicants’ Briefing is a meeting conducted by the State to

inform prospective applicants of available assistance and

eligibility requirements for obtaining Federal assistance under

the declared event. These meetings are conducted a few days

after the declaration. The Request forms usually are distributed

and collected at this time.

What do I need to do????????

! Although great benefit may be obtained from these briefings

if an elected official or a financial management

representative attends, maximum benefit is ensured if

someone who will actually be using the information also

attends the meeting.

! Complete and submit the Request form at the meeting to

avoid delay in getting the process started. Once the

Request form is turned in, you will be assigned a Public

Assistance Coordinator who will serve as your customer

service representative.

! If you have an INF request, be sure and bring it to the

attention of the State representative conducting the briefing.
General Applicant Information

Federal Emergency Management Agency 9

Applicant Handbook

Who is a PAC?

The Public Assistance Coordinator (PAC) is a customer service

representative assigned to work with you from declaration to

funding approval. The PAC is trained in Public Assistance policies

and procedures and will guide you through the steps necessary

to receive funding. This individual will maintain and manage a

Case Management File containing information on your projects,

conversations regarding the damages to your facilities and issues

affecting your FEMA assistance.

WHAT DOES THE PAC DO?

Working in partnership with you, a PAC is assigned to manage

your case from beginning to end, providing comprehensive

information, explanation, and technical assistance. As needed,

your PAC can help you to document your damage, determine

eligible repair work, estimate

costs, develop work

projects, and identify issues

such as insurance coverage,

environmental resources,

and historic buildings, which

require special attention.

The earlier these Special

Considerations are

identified, the sooner they

can be resolved and public

assistance funding made

available to you.

It is the PAC’s responsibility to ensure that all damage is

reported correctly and accurately, that Special Considerations

are identified and evaluated, and that projects are approved and

obligated in a timely manner. The PAC, as manager of the Case

Management File, is also responsible for recording all meetings

and conversations, tracking the progress of projects and issues,

and documenting any concerns that may affect your funding.

HOW WILL I BE DEALING WITH MY PAC?

! You should expect to meet with your PAC in person and talk

with him or her by phone as often as you need.
General Applicant Information

10 Federal Emergency Management Agency

Applicant Handbook

! You can expect to be contacted by your PAC within one (1)

week from the time you submit your Request form. If you

have not heard from your PAC by the end of two (2) weeks,

please notify your State Public Assistance Officer.

! The first meeting with your PAC is called the Kickoff Meeting,

where comprehensive information and assistance tailored to

your damage claims will be reviewed.

! If at all possible, attend the Applicants’ Briefing for your

area, obtain a Disaster Fact Sheet, create a list of all your

damages and review this handbook before meeting with

your PAC.

Who is a Liaison?

The Applicant Liaison (Liaison) is the State’s customer service

representative assigned to work with you and the PAC. The

Liaison is responsible for providing you with specific information

on State regulations, documentation and reporting requirements.

The Liaison is also there to provide technical assistance, when

requested, and can help in the identification of Hazard Mitigation

opportunities.

How will I be dealing with my Liaison?

! The first meeting with your Liaison will be at the Kickoff

Meeting. The Liaison will provide the State’s perspective on

the recovery process and will explain any State specific

reporting requirements.

! As a State representative, the Liaison should be familiar with

your area and any special conditions that might be present

in your area. Do not hesitate to seek the advice and counsel

of the Liaison about area specific questions.

! You should expect to meet with your Liaison in person and

talk with him or her by phone as often as you need.
General Applicant Information

Federal Emergency Management Agency 11

Applicant Handbook

What is a Kickoff Meeting?

The first meeting with your PAC and Liaison is called the Kickoff

Meeting. It is at this meeting that your damages will be

discussed, your needs assessed, and a plan of action put in

place. The PAC will go over what will be expected of you, and

will provide detailed instructions on what to do and how to do it.

The Liaison will provide State specific details on documentation

and reporting requirements. Both the PAC and Liaison will help

identify any Special Considerations in your area.

The PAC will contact you to set up this meeting. After reviewing

your list of damages, the PAC will help you determine what

technical assistance, if any, is needed to prepare your Project

Worksheets (FEMA Form 90-91). This meeting is also the place

to bring any questions or concerns you may have about how the

Public Assistance process works or what might be expected of

you.

WHO SHOULD ATTEND?

! When your PAC contacts you to schedule a Kickoff Meeting,

make sure to discuss who else should attend.

! It may be helpful to have your risk manager who is familiar

with you insurance coverage, record keeper, public works

officials, and/or others with working knowledge of the

repairs needed, in attendance.
General Applicant Information

12 Federal Emergency Management Agency

Applicant Handbook

What do I need to do????????

! You can expect to be contacted by your PAC within one (1)

week after submission of your Request. If you have not

heard from your PAC within two (2) weeks, contact your

State Public Assistance Officer to arrange the first meeting.

! Compile a list of all your damages. Take that list with you to

the Kickoff Meeting.

! Pay close attention when your PAC shows you how to

prepare detailed descriptions and summaries of your repair

projects. By the end of the Kickoff Meeting, you should

have received the information you need to proceed with

disaster recovery and will understand what to expect.

! Identify circumstances that require special review, such as

insurance coverage, environmental resource issues, and

historic preservation. The earlier these conditions are

known, the faster they can be addressed, and they must be

addressed before funding can be approved.

! You are encouraged to participate fully in managing your

repair projects, particularly small projects.

! Request clarification of anything you do not understand and

bring forward any issues that may concern you. Full

discussion and regular interaction with your PAC and Liaison

will help to resolve differences as they arise and expedite

approval of your projects.

! Contact your PAC whenever you have

questions or need assistance.

! You are responsible for maintaining

records of completed work and work to

be completed. Your PAC will provide a

detailed list of required records and can

recommend ways of organizing them.
Project Formulation

Federal Emergency Management Agency 13

Applicant Handbook

Chapter 2

Project Formulation

What is Project Formulation?

The next step in disaster recovery is to fully document the

extent of your damages and to plan the repair work. Project

formulation is the process of documenting the eligible facility,

the eligible work and the eligible cost for fixing the identified

damages. You, the applicant, are responsible for identifying all

damages and determining how you will develop your work

projects.

Project formulation allows you to administratively consolidate

multiple work items into single projects in order to expedite

approval and funding, and to facilitate project management.

A project is a logical method of

performing work required as a result

of the declared event. You may

include more than one damage site in

a project. This offers flexibility in

organizing and managing the work

around your needs. Your PAC will

explain advantages and

disadvantages, as well as different ways of formulating projects

so that you can decide what works best for you.

What is the difference between a large

and small project?

To facilitate review, approval and funding, repair projects are

divided by dollar amount into small and large projects. In most

disasters, the majority of work consists of small projects. A small

project is any eligible work, either emergency or permanent,

costing from $1,000 to $47,800 ($47,800 is the threshold for

small projects for Federal fiscal year 1999 and is adjusted

annually.) Funding for small projects is based on the Federal

share—usually 75%—of the approved estimate of eligible work.
Project Formulation

14 Federal Emergency Management Agency

Applicant Handbook

You are responsible for

identifying all projects and

are encouraged to provide

your own scopes of work

and cost estimates for small

projects. Details on this

process are given later in this book. Your PAC will explain the

entire process during the Kickoff Meeting and will be available at

any time to provide further assistance.

Although you are responsible for identifying large projects, only

the basic description of the project and a broad cost estimate is

required. Large projects, those with damage costs over $47,800

(Federal FY 99) will be formulated as a team effort with FEMA,

State and your local representative as partners. Funding for

large projects is based on actual costs to complete the eligible

scope of work. The funding for each large project will be

adjusted after all work is complete.

WHAT DO I NEED TO DO????????

! Combine your various recovery efforts into projects. A

project should be formulated to meet your recovery needs.

! Multiple damaged sites and eligible work may be combined

administratively into a single project for a variety of

justifiable reasons. You may select any reasonable method

to manage your projects.

! After the Specialist has reviewed the Special Considerations

Questions with you, it may be necessary for FEMA to

conduct an Environmental Assessment. If this occurs, you

will need to keep a record of the information pertaining to

the alternatives that were considered.
Project Formulation

Federal Emergency Management Agency 15

Applicant Handbook

What are some examples of project

formulation?

• Specific Site – all work at a specific site may be a project,

such as a single road washout site. This method is used

often if the site has Special Considerations.

• Specific Facility – all work on a bridge may be a project,

or restoration of a building and its contents may be a

project. This method is used for large projects.

• Type of Damage – all work under a specific category may

be a project such as debris removal (Category A) or all work

at certain types of facilities may be a project, such as all

gravel roads on one project and all paved roads on another.

• System – all work to a system may be a single project, for

example, repairs to the water distribution system including

multiple waterline breaks may be one project.

• Jurisdiction – all work within a specific area such as a

park, may be a project. Or, all work within an administrative

department of an applicant, such as the city police, fire, and

public works departments, may be a project.

• Method of Work – a project may be grouped by how the

work will be completed. For example, all work completed

under a single contract may be a project. Or, all work

undertaken by a force account crew may be a project.

• Complex – for extensive damage to several facilities at a

complex (for example, a high school) all damage could be

combined into one project, or separated into several

projects, such as roof repair, or work done by a single

contractor, or all repairs done by force account.

• Special Considerations – a project may be grouped by

special issues that might take longer to resolve, such as

environmental or historic concerns.
Project Formulation

16 Federal Emergency Management Agency

Applicant Handbook

May more than one category be combined

in a single project?

Yes. More than one category of work may be combined in a

single project if the combination is practical. For example, if the

project is to repair a park (Category G) it may include work to

repair roads within the park (Category C). However, for the most

part, emergency work (Categories A & B) should not be

combined with permanent work (Categories C through G) unless

the emergency work is incidental to the permanent repair. It

should be noted that even though categories may be combined,

FEMA eligibility criteria will still be applied as is appropriate to

the type of work/costs performed.

For example, some debris removal (emergency work) may be

required prior to repairing undermining of a bridge abutment

(permanent work). Since the debris removal is incidental to

completing the bridge repair, the work may be formulated on a

single project. Categories are explained in detail under Appendix

A of this handbook and also in the Public Assistance Guide,

(FEMA 286, to be replaced by FEMA 322).

You will need to complete a Project Worksheet for each of your

small projects. When you have completed worksheets for all or

a logical subset of your small projects, submit them to your PAC.

The PAC can begin the processing of your claims as soon as you

submit the Project Worksheets.

If you need money quickly because you have extensive

emergency repairs or because you did not receive Immediate

Needs Funding, you have the option of submitting emergency

work as soon as you can formulate those projects. You can then

turn to preparing documentation for permanent repair work.

The choice is yours, based on your funding or other needs.

Note: If sites are combined in such a way that

the cost estimate exceeds the large project /

small project threshold, the project is considered

a large project. This is true even if all individual

sites within the project are damaged less than

the large project threshold amount.
The Project Worksheet

Federal Emergency Management Agency 17

Applicant Handbook

Chapter 3

The Project Worksheet

What is a Project Worksheet?

A Project Worksheet is the form used to document the scope of

work and cost estimate for a project. This form supplies FEMA

with the information necessary to approve the scope of work

and itemized cost estimate prior to funding. Each project must

be documented on a separate Project Worksheet. The approved

Project Worksheet will then be the basis for funding under the

Public Assistance Program.

A project is a logical method of performing work required as a

result of the declared event. You may include more than one

damage site in a project. This offers flexibility in organizing and

managing the work around your needs.

Once you have consolidated similar work items into projects, you

will need to fully document your damage and repair plan by

completing a Project Worksheet for each project. Although more

than one site can be combined to make a project, only one

project may be listed on a Project Worksheet.

How do I complete the Project

Description?

The Project Description

describes the facility, location,

its pre-disaster function, and

the disaster-related damage.

From that information, the

scope of work is developed

describing in detail the work

necessary to return the facility

to its pre-disaster design. The

damage description and scope of work should be listed in the

areas provided on the Project Worksheet. For a complete,

accurate and itemized damage description and scope of work

you will need to:
The Project Worksheet

18 Federal Emergency Management Agency

Applicant Handbook

• Describe the pre-disaster facility, function and location

(including Latitude/Longitude when known).

• Describe the disaster-related damage to the facility.

• Describe the repairs necessary to repair the facility to its

pre-disaster design (scope of work). Describe any change in

the pre-disaster design of the facility that is required.

• Describe any known environmental or historic issues or

concerns related to the repair. Environmental and historic

issues are concerns included in a grouping referred to as

Special Considerations and is discussed more fully in

Chapter 7.

• Describe any damage that could be repaired in such a

manner as to reduce the risk of the same damage from

happening again. This type of preventive repair is known as

Hazard Mitigation and is discussed more fully in Chapter 7.

HOW DO I DESCRIBE THE PROJECT LOCATION?

The exact location of the damaged facility must be described.

This information should be specific enough to enable field

personnel to easily locate the facility if a site visit is necessary.

Providing latitude/longitude coordinates will facilitate locating

and mapping of your projects and should be included, whenever

possible.

The following are examples of possible location descriptions for

different types of facilities:

" Building

• Provide the address including street name and

community (e.g., 1235 Ashnut Lane, Reston, VA)

" Street, road or bridge

• Name the intersecting street boundaries, where

applicable (i.e., Main Street between Elm and Third

Streets)
The Project Worksheet

Federal Emergency Management Agency 19

Applicant Handbook

• Provide other information that documents the exact

location of the facility (i.e., Miller Avenue Bridge, 1/3

mile north of City limit, mile marker #24)

• A rural road should be identified by township, range,

section and road number (i.e., T7S, R14W, Sec. 28, TR

108)

" Water or sewer line

• Identify the closest street address along with the

proximity of the line to that location (i.e., Sewer - 201 N.

Cedar Street, on West side of street at alley)

HOW DO I COMPLETE THE DESCRIPTION OF DAMAGE? (INCLUDING

DIMENSIONS AND QUANTITIES)

The damage must be described in terms of the function of the

facility and its features, or items requiring repair. Note the

differences in the damage descriptions in the examples below:

Example 1:

" Incomplete: Two classroom buildings

sustained water damage.

" Complete: Floodwater inundated two

classroom buildings that serve 250 students,

to a depth of two feet, damaging drywall, tile

flooring, and books in all 14 rooms.

Example 2:

" Incomplete: Floodwaters caused damage to the parking lot.

" Complete: Floodwaters undermined the northwest corner of

the parking lot. The parking lot has a total capacity to park

100 vehicles. Floodwaters caused the asphalt surface and

gravel sub-base to settle over a 1000 sq. ft. area, affecting

15 parking spaces, resulting in broken asphalt and

compromised sub-base requiring complete replacement.
The Project Worksheet

20 Federal Emergency Management Agency

Applicant Handbook

Not only must the function of the facility be described, but all

damaged elements of a facility must be clearly defined in

quantitative terms with physical dimensions (e.g., 800'L x 16'W

x 4"H, aggregate surface). Without appropriate dimensions,

proper estimates of material quantities and costs cannot be

developed. Note the differences in the dimensions defined in

the examples below:

Example 1:

" Incomplete: High winds and hail destroyed a wooden

storage shed.

" Complete: High winds and hail destroyed a 20’L x 20’W

x 14’H wooden storage shed.

Example 2:

" Incomplete: Floodwaters washed away a 20-foot

section of earthen road embankment.

" Complete: Floodwaters washed away a 20’L x 5’W x

10’H section of earthen embankment along a secondary

two-lane asphalt paved road, resulting in travel being

restricted to one lane.

How do I describe the damage?

The specific cause of damage must

relate to the incident for which the

disaster was declared. It is important

to completely describe the cause of

damage because it can affect

eligibility determinations. For

instance, consider the two situations

described below:
The Project Worksheet

Federal Emergency Management Agency 21

Applicant Handbook

" Damage from wind-driven rain may be covered by a

general insurance policy, but damage from floodwaters

may require a flood insurance policy. The difference

could affect the insurance coverage reduction applied to

the grant.

" Widespread alligator cracking is not normally eligible for

repair because it generally indicates a lack of

maintenance. However, cracking in specific areas due to

settlement from soils saturated by floodwaters may be

eligible for repair.

How do I complete the Description of

Eligible Work?

The scope of work necessary to repair the damage must be

completely described and correspond directly to the cause of

damage. The work should be specified in quantifiable (length,

width, height, depth, capacity) and descriptive (brick, wood,

asphalt, timber deck bridge) terms. See the following examples

for incomplete versus complete scopes of work:

Example 1:

" Incomplete Scope of Work: 100’L x 75’W section of gym

floor sustained water damage when facility was

inundated with 6’ of floodwater. Restore to pre-disaster

design.

" Complete Scope of Work: 100’L x 75’W section of gym

floor in an elementary school sustained water damage

when the facility was inundated with 6’ of floodwater.

Sand and refinish 100’L x 75’W gym damaged area using

.25” thick flooring; repaint lines for basketball court (100

sq. ft. of surface area).

" Work completed: Sand and refinish 100’L x

75’W gym floor with .25” thick flooring

" Work to be completed: Repaint lines for

basketball court (100 sq. ft. of surface area)
The Project Worksheet

22 Federal Emergency Management Agency

Applicant Handbook

Example 2:

" Incomplete Scope of Work: High winds toppled and

destroyed six 40’H power poles and one transformer.

Connecting wires were knocked down along a 0.25-mile

stretch of River Road, but were not broken. Replace the

damaged parts in the system.

" Complete Scope of Work: High winds toppled and

destroyed six 40’H power poles and one (12 KVa)

transformer of a residential power distribution

subsystem. Connecting wires were also knocked down

along this 0.25-mile stretch of River Road, but were not

broken. Remove and dispose destroyed power poles

and transformer. Replace six 40’H power poles and one

(12 KVa) transformer. Restring all connecting wires.

" Work Completed: Remove and dispose destroyed 6

power poles and 1 transformer, and .25 miles of

12KVA connecting wire.

" Work to be completed: Replace power poles and

one 12 KVa transformer. Restring .25 miles of 12

KVa connecting wire.

If part of the work is completed prior to preparation of the

Project Worksheet, the actual work that was performed should

be distinguished from the work remaining.
The Project Worksheet

Federal Emergency Management Agency 23

Applicant Handbook

Example

of a completed Project Description:

Damaged Facility - Township Road 415 is an 18-foot wide

gravel road with a uniform surface course consisting of 2 inches

of crushed limestone aggregate.

Work Complete as of 02/17/99: 10%

Location – The road was damaged at the crossing of Mill Creek

approximately 2.5 miles south of the intersection of Township

Road 415 and State Route 5 in Jones Township, Wayne County.

Latitude 26° 75.21 Longitude 95° 20.09

Damage Description & Dimensions– Floodwaters from Mill

Creek destroyed a 24' section of 48" CMP culvert and rock slope

protection around both ends of the culvert. Floodwaters also

washed out the road around the culvert for a distance of 20 LF

across the entire width of the road for a width of 20 LF. These

damages include the 8-foot high road embankment, 6-inches of

aggregate base course, and 2 inches of limestone aggregate

surface course. Site stabilization, clean up, and closure of the

road work activities have been completed at this site.

Scope of Work – Restore washout site by placing 24' of 48"

CMP culvert, 197 tons of compacted unclassified fill, 12 tons of

aggregate base course and 4 tons of crushed limestone

aggregate surface course. Place 7 tons of rock slope protection

around the culvert at the upstream and downstream road

embankment, for a total of 14 tons.

Proposed hazard mitigation: Replace the destroyed 48" CMP

culvert with a 60" CMP culvert to increase the capacity of the

culvert.
The Project Worksheet

24 Federal Emergency Management Agency

Applicant Handbook

Are there special issues I need to show on

the Project Worksheet?

Yes. The key to expedited small project review and approval is

early identification of factors that affect compliance with

environmental resources, disaster assistance, and historic

preservation legislation and Executive Orders on floodplain,

wetlands, and environmental justice. Using the Special

Considerations Questions (FEMA Form 90-120), on the next page

as a quick reference, note any Special Considerations associated

with each project and include that information on the Project

Worksheet.

THINGS TO KEEP IN MIND

! You will want to keep a copy of the Special Considerations

Questions with the other documentation on the project to

show that these regulatory issues were considered. It is not

necessary for you to perform extensive research in order to

answer these questions. It is more important that any

considerations simply be noted on your Project Worksheet,

thus alerting the PAC early on in the process.

! You may want to submit projects with identified Special

Considerations issues as soon as possible, since these

projects will need to be reviewed by specialists prior to

project approval and funding.

! Along with Special Consideration documentation, other

information that is pertinent to the scope of work, including

upgrades due to codes and standards or pre-disaster

damage or maintenance problems should be documented.

! When describing any Special Considerations issue, discuss

the item with the PAC who will explain how to clearly

document the issue and expedite resolution.

! Use a separate paragraph within the scope of work to

describe any proposed changes to the pre-disaster design of

the facility. Hazard mitigation, an improved project, an

alternate project, or applicable codes and standards may
The Project Worksheet

Federal Emergency Management Agency 25

Applicant Handbook

result in a change to the pre-disaster design of the facility.

(These terms will be discussed later in this book.)

! Environmental review requires that the scope of the project

be defined as the entire project and the proposed changes,

not just the Federally funded portion.

! Your PAC will help you with any of these Special

Considerations issues as they arise.
The Project Worksheet

26 Federal Emergency Management Agency

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Special Considerations Questions
The Project Worksheet

Federal Emergency Management Agency 27

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How do I complete the Cost Estimate?

The Cost Estimate is the estimated cost of repair for the

damages described in the Project Description. For work that has

already been completed at the time the Project Worksheet is

prepared, the actual costs should be used.

There are many methods of estimating the cost of uncompleted

work, from professional estimating guides such as R.S. Means,

to time and materials estimation

of a local force account crew. It

is very important to use a

method of estimating that you

are familiar with and understand.

Whenever possible, use your

normal method of estimating

maintenance and capital

improvement projects.

What are some common methods of

estimating projects?

! Time and materials estimate for the local force

account work. This method may be used on projects that

will be completed by your employees, using your own (or

rented) equipment and material purchased by you (or from

your stock on hand). This method breaks costs down into

labor, equipment and materials. Costs must be thoroughly

documented by payroll information, equipment logs or usage

records, and other records, such as materials invoices,

receipts, payment vouchers, warrants, or work orders.

FEMA has published a listing of equipment rates based on

national data for your use. The equipment rates schedule

will be handed out during the Kickoff Meeting, and are also

available at FEMA's website www.fema.gov/r-nr/pa/fin_eq_rates.htm. These rates, or the applicant's

established rates, whichever are lower, should be used to

compute applicant-owned equipment costs. A listing of

FEMA's equipment rates is included with the FEMA cost code

listing. Remember however, that FEMA equipment rates do
The Project Worksheet

28 Federal Emergency Management Agency

Applicant Handbook

not include operator costs, so these costs will have to be

computed separately. FEMA rates do not apply to

contracted or rental equipment, unless the equipment is

rented from another public entity. If you have your own

equipment rates approved under State guidelines, such rates

are eligible up to a rate of

$75 per hour.

Labor hours should be

carefully matched with

equipment use hours to

ensure consistency.

Remember that equipment

not in use is not an eligible

expense even if it is on-site.

" Competitively bid contracts are used to summarize

costs for work that the applicant has obtained from

an outside source. In general, contract costs are for work

already completed, but in some cases may outline work that

is just beginning or still underway. If work has not yet

begun on a project, but a contract has been bid or let for

the eligible work, then the contract price can be used.

General types of contracts include:

♦ Unit price - Contract for work done on an itemized basis

with prices broken out per unit.

♦ Lump sum -Contract for work within a prescribed

boundary with a clearly defined scope and a total price.

♦ Cost Plus Fixed Fee - Either a lump sum or unit price

contract with a fixed contractor fee added into the price.

♦ Time and materials contracts should be avoided but may

be allowed for work that is necessary immediately after

the disaster has occurred. If used, you must carefully

document contractor expenses. A cost ceiling or “not to

exceed” provision also should be included in the

contract.
The Project Worksheet

Federal Emergency Management Agency 29

Applicant Handbook

For example, time-and-material contracts for debris

should be limited to a maximum of 70 hours of actual

debris clearance work and should be used only after all

available local, tribal and State government equipment

has been committed. These contracts should be

terminated once the designated dollar ceiling or not-toexceed number of hours is reached. On occasion, they

may be extended for a short period when absolutely

necessary, for example, until Unit Price contracts have

been prepared and executed.

♦ Cost plus a percentage of cost contracts, percentage of

construction cost contracts, and contingency contracts

are not eligible.
The Project Worksheet

30 Federal Emergency Management Agency

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Project Worksheet
The Project Worksheet

Federal Emergency Management Agency 31

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The Project Worksheet

32 Federal Emergency Management Agency

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Are there different types of projects?

Formulated projects will result in one of four (4) types of

projects with different funding restrictions. The four types of

projects are:

Small Project – A small project is any project which has a

cost estimate less than the current threshold for large / small

projects. This threshold changes every October 1 based on

the consumer price index. For Federal fiscal year 1999 the

threshold is $47,800. Funding for small projects is based on the

approved estimate to complete the scope of work. If the

applicant discovers a significant cost overrun related to the

actual cost to complete all estimated small projects, then an

appeal may be submitted for the additional funds within 60 days

of completing the last small project.

Large Project – A large project is any project which has a

cost estimate greater than the threshold for large / small

projects ($47,800 for Federal FY 99). All large projects are

funded based on actual costs to complete the eligible scope of

work. The funding for each large project will be adjusted after

all work is complete.

Improved Project – An improved project is any project

(large or small) where the applicant chooses to make

additional improvements to the facility while making

disaster repairs. For the most part, these are projects in which

the funding for approved work cannot be tracked within the

improved projects because of physical changes or contracting

arrangements. For example, an applicant might propose laying

asphalt on a gravel road or replacing a firehouse that originally

had two bays with one that has three.

Funding for improved projects is limited to the approved Federal

estimate to complete the eligible scope of work for repair of the

existing facility (without the improvements). The State may

approve an improved project, however FEMA must review the

project for compliance with environmental and historic statutes

and other Special Considerations that apply. If improvements

are required (e.g., ADA ramp alternate location) the project may

not be considered an improved project, but an environmental

review still may be required.
The Project Worksheet

Federal Emergency Management Agency 33

Applicant Handbook

Alternate Project – An alternate project is any

permanent restoration project (large or small) where the

applicant chooses to abandon the facility and its function

rather than make disaster repairs. The applicant may use any

Federal share funds, limited to the approved Federal estimate to

complete the eligible scope of work, at another facility. There is

a 10% reduction in the FEMA funds for all alternate projects.

FEMA must perform an environmental review and approve all

alternate projects.

An example of an alternate project would be if a school decided

not to rebuild a destroyed gymnasium but to construct office

space.

Documentation

Federal Emergency Management Agency 35

Applicant Handbook

Chapter 4

Documentation

What type of documentation do I need?

The importance of maintaining a complete and accurate set of

records for each project cannot be overemphasized. This will

facilitate the validation, approval, and funding processes for your

projects.

All of the documentation pertaining to a project should be filed

together with the corresponding Project Worksheet and

maintained by you as the permanent record of the project.

These records become the basis for verifying your final project

costs, and, for small projects, will be used as discussed in

Chapter 5 to sample and validate your estimated project costs.

Documentation is the process of establishing and maintaining

accurate records of events and expenditures related to your

disaster recovery work. The information required for your

documentation basically describes the “who, what, when, where,

why, and how much” for each item of disaster recovery work.

How should I maintain my records?

There are many ways to maintain

your records. What is important

is that you have the necessary

information readily available, and

that this information is in a

usable format. It is important

that you accurately document the

events and expenses incurred in

disaster response and recovery.

Accurate documentation will help you to:

! Recover all of your eligible costs.

! Have the information necessary to develop your disaster

projects.
Documentation

36 Federal Emergency Management Agency

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! Have the information available, which the State and

FEMA will need to see, to validate the accuracy of your

small projects.

! Be ready for any State or Federal audits, or other

Federal program reviews.

! Provide Federal compliance data by maintaining all

information on the alternatives that were considered for

projects where an environmental or historic assessment

was required.

WHAT DO I NEED TO DO?????????

When disaster strikes, your community will spend financial and

human resources on such things as search and rescue, mass

evacuations, demolition of damaged buildings, debris removal,

reconstruction of damaged facilities, and other tasks to

permanently restore your community. To ensure that work

performed both before and after a disaster declaration is well

documented, you should:

! Designate a person to coordinate the accumulation of

records.

! Establish a file for each project where work has been or will

be performed. For projects that include more than one

physical site, records showing specific costs and scopes of

work should be maintained by site to expedite insurance

and other Special Considerations reviews.

! Maintain accurate disbursement and accounting records to

document the work performed and the costs incurred.
Documentation

Federal Emergency Management Agency 37

Applicant Handbook

What records do I need to keep and for

how long?

All of the following records may not be applicable to every

project, but everything that does pertain to a project should be

filed with the corresponding Project Worksheet. You should

retain these records for three (3) years from the date the State

closes your grant.

Checklist for Each Project

" Completed Project Worksheet

" Completed Special Considerations Questions form

" Estimated and actual costs

" Force account labor

" Force account equipment

" Rented equipment

" Materials and purchases

" Photographs of damage, work underway, work completed

" Insurance information

" Environmental and/or historic alternatives and hazard

mitigation opportunities considered for large, improved or

alternate projects

" Environmental Review Documents

" Records of donated goods and services
Documentation

38 Federal Emergency Management Agency

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May I use my own records system?

Absolutely. If you already have a system you want to use, just

be sure to compile your documentation according to the Project

Number, which your Public Assistance Coordinator will assign to

your Project Worksheet. You should keep all documentation for

three (3) years following the State’s closure of your grant.

Under the “Single Audit Act,” there is a possibility of an audit by

State auditors and/or the FEMA Office

of Inspector General.

Are there summary

records to help me

organize my work?

Yes. Keeping accurate documentation

will make validation quicker and easier by providing you with the

information that the State and FEMA will need to see. A set of

six optional summary forms has been developed to assist you in

organizing your project documentation. The summary forms

are:

Force Account Labor Summary (FEMA Form 90-123)

Used to record your personnel costs

Force Account Equipment Summary (FEMA Form 90-127)

Used to record your equipment use costs

Materials Summary Record (FEMA Form 90-124)

Used to record the supplies and materials that you take out of

stock or purchase

Rented Equipment Summary Record (FEMA Form 90-125)

Used to record the costs of rented or leased equipment

Contract Work Summary Record (FEMA Form 90-126)

Used to record the costs of work you have done by contractor
Documentation

Federal Emergency Management Agency 39

Applicant Handbook

Applicant's Benefits Calculation Worksheet (FEMA Form 90-

128)

Used to record fringe benefit pay for employees

Copies of the summary record forms and instructions are shown

in Appendix D of this book entitled “Applicant Record-Keeping

Forms and Instruction.” Electronic copies of these forms are

available from your PAC or may be downloaded over the Internet

from FEMA’s website www.fema.gov/r-n-r/pa/appfrm1.htm.

What are the completion deadlines?

It is important that you track work and expenditures regularly so

that you capture all expenses that may be eligible for funding

and are prepared to meet the time limits set for completing

eligible work. The time frames for completing eligible work are

measured from the date of declaration of your area. The

completion deadlines are:

! Debris clearance 6 months

! Emergency work 6 months

! Permanent work 18 months

Extensions may be granted by the State based on

extenuating circumstances or unusual project requirements

beyond your control. Debris and emergency work can be

extended an additional 6 months; and permanent

restoration work may be extended an additional 30

months. Details on extensions may be found in the Public

Assistance Guide and as always, the PAC and Liaison are

available to answer any questions you may have.

Small Project Validation

Federal Emergency Management Agency 41

Applicant Handbook

Chapter 5

Small Project Validation

What is Small Project Validation?

A distinctive aspect of small project approval is the verification of

the accuracy of your claims by FEMA and/or State officials

through a process called validation. This process assures FEMA

that you understand the documentation and eligibility provisions

of the Public Assistance

Program and that you are

capturing all eligible costs.

Your records are the basis for

validation, which will be

limited to the minimum

amount of review needed to

ensure statutory and regulatory compliance.

• This will normally be 20%, barring significant discrepancies,

of all your small projects, for projects submitted within the

first 30 days after the Kickoff Meeting. Normally, projects

submitted after 30 days will be subject to 100% validation.

• Your PAC will schedule validation at a time convenient for

you, and you will be notified in advance which projects have

been selected. This will allow you to have the appropriate

records ready for review.

• Validation can normally be completed within 15 days of

submission of all Project Worksheets to the PAC.

How does it work?

The validation process begins when your Project Worksheets are

submitted to the PAC. The PAC will review each worksheet to

ensure the scope of work is complete and that all Special

Considerations have been identified. Once you have determined

that all small projects have been submitted, or a large batch of

projects has been submitted, you should notify the PAC to

proceed with validation. The PAC will request a Specialist from

the FEMA / State resource pool to conduct the validation. The
Small Project Validation

42 Federal Emergency Management Agency

Applicant Handbook

PAC, with input from the State, will select two samples from all

the small projects you have submitted. Each sample is made up

of 20% of the total small projects. If the first sample does not

pass validation, the Specialist will conduct a second validation

using the remaining sample. If an applicant has 4 or fewer

Project Worksheets, a minimum of 1 Project Worksheet will

always be validated.

What will the Specialist be looking for?

A Specialist will be assigned to conduct the validation and will

perform the following tasks:

• Visit the sites to confirm all aspects of

the project description are accurate,

complete and that all Special Considerations

have been identified.

• Confirm the damage description is

complete, accurate and eligible.

• Confirm the scope of work is complete,

accurate and eligible.

• Review all actual cost records to ensure

completeness, accuracy and eligibility.

• Review your cost estimate to ensure it

is complete, accurate, reasonable and eligible.

These tasks will require the Specialist to review the project

file including all cost records, computations,

measurements, notes, pictures, blueprints, plans,

environmental conditions, Special Considerations, and any

other documentation related to the project. You are

responsible for documenting all claimed costs. This is a

critical responsibility since undocumented costs could be

considered a variance and potentially put you over the

20% allowable variance. When this happens, the second

20% sample must be validated.
Small Project Validation

Federal Emergency Management Agency 43

Applicant Handbook

What happens during validation?

The Specialist will use a Validation Worksheet (FEMA Form 90-

118) and a Project Validation Form (FEMA Form 90-119) to

record variances on eligibility and costs estimates. A variance is

the difference between the information the applicant has

included in the project and the information that the Specialist

determines to be eligible and reasonable.

• Eligibility differences will occur when the applicant includes

ineligible work in the scope of work or ineligible items in the

components of a project

• Cost estimate variances will occur when the applicant has

made an error in estimating a project cost.

• Variances are recorded as the difference in dollar cost

assigned to the item in question by the applicant and the

dollar cost determined by the Specialist.

The Specialist will note and correct all eligibility and cost

variances, and these changes will be made on the Project

Worksheets. If the total variances on the first sample projects

do not exceed 20% of the cost of the sample projects, the

results of validation are satisfactory. If the results are

satisfactory but minor error patterns are seen the applicant will

be encouraged to review all other projects for similar problems.

After you have made any of these corrections, all small projects
Small Project Validation

44 Federal Emergency Management Agency

Applicant Handbook

without Special Considerations will be approved and funded by

the PAC.

If the results of validation are unsatisfactory, the Specialist will

validate the second sample using the same process. If the total

eligibility and cost variance on all projects does not exceed 20%

of the total cost for all projects in both samples the validation

results are satisfactory. If however, the second sample results

are also unsatisfactory, the PAC will assign a Specialist to assist

you in reformulating and resubmitting all projects. Projects

being reformulated will be obligated as each Project Worksheet

is completed and reviewed by the PAC.

Those small projects with Special Considerations will be

individually funded as the Special Considerations issues are

resolved. All small projects submitted after 30 days from the

Kickoff Meeting may be validated on an individual basis and will

be obligated as each validation is completed.

Will more than the two samples ever be

validated?

Yes. All Project Worksheets submitted later than 30 days from

the Kickoff Meeting may be validated and all variances corrected.

Your PAC can answer any specific questions you may have

concerning validation.

WHAT DO I NEED TO KNOW????????

! If expedited funding is requested, emergency work Project

Worksheets can be processed by the PAC and handled

separately for the purposes of validation.

! If, during the first 30 days, you submit all small projects at

one time, they will be validated as a group; if you submit

small projects at more than one time, each group may be

validated individually. The choice is yours, based on your

funding or other needs.
Small Project Validation

Federal Emergency Management Agency 45

Applicant Handbook

! You are responsible for maintaining all documentation

needed to support the project listed on the Project

Worksheet.

! Normally, you are not required to submit supporting

documentation to FEMA, but you should retain it for three

(3) years from the date the State closes your grant.

! Validation of your small projects will be scheduled so you will

know in advance when and which projects will be validated.

This will give you the opportunity to have all pertinent

records ready for review and expedite the validation process.

! Review the following Validation Worksheet to become

familiar with what the Specialist will be looking for during

the validation process.
Small Project Validation

46 Federal Emergency Management Agency

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Validation Worksheet
Small Project Validation

Federal Emergency Management Agency 47

Applicant Handbook

Handling Large Projects

Federal Emergency Management Agency 49

Applicant Handbook

Chapter 6

Handling Large Projects

What is a Large Project?

A large project is eligible work, either emergency or permanent,

costing $47,800 or more (this threshold is adjusted annually at

the beginning of the Federal fiscal year.) Large projects are not

only more costly but also typically more complex to manage than

small ones. To facilitate the oversight of large projects, a

streamlined formulation process is used that consolidates

specialized expertise in the disaster area.

In addition, a cost estimating tool based on construction industry

estimating standards may be used on large projects to prepare

accurate estimates of repair costs for permanent work. Since

large projects are approved on estimated cost, but funded on

actual cost, this tool permits better budgeting of funds and

improved project management. Large project funding is based

on the Federal share of eligible costs. You are reimbursed for

actual eligible expenses incurred.

How are Large Projects handled?

When the PAC reviews your damage list at the Kickoff Meeting,

the identification of obvious large projects takes place. A Project

Officer (PO) will be assigned to work with you on each of your

large projects, helping to identify and evaluate all the work

activities associated with the project(s).

It will be the responsibility of the PO to

prepare a comprehensive Project

Worksheet for each large project.
Handling Large Projects

50 Federal Emergency Management Agency

Applicant Handbook

The process for handling large projects takes advantage of

FEMA's nationwide network of infrastructure and cost estimating

experts. The PO is able to call upon other specialists, as needed,

to assist in developing the scope of work, cost estimates and

identifying environmental issues. Review of Special

Considerations items and project validation processes are built

into the formulation process for all large projects and are

handled by the PO.

WHAT DO I NEED TO DO????????

! You begin the process by preparing a list of your damage

sites, including any potential large projects, and submitting

that list to your PAC at the Kickoff Meeting.

! On the damage list, include the name, location, a brief

description of each damaged facility, work completed to

date, as well as any Special Considerations items that you

are aware of.

! Contact the PAC before initiating repairs or construction of

any project with potential Special Considerations issues such

as environmental or historic concerns. Failure to obtain

approval prior to construction may cause funding delays or

suspension of funding.

! Provide a knowledgeable person to work with the PO. This

person’s duties will include escorting the PO and any State

representative on a site visit, and he or she will participate in

developing a complete scope of work and accurate cost

estimate.

! Contract and project specialists on your staff should be

made available to help in project development whenever

appropriate.

What is the Cost Estimating Format?

The Cost Estimating Format (CEF) is a tool that may be used to

estimate the cost of large permanent work projects. The CEF is

a forward-pricing methodology developed by FEMA to more

accurately estimate total project costs based on construction

industry standards. Eligible costs are reimbursed for actual
Handling Large Projects

Federal Emergency Management Agency 51

Applicant Handbook

incurred expenses and final costs are reconciled based upon the

underrun or overrun realized. By providing better up-front

estimates for work that has not been substantially completed,

use of the CEF will minimize the possibility of significant

variances and allow you to budget project costs with greater

confidence. The PO is responsible for application of the CEF.

The CEF has been tested against data from large project

closeouts and undergone a peer review by an independent

group of industry experts who evaluated the methodology and

substantiated the component factors. FEMA uses experienced

cost estimators and professional construction engineers to apply

the CEF. The PO and your PAC can provide an explanation of

the methodology at the Kickoff Meeting, and during large project

formulation if the CEF is used.

How are Large Projects funded?

Large Projects are funded using a final accounting of actual

costs. The steps for processing a large project are described

below:

1. The Federal, State and local team develops an eligible scope

of work and an initial estimate is prepared. After an

environmental review, FEMA approves funding using the

estimate and obligates the Federal share of the funds to the

State.

2. Funding of any Federally funded project is contingent on the

resolution of any Special Considerations issues.

3. Funds are transferred to the State

account and the State initiates payment

to you.

4. As the project proceeds, you may

periodically request funds from the State

to meet expenses that have been

incurred or that are expected to occur in

the near future. In anticipating the need

for payments to contractors, be sure to
Handling Large Projects

52 Federal Emergency Management Agency

Applicant Handbook

take into account the time that the State process requires

for approval of requests and disbursement. Each State

handles disbursements differently, and exact details for your

State will be explained at the Applicants’ Briefing.

5. If the project's scope of work changes, even if it does not

affect the total project cost, your PAC and Liaison should

both be notified so that FEMA can screen the changes for

potential environmental impacts.

6. When the project is complete, the State reviews the final

eligible cost of completing the work and performs such

inspections and audits as it deems necessary and submits a

report on the completed project to FEMA, certifying that the

applicant’s costs were incurred in the completion of eligible

work.

7. After reviewing the State’s report and conducting such

inspections or audits as are necessary to verify eligible costs,

FEMA may adjust (obligate/de-obligate) the amount of the

grant to reflect the actual cost of the eligible work.

WHAT DO I NEED TO DO????????

! While proceeding with the project, you must ensure that

grant funds are used only for eligible work. FEMA will not

provide funds for costs that are outside the approved scope

of work.

! You should contact the State if the scope of work changes

during construction, or if actual construction costs change

significantly from the original estimate.

! You can expedite the handling of your large projects by early

initiation of environmental review procedures, identification

of any conditions that require special consideration, and

include any mitigation in the project design.
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! Provide a design/construction timeline for each of your large

projects, and include (as appropriate) start and finish dates

for both the design and/or construction phases. The

timeline must be referenced to the eligible scope-of-work

only. This criteria also applies to improved and alternate

projects.

! You are responsible for maintaining all source

documentation needed to support your large projects.

Examples of source documents are invoices, payment

vouchers, warrants, employee timesheets, purchase orders,

item slips, weight slips, plans and specifications, design

and/or construction contracts, insurance policies,

environmental clearance letters and permits, etc. Your PAC

and PO can assist you in determining what records are

needed.

! As a rule, you are not required to submit all source

documentation to FEMA, but sufficient documentation must

be submitted at the time of the large project closeout to

document actual costs.

! You should retain all documentation for three (3) years from

the date the State closes your grant.

! You are not responsible for completing Project Worksheets

or applying the CEF to your large projects. These

responsibilities remain with the PO, who will consult with you

on the scope of work, unit prices and supporting

documentation.

! You are responsible for submitting supporting backup

documentation to the PO for review during large project

formulation. Examples of supporting backup documentation

are:

• site maps (or location plans)

• photographs

• sketches

• calculations
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54 Federal Emergency Management Agency

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• measurements

• copy of insurance documentation including anticipated

insurance settlement or actual insurance settlement

• hazard mitigation proposal(s)

• force account summary sheets

• appropriate codes and standards

• permits and clearances

• schematic drawings and a set of plans (preferably

reduced to 11" x 17") containing basic information such

as elevations, floor plans, site plan, structural plans and

sections, etc. for construction activities such as water

control facilities and large buildings

• environmental and historic clearance letters and permits

! During the Kickoff Meeting, your PAC will assist you in

determining what records will be needed for documenting

your large projects.

Are there deadlines and timelines?

♦ Submit list of large and small projects at the Kickoff Meeting.

♦ Submit your design and/or construction

timeline during the large project formulation

phase to the PO.

♦ The deadline for submission of any

damages that were not previously identified is

60 days from the date of the Kickoff Meeting.

In extreme circumstances, such as widespread

catastrophic damage, that prohibit adherence

to deadlines, notify your PAC as soon as

possible.

♦ Completion of emergency work projects: 6 months from the

date of declaration.

♦ Completion of permanent work projects: 18 months from

the date of declaration.
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♦ Extensions may be granted by the State based on

extenuating circumstances or unusual project requirements

beyond your control.

• Debris and emergency work may be extended an

additional 6 months.

• Permanent restoration work may be extended an

additional 30 months.

♦ The State may require you to submit progress reports for its

analysis and evaluation. The State is required to submit

periodic information on the status of large projects to FEMA.

Generally, the elements of the progress report will describe:

1. The status of the project, i.e., "in design," "under

construction," etc.;

2. A projected completion date; and

3. Any problems or circumstances that delay the

project, or result in noncompliance with the

conditions of the FEMA project approval, such as

grant conditions on environmental and historic

issues, or other grant conditions specified in an

Environmental Assessment or Memorandum of

Agreement. (See Special Considerations.)

When progress reports are required, the format by

which you submit this information will be determined by

the State.

♦ Work on projects with environmental and/or historic

preservation issues should not begin prior to FEMA review of

these issues.

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Chapter 7

Special Considerations Guidelines

What are Special Considerations?

Special Considerations is a term used by FEMA to refer to

matters that require specialized attention. These include

insurance, historic, environmental, and hazard mitigation issues.

FEMA and the State are required to ensure that all funding

actions are in compliance with current State and Federal laws,

regulations, and agency policy. You can assist FEMA and the

State in resolving Special Considerations issues in order to

expedite disaster recovery funding.

You have a key role in identifying Special Considerations issues

since you are most familiar with projects that have been

identified for disaster recovery funding. We can assist you in

addressing these Special Considerations issues so they are

resolved quickly. It should be noted

that for environmental compliance,

FEMA is only assuring compliance

because Federal funds are involved.

FEMA funding action compliance does

not exempt you from complying with

any other local, State, or Federal

regulations. It should also be noted that

environmental, insurance, and other

Special Considerations issues are

typically site specific. Certain sites may require special reviews

by FEMA or the permitting agencies. You are still responsible for

obtaining all necessary permits.
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58 Federal Emergency Management Agency

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Insurance

Insurance issues are often disaster and site specific and can be

complicated. All insurance issues should be discussed with the

Public Assistance Coordinator (PAC) at the Kickoff Meeting or as

soon as possible, to allow for timely resolution.

WHAT HAPPENS IF A FACILITY IS INSURED?

FEMA must reduce all project grants for insured property by the

amount of actual insurance proceeds received or by the amount

of proceeds that can be reasonably anticipated from a review of

the insurance policy. This reduction will be made prior to project

approval and noted in the cost estimating section of the Project

Worksheet.

You, as the applicant, must report any entitlement to insurance

proceeds to your PAC. This means you must submit copies of all

insurance documentation including the insurance policy with all

data, declarations, endorsements, exclusions, schedules and

other attachments or amendments. Also, any settlement

documentation including copies of the claim, proof of loss,

statement of loss, and any other documentation describing the

covered items and insurance proceeds available for those items

must be submitted. This documentation will be used to

determine your level of project funding.

It is important to begin the claims process with your insurance

company as soon as possible and to keep the PAC informed of

any problems. The PAC will obtain an insurance Specialist to

review the documentation and determine the amount of

insurance proceeds available on the project. If the facility is

rented, a copy of the lease or rental agreement may be

necessary.

WHAT IS AN INSURABLE RISK?

Insurance may be purchased for a variety

of valuable properties, generally the

following are insurable:

• Buildings,

• Contents of buildings,

• Vehicles,

• Equipment.
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If you have over $5,000 in damages to any insurable facility,

including equipment, vehicles, etc., FEMA will require you to

obtain and maintain insurance coverage on that facility as a

condition of receiving disaster assistance. In addition, if any

other specific insurance is reasonably available, adequate and

necessary to insure any facility, you may be required to obtain

and maintain that insurance coverage.

The type (flood, earthquake, wind, comprehensive, etc.) of

insurance and the amount of insurance required is directly

related to the disaster damage. The required insurance

coverage must cover the facility for the type of hazard that

caused the damage and in the minimum amount of the damage

repair costs. The insurance coverage must be maintained for

the useful life of the repairs.

The required insurance coverage must be obtained, or letter of

commitment accepted by the State, prior to the release of any

Federal funds. You are responsible for obtaining the insurance

coverage that best meets your needs. It is recommended you

begin shopping for insurance coverage as soon as possible and

have the required insurance coverage in place quickly after

project approval.

WHAT IF THE FACILITY IS LOCATED WITHIN THE SPECIAL FLOOD

HAZARD AREA?

There are specific requirements for facilities

located within the Special Flood Hazard Area

(SFHA). These requirements are not

technically insurance issues but are related to

the National Flood Insurance Program (NFIP).

These requirements apply to flood damaged

buildings and the contents of buildings located

in the 100-year floodplain.

If your community is not participating in the NFIP, FEMA will not

provide Public Assistance funds for damages to your buildings, or

the contents of such buildings, that are located within the 100-

year floodplain. FEMA will also not provide funding for damages

within the floodplain if you have been sanctioned by NFIP (i.e., if

your community was suspended from the program by NFIP).
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60 Federal Emergency Management Agency

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If your community is participating in the NFIP, FEMA will reduce

all grants for buildings and the contents of buildings located

within the 100-year floodplain. The amount of the reduction will

be the maximum amount of insurance proceeds available for the

work under a standard NFIP flood insurance policy or the actual

insurance proceeds received, whichever is greater.

Discuss any buildings and the contents of any building damaged

by flooding and located within the Special Flood Hazard Area

with the PAC at the Kickoff Meeting or as soon as possible.

FEMA will need to know if the community in which the facility is

located is participating in the NFIP, the date the building was

constructed, and its exact location within the 100-year

floodplain.

WHAT OTHER DOCUMENTATION IS REQUIRED FOR INSURANCE

ISSUES?

It is important to describe the hazard (flood, wind, fire, hail, etc)

that caused the disaster damage in the project description.

Insurance coverage often excludes certain hazards and may only

cover certain damaged items within a project. In addition, a

single facility may have been damaged by multiple hazards, such

as wind and flood damage during a hurricane and there may

only be insurance coverage for some of those hazards.

Finally, if the facility has ever received disaster assistance from

FEMA this must also be reported. It must be determined if any

required insurance coverage on past disasters was obtained and

maintained. If the required insurance coverage was not

obtained or maintained, FEMA may not provide assistance for

the facility. Discuss all past disaster damages and claims for

Federal assistance with your PAC.
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Hazard Mitigation

WHAT IS HAZARD MITIGATION?

Hazard mitigation is any cost-effective measure that will reduce

the potential for damage from a disaster event. Under the

Public Assistance Program, Section 406 Hazard Mitigation, the

measures must apply only to the damaged elements of a facility

rather than to other, undamaged parts of the facility or to the

entire system. It is important to note that under the Public

Assistance Program, hazard mitigation measures are considered

part of the total eligible cost of repair, restoration,

reconstruction, or replacement of a facility and only apply to

permanent work projects (Categories C through G).

Hazard mitigation measures are very important in minimizing the

impact of future disaster events and in making your facilities

disaster resistant. Your PAC and Liaison will be very interested

in working with you to identify all opportunities to mitigate

future disaster events while formulating your projects.

HOW DO I IDENTIFY HAZARD MITIGATION ON MY PROJECTS?

Hazard mitigation measures are identified by preparing a Hazard

Mitigation Proposal (HMP). The HMP is not a form, it is simply a

written description and cost of what it will take to repair this

damage in such a way as to prevent this damage from

happening again. FEMA, the State,

or the applicant may identify and

propose hazard mitigation

measures on any project. The

HMP is submitted with the Project

Worksheet and describes in detail

the additional work and cost

associated with completing the

mitigation measure.

When approved, the additional

work is a change in the scope of

work, and is described in a separate paragraph within the scope

of work (see the example of a complete Project Description

under the chapter on Project Worksheets). The cost of the
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62 Federal Emergency Management Agency

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proposed mitigation measure should be provided on the Project

Worksheet.

Hazard mitigation opportunities usually present themselves at

sites where damages are repetitive and a simple repair will solve

the problem, such as the previous culvert example. However,

some mitigation opportunities are technically complex and must

be thoroughly documented for feasibility. If you would like

technical assistance in preparing a HMP or in identifying hazard

mitigation measures contact your PAC.

HOW DO I KNOW IF A HAZARD MITIGATION PROPOSAL HAS BEEN

APPROVED?

Your PAC will begin the approval process for projects with

mitigation as soon as you identify the issue. The applicant is

responsible for submitting the cost-benefit summary for

mitigation projects. The PAC may obtain a hazard mitigation

Specialist from the resource pool to analyze the HMP for cost

effectiveness and feasibility. In addition, hazard mitigation will

often change the pre-disaster design of the facility and will

require consideration of environmental and historic preservation

issues. An important concern is the effect the mitigation will

have, for example, downstream, if the mitigation deals with

drainage issues. Your PAC will inform you when the HMP is

approved. When approved, you are required to complete the

hazard mitigation measure while completing the repair

documented on the Project Worksheet.

IS MITIGATION FUNDING AVAILABLE FOR UNDAMAGED FACILITIES?

Hazard Mitigation, Section 404, is a State managed funding

provided for in the Stafford Act. Section 404 mitigation

measures do not have to be structural in nature and does not

fall under the jurisdiction of the Public Assistance (PA) Program.

Applicants who have questions regarding the Section 404

mitigation program should contact the State Hazard Mitigation

Officer.
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Environmental Considerations

WHY DO I HAVE TO CONSIDER THE ENVIRONMENT?

First off, it's your environment. It is where you live, work, and

play. It directly affects the livability of your community. In

recovering from a disaster we want to make sure that we don't

adversely impact this environment any further than the disaster

has already done. In fact, where possible we should try to

enhance it. Secondly, there are Federal, State and local laws

that require us to preserve and protect many of these resources.

Any project that receives Federal funding must comply with

applicable Federal laws. In addition, a condition of all FEMA

funded projects is that they conform to State and local laws and

ordinances.

WHAT ARE THE FEDERAL ENVIRONMENTAL LAWS?

While there are many, the Federal environmental laws that most

often relate to FEMA funded projects include: the Clean Water

Act, the Clean Air Act, the Coastal Barriers Resources Act, the

Coastal Zone Management Act, the Resources Recovery and

Conservation Act, the Endangered Species Act, the National

Historic Preservation Act and the National Environmental Policy

Act (NEPA). In addition to these laws, the President issues

Executive Orders to address specific concerns. Four Executive

Orders most frequently encountered in FEMA projects include

wetland protection, floodplain management, environmental

justice, and seismic retrofit. While all projects must conform to

each of these laws and Executive Orders, it is, in actuality, the

location and nature of the project that determines whether or

not a law specifically applies.

WHAT IS NEPA AND HOW DOES IT RELATE TO THE OTHER LAWS?

The National Environmental Policy Act (NEPA) requires that we

include an environmental prospective in our project planning by

evaluating the potential environmental impacts of the proposed

project and ensuring an appropriate level of public involvement

takes place. A good implementation of the NEPA review process

is often the means FEMA uses for identifying and considering the

requirements of the other environmental laws that apply to the

project. A fundamental requirement of NEPA is that the review
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64 Federal Emergency Management Agency

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must be completed prior to starting the project. Funding may be

jeopardized if this does not happen.

CAN MY PROJECT BE EXEMPT FROM NEPA?

Over 75% of Public Assistance actions are either emergency

activities or repair-to-predisaster-design projects. These types

of actions are usually exempt from the NEPA review and

documentation process. Even so, you must be aware that the

other environmental laws may still apply and must be addressed.

If the damaged unit is to be upgraded or improved or if

mitigation is being added, in which case the unit is not being

returned to its predisaster design, it is likely to require a more

complete NEPA review.

HOW DOES THE NATIONAL HISTORIC PRESERVATION ACT AFFECT

ME?

The National Historic Preservation Act (NHPA) requires that

FEMA consider the direct or indirect effects of undertakings it

funds on historic, cultural, or archaeological resources. These

resources include properties that are listed on or eligible for

inclusion on the National Register of Historic Places or properties

that may have important social or cultural significance to your

area. Facilities are generally considered historic when they are

50 years old or older. Archaeological concerns are usually

heightened when there is ground disturbing activities associated

with a project.

HOW WILL I KNOW IF THE OTHER LAWS APPLY TO MY PROJECT?

A "Yes" response to any of the Special Considerations Questions

is an indication that requirements of one or more of these laws

might be triggered. If your project is near or affects a stream, a

wetland or other body of water, requires the destruction of an

area of natural vegetation, or is in or near a special resource

area, like a wildlife refuge, it is likely that you will need input

from someone familiar with these laws. The PAC or an

environmental or historic Specialist can give you guidance here.
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WHAT DO I NEED TO DO????????

! Answer all of the Special Considerations questions for each

work project.

! Identify all facilities located in the 100-year floodplain area.

! Identify all facilities 50 years old or older and/or those that

have an important social or cultural significance.

! Identify if a project will require ground disturbance,

particularly of previously undisturbed ground.

! Look for and request hazard mitigation opportunities.

! Provide insurance policies to the PAC at the earliest

opportunity. Even if you don’t think the facility is covered

under the policy, if a policy exists, provide a copy to the PAC

for review.

! Notify the PAC of all Special Consideration issues as soon as

possible. This will ensure the fastest review and funding.

! Maintain all documentation that has to do with any identified

Special Consideration issues. Even if they are considered to

be of no consequence, keep all related documentation in

case any questions arise at a later date.

Closeout

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Chapter 8

Closeout

What is Closeout?

The purpose of closeout is to certify all recovery work is

complete and all eligible costs have been reimbursed. The

Public Assistance Program is a reimbursement program and

when closing your grant projects, this is the last opportunity to

ensure you have received all funding available under the law.

Closeout is an important last step in the Public Assistance

Program process.

WHAT DO I NEED TO DO TO CLOSE OUT????????

Closeout procedures are different for each State, however, you

should notify the State Public Assistance Officer immediately as

you complete each large project and when all of your small

projects have been completed.

! You have 6 months to complete emergency work and 18

months to complete permanent work.

! You may obtain extensions from the State based on

extenuating circumstances or unusual project requirements

beyond your control. Debris and emergency work can be

extended an additional 6 months. Permanent restoration

work may be extended an additional 30 months.

! You may close out your small projects when all small

projects have been funded and completed. They will be

closed based on the approved cost estimates.

! You must certify to the State that all funds were expended

and all the work described in the project scope of work is

complete.

! If you have a significant cost overrun associated with

completing all work on all of your small projects, you may

submit an appeal for additional funding. This request should
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68 Federal Emergency Management Agency

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be made in writing to the State within 60 days of completing

the last small project.

! You will closeout large projects individually as each project is

completed. There is a cost reconciliation (difference

between estimated and actual costs for eligible work) on

each individual large project when the project is complete.

! You must notify the State immediately when you have

completed each large project.

! Keep your documentation in order, as it is very important

and is required during the closeout process.

! It is your responsibility to document all costs associated with

your projects. Failure to properly document any project may

result in loss of funding for any claimed work.

! Make sure all documentation for a project is accurate,

complete and up to date for closeout review.
Federal Emergency Management Agency 69

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Reference Material

Appendix A - The Public Assistance Program

Appendix B - Eligibility Charts

Appendix C - Frequently Asked Eligibility

 Questions

Appendix D - Applicant Record-Keeping

 Forms and Instructions

Appendix E - Glossary of Terms

The Public Assistance Program Appendix A

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Appendix A

The Public Assistance Program

Program Objective

The objective of the Public Assistance Program is to provide

assistance to States, local governments, and selected Private

Non-Profit organizations for the alleviation of suffering and

hardship resulting from major disasters or emergencies declared

by the President.

Applicant Eligibility

A. State and Local Governments, and Special Districts

" Local Governments

Any county, city, village, town, district, or other political

subdivision of any State and includes any rural

community, unincorporated town or village, or other

public entity for which an application for assistance is

made by a State or political subdivision thereof.

" Other Political Subdivisions

Other State and local political subdivisions may be

eligible if they are formed in accordance with State law

as a separate entity and having taxing authority. These

include, but are not limited to, school districts, irrigation

districts, fire districts, and utility districts.

B. Private Non-Profit Organizations

All facilities must be open to the general public and provide a

government service.

1. Educational Institutions

A. Colleges and universities

B. Parochial and other private schools
Appendix A The Public Assistance Program

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2. Utility

Systems of energy, communication, water supply, sewage

collection and treatment, or other similar public service

facilities.

3. Emergency

Fire protection, ambulance, rescue, and similar emergency

services.

4. Medical

Hospital, outpatient facility, rehabilitation facility, or facility

for long-term care for mental or physical injury or disease.

5. Custodial Care

Homes for the elderly and similar facilities that provide

institutional care for persons who require close supervision,

but do not require day-to-day medical care.

6. Other Essential Governmental Service Facilities

Museums, zoos, community centers, libraries, homeless

shelters, senior citizen centers, rehabilitation facilities,

shelter workshops and facilities that provide health and

safety services of a governmental nature. Health and

safety services are essential services that are commonly

provided by all local governments and directly affect the

health and safety of individuals. Low-income housing,

alcohol and drug rehabilitation, programs for battered

spouses, transportation to medical facilities, and food

programs are examples of health services.

C. Native American and Alaskan Native Tribal

Governments

Indian Tribes or authorized tribal organizations and Alaskan

Native village organizations. This does not include Alaska

native Corporations, which are owned by private individuals.
The Public Assistance Program Appendix A

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Facility Eligibility

General Eligibility

With certain exceptions, an eligible facility is any building, works,

system, or equipment that is built or manufactured, or any

improved and maintained natural feature that is owned by an

eligible public or Private Non-Profit (PNP) applicant.

A. AN ELIGIBLE FACILITY MUST:

• Be the responsibility of an eligible applicant.

• Be located in a designated disaster area.

• Not be under the specific authority of another Federal

agency.

• Be in active use at the time of the disaster.

B. EXAMPLES OF ELIGIBLE PUBLIC FACILITIES MAY INCLUDE:

• Roads (non-Federal aid)

• Sewage Treatment Plants

• Airports

• Irrigation Channels

• Schools

• Buildings

• Bridges and Culverts

• Utilities

C. ELIGIBLE PRIVATE NON-PROFIT FACILITIES INCLUDE:

• Educational facilities (classrooms, supplies, and

equipment)

• Gas, Water, and Power systems

• Emergency facilities (fire stations and rescue squads)

• Medical facilities (hospitals and outpatient centers)

• Custodial care facilities

• Essential government services

(All eligible PNP facilities must be open to the general public)
Appendix A The Public Assistance Program

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D. RESTRICTIONS

1. ALTERNATIVE USE FACILITIES

If a facility was being used for purposes other than those

for which it was designed, restoration will only be eligible to

the extent necessary to restore the immediate pre-disaster

alternative purpose.

2. INACTIVE FACILITIES

Facilities that were not in active use at the time of the

disaster are not eligible except in those instances where the

facilities were only temporarily inoperative for repairs or

remodeling, or where active use by the applicant was firmly

established in an approved budget, or where the owner can

demonstrate to FEMA's satisfaction an intent to begin use

within a reasonable time.
The Public Assistance Program Appendix A

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Work Eligibility

General Eligibility

A. AN ELIGIBLE ITEM OF WORK MUST:

• Be required as the result of a major disaster event,

• Be located within a designated disaster area, and

• Be the legal responsibility of an eligible applicant.

B. OTHER FEDERAL AGENCY (OFA) PROGRAMS

FEMA will not provide assistance when another Federal agency

has specific authority to restore facilities damaged by a major

disaster.

C. NEGLIGENCE

No assistance will be provided to an applicant for damages

caused by its own negligence through failure to take reasonable

protective measures. If negligence by another party results in

damages, assistance may be provided on the condition that the

applicant agrees to cooperate with FEMA in all efforts to recover

the cost of such assistance from the negligent party.

D. SPECIAL CONSIDERATIONS REQUIREMENTS

Necessary assurances shall be provided to document compliance

with special requirements including, but not limited to, floodplain

management, environmental assessments, hazard mitigation,

protection of wetlands, and insurance.
Appendix A The Public Assistance Program

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Category A

Debris Removal

Emergency Work

A. PUBLIC INTEREST DETERMINATION BY FEMA

• Eliminate immediate threats to life, public health and

safety; or

• Eliminate immediate threats of significant damage to

improved public or private property; or

• Ensure economic recovery of the affected community to

the benefit of the community-at-large.

B. PRIVATE PROPERTY DEBRIS REMOVAL

Debris removal from private property is the responsibility of the

individual property owner. When it is in the public interest for an

eligible applicant to remove debris, the following criteria exists:

• On urban, suburban and rural property, including large

lots,

• Clearance of living, recreational and working areas is

eligible, except areas used for crops and livestock, or

unused areas.

• No assistance will be provided to individuals or private

organizations for removing debris from their own

property except for eligible Private Non-Profit applicants.

• Right of Entry Agreement must be obtained to indemnify

the Federal government against any claim arising from

such removal.
The Public Assistance Program Appendix A

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Category B

 Emergency Protective Measures

A. GENERAL

• Measures to save lives, to protect public health and

safety, and to protect improved property, are eligible.

In order to be eligible, emergency protective measures

for property must eliminate or lessen immediate threats

of significant damage to improved public or private

property through measures that are cost-effective.

• FEMA may require a certification by local, State and/or

Federal officials that a threat exists, including

identification and evaluation of the threat and

recommendations of the emergency work necessary to

cope with the threat.

B. EMERGENCY ACCESS

Emergency access may be provided when emergency repair or

replacement of a non-public facility economically eliminates the

need for temporary housing. The work is limited to that

necessary for the access to remain passable through events that

are immediate threats (five-year storm). The work must be

performed by an eligible applicant and it is subject to costsharing.

Permanent Restoration of Facilities

A. GENERAL ELIGIBILITY

• Facilities will be restored on the basis of design, capacity

and function of such facilities as they existed

immediately prior to the disaster and in conformity with

applicable standards.

• Codes and Standards must be in writing, apply to the

type of work, and be in place and enforced prior to the

disaster declaration. They must apply uniformly to all

similar types of facilities.
Appendix A The Public Assistance Program

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• Hazard mitigation measures, which are cost-effective,

may be required by FEMA. Any requirement for hazard

mitigation placed on applicants by FEMA will be eligible.

Applicants may and are encouraged to suggest hazard

mitigation measures.

• A facility is considered repairable when disaster damages

do not exceed 50% of the cost of replacing a facility.

(Conduct a repair versus replacement analysis if repairs

to a facility would appear to cost 50% or more of the

cost of replacing the facility.) For further particulars,

see the Public Assistance Guide, FEMA 286 (to be

replaced by FEMA 322).

• Relocation may be approved by FEMA when a facility is

subject to repetitive damage, and it is cost-effective to

relocate. When relocation is required by FEMA, eligible

work may include land acquisition and such ancillary

facilities as roads and utilities. For further particulars,

see the Public Assistance Guide, FEMA 286 (to be

replaced by FEMA 322).
The Public Assistance Program Appendix A

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Category C

Road Systems

A. Repairs and Replacements

The damage must be directly related to the disaster. It cannot

be a pre-existing condition nor caused by an event after the

official period of incidence. Repairs to structures may be made

when the estimated repair cost is less than the estimated

replacement cost, unless the structure is damaged greater than

50%. If a structure is damaged to the extent that repairs

exceed 50% of the replacement costs, funding may be provided

to replace the structure. The applicant also may choose to make

repairs; however, the funding provided will be limited to the cost

of replacement.

B. Road Repairs

On gravel roads, the base need not be damaged to be eligible

for major gravel replacement. Loss of gravel must be evident.

Potholes and rutted surfaces must be shown to be a result of the

disaster event.

C. Paving

Loss of paved surface is eligible. Alligatored surface is generally

a sign of normal deterioration and is not eligible, unless shown

to be exclusively disaster-related.

D. Standards

Bridge and road standards that have been formally adopted and

are in practice, or adopted and placed in effect prior to the date

of the disaster declaration, are eligible. The standards must

apply to work accomplished using all sources of funds, and not

limited to work receiving State and/or Federal aid. A copy of

standards and council meeting minutes approving the standards

should be maintained in the permanent applicant file.
Appendix A The Public Assistance Program

A-10 Federal Emergency Management Agency

Applicant Handbook

E. On-System Facilities

• Facilities funded by other Federal agencies, such as

the Federal Highway Administration (FHWA), are

not eligible for permanent repair. Debris removal

and emergency measures are eligible on Federalaid roads except where the Emergency Relief (ER)

program of the FHWA is activated. For further

particulars, see the Public Assistance Guide, FEMA

286 (to be replaced by FEMA 322).

F. Scheduled Replacement

Facilities are not eligible if scheduled for replacement within the

next 12 months using Federal funds.
The Public Assistance Program Appendix A

Federal Emergency Management Agency A-11

Applicant Handbook

Category D

Water Control Facilities

A. Levees and Dams

If the levee or dam meets the definition of a flood control work

and thus falls within the authority of the U.S. Army Corps of

Engineers (USACE) or Natural Resources Conservation Service

(NRCS), it is not eligible for permanent restoration.

B. Drainage Channels

The USACE or NRCS may be involved in some flood channels; in

these cases, local drainage channels are not eligible. Manmade

channels must show evidence of routine maintenance and will be

restored to pre-flood hydraulic capacity. Appropriate

documentation, including construction and maintenance records

for the manmade channels should be placed in the permanent

applicant file. The documentation should include records

demonstrating the predisaster condition of the channels.

C. Natural Streams

Debris removal from natural streams is not normally eligible for

assistance. Only debris that causes a threat to lives, public

health and safety, or damage to improved property from a 5-

year flood event, is eligible. Work to protect improved property

must have a favorable ratio of benefits to costs. Any work in

natural streams must also be closely reviewed and monitored to

minimize undesirable environmental effects.

D. Seeding and Sodding

Seeding, grass, and sod will be eligible only when necessary to

stabilize slopes and minimize sediment runoff.

E. Debris

Disaster-caused debris in catch basins and channels is eligible

for removal when the pre-existing condition can be established.
Appendix A The Public Assistance Program

A-12 Federal Emergency Management Agency

Applicant Handbook

Category E

Buildings and Equipment

A. Restoration

Buildings are to be restored to pre-disaster design capacity in

accordance with present codes and standards.

B. Use and Occupancy

The building must have been in active use prior to the disaster.

If only part of the building was occupied at the time of the

disaster, or if the building was being used for a less demanding

function than its original purpose, then replacement will be made

at the reduced size, or restoration will be limited to that required

to resume the immediate pre-disaster use.

C. Extensive Damage

If repairs to a facility would cost 50% or more of the cost of

replacing the facility to its pre-disaster design, then the facility is

eligible for replacement. This is known as the “50% Rule,” and

is discussed in detail in the Public Assistance Guide, FEMA 286

(to be replaced by FEMA 322).

D. Insurance

Check on insurance presently in force. Insurance coverage pays

first. Uninsured losses are eligible. If repair costs exceed

$5,000, a general hazard insurance commitment will be required

equal to the amount of damages. Repair costs for flood

damages occurring to buildings and/or contents within the 100-

year flood zone will be reduced by the amount that would have

been available from a standard NFIP flood policy whether or not

the facility was actually insured.

E. Equipment

Office equipment and furniture should be replaced with used or

surplus, if available. Repair if feasible.

F. Supplies

Consumable supplies will be replaced to pre-disaster quantities.
The Public Assistance Program Appendix A

Federal Emergency Management Agency A-13

Applicant Handbook

G. Vehicles

Special equipment, such as two-way radios, is eligible. Blue

book prices should be used and salvage taken. Check for

comprehensive insurance. If repair costs exceed $5,000, an

insurance commitment will be required equal to the amount of

damages.

H. Grounds

Grounds around buildings may be included with building

structure if it is to be handled as a single project, except trees

and other plantings, which are not eligible.

I. Cleaning

For buildings with light damage, cleaning and painting is eligible.

J. Worship Facilities

Buildings that are used primarily for worship or religious

education purposes are not eligible.
Appendix A The Public Assistance Program

A-14 Federal Emergency Management Agency

Applicant Handbook

Category F

Utilities

A. Electrical

Restore to pre-disaster design in the most economical manner.

Extra pole structures are sometimes necessary to restore the

function when erosion has destroyed stream banks and ground

clearance has to be maintained over longer distances.

B. Sewer

Visual evidence of ground subsidence indicating infiltration into

the pipe must be present.

• TV Inspection

Limited TV inspection is eligible when damage is

apparent. Use of TV inspection to search for problems

is not eligible.

• Cleaning

Cleaning of disaster-related debris from sewer lines is

eligible only when necessary to restore adequate

functioning of the system in specific reaches when the

pre-existing condition can be established.

C. Revenues

Loss of revenue is not eligible. Added costs or charges for

providing regular utility services are not eligible.
The Public Assistance Program Appendix A

Federal Emergency Management Agency A-15

Applicant Handbook

Category G

Parks, Recreational, and Other

A. Grass

Grass, seeding, and sod are eligible only when necessary to

stabilize slopes and minimize sediment runoff.

B. Trees

Trees and other plantings are not eligible.

C. Damage Estimates

All structures and damage sites within a park may be included as

a single project if repair or contract is being handled that way.

They can be claimed separately, if desired.

D. Beaches

To be eligible, a beach must have been improved to a designed

profile and regularly maintained prior to the disaster.

Appropriate documentation should be placed in the permanent

applicant file to show that the beaches were designed,

constructed, and routinely maintained. The documentation

should include records showing when beach sand was last

replaced and at what depths. Permanent restoration of the sand

on natural beaches is not eligible. (Also see Emergency

Protective Measures.)
Appendix A The Public Assistance Program

A-16 Federal Emergency Management Agency

Applicant Handbook

Cost Eligibility

Force Account Cost

A. Personnel

Reimbursement of salaries and wages (including regular time,

overtime, fringe benefits, and compensatory time) of employees

will be paid on eligible disaster permanent work. For emergency

work, only overtime of regular employees plus all time of extra

hires will be paid.

B. Applicant-Owned Equipment

Reimbursement for equipment used on eligible disaster-related

work is based on the FEMA rate schedule or the applicant’s

established rates, whichever is lower, unless the applicant’s rates

are considerably lower and the applicant certifies that rates do

not reflect actual costs. A State schedule may be accepted for

applicants who have established and used the schedule for

normal operations before the disaster, up to $75 per hour.

C. Materials

Costs of materials and supplies used in eligible disaster-related

work are eligible.

Contract Costs

Reasonable contract costs, including equipment rental, for

eligible disaster-related work is eligible.

Administrative Costs

Subgrantee’s administrative allowance is based on the following

percentages of net eligible costs.

• First $100,000 3%

• Next $900,000 2%

• Next $4,000,000 1%

• Over $5,000,000 1⁄2%
The Public Assistance Program Appendix A

Federal Emergency Management Agency A-17

Applicant Handbook

Insurance

• Actual or anticipated insurance recoveries shall be deducted

from otherwise eligible costs.

• When insurance is required as a condition of approval for

projects amounting to $5,000 or more, the State must

provide FEMA with acceptable assurances that the applicant

has obtained and will maintain insurance for the approved

damaged facility or piece of equipment.

• No assistance will be provided for any facility for which

assistance was previously received unless the insurance was

obtained and maintained as required.
Appendix A The Public Assistance Program

A-18 Federal Emergency Management Agency

Applicant Handbook

Project Administration

Request for Public Assistance

The Request for Public Assistance form must be submitted by

the applicant to the State within 30 days of designation of an

area for each applicant requesting assistance.

Project Funding

SMALL PROJECTS—APPROVED ESTIMATE IS LESS THAN

$47,800 ($47,800 is the threshold for small projects for

Federal fiscal year 1999 and is adjusted annually)

Final payment of the Federal share may be made by the

grantee upon approval of the project by FEMA.

LARGE PROJECTS—APPROVED ESTIMATE OF $47,800 OR

MORE

Payments will be made based upon State law, 44 CFR Part

13 and 31 CFR Part 205 and the approved State

Administrative Plan.

Funding Options

IMPROVED PROJECT

If an applicant desires to make improvements to a damaged

facility that exceeds restoring to pre-disaster design, State

approval must be obtained. FEMA funding for such

improved projects shall be limited to the Federal estimate of

the eligible disaster-related repairs.

ALTERNATE PROJECT

In any case where an applicant determines that the public

welfare would not be best served by restoring a damaged

facility or the function of that facility, the State may request

on behalf of the applicant that FEMA approve an alternate

project. The alternate project option may be considered on

permanent work only and funding will equal 90% of the

Federal estimate of the eligible disaster-related repairs.
The Public Assistance Program Appendix A

Federal Emergency Management Agency A-19

Applicant Handbook

Use of Local Firms and Individuals

To assist in economical recovery of a disaster area, FEMA

recommends that preference be given, to the extent practicable,

to organizations, firms, and individuals who reside or do

business primarily in the area affected by the disaster and who

have appropriate contracting capability. Local preference should

be mentioned in the invitation for bids and requests for proposal.

Time Limits for Completion of Work

• Debris removal 6 months

• Emergency work 6 months

• Permanent work 18 months

EXCEPTIONS

• The State may impose lesser deadlines for completion of

work

• If requested by the applicant, the State may extend

debris clearance and emergency work deadlines for an

additional 6 months and permanent work deadlines for

an additional 30 months if the reason for the request is

based on extenuating circumstances or unusual project

requirements beyond the control of the applicant.

• Requests for extensions beyond the deadlines listed

above may be submitted by the State to FEMA's Disaster

Recovery Manager (DRM). The DRM has authority to

grant extensions appropriate to the situation. The DRM

may impose requirements upon the State to ensure that

the project will be completed within the approved time

limit.
Appendix A The Public Assistance Program

A-20 Federal Emergency Management Agency

Applicant Handbook

Cost Overruns

• The State will evaluate subgrantee appeals for cost

overruns and, when justified, submit the request to

FEMA for final determination. All requests must contain

sufficient documentation to support eligibility of all work

and costs claimed.

• For small projects (less than $47,800) overruns, the

applicant’s appeal must include documentation for the

actual cost of all small projects to show that the net

overrun is significant before approval will be considered.

Documentation

• All disaster costs must be supported by documentation,

including timesheets for personnel, equipment use

records, invoices for materials, and all contracted

documents related to work accomplished by contract.
Eligibility Charts Appendix B

Federal Emergency Management Agency B-1

Applicant Handbook

Appendix B

Eligibility Charts

Eligible

Applicant

Eligible Work

Eligible Cost
Appendix B 

B-2 Federal Em

Applicant Eligibility Chart

✓ Status Name Details/Examples

❑ Eligible

Applicants

• State Agencies State Emergency Management Agency, State Depart

• Local Governments City, County, or Town• Native American Tribes• Alaskan Native

Villages/Organizations

Excludes corporations that are privately owned

• Certain Private NonProfit Organizations (PNPs) • Medical • Emergency (fire and rescue)

• Utility• Educational• Custodial care• Facilities that provide essential services of a govgeneral public• Museums• Zoos• Community centers• Libraries• Homeless shelters• Senior citizen centers
Eligibility Charts 

Federal Emergency Management Agency Applicant Handbook

Applicant Eligibility Chart

✓ Status Name Details/Examples

• Rehabilitation facilities• Shelter workshops• Facilities that provide essential health and safetgovernmental nature, such as:• Low income housing• Alcohol and drug rehabilitation• Programs for battered persons• Transportation to medical facilities• Food programs

❑ Ineligible

PNPApplicants

• Recreational facilities

• Job counseling/training

facilities

• Certain advocacy

groups

• Groups not directly providing health services

• Conference facilities• Performing arts

facilities
Appendix B 

B-4 Federal EmWhat Work Is Eligible?

✓ Status Eligibility Requirements❑ Debris

Removal

• Work must be a direct result of the declared event.• Work must have been performed within designated area.• Work must be the legal responsibility of the applicant.• Work must eliminate immediate threat to public lives, health and safety.• Work must eliminate immediate threat of significant damage to improved public • Work must ensure economic recovery of the affected community to the benefit o• Work must not fall under the responsibility of any Other Federal Agency (OFA).• Salvage value or insurance proceeds must be deducted.

❑ Emergency

ProtectiveMeasures

• Measure must be a direct result of the declared event.• Measure must have been performed within designated area.• Measure must be the legal responsibility of the applicant.• Measure must eliminate immediate threat to public lives, health and safety.• Measure must eliminate immediate threat of significant damage to improved pub

through measures that are cost effective.

• Salvage value or insurance proceeds must be deducted.

❑ Permanent

Restoration

• Restoration must be direct result of the declared event.• Restoration must have been performed within designated area.• Restoration must be the legal responsibility of the applicant.• Restored facility must be in active use.• Restoration must not fall under the responsibility of any Other Federal Agencies • Salvage value or insurance proceeds must be deducted.
Eligibility Charts 

Federal Emergency Management Agency Applicant Handbook

What Cost is Eligible?

✓ Cost Type1 Nature of Cost Details❑ Labor2 • Permanent

labor

• Regular time and overtime labor costs are eligible for p• Only overtime labor costs are eligible for emergency wo• An organization’s pre-disaster policy on overtime will de

organization is reimbursed for overtime work performed 

• For emergency work, only overtime costs are eligible; r

not eligible for reimbursement.

• Fringe benefits associated with disaster-related labor co

• Temporary

labor

• Regular and overtime labor costs for temporary staff hi

disaster-related work is eligible for reimbursement.

• Fringe benefits for temporary labor may vary from perm

dependent upon an organization’s pre-disaster labor po

1 Disaster work will not be funded if payment is contingent on receiving funding from FEMA.2 Supporting documentation should include a summary report of hours worked by employee for both regular and overt

benefit costs or rate. Also, this summary should be supported by individual time and attendance records that differenton disaster-related work and a detailed description of the work performed.
Appendix B 

B-6 Federal Em

What Cost is Eligible?

✓ Cost Type1 Nature of Cost Details

• Part-time

labor

• Excess regular and overtime costs for part-time employ

over their normal work schedule), are eligible for reimb

• Fringe benefits associated with disaster-related costs a• Benefits for part-time labor may vary from permanent l

upon an organization’s pre-disaster labor policy.

• Volunteer

labor

• Organizations that use volunteer labor to perform eligib

that labor to help them meet the non-Federal portion o

• Volunteer labor will be valued at the prevailing rate for 
Eligibility Charts 

Federal Emergency Management Agency Applicant Handbook

What Cost is Eligible?

✓ Cost Type Nature of Cost Details

• Contract labor • Contract labor to perform disaster-related work is eligible 

• Generally, contracts must be competitively bid; an applica

policies and procedures it uses for procurements that are 

• Exceptions (with written justification) include instances wh

completed immediately to reduce the threat to life, public there exists only a single contract source to complete the 

• Additionally, for a contract with both emergency and non-

that relates to the emergency work may be the exception.

❑ Equipment3 • Rented/leased • The cost of the rented/leased equipment is eligible, along 

operating expenses, such as fuel and supplies.

• Maintenance costs are the responsibility of the lessor, unle

lease agreement.

• The organization should follow its established business pra

equipment.

• Applicantowned • Organizations using their own equipment in the response 

reimbursed based on either the FEMA equipment rates or disaster) internally-developed equipment usage rate, whi

time the equipment is actually in use is eligible. Therefocorrespond to labor hours claimed for performing eligible 

3 Supporting documentation should include a summary noting whether the equipment is owned or rented and the daily 
Appendix B 

B-8 Federal Em

What Cost is Eligible?

✓ Cost Type Nature of Cost Details

• Purchased • Equipment purchased to perform disaster-related work wi

equipment rates based on usage. Depending on the cost usage cost may have salvage value deducted.

❑ Materials

andSupplies4

• Inventory • Organizations using an existing inventory of materials and 

response and recovery effort will be reimbursed for the rethe inventory to the pre-disaster level.

• Purchased • Purchased materials and supplies will be reimbursed for th

organization complies with its pre-disaster procurement re

4 Supporting documentation should include an inventory listing or invoices and receipts for purchased items.
Eligibility Charts 

Federal Emergency Management Agency Applicant Handbook

How Much Is Eligible?

✓ Item Eligibility for Reimbursement

❑ Emergency Public

Transportation

• Emergency public transportation costs are eligible, provided that public transpo

another Federal agency (e.g., Federal Highway Administration) and is in accordStafford Act. Due to the large outlay this could represent, all emergency transpapproved by the FEMA Public Assistance Officer.

• When FEMA does reimburse for emergency public transportation, the cost of ca

emergency needs will be reimbursed only for the emergency period to be definproject basis.

• The amount reimbursed will be determined based on a depreciation recovery ra

❑ Employee Hourly

Rate

• FEMA will reimburse a reasonable hourly rate based on the type of work perfor

subgrantee’s employee is a janitor and the employee performed disaster-related employee’s full hourly rate as a janitor will be reimbursable. However, if a doctrelated clean-up work, then their hourly rate will be adjusted downward to refleclean-up function (i.e., that paid to the janitor).

❑ Building

HabitabilitySafetyInspections

• The cost of an initial safety inspection performed to determine the habitability o

reimbursement. This will be a disaster-specific determination.
Appendix B 

B-10 Federal Em

How Much Is Eligible?

✓ Item Eligibility for Reimbursement

❑ Building

Inspection andPermitProcessing CostsDirectly Relatedto WaivedBuilding PermitFees

• When a local government authority waives building permit fees, they may incur 

not reimburse for loss of revenue. The existing fee schedule should provide the the building permit process.

❑ Mutual Aid

Agreements

• Mutual aid agreements usually contain reimbursement provisions for labor, fring

expenses, equipment, and materials. FEMA will generally reimburse reasonable policies that were established before the disaster.

• If a subgrantee enters into a mutual aid agreement after the disaster occurs, it 

eligible from FEMA.

❑ Post-Disaster

Overtime Costs

• FEMA will reimburse eligible costs that are in accordance with the 44 CFR and O

subgrantee’s pre-disaster policies.

• If the subgrantee’s pre-disaster policy does not pay employees for overtime, FE

overtime. If a pre-disaster local or State provision exists to pay overtime during reimburse the cost of overtime.
Eligibility Charts 

Federal Emergency Management Agency Applicant Handbook

How Much Is Eligible?

✓ Item Eligibility for Reimbursement❑ Contract Labor

for EmergencyWork (asopposed to usingpermanentemployees)

• Contract labor for emergency work is eligible. However, if the work performed 

organization’s normal work functions, then permanent employee labor should bneeded can be hired with full reimbursement for regular and overtime costs.

❑ Project

Management5

• Actual costs associated with the management of a FEMA project are reimbursab

❑ Indirect Costs6 • No indirect costs are eligible for reimbursement.❑ Computer

System/Softwarefor Tracking

• A computer system or new software is considered an administrative cost incurre

assistance. Therefore, such costs are reimbursed by the Statutory Administratifor reimbursement.

5 The term project management may be used to indicate construction project management or management of a FEMA

project management costs are those direct costs incurred to manage a construction project. Generally, to evidence dirmust keep a log of the tasks and time spent performing those tasks. Some specific project management tasks include inspections, checking and approving material samples, review of shop drawings and change orders, review of contractoacting as an owner’s representative.

6 Indirect costs are expenses that are not fully and directly attributable to a project. Indirect costs can include labor ite

finance, systems support and development, legal, payroll, administration and management, and supervisory personneloften pooled and allocated on a percentage basis include, but are not limited to, phone, copier, rent, facsimile, debt seutility expenses, among others.
Appendix B 

B-12 Federal Em

How Much Is Eligible?

✓ Item Eligibility for Reimbursement

Disaster-RelatedCosts

❑ Temporary

Relocation

• Only those applicants who provide essential community services are eligible for • Essential community services are those that are necessary to save lives and/or 

or public health and safety. They include:• Medical facilities including hospitals, outpatient facility, rehabilitation facility 

defined by Section 645 of the Public Health Service Act.

• Custodial care facility providing institutional care for persons requiring close 

constraints on their daily activities.

• Emergency facilities including fire departments, police departments, search 

ambulances

• Utility facilities for generation, transmission, distribution and maintenance o

sewer and water, and gas

• Homeless shelters.• Facilities that provide essential health and safety services of a government

• Low-income housing• Alcohol and drug rehabilitation• Refuge for battered persons• Food programs.
Eligibility Charts 

Federal Emergency Management Agency Applicant Handbook

How Much Is Eligible?

✓ Item Eligibility for Reimbursement❑ Temporary

Relocation(continued)

• It is important to note that there are some facilities that provide essential servic

are open to the general public but are not an essential community service. The• Museums• Zoos• Community centers• Libraries (other than school libraries)• Senior citizen centers• Rehabilitation facilities• Shelter workshops

• FEMA pays for temporary relocation of an essential community service until the 

again. Due to the essential service provided by the applicant, it is expected thathe permanent facility will be expedited. Should this not be the case, FEMA wilrelocation period.

❑ Examples of

activities noteligible forreimbursement

• Property tax re-assessments• Disaster applicant centers (DACs)• Housing programs• Consumer task forces

Frequently Asked Questions Appendix C

Federal Emergency Management Agency C-1

Applicant Handbook

Appendix C

Frequently Asked Eligibility Questions

DO ALL CONTRACTS HAVE TO BE COMPETITIVELY BID?

All contract procurement should be conducted in a manner

providing full and open competition in compliance with State and

local procurement regulations. Contracts will normally be

competitively bid unless one of the following instances apply:

The item is available only from a single source;

The awarding agency authorizes noncompetitive proposals;

After solicitation of a number of sources, competition is

determined inadequate; or

The contract will eliminate or reduce an immediate threat to

life, public health or safety.

DOES THE TIME PERIOD IN WHICH WORK IS PERFORMED AFFECT THE

REIMBURSEMENT OF THAT WORK?

The initial deadlines are established according to the type of

work performed.

Debris removal—6 months

Emergency protective measures—6 months

Permanent repair work—18 months

Time extensions may be granted for extenuating circumstances.

For debris removal and emergency work, an additional 6 months

may be granted by the State. For permanent restoration work,

an additional 30 months may be granted by the State.

Requests for extensions beyond the deadlines listed above may

be submitted by the State to the DRM. The DRM has authority

to grant extensions appropriate to the situation. The DRM may

impose requirements upon the State to ensure that the project

will be completed within the approved time limit.

You will only be reimbursed for those costs incurred up to the

latest approved completion date for a particular project. The
Appendix C Frequently Asked Questions

C-2 Federal Emergency Management Agency

Applicant Handbook

project must be completed for you to retain any money already

funded.

WHAT COSTS ARE COVERED BY THE STATUTORY ADMINISTRATIVE

ALLOWANCE?

The Statutory Administrative Allowance is provided to lessen the

financial impact of administering the disaster recovery effort,

including preparation of the Project Worksheet, related field

inspections, project applications, final inspection reports and

final audits. Necessary costs of requesting, obtaining and

administering Federal disaster assistance are covered by this

allowance. No other administrative costs are eligible. Good

fiscal management and record keeping are essential to

controlling the indirect costs associated with FEMA-reimbursed

projects.

AFTER THE DISASTER, USDA ESTABLISHED AN EMERGENCY FOOD

STAMP PROGRAM. HOWEVER, USDA ONLY REIMBURSED 50% OF

THE TOTAL OPERATIONAL COST. MAY WE SUBMIT THE OTHER 50%

TO FEMA FOR REIMBURSEMENT?

No. One Federal agency may not reimburse another Federal

agency’s non-Federal cost share.

A DISASTER HAS JUST OCCURRED. WHY DOES FEMA STILL GET

INVOLVED IN ENVIRONMENTAL OR HISTORICAL ISSUES?

FEMA's PA Program is a Federal grant program. As a result, the

actions that FEMA funds are required by law to demonstrate

compliance with applicable Federal laws and regulations

including those enacting environmental and historic legislation—

even after a disaster declaration. We are not addressing the

environmental impacts caused by nature, but those caused by

Federal actions responding to the disaster. Some of these laws

have exemptions, waivers or expedited consultations for certain

types of work. FEMA will apply these to projects where

appropriate. FEMA and the State have also established

procedures to expedite compliance of those projects that do not

fall under the previously mentioned exceptions. In addition,
Frequently Asked Questions Appendix C

Federal Emergency Management Agency C-3

Applicant Handbook

there are trained FEMA and State specialists on staff to address

these issues in an expeditious manner.

IF MY PROJECT GETS ITS ENVIRONMENTAL CLEARANCE FROM FEMA

AND IS SUBSEQUENTLY FUNDED, DO I STILL NEED TO GET A LOCAL,

STATE OR FEDERAL PERMIT TO COMPLETE MY PROJECT?

Generally, yes, unless the local, State or Federal regulations

have permit exemptions to the work proposed. Remember that

FEMA's environmental clearance applies to the construction of

the project because of the Federal funding action. FEMA and

the State will require as a condition of funding that all applicable

permits are obtained. Prior to a disaster occurring or initiating

construction, it is recommended that the regulatory agencies be

contacted about any exemptions and expedited permit processes

that may be applicable. Work completion in violation of the law

runs the risk of losing its Federal grant funding from FEMA.

Record-Keeping Forms and Instructions Appendix D

Federal Emergency Management Agency D-1

Applicant Handbook

Appendix D

Applicant Record-Keeping Forms and

Instructions

GENERAL

It is essential that you accurately document the expenses

incurred in disaster response and recovery. Accurate

documentation will help you to:

• Recover all of your eligible costs.

• Have the information necessary to develop your disaster

projects.

• Have the information available, which the State and FEMA

will need to see, to validate the accuracy of your small

projects.

• Be ready for any State or Federal audits or other program or

financial reviews.

There are many ways to maintain documentation of your

records. What’s important is that you have the necessary

information readily available and that all this information is in a

usable format. Your records must be compiled under the Project

Number as shown on FEMA's Project Worksheet. The Project

Number will be given to you by the PAC.

A set of five summary records has been developed to assist you

in organizing your project documentation. These forms are

optional. If you already have a system you want to use, you

may do so, if it shows the information outlined above.

The summary records are:

1. Force Account Labor Summary Record—used to record your

personnel costs.

2. Force Account Equipment Summary Record—used to record

your equipment use costs.
Appendix D Record-Keeping Forms and Instructions

D-2 Federal Emergency Management Agency

Applicant Handbook

3. Materials Summary Record—used to record the supplies and

materials that you take out of stock or purchase.

4. Rented Equipment Summary Record—used to record the

costs of rented or leased equipment.

5. Contract Work Summary Record—used to record the costs or

work that you have done by contract.

Also included in this section:

• Applicant’s Benefits Calculation Worksheet – used to record

employees’ fringe benefits.

All forms are available for downloading or printing from FEMA’s

website located at www.fema.gov/r-n-r/pa/appfrm1.htm.
Record-Keeping Forms and Instructions 

Federal Emergency Management Agency Applicant Handbook
Appendix D Record-Keeping Forms and Instructions

D-4 Federal Emergency Management Agency

Applicant Handbook

Force Account Labor Summary Record

Instructions

Force account is the term to refer to your own personnel and

equipment. Keep the following points in mind when compiling

force account labor information:

• Record regular and overtime hours separately.

• Record the benefits separately for regular and overtime

hours. Most overtime hours include fewer benefits than

regular hours.

• Attach a Applicant’s Benefit Calculation Worksheet giving a

breakdown of what is included in your benefits, by

percentages, e.g., social security—15.2%, worker’s

compensation—4.3%, insurance—18.5%, etc. You can use

an average rate if you have different benefit rates for

different employees.

Complete the Record as Follows

1. Applicant: Enter your organization’s name.

2. PA ID: Enter the computer tracking number that FEMA

assigns to your organization. Your Public Assistance

Coordinator can tell you what it is if you don’t know it.

3. PW #: Enter the project number that you have assigned to

this project. If you know the project number assigned by

FEMA, use that number.

4. Disaster Number: Enter the declaration number for this

disaster here. The Public Assistance Coordinator can tell you

what it is if you don’t know it.

5. Location/site: Enter physical address or location of project.

6. Category: Enter category of work, if known.

7. Period Covering: Enter time period referenced for the

information contained on this sheet.

8. Description of work performed: Briefly describe the type

of work that was performed.
Record-Keeping Forms and Instructions Appendix D

Federal Emergency Management Agency D-5

Applicant Handbook

• Name: Enter the names of each employee who worked on

the project.

• Title: Enter the title or occupation of each employee who

worked on the project.

• REG: Enter the regular hours that each employee worked on

the project.

• OT: Enter overtime hours that each employee worked on the

project. REMINDER: Only overtime is eligible for

reimbursement for emergency work. Record both

regular and overtime hours, so that personnel hours

can be compared with equipment use hours, if

necessary.

• Total HR: Total the hours for each employee and enter the

result in this block.

• Hourly Rate: Enter each employee’s hourly rate.

• Benefit Rate/Hr: Enter each employees hourly benefit rate.

There should be different percentages for benefits pertaining

to regular and overtime wages.

• Total Hourly: Add the employee’s hourly rate in the Rate/Hr

block and the hourly benefits rate in the Benefits/Hr block

and enter the result here.

• Total Costs: Multiply the entries in Total Hours and Total

Hourly and enter the result here.

• Total Cost: Multiply the entries in the Total Hr and Total

Rate/Hr blocks and enter the result here.

• Total Cost for Force Account Labor Regular Time: Add

the entries in the Total Cost, REG block for each employee

and enter the results here.
Appendix D Record-Keeping F

D-6 Federal Emerge
Record-Keeping Forms and Instructions Appendix D

Federal Emergency Management Agency D-7

Applicant Handbook

Force Account Equipment Summary Record

Instructions

Force account is the term to refer to your own personnel and equipment. Keep

the following points in mind when compiling force account labor information:

Complete the record as follows:

1. Applicant: Enter your organization’s name.

2. PA ID: Enter the computer tracking number that FEMA assigns to your

organization. Your Public Assistance Coordinator can tell you what it is if

you don’t know it.

3. PW #: Enter the project number that you have assigned to this project. If

you know the project number assigned by FEMA, use that number.

4. Disaster Number: Enter the declaration number for this disaster here.

The Public Assistance Coordinator can tell you what it is if you don’t know

it.

5. Location/site: Enter physical address or location of project.

6. Category: Enter category of work, if known.

7. Period Covering: Enter time period referenced for the information

contained on this sheet.

8. Description of work performed: Briefly describe the type of work that

was performed.

• Type of Equipment: Enter a brief description of the equipment, including

the rated horsepower or capacity of the equipment. Be sure to include this

information if you also use a trade name or common name to describe the

equipment, e.g., Ditch Witch.

• FEMA Code: Enter the FEMA cost code for the equipment.

• Operator’s Name: Enter the equipment operator’s name.

• Date/Hours Used: Enter the dates and hours the equipment was used on

the project.

• Total Hours: Enter total hours equipment was in use.

• Equipment Rate: Enter the hourly cost to use the equipment.

• Total Cost: Multiply the number in the Total Hours block by the number in

the Equipment Rate block and enter the result here.

• Grand Totals: Add the numbers in the Total Hours blocks and Total Cost

blocks enter the results here.
Appendix D Record-Keepi

D-8 Federal Em
Record-Keeping Forms and Instructions Appendix D

Federal Emergency Management Agency D-9

Applicant Handbook

Materials Record Summary Instructions

This form is used to record the costs of supplies and materials purchased in

response to the disaster or used to repair damages caused by the disaster.

Complete the record as follows:

1. Applicant: Enter your organization’s name.

2. PA ID: Enter the computer tracking number that FEMA assigns to your

organization. Your Public Assistance Coordinator can tell you what it is if

you don’t know it.

3. PW #: Enter the project number that you have assigned to this project. If

you know the project number assigned by FEMA, use that number.

4. Disaster Number: Enter the declaration number for this disaster here.

The Public Assistance Coordinator can tell you what it is if you don’t know

it.

5. Location/site: Enter physical address or location of project.

6. Category: Enter category of work, if known.

7. Period Covering: Enter time period referenced for the information

contained on this sheet.

8. Description of work performed: Briefly describe the type of work that

was performed.

• Vendor: Enter the name of the supplier if the material was bought

specifically as a result of the disaster.

• Description: Enter a brief description of the supplies or materials used or

purchased.

• Quantity: Enter amount of material used. (e.g., number, tonnage, etc.)

• Date Purchased: Enter the date on the invoice.

• Date Used: Enter date actually used/installed.

• Info from: Check whether information entered on the form was obtained

from actual invoice or if material was taken from stock on hand.

• Grand Total: Add the numbers in the Total Price blocks and enter the

result here.
Appendix D Record-Keepi

D-10 Federal Em
Record-Keeping Forms and Instructions Appendix D

Federal Emergency Management Agency D-11

Applicant Handbook

Rented Equipment Summary Record

Instructions

This form is used to record the costs of equipment that you had to rent or lease

to respond to the disaster or to be used in making repairs to damages caused by

the disaster.

Complete the record as follows:

1. Applicant: Enter your organization’s name.

2. PA ID: Enter the computer tracking number that FEMA assigns to your

organization. Your Public Assistance Coordinator can tell you what it is if you

don’t know it.

3. PW #: Enter the project number that you have assigned to this project. If

you know the project number assigned by FEMA, use that number.

4. Disaster Number: Enter the declaration number for this disaster here. The

Public Assistance Coordinator can tell you what it is if you don’t know it.

5. Location/site: Enter physical address or location of project.

6. Category: Enter category of work, if known.

7. Period Covering: Enter time period referenced for the information

contained on this sheet.

8. Description of work performed: Briefly describe the type of work that

was performed.

• Type of Equipment: Enter a brief description of the equipment that you

leased or rented, including the rated horsepower or capacity of the

equipment. Be sure to include this information if you also use a trade name

or common name to describe the equipment, e.g., Ditch Witch.

• Dates/Hours Used: Enter the dates and hours the equipment was used

on the project.

• Rate Per Hour: Enter the hourly rental or lease cost of the equipment.

Indicate if the equipment was rented on a daily, weekly, or monthly rate,

instead of an hourly rate. List in appropriate column if operator costs were

included.

• Total Cost: Multiply hours Used by Hourly Rate charged and enter total

cost here.
Appendix D Record-Keeping Forms and Instructions

D-12 Federal Emergency Management Agency

Applicant Handbook

• Vendor: Enter the name of the company that rented or leased the

equipment to you.

• Invoice No.: Enter billing invoice number.

• Date / Amount Paid: Enter date of payment and amount of check.

• Check No.: List check number that was used to pay for equipment rental.

• Grand Total: Add the dollar figure from the Amount Paid blocks and enter

total here.
Record-Keeping Forms and Instructions 

Federal Emergency Management Agency Applicant Handbook
Appendix D Record-Keeping Forms and Instructions

D-14 Federal Emergency Management Agency

Applicant Handbook

Contract Work Summary Record

Instructions

This form is used to record the costs of contracts that you awarded to respond to

the disaster or to make repairs to damages caused by the disaster.

Complete the record as follows:

1. Applicant: Enter your organization’s name.

2. PA ID: Enter the computer tracking number that FEMA assigns to your

organization. Your Public Assistance Coordinator can tell you what it is if you

don’t know it.

3. PW #: Enter the project number that you have assigned to this project. If

you know the project number assigned by FEMA, use that number.

4. Disaster Number: Enter the declaration number for this disaster here. The

Public Assistance Coordinator can tell you what it is if you don’t know it.

5. Location/site: Enter physical address or location of project.

6. Category: Enter category of work, if known.

7. Period Covering: Enter time period referenced for the information

contained on this sheet.

8. Description of work performed: Briefly describe the type of work that

was performed.

• Invoice Number: Enter the invoice number.

• Dates Worked: Enter the dates that contractor work on the project.

• Contractor: Enter the name of the contractor receiving the contract.

• Billing/Invoice Number: Enter invoice or billing number submitted by

contractor.

• Amount: Enter the total dollar figure listed on the invoice for that project.

• Comments - Scope: Enter a brief description of the work the contractor

performed and/or other pertinent comments.

• Grand Total (includes contract labor): Add the numbers in the Amount

column and enter the result here.
Record-Keeping Forms and Instructions Appendix D

Federal Emergency Management Agency D-15

Applicant Handbook
Appendix D Record-Keeping Forms and Instructions

D-16 Federal Emergency Management Agency

Applicant Handbook

Applicant’s Benefits Calculation Worksheet

Benefits Calculation

Fringe benefits for force account labor is eligible. Except in extremely

unusual cases, fringe benefits for overtime will be significantly less than

regular time.

The following steps will assist in calculating the percentage of fringe

benefits paid on an employee’s salary. Note that items and percentages

will vary from one entity to another.

1. The normal year consists of 2080 hours (52 weeks x 5

workdays/week x 8 hours/day). This does not include holidays and

vacations.

2. Determine the employee’s basic hourly pay rate (annual

salary/2080 hours).

3. Fringe benefit percentage for vacation time: Divide the number of

hours of annual vacation time provided to the employee by 2080

(80 hours (2 weeks)/2080 = 3.85%).

4. Fringe benefit percentage for paid holidays: Divide the number of

paid holiday hours by 2080 (64 hours (8 holidays)/2080 = 3.07%).

5. Retirement pay: Because this measure varies widely, use only the

percentage of salary matched by the employer.

6. Social Security and Unemployment Insurance: Both are standard

percentages of salary.

7. Insurance: this benefit varies by employee. Divide the amount

paid by the city or county by the basic pay rate determined in Step

2.

8. Workman’s Compensation: this benefit also varies by employee.

Divide the amount paid by the city or county by the basic pay rate

determined in Step 2. Use the rate per $100 to determine the

correct percentage.

Note: Typically, you should not be charging the same rate for regular

time and overtime. Generally, only FICA (Social Security) is eligible for

overtime; however, some entities may charge retirement tax on all

income.
Record-Keeping Forms and Instructions Appendix D

Federal Emergency Management Agency D-17

Applicant Handbook

Sample Rates

Although some rates may differ greatly between organizations due to

their particular experiences, the table below provides some general

guidelines that can be used as a reasonableness test to review submitted

claims. These rates are based on experience in developing fringe rates

for several State departments, the default rate is that used for the state

of Florida, following Hurricane Andrew (August 1992), and the review of

several FEMA claims. The rates presented are determined using the

gross wage method applicable to the personnel hourly rate (PHR)

method. The net available hours method would result in higher rates.

Paid Fringe Benefits

HCA Matching 7.65% (or slightly less)

Retirement – Regular 17.00% (or less)

Retirement – Special Risk 25.00% (or slightly more)

Health Insurance 12.00% (or less)

Life & Disability Insurance 1.00% (or less)

Worker’s Compensation 3.00% (or less)

Unemployment Insurance 0.25% (or less)

Leave Fringe Benefits

Accrued Annual Leave 7.00% (or less)

Sick Leave 4.00% (or less)

Administrative Leave 0.50% (or less)

Holiday Leave 4.00% (or less)

Compensatory Leave 2.00% (or less)

Rates outside of these ranges are possible, but should be justified during

the validation process

Glossary of Terms Appendix E

Federal Emergency Management Agency E-1

Applicant Handbook

Appendix E

Glossary of Terms

Applicant

A State agency, local government, or eligible Private Non-Profit

organization who submits a request to the Grantee for disaster

assistance under the State’s grant.

Applicant Liaison (Liaison)

A State customer service representative responsible for providing

applicants with State specific information and documentation

requirements. The Liaison works closely with the Public Assistance

Coordinator to provide any assistance the applicant may require.

Case Management File

A centralized data bank of all applicant activities. Data entered into

this bank creates a chronological history of everything that has taken

place with an applicant from the time they apply for assistance until

they have received all monies and their file has been closed.

Cost Estimating Format (CEF)

A forward pricing methodology for estimating the total cost of repair

for large permanent projects by use of construction industry

standards. The format uses a base cost estimate and design and

construction contingency factors, applied as a percentage of the

base cost.

Declaration

The President’s decision that a major disaster qualifies for Federal

assistance under the Stafford Act.

Emergency Work

That work which must be done immediately to save lives and to

protect improved property, public health and safety, or to avert or

lessen the threat of a major disaster. Emergency work frequently

includes clearance and removal of debris and temporary restoration

of essential public facilities and services. (Category A-B)
Appendix E Glossary of Terms

E-2 Federal Emergency Management Agency

Applicant Handbook

Facility

Any publicly or privately owned building, works, system, or

equipment, built or manufactured, or an improved and maintained

natural feature. Land used for agricultural purposes is not a facility.

Force Account

An applicant’s own labor forces and equipment.

Hazard Mitigation

Any cost-effective measure that will reduce the potential for damage

to a facility from a disaster event.

Immediate Needs Funding (INF)

An advance of grant funds to assist with payment of emergency

work within the first 60 days after a disaster strikes. The amount of

funding is normally 50% of the Federal share of emergency costs as

identified during the preliminary damage assessment.

Improved Property

A structure, facility, or item of equipment that was built, constructed,

or manufactured. Land used for agricultural purposes is not

improved property.

Kickoff Meeting

The initial meeting between an applicant, the Applicant Liaison, and

the Public Assistance Coordinator. At this working session, the

applicant provides a list of damages and receives comprehensive

information about the Public Assistance Program and detailed

guidance for their specific circumstances.

Large Project

Eligible project, either emergency or permanent work, with a

damage dollar value of $47,800 or greater (FY99).

Permanent Work

That work that must be performed through repairs or replacement to

restore an eligible facility on the basis of its pre-disaster design, use,

and current applicable standards. (Category C-G)

Preliminary Damage Assessment (PDA)

A survey to determine the impact and magnitude of damage caused

by the disaster and the resulting unmet needs of the public sector

and community at large. The PDA is the basis for estimating total
Glossary of Terms Appendix E

Federal Emergency Management Agency E-3

Applicant Handbook

disaster-related damage and evaluating the need to request a

Presidential declaration of disaster.

Project

A logical method of performing work required as a result of the

declared event.

Project Formulation

The process of documenting the eligible facility, the eligible work and

the eligible cost for damages resulting from the declared event.

Project Worksheet (PW)

Form used to document the damage and develop the scope of work

for a project.

Project Officer (PO)

An emergency management employee with demonstrated

experience and training in management of large and complex repair

projects.

Private Non-Profit Organization (PNP)

Any non-governmental agency or entity that currently has either an

effective ruling letter from the U.S. Internal Revenue Service

granting tax exemption or satisfactory evidence from the State that

the non-revenue producing organization or entity is a nonprofit one

organized or operating under State law.

Public Assistance (PA)

Supplementary Federal assistance provided under the Stafford Act to

State and local governments or certain Private Non-Profit

organizations other than assistance for the direct benefit of

individuals and families.

Public Assistance Coordinator (PAC)

A FEMA customer service representative responsible for providing

continuity of service to an applicant in the recovery process of the

Public Assistance program.

Public Assistance Officer (PAO)

A Federal official specifically responsible for the Public Assistance

(PA) Program during disaster operations. Typically, a State PAO is

also designated with similar responsibilities within the State

organization.
Appendix E Glossary of Terms

E-4 Federal Emergency Management Agency

Applicant Handbook

Request for Public Assistance (Request)

The official notification of intent to apply for public assistance monies

following declaration of a disaster. It is a short form that asks for

general identifying information about an applicant.

Small Project

Eligible project, either emergency or permanent work, with a

damage dollar value of less than $47,800 (FY99).

Special Considerations

Factors that must be addressed before Federal grant money can be

obligated to repair or restore damaged facilities. These factors

include, but are not limited to, general and flood insurance, historic

preservation, environmental protection, and hazard mitigation.

Stafford Act

The Robert T. Stafford Disaster Relief and Emergency Assistance Act,

Public Law 93-288, as amended.

Specialist

An emergency management employee with demonstrated technical

or program expertise in a defined specialty.

Validation

A pre-funding verification to confirm the eligibility, compliance,

accuracy, and reasonableness of small projects formulated by an

applicant.
Index

Federal Emergency Management Agency I-1

Applicant Handbook

INDEX

1

100-year floodplain, 59, 60

5

50% Rule, 12

A

Alternate project, 24, 33, 18

Applicant liaison, 10

Applicants’ briefing, 5, 8, 10

Audits

federal, 36

Single Audit Act, 38

C

Case Management File (CMF), 5

Cause of damage, 20

Closeout, 67, 68

Codes and standards, 24, 54, 12

Completion deadlines, 39, 54

Complex, 15

Contract work summary, 38

Contracts, 28

Cost estimate, 27

Cost Estimating Format (CEF), 50

Cost overrun, 32, 67

Cost reconciliation, 68

Cost variance, 44

Customer service representative,

9, 10

D

Damage description &

dimensions, 19

example of, 23

Damaged facility

example of, 23

Deadlines. See Completion

deadlines

Debris clearance, 39

Declaration, 2

Deobligate, 52

Documentation, 35, 38, 65

backup documentation, 53

insurance, 54

source documents, 53

E

Eligibility, 21, 41

Emergency money. See Immediate

Needs Funding

Emergency work, 3, 39

Environmental compliance, 57

Environmental justice, 24

Equipment, 27

Equipment rates, 27

Expenses, 35

F

Federal share, 2, 3

Final cost, 52

Flood insurance, 21

Force account equipment

summary, 38. See also

Equipment

Force account labor summary, 38

Forward pricing, 50. See Cost

Estimating Format

H

Hazard mitigation, 10, 18, 61, 62

opportunities, 62

proposal, 61

I

Immediate Needs Funding (INF),

3

Improved project, 32

Insurance, 58
Index

I-2 Federal Emergency Management Agency

Applicant Handbook

J

Jurisdiction, 15

L

Large project, 32

Large projects, 14, 49

Latitude, 23

Location, 23

Longitude, 23

Lump sum, 28

M

Material summary, 38

Method of work, 15

N

National Flood Insurance Program

(NFIP), 59

O

Obligate, 52

P

Permanent work, 39

Pre-disaster condition, 64

Preliminary Damage Assessment

(PDA), 2

Progress reports, 55

Project description, 17

Project formulation, 13

Project location, 18

Project Officer (PO), 49

Project Worksheet, 17

sample, 30

Public Assistance Coordinator

(PAC), 9

R

Records, 35

summary records, 38

system, 38

Rented equipment summary, 38

Request for Public Assistance, 7

S

Scope of work, 21, 33

example of, 23

Small project, 32

closeout, 68

Small project validation. See

Validation

Small projects, 13

Special considerations, 15, 57

Special Flood Hazard Area, 59

Specialist, 41, 42

Specific facility, 15

Specific site, 15

State Public Assistance Officer,

10, 67

Supplemental assistance, 2

System, 15

T

Time and materials contracts, 28

Time and materials estimate, 27

Time Limits. See Completion

deadlines

Type of damage, 15

U

Unit price, 28

V

Validation, 41

identification items, 42

what happens during

validation?, 43