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Table of Contents 

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List of Figures 

List of Tables 

Chapter 1: Introduction 

Background 1

Purpose ....... 2

Scope and Applicability .............. 2

Authorities and Foundational Documents ................ 3

Document Management and Maintenance ............. 3

Chapter 2: Disaster Grant Program Preparations ................................................................

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Mitigation Plan ........................... 6

Other Needs Assistance Administrative Option Selection Form ............. 7

Administrative Plans .................. 8

Payment and Management System Setup ............... 8

Special Conditions and Requirements ..................... 8

Procurement Requirements .. 9

Special Designated Areas ...................................................................................................... 9

Chapter 3: Post-Declaration Requirements ............... 11

Post-Declaration ....................... 11

Pre-Assistance Requirements . 11

Sign FEMA-State/Territory/Tribe Agreement ..... 12

Apply for Disaster Grant Funding ........................ 12

Chapter 4: Public Assistance Program Requirements .............................. 13

Applicant Briefing ..................... 14

Request for Public Assistance . 14

Public Assistance Work Categories ......................... 14

Special Compliance Considerations ................... 16

Alternative Procedures ............ 16

Chapter 5: Individual Assistance Program Requirements ........................ 17

Individuals and Households Program ..................... 18
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Special Compliance Considerations ................................................................

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Mass Care and Emergency Assistance ................... 18

Other IA Program Services ....... 19

Recipient Actions to Activate IA Program Functions .............................. 19

Chapter 6: Hazard Mitigation Grant Program Requirements .................... 23

Hazard Mitigation Planning ..... 24

Hazard Mitigation Funding ...... 24

Special Compliance Considerations ................................................................

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Hazard Mitigation Planning Assistance .............. 25

Advance Assistance ............. 25

Chapter 7: New Recipient Checklist ........................... 27

Appendix A: List of Acronyms ..................................................................................................... A-1

Appendix B: Glossary .................................................................................................................. B-1

Appendix C: Authorities and Foundational Documents ............................................................ C-1

Appendix D: References ............................................................................................................ D-1

List of Figures 

Figure 1: Required Recipient Actions Before Receiving Disaster Grant Funding from FEMA . 5

Figure 2: Key Recipient Actions for PA Grants ........... 13

Figure 3: Key Recipient Actions for IA Grants ............ 17

Figure 4: Key Recipient Actions for HMGP Grants ..... 23

List of Tables 

Table 1: PA Work Categories and Work Examples ..... 15

Table 2: IA Program Functions and Recipient Requirements ................... 20

Table 3: Amount of Available HMGP Assistance ........ 25

Table 4: Tasks in Preparation for Stafford Act Program Funds ................ 27

Table 5: Post-Declaration Requirements for PA Program ......................... 30

Table 6: Post-Declaration Requirements for IA Program .......................... 35

Table 7: Post-Declaration Requirements for HMGP .. 40

Table 8: FEMA Disaster Assistance Grant Programs Guidance References.......................... D-1

Table 9: FEMA Disaster Assistance Grant Programs Form References ................................. D-2
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CHAPTER 1: INTRODUCTION 

Background 

The Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act)

authorizes the President to provide federal assistance when the magnitude of an incident or 

threat of an incident exceeds the affected state, territorial, Indian tribal (tribal), and local

governments’ capability to respond or recover. To receive federal disaster assistance, a 

governor or tribal chief executive must submit a request for an emergency or major disaster 

declaration to the President through the Federal Emergency Management Agency (FEMA). 

The Stafford Act (as amended) provides

federally recognized tribal governments the 

option to request an emergency or major 

disaster declaration directly from the 

President. This enables tribal governments 

to receive assistance in the form of grants 

or cooperative agreements through FEMA 

Public Assistance (PA), Individual

Assistance (IA), and Hazard Mitigation Grant 

Programs (HMGP) as Recipients 

independent of a state’s disaster 

declaration. This provides tribal 

governments more autonomy to determine 

how they want to seek Stafford Act 

assistance and which assistance to pursue. 

In addition to this option, tribal

governments retain the authority to apply 

for assistance as a Recipient or

Subrecipient (as allowed by state law)

under a state’s disaster declaration. Tribal 

governments may not receive the same 

type of assistance (i.e., PA, IA, or HMGP) for 

both tribal and state declarations for the 

same incident.

The declaration request, once approved by the President, designates disaster-impacted

areas and establishes the incident period, the type of incident, the type(s) of assistance 

available, and the federal cost share amount for the provision of requested assistance, if 

applicable. While an approved declaration authorizes FEMA disaster assistance grant 

programs, the requesting state, territorial, or tribal government has additional requirements 

Key Terminology 

All terminology pertaining to the disaster 

declaration process and PA, IA, and HMGP is 

derived from FEMA doctrine and other 

federal guidance. Key terms that appear

throughout this document are “Recipient,” 

“Applicant,” and “Subrecipient.”

Recipient – A non-federal entity that 

receives an award from a federal agency 

(e.g., state, territorial, or tribal government) 

to carry out an activity under a federal 

program. 

Applicant – A non-federal entity that applies 

to be a Subrecipient of assistance under a 

Recipient’s federal award (e.g., local 

government agency, housing authority, or 

private nonprofit organization).

Subrecipient – An Applicant that receives a 

sub-award from a Recipient to carry out part 

of a federal program.
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to complete before FEMA allocates and dispenses grant funds. The FEMA New Recipients of 

Disaster Grants Guide describes the most critical requirements for Recipients in requesting 

and receiving FEMA disaster assistance grant funding. 

Purpose 

The FEMA New Recipients of Disaster Grants Guide is intended to provide streamlined 

guidance to state, territorial, and tribal governments on the essential elements of PA, IA, and 

HMGP and required actions to request, initiate, and receive FEMA disaster assistance 

grants. 

Scope and Applicability 

The FEMA New Recipients of Disaster Grants Guide outlines the critical statutory, policy, and 

procedural requirements for Recipients of FEMA disaster assistance grants. The scope of 

the FEMA New Recipients of Disaster Grants Guide includes pre-disaster preparations and 

post-disaster actions and is tailored to an audience of current (or prospective) Recipients of 

federal disaster grant funding. The information in the FEMA New Recipients of Disaster 

Grants Guide is meant to supplement available programmatic guidance and assist new 

Recipients with limited experience in navigating the FEMA disaster grant process.

The FEMA New Recipients of Disaster Grants 

Guide describes Recipient requirements for 

the three FEMA categories of disaster grant 

assistance available to Recipients following a 

Presidential emergency or major disaster 

declaration: PA, IA, and HMGP. FEMA 

provides specific guidance for state-led PA 

and is developing state-led housing options 

to allow Recipients to manage greater 

portions of the recovery effort. Recipients 

interested in pursuing these options should 

consult with regional program staff for details 

and requirements. 

In addition to internal program requirements, the FEMA New Recipients of Disaster Grants 

Guide highlights critical connections with FEMA’s National Flood Insurance Program (NFIP)

that impact eligibility for federal assistance.1 Furthermore, the FEMA New Recipients of 

Disaster Grants Guide includes a checklist (Chapter 7: New Recipient Checklist) to assist 

1 For additional information on special designations and requirements that may impact your community, refer 

to NFIP participation guidance at https://www.fema.gov/participation-national-flood-insurance-program.

 

Scope Limitations 

The scope of the FEMA New Recipients 

of Disaster Grants Guide does not 

include the Fire Management Assistance 

Grant (FMAG) program. The scope also 

does not include HMGP Post Fire, which 

allows for mitigation assistance absent a 

major disaster declaration, contingent on 

the occurrence of an FMAG event. For 

more information on the FMAG program, 

refer to the FEMA Fire Management 

Assistance Grant Program Guide.
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new Recipients in pre-disaster preparations and post-disaster execution of key actions 

required for facilitating the provision of FEMA disaster assistance grant program funds.

New Recipients should use the FEMA New Recipients of Disaster Grants Guide in 

conjunction with the assistance of FEMA PA, IA, and HMGP representatives to ensure a 

comprehensive understanding of all available program options and requirements. 

For more detailed guidance on each disaster assistance program, coordinate with your 

regional program representative and refer to the following program-specific documents:

• Public Assistance Program and Policy Guide (PAPPG)

• Individual Assistance Program and Policy Guide (IAPPG)

• Hazard Mitigation Assistance (HMA) Guidance

Authorities and Foundational Documents 

The following are the foundational documents and authorities for the FEMA New Recipients 

of Disaster Grants Guide: 

• Robert T. Stafford Disaster Relief and Emergency Assistance Act (Public Law 93-288,

as amended, 42 U.S.C. § 5121-5207)

• Title 2 Code of Federal Regulations (CFR) § 200

• Title 44 CFR §§ 201 and 206

• Sandy Recovery Improvement Act of 2013 (Public Law 113-2)

• Tribal Declarations Pilot Guidance, January 2017 

• Damage Assessment Operations Manual, April 2016

• FEMA National Disaster Recovery Framework (Second Edition), June 2016

• FEMA Individual Assistance Program and Policy Guide (IAPPG), March 2019

• FEMA Public Assistance Program and Policy Guide, April 2018 

• FEMA Hazard Mitigation Assistance Guidance, February 2015 

• FEMA Policy: State Mitigation Plan Review Guide (Guide), March 2015 

• FEMA Policy: Tribal Mitigation Plan Review Guide, December 2017 

Appendix C provides additional information about authorities and foundational documents.

Document Management and Maintenance 

The FEMA Office of Response and Recovery, Doctrine and Policy Office is responsible for the 

management and maintenance of this document. Comments and feedback from FEMA 

personnel and stakeholders regarding this document should be directed to the Doctrine and 

Policy Office at FEMA headquarters (HQ). 
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CHAPTER 2: DISASTER GRANT PROGRAM 

PREPARATIONS 

State, territorial, and tribal governments 

should work to complete FEMA’s required 

tasks and to achieve a thorough 

understanding of their own internal grant 

administration processes and federal 

regulations prior to requesting a 

Presidential declaration. FEMA requires 

Recipients to complete each task before 

releasing approved disaster grant funds. 

Completion of these tasks before a 

declaration request will expedite 

disbursement of approved funds; addressing these tasks post-declaration will delay the 

delivery of disaster grant funding. The status of each task will not affect a state, territorial, or 

tribal government’s eligibility to request or be approved for a disaster declaration.

Figure 1 identifies required tasks that a Recipient must complete before it can receive FEMA 

disaster assistance grant funds. 

Figure 1: Required Recipient Actions Before Receiving Disaster Grant Funding from FEMA 

Technical Assistance for Preparations 

Completing certain preparatory tasks (e.g., 

preparing a Mitigation Plan) can be complex, timeconsuming, and require in-depth research and 

analysis. FEMA staff are available to provide 

technical assistance to state, territorial, and tribal

governments in completing each task. State, 

territorial, and tribal representatives should 

coordinate with a FEMA regional program 

representative if they require technical assistance. 
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Program-specific requirements for PA, IA, and HMGP can be found in subsequent chapters. 

Refer to Chapter 7: New Recipient Checklist for additional details and deadlines for FEMA 

disaster assistance grant program preparedness tasks. Refer to Appendix D: References for 

a list of guidance documents and forms applicable to each of FEMA’s disaster assistance 

grant programs.

Mitigation Plan 

FEMA requires Recipients to have an 

approved Mitigation Plan in place before 

receiving disaster grant program funding 

for HMGP or the Permanent Work 

categories of PA.2, 3 Recipients must 

review and revise Mitigation Plans to 

reflect changes in development, 

progress in mitigation efforts, and 

changes in priorities and resubmit for 

approval to the appropriate Regional 

Administrator (RA) every 5 years. 

However, Recipients must also submit 

an updated Mitigation Plan if the current 

plan does not reflect the priorities of the 

current disaster. The Mitigation Plan

requirement encourages Recipients to 

engage in hazard mitigation planning to 

identify risks and vulnerabilities associated with natural disasters and to develop long-term 

strategies for protecting people and property against future hazards. 

Development of a well-crafted and applicable Mitigation Plan requires significant foresight 

and research to identify potential mitigation projects. Recipients should ensure they are 

aware of all applicable eligibility conditions, laws, regulations, and insurance requirements 

that impact the provision of PA and HMGP, including participation in the NFIP. Refer to 

FEMA’s Mitigation Planning Guidance for more information, or contact FEMA Hazard 

Mitigation staff to request technical assistance for developing a Mitigation Plan. Refer to 

Chapter 6: Hazard Mitigation Grant Program Requirements for additional details on FEMA 

 

2 44 CFR § 201.4 says that states must have an approved standard State Mitigation Plan (SMP) that meets the 

requirements included in the section as a condition of receiving non-emergency Stafford Act assistance and 

FEMA mitigation grants.

3 44 CFR § 201.7 says that Indian tribal governments applying to FEMA as a Recipient must have an approved 

Tribal Mitigation Plan meeting the requirements included in the section as a condition of receiving nonemergency Stafford Act assistance and FEMA mitigation grants. 

Tribal Mitigation Plan Requirements 

Tribal government Recipients must submit an 

approved Mitigation Plan within 30 days of 

signing the FEMA-Tribal Agreement (FTA) and 

may request an extension for up to 90 

additional days. The Regional Administrator

(RA) may grant exceptions to this requirement 

in extraordinary circumstances. In these cases, 

the Mitigation Plan must be completed within 

12 months of the award of the mitigation grant. 

If a plan is not provided within this timeframe, 

all mitigation projects funded through the grant

will be terminated and costs incurred after 

notice of grant termination will not be 

reimbursed, as described under the 44 CRF §§ 

206.434(b)(2); 201.6(a)(3).
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support for hazard mitigation planning. FEMA also provides the following resources for 

mitigation planning: 

• State Mitigation Plan Review Guide

• Tribal Mitigation Plan Review Guide

Other Needs Assistance Administrative Option Selection Form 

FEMA’s IA programs provide assistance to survivors through a variety of functions and 

coordinated services, including Other Needs Assistance (ONA). ONA provides financial 

assistance to survivors for disaster-related expenses and serious needs not covered by 

insurance or another source. 

FEMA requires Recipients to complete an ONA Administrative Option Selection Form (ONA 

Administrative Form) before they can receive financial assistance under the ONA program. 

Recipients use the ONA Administrative Form to indicate who will be responsible for 

administering assistance under ONA. Recipients have the following options: 

• FEMA-administered ONA, 

• Recipient-administered ONA (requires an accompanying administrative plan), or 

• Recipient and FEMA joint-administered ONA (requires an accompanying 

administrative plan). 

All Recipients must submit their ONA selections to FEMA annually, regardless of the 

administrative option selected. With this annually updated form, the Recipient establishes 

the maximum amount of assistance that may be awarded to eligible individuals for 

transportation assistance, funeral assistance, and child care assistance. This process 

requires an evaluation of the Recipient’s capacity to administer ONA and identifies cost 

thresholds and item exemptions for certain categories of ONA. 

In addition, the ONA Administrative Form provides an opportunity for the Recipient to make 

adjustments to the established personal property line items. FEMA uses a standardized list 

of personal property items to determine which disaster-damaged items may be eligible for 

ONA. Recipients have the option to modify these lists. The Recipient may request the 

addition of line items other than those on FEMA’s standard personal property line item list 

when submitting or updating the ONA Administrative Form. All updates to the form must be 

completed by the Recipient within 72 hours of authorization of the IA Program. 

If the Recipient chooses to administer a part of ONA, FEMA requires it submit an ONA 

Administrative Plan. 
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Administrative Plans 

To receive PA and HMGP funding, Recipients must develop and submit to FEMA an 

administrative plan that describes how the Recipient intends to administer the grant 

funding. Recipients must have a current administrative plan for each program approved by 

FEMA before receiving PA and HMGP funds. 

FEMA requires Recipients of disaster assistance grant funding to complete an ONA 

Administrative Plan only if the Recipient elects to take on part or all of the administrative 

role of the ONA process. Recipients must update their ONA Administrative Plan every 3 

years. If the Recipient chooses the option in which FEMA maintains full administrative 

responsibility for ONA, it does not need to complete an ONA Administrative Plan. 

Payment and Management System Setup 

State, territorial, and tribal governments must ensure proper registration in the federal 

grants system by obtaining a Data Universal Number System (DUNS) number. The DUNS 

number allows the Federal Government to track the allocation of federal funds. Recipients 

must look up their organization’s existing DUNS number or register for a new number 

through the Dun and Bradstreet (D&B) Website. It may take up to 2 business days for 

Recipients to obtain a DUNS number.

To access federal funds, Recipients must have a direct deposit account via the Payment 

Management System (PMS)/Smartlink. To establish an account, first-time Recipients must 

create a PMS account online and submit a written request to the RA, including a completed 

Direct Deposit Sign-Up Form (SF1199A). The PMS Access Form and Direct Deposit Sign-Up 

Form are available at pms.psc.gov/. Recipients should allow up to 3 weeks to receive PMS 

access and for Direct Deposit Sign-Up Form processing.

Special Conditions and Requirements 

State, territorial, and tribal governments should ensure familiarity and compliance with all 

program eligibility conditions, in addition to completing recommended tasks in preparation 

for future incidents. 
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Procurement Requirements 

Federal procurement standards for 

state and territorial governments 

differ from those of tribal and local

governments, nonprofits, and other 

non-federal entities. Recipients 

should ensure that staff 

responsible for coordinating the 

request and administration of 

disaster grant funding for IA, PA, 

and HMGP have a complete 

understanding of—and comply 

with—all procurement standards 

and regulations.

Special Designated Areas 

Special eligibility restrictions and 

conditions for PA, IA, and HMGP 

may apply to communities located within special designated areas, including those in 

special flood hazard areas (SFHA). To qualify for the full amount of assistance available 

under each of FEMA’s disaster assistance programs, Recipients should be knowledgeable of 

all special designations that may impact their communities and comply with applicable 

FEMA and National Flood Insurance Reform Act (NFIRA) requirements. Refer to the FEMA 

webpage on Participation in the National Flood Insurance Program for further information.

Procurement Requirements 

State and territorial governments must follow the same 

policies and procedures it uses for procurements from 

its non-federal funds. In addition, they must also: 

• Comply with 2 CFR § 200.322, “Procurement of 

Recovered Materials”; and 

• Ensure every purchase order or other contract 

includes all clauses required by 2 CFR §

200.326, “Contract Provisions.”

Tribal and local governments, and private nonprofits

must conduct procurement transactions in a manner 

that complies with 2 CFR § 200.318 to 2 CFR §

200.326 when procuring property and services under a 

federal award.
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CHAPTER 3: POST-DECLARATION REQUIREMENTS 

To receive FEMA disaster assistance grant funds, state, territorial, or tribal governments 

must request a declaration from the President through FEMA within 30 days of the incident. 

State, territorial or tribal governments may also submit a declaration request prior to an

imminent incident (e.g., hurricane). FEMA may extend the request deadline if the governor or 

tribal chief executive submits a written time extension request within 30 days of the 

incident, stipulating the reason for the delay. Refer to the Guide to the Disaster Declaration 

Process and Federal Disaster Assistance or the Tribal Declarations Pilot Guidance for 

additional information on declaration requirements. 

Post-Declaration 

When the President approves a request for an emergency or major disaster declaration, 

FEMA personnel may deploy to the impacted areas to support Recipient staff in response 

and recovery activities. In the case of smaller incidents, FEMA may provide Recipients with 

virtual support from a regional office or FEMA HQ. FEMA personnel will assist Recipients in 

fulfilling post-declaration requirements, including the following: 

• Signing the FEMA-State/Territory/Tribe Agreement (FSA/FTA), and

• Submitting the Application for Federal Assistance (SF-424) and other required 

documentation to receive PA, IA, and HMGP funding.

Pre-Assistance Requirements 

Immediately following a Presidential 

disaster declaration, the Recipient must 

sign an FSA/FTA and submit a formal 

Application for Federal Assistance (SF424) to receive PA, IA, and HMGP funds. 

In addition, FEMA requires the Recipient 

to complete all tasks described in Chapter 

2: Disaster Grant Program Preparations

before receiving FEMA disaster 

assistance grant funding. Refer to 

Chapter 7: New Recipient Checklist for 

more detailed guidance on each task, 

including important deadlines.

Legal Review for Federal Assistance Agreement 

Recipients should enlist legal counsel to review 

the FSA/FTA prior to signing to ensure complete 

understanding of the conditions associated with 

the provision of disaster grant funding. Under 44 

CFR § 205.44 (a), “this Agreement imposes 

binding obligations on FEMA, states, their local 

governments, and private nonprofit organizations 

within the states in the form of conditions for 

assistance which are legally enforceable.”
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Sign FEMA-State/Territory/Tribe Agreement 

Recipients must sign an FSA/FTA for each disaster in order to document commitments and 

conditions under which FEMA will provide assistance. The FSA/FTA must be signed by the RA 

or his/her designee and the governor or tribal chief executive. 

Apply for Disaster Grant Funding 

To receive approved FEMA disaster assistance grant funds, a Recipient must submit an SF424 for each program. An SF-424 is required to formally request each type of assistance 

made available in the approved declaration, based on the needs of the designated areas. 

The Assurances for Construction Programs (SF-424D) accompanies the SF-424 for PA and 

HMGP and provides additional certification of a Recipient’s compliance with construction 

contracting practices and procedures per federal grant requirements. In addition, state, 

territorial, tribal, and local government entities and private nonprofits seeking PA funding 

must review and sign the Damage Description and Dimension, which FEMA uses to 

determine what damages are eligible for PA. 
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CHAPTER 4: PUBLIC ASSISTANCE PROGRAM 

REQUIREMENTS 

The PA Program is FEMA’s largest grant program, providing funds to assist communities 

responding to and recovering from Presidential-declared major disasters or emergencies. 

Figure 2 provides an overview of the key actions a Recipient must complete to receive and 

manage PA grant funding. Refer to Chapter 2: Disaster Grant Program Preparations for 

guidance on tasks FEMA requires Recipients to complete before applying for and receiving 

disaster grant assistance. Refer to Chapter 7: New Recipient Checklist for more detailed 

program requirements, including important deadlines for the PA Program. 

Figure 2: Key Recipient Actions for PA Grants 

Public Assistance Cost Share 

The standard federal cost share for PA is 75-percent of the eligible costs. If the actual federal 

obligations, excluding administrative costs, meet or exceed a qualifying threshold, then FEMA may 

make a recommendation to the President to increase the federal share to up to 90-percent. In limited 

cases, the President may increase the federal share for Emergency Work, if warranted.

Management Costs: Under the “FEMA Recovery Policy, Public Assistance Management Costs 

(Interim),” which applies retroactively to disasters declared on or after August 1, 2017, FEMA may 

provide funding (up to 7-percent for Recipients and 5-percent for Subrecipients) for management 

costs incurred by a Recipient or Subrecipient in administering a PA grant. There is no cost share 

requirement for this policy. Contact your regional FEMA representative or regional tribal liaison for 

more information about this policy.

Donated Resources: FEMA allows Recipients and Subrecipients to apply the value of donated 

resources used during the performance of eligible Emergency and Permanent Work toward the nonfederal cost share of its eligible Emergency and Permanent Work projects. Recipients and 

Subrecipients must meet certain conditions to apply the offset to specific Emergency and Permanent 

Work. Refer to the FEMA Recovery Policy, “Public Assistance Donated Resources,” for more 

information. Permanent and Emergency Work are detailed in this chapter.
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Applicant Briefing 

As soon as possible following a Presidential declaration, the Recipient conducts briefings for 

all potential Applicants (i.e., state, territorial, tribal, and local government entities and 

private nonprofits). The Recipient is responsible for notifying potential Applicants of the date, 

time, and location of the Applicant briefing. Prior to the Applicant briefing, the FEMA regional 

office will coordinate with the Recipient to ensure the Recipient has all necessary 

information and materials to educate Applicants on the PA Program.

Request for Public Assistance 

Recipients are responsible for ensuring that 

entities who wish to seek assistance under the 

PA Program submit a Request for Public 

Assistance (RPA) to FEMA within 30 days of the 

respective area designation in the declaration.

The RPA is an Applicant’s official notification to 

FEMA of the intent to apply for PA funds. Using 

the RPA, the Applicant provides general 

information about its organization, including 

physical location and point of contact.

Public Assistance Work Categories 

FEMA processes PA grant funding based on the type of work the Applicant undertakes. 

There are two main project types for PA: Emergency Work and Permanent Work. 

• Emergency Work categories provide assistance for debris removal and emergency 

protective measures to save lives and protect property. 

• Permanent Work categories assist with permanently restoring community 

infrastructure affected by a declared incident. 

Table 1 identifies the categories of PA Emergency Work and Permanent Work and applicable 

examples of each work category. 

Mitigation Plan Requirement 

FEMA requires Recipients to have an 

approved, up-to-date Mitigation Plan in place 

before receiving disaster grant program 

funding for Permanent Work categories of PA.

Refer to Chapter 2: Disaster Grant Program 

Preparations for additional details on 

Mitigation Plan requirements. Refer to 

Chapter 6: Hazard Mitigation Grant Program 

Requirements for additional guidance on 

mitigation planning assistance.
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Table 1: PA Work Categories and Work Examples 

Category of Work Examples 

Emergency Work 

A: Debris Removal 

• Clearance, removal, and disposal of the following:

o Vegetation

o Construction and demolition debris

o Vehicle and vessel wreckage

B: Emergency 

Protective Measures 

• Expenses related to operating a facility or providing an emergency service

• Firefighting and rescue activities

• Assistance to private nonprofit organizations

• Emergency Operations Center-related costs

• Evacuation and sheltering

Permanent Work 

C: Roads and Bridges 

• Applies to components of paved, gravel, or dirt roads

• Covers bridge components, including the following: 

o Guardrails

o Pavement

o Lighting, sidewalks, and signs

D: Water Control 

Facilities 

• Dams and reservoirs

• Levees and floodwalls

• Pumping facilities

• Engineered drainage channels

• Irrigation facilities

E: Public Buildings and 

Contents 

• All structural and non-structural components, including mechanical, 

electrical, and plumbing

• Furnishings

F: Public Utilities 

• Water storage facilities, treatment plants, and delivery systems

• Power generation, transmission, and distribution facilities

• Natural gas transmission and distribution facilities

• Sewage collection systems and treatment plants

• Communication systems

G: Parks, Recreational, 

and Other Facilities 

• Mass transit facilities (railways)

• Beaches

• Parks, playground equipment, and picnic tables

• Swimming pools, tennis courts, ball fields, golf courses

• Ports and harbors, boat docks, and piers

• Fish hatcheries
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Special Compliance Considerations 

Special restrictions and conditions apply to PA funding for projects located within an SFHA

and other designated areas. FEMA must reduce the amount of assistance made available 

when a facility is in an area that FEMA has identified as an SFHA for more than one year, has 

been damaged by flooding, and is uninsured for flood loss through the NFIP. For additional 

requirements and terms refer to the PAPPG or NFIP. 

Alternative Procedures 

Prior to beginning Permanent Work, Recipients should evaluate whether they intend to opt 

for using the alternative procedures for administering Permanent Work under the PA 

Program. Initiating Permanent Work activities before notifying FEMA of the intent to 

participate in the PA Program will render the Recipient and all work ineligible for the 

alternative procedures program. 

The alternative procedures option for Permanent Work allows the Recipient (and 

Subrecipient) to receive grant funding for Permanent Work projects based on fixed 

estimates of the cost needed to complete the projects; however, costs above the awarded 

amount must be paid for by the Recipient. Recipients should coordinate with FEMA recovery 

staff at the regional office or in the Joint Field Office (JFO) (if established) to determine if the 

alternative procedures option is suitable to address their Permanent Work requirements. 

Refer to the Public Assistance Alternative Procedures Pilot Guide for Permanent Work for 

additional details on alternative procedures for Permanent Work. 
FEMA New Recipients of Disaster Grants Guide

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CHAPTER 5: INDIVIDUAL ASSISTANCE PROGRAM 

REQUIREMENTS 

FEMA’s IA programs deliver support 

to disaster survivors for unmet 

needs caused by a Presidentialdeclared incident. This chapter 

describes the primary functions and 

coordinated services available 

under IA programs, including the 

following: 

• Individuals and Households

Program (IHP)

• Mass Care and Emergency 

Assistance

• Other IA Program services 

Figure 3 provides an overview of the actions that a Recipient must complete to receive IA 

grant funding for survivor needs. Authorization of IA in the declaration automatically makes 

many IA programs available. However, several IA programs require additional Recipient 

actions before FEMA can allocate and disperse grant funding. Refer to Chapter 2: Disaster 

Grant Program Preparations for guidance on tasks FEMA requires Recipients to complete 

before applying for and receiving disaster grant assistance. For IA Program and subprogram 

requirements, including important deadlines and cost share requirements for select IA 

services, refer to Chapter 7: New Recipient Checklist. 

Figure 3: Key Recipient Actions for IA Grants 

100-Percent Funded Individual Assistance 

Several IA programs are 100-percent federally funded

following a disaster declaration and an approved 

request for IA, including the following:

• IHP housing assistance (time limitations may 

apply), and

• Other IA Program services:

o Disaster Case Management (DCM),

o Crisis Counseling Assistance and Training 

Program (CCP),

o Disaster Legal Services (DLS), and

o Disaster Unemployment Assistance (DUA).
FEMA New Recipients of Disaster Grants Guide

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Individuals and Households Program 

IHP provides financial and direct services 

to eligible individuals and households 

affected by a disaster who have 

uninsured or underinsured necessary 

expenses and serious needs. IHP is not a 

substitute for insurance and cannot 

compensate for all losses caused by a 

disaster. IHP is intended to meet the 

survivor’s basic needs and supplement 

disaster recovery efforts. FEMA provides 

two categories of IHP assistance: ONA and housing assistance. 

Special Compliance Considerations 

Certain restrictions and conditions may apply to FEMA’s provision of IHP assistance in SFHAs 

and other designated areas. FEMA and NFIRA regulations require Applicants that receive 

federal financial assistance for flood-damaged property, flood-insurable real property, 

and/or personal property to purchase and maintain flood insurance. Flood insurance 

requirements apply to real and personal property that is within or will be within an SFHA and 

that can be insured under the NFIP. Refer to the IAPPG and NFIP for additional details on 

special insurance requirements. 

Mass Care and Emergency Assistance 

During Presidential-declared disasters, most Mass Care and Emergency Assistance services 

are Direct Federal Assistance (DFA), which is funded under the Stafford Act, § 403 (a)(3)(B) 

(commonly referred to as a PA Category B). The federal share of such assistance cannot be

less than 75-percent of the eligible cost. Some examples include non-congregate sheltering 

through Transitional Sheltering Assistance (TSA), personal assistance services (PAS) through 

the Individual Assistance Support Contract (IASC), and reunification services through the 

National Center for Missing and Exploited Children (NCMEC). 

FEMA Mass Care and Emergency Assistance provides coordination and support to state, 

territorial, tribal, and local governments or jurisdictions for the provision or direct delivery of 

life-sustaining services to disaster survivors. All survivors impacted by a disaster are eligible 

to receive Mass Care and Emergency Assistance services. There is no application process 

for Mass Care and Emergency Assistance services because these are most often life 

sustaining. Two notable exceptions to this general rule include TSA and the Blue Roof 

Program (see Table 2). FEMA coordinates a group of supporting federal agencies and nongovernmental organizations (NGO) through Emergency Support Function (ESF) #6 to deliver 

IHP Period of Assistance 

IHP assistance is limited to 18 months following 

the date of the Presidential disaster declaration. 

The President may extend the period of

assistance because of extraordinary 

circumstances. The governor or tribal chief 

executive must request an extension in writing 

through the Assistant Administrator for Recovery.
FEMA New Recipients of Disaster Grants Guide

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services to disaster survivors and impacted communities, typically through state or local 

partners and nonprofits, with technical assistance and resource support from FEMA. 

FEMA field leadership, ESF #6 federal support agencies, and Voluntary Organizations Active 

in Disasters support state, 

territorial, tribal, and local 

government management of

congregate sheltering, 

feeding, emergency supplies, 

and evacuation services for 

impacted areas; these 

services require limited effort 

on the part of the Recipient. 

Other services require greater 

Recipient involvement. Most 

notably, this includes 

disability, access and 

functional needs support, and 

some non-congregate 

sheltering options. Refer to 

the IAPPG for more 

information on Mass Care and 

Emergency Assistance 

services. 

Other IA Program Services 

Other IA Program services offered by FEMA to assist in disaster recovery include crisis 

counseling, disaster legal services, disaster unemployment assistance, and disaster case 

management. These services are completely federally funded. Refer to the IAPPG for more 

information on each of these services. 

Recipient Actions to Activate IA Program Functions 

Table 2 provides a description of the assistance available under the IHP, Mass Care and 

Emergency Assistance, other IA Program services, and the Recipient requirements to receive 

assistance.

Individual Assistance Support Contract 

The IASC is an optional contract intended to support 

delivery of ESF #6 Mass Care and Emergency Assistance 

services to disaster survivors. Activation of the IASC may 

be appropriate where it is determined through market 

research that no small business or local contract 

possesses the resource capabilities to meet the 

requirement. IASC provides support and services to 

augment NGO and state, territorial, tribal, and local

government partner capabilities when there are gaps and 

shortfalls with existing resources. 

Recipients may request activation of an IASC using the 

standard resource request form. FEMA evaluates and 

validates all requests for IASC activation and will 

coordinate with the Recipient to develop a scope of work

(SOW) and cost estimate to initiate the IASC. The IASC is 

subject to a 25-percent state, territorial, or tribal 

government cost share requirement.
FEMA New Recipients of Disaster Grants Guide

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Table 2: IA Program Functions and Recipient Requirements 

Available 

Assistance Description Required Recipient Action 

Individuals and Households Program (IHP)

Other Needs 

Assistance 

(ONA)

• Financial assistance for specific disastercaused expenses and serious needs, including

the following: 

o Personal Property Assistance

o Transportation Assistance

o Moving and Storage Assistance

o Group Flood Insurance Policy

o Funeral Assistance

o Medical and Dental Assistance

o Child Care Assistance

o Assistance for Miscellaneous Items

o Critical Needs Assistance (CNA)

o Clean and Removal Assistance (CRA)

• Submit ONA 

Administrative Option 

Selection Form to 

Individual Assistance (IA)

Division Director. 

o Establish 

reimbursement 

maximums. 

o Identify covered 

personal property 

line items. 

• Submit ONA

administrative plan to the 

Federal Coordinating 

Officer (FCO) (if Recipient 

elects to administer ONA 

program funds). 

• Coordinate with field 

leadership, as needed.

Section 425 

Transportation 

Assistance 

• Supports relocation of individuals to and from 

alternative locations for short- or long-term 

accommodation or returning individuals to their 

pre-disaster primary residence or alternative 

location. 

• Coordinate with field 

leadership, as needed. 

Housing 

Assistance 

(Financial) 

• Funds provided to eligible Applicants for 

temporary lodging expenses, rental of 

temporary housing, or repair or replacement of 

a damaged primary residence. 

• Activated by approved IA 

declaration and signed 

FEMAState/Territory/Tribe 

Agreement.

Housing 

Assistance 

(Direct)

• Housing solutions for Applicants unable to use 

rental assistance because of a lack of available 

housing resources. 

• Includes temporary housing units, travel trailer 

housing units, multi-family lease and repair, 

direct lease, and repairs and new construction 

when other housing options are not available, 

feasible, or cost effective. 

• Submit a written request 

to the Assistant 

Administrator for 

Recovery. 

Mass Care and Emergency Assistance 

Sheltering 

Support

• Equipment, materials, supplies, and personnel 

to support life-sustaining services in 

congregate and non-congregate facilities for 

displaced survivors. 

• Coordinate with field 

leadership, as needed. 

Transitional 

Sheltering 

Assistance (TSA) 

• Provides a short-term alternative to noncongregate sheltering for displaced disaster 

survivors in emergency shelter locations other 

than their pre-disaster primary residence.

• Submit activation request 

package. 

o Refer to Chapter 7: 

New Recipient 

Checklist and FEMA 
FEMA New Recipients of Disaster Grants Guide

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Available 

Assistance Description Required Recipient Action 

• TSA is funded under Section 403 of the 

Stafford Act and is subject to Public Assistance 

Program regulations on cost-share.

Mass Care Emergency 

Assistance Disaster 

Specific Guidance for 

more specific 

requirements for TSA.

Operation Blue 

Roof Program 

• Free temporary roof for residential structures, 

schools, daycares, and some publicly-owned 

facilities; provides short-term relief until the 

owner can make permanent repairs.

• Coordinate with field 

leadership, as needed. 

Feeding Support

• Equipment, materials, supplies, and personnel 

to support state, territorial, tribal or local 

governmental feeding services to evacuees, 

disaster survivors, and emergency workers. 

• Coordinate with field 

leadership, as needed. 

Distribution of 

Emergency 

Supplies

• Targeted acquisition, storage, delivery, and 

provision of life-sustaining resources, hygiene 

items, and cleanup items to meet the 

immediate, basic needs of evacuees and 

disaster survivors. 

• Coordinate with field 

leadership, as needed. 

Disability, 

Access, and 

Functional 

Needs Support

• Services and resources for people with 

disabilities and others with access and 

functional needs, including the following: 

o Durable medical equipment, 

o Consumable medical supplies, and

o Personal assistance services to support 

survivors with disabilities maintain their 

health, safety, and independence in 

temporary sheltering situations.

• Refer to Chapter 7: New 

Recipient Checklist for 

more specific 

requirements for 

requesting resources for 

people with disabilities or

access and functional 

needs. 

Reunification 

Services

• Facilitation for the reunification of 

unaccompanied minors with their custodial 

parents/legal guardians, as well as voluntary 

reunification of adults with their families.

• Coordinate with field 

leadership, as needed. 

Household Pets 

and Service 

Animals Support

• Coordination and support for the rescue, 

transportation, shelter, reunification, essential 

needs, and care of household pets and service 

and assistance animals. 

• Coordinate with field 

leadership, as needed. 

Mass Evacuee 

Support

• Provision of life-sustaining services and 

resources to mass evacuees. 

• Coordinate with field 

leadership, as needed. 

Other IA Program Services 

Crisis 

Counseling 

Assistance and 

Training 

Program (CCP) 

• Provides financial assistance to state, 

territorial, tribal, and local government 

agencies through a grant or a cooperative 

agreement to provide crisis counseling services 

or contract with local mental service providers 

familiar with the affected communities to 

provide services. 

o Includes Immediate Services Program (ISP) 

and Regular Services Program (RSP).

• Refer to Chapter 7: New 

Recipient Checklist for 

more specific 

requirements for CCP

services. 
FEMA New Recipients of Disaster Grants Guide

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Available 

Assistance Description Required Recipient Action 

Disaster 

Unemployment 

Assistance 

(DUA) 

• Provides unemployment benefits and 

reemployment services to individuals who have 

become unemployed as a direct result of the 

incident. 

• Request in declaration or 

coordinate with field 

leadership, as need 

arises. 

Disaster Legal 

Services (DLS) 

• Provides confidential legal assistance to lowincome individuals who are unable to secure 

legal services to meet their disaster-related 

needs. 

• Request in declaration or 

coordinate with field 

leadership, as need 

arises. 

Disaster Case 

Management 

(DCM) 

• Provides supplemental federal financial 

assistance to Recipients to provide case 

management services to disaster survivors. 

• Non-governmental organizations may be 

Recipients of DCM and have full responsibility 

to comply with all applicable requirements. 

• Refer to Chapter 7: New 

Recipient Checklist for 

more specific 

requirements for the DCM 

program. 
FEMA New Recipients of Disaster Grants Guide

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CHAPTER 6: HAZARD MITIGATION GRANT 

PROGRAM REQUIREMENTS 

FEMA Hazard Mitigation Assistance 

(HMA) disaster assistance grants

though HMGP provide funding for 

eligible activities that reduce 

community vulnerability from 

disasters and their effects, promote 

individual and community safety 

and resilience, and promote 

community vitality after an incident. 

HMGP assistance aims to reduce 

response and recovery resource 

requirements in the wake of a 

disaster or incident, which results in 

a safer community that is less 

reliant on future federal assistance. 

Figure 4 provides an overview of 

actions that a Recipient must 

complete to receive HMGP funding. 

Refer to Chapter 2: Disaster Grant 

Program Preparations for guidance on tasks FEMA requires Recipients to complete before 

applying for and receiving disaster grant assistance. Refer to Chapter 7: New Recipient 

Checklist for more detailed program requirements, including important deadlines.

Figure 4: Key Recipient Actions for HMGP Grants 

Hazard Mitigation Grant Program Award Cost Share 

HMGP awards are required to have at least a 25-

percent non-federal cost share. Exceptions to the 

standard cost share may be made for insular areas 

when the non-federal share meets certain 

requirements or when other special considerations 

are met. Refer to the HMA Guidance for cost share 

details.

Under the interim policy, “Hazard Mitigation Grant 

Program Management Costs,” which applies 

retroactively to disasters declared on or after August 

1, 2017, FEMA may provide funding, up to 10-

percent for Recipients and 5-percent for 

Subrecipients, for management costs incurred by a 

Recipient or Subrecipient in administering an HMGP 

grant. There is no cost share requirement for this 

policy. Contact your FEMA regional hazard mitigation 

officer for more information about this policy.
FEMA New Recipients of Disaster Grants Guide

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Hazard Mitigation Planning 

FEMA requires Recipients to have an 

approved, up-to-date Mitigation Plan in 

place before receiving HMGP disaster 

grant funding and assistance for 

Permanent Work categories of PA. Refer 

to Chapter 2: Disaster Grant Program 

Preparations for additional details on 

Mitigation Plan requirements. 

Recipients are responsible for 

determining their mitigation priorities

through mitigation planning. The State 

Hazard Mitigation Officer or equivalent 

territorial or tribal representative should 

identify hazards that pose the greatest threat and develop an appropriate mitigation 

strategy. The mitigation strategy, a required component of the Mitigation Plan, identifies the 

specific mitigation activities the Recipient has determined can reduce vulnerability and 

includes information on the methodology used to identify, prioritize, and implement the 

range of mitigation actions considered. If the mitigation priorities and strategies identified in 

the Mitigation Plan do not align with conditions for implementation following a disaster, the 

Recipient must update the plan before receiving approved funding.

Following a declaration, Recipients may submit applications for projects to FEMA for 

determination of eligibility, feasibility, mitigation planning, cost effectiveness, and 

environmental planning and historic preservation considerations. Applicants that wish to 

apply for mitigation funding must submit selected mitigation projects to the Recipient for 

review. The Recipient is responsible for prioritizing applications for submission to FEMA 

based on criteria that align with its approved mitigation strategy with regard to funding and 

project type. 

Hazard Mitigation Funding 

The amount of HMGP funding available to the Applicant is based on the estimated total 

federal disaster assistance and is subject to a sliding scale formula outlined in Table 3.4

Refer to Chapter 7: New Recipients Checklist for more detailed HMGP requirements, 

including important deadlines.

4 44 CFR § 206.432(b). 

Enhanced Mitigation Plan Incentives 

FEMA provides additional funding to Recipients

that develop enhanced Mitigation Plans following

a disaster declaration. To receive FEMA approval

of an enhanced Mitigation Plan, a Recipient must

demonstrate that it has developed a

comprehensive mitigation program and is

capable of managing increased funding to

achieve its mitigation goals. Refer to FEMA’s

Hazard Mitigation Planning Frequently Asked

Questions for additional details regarding hazard

mitigation planning.
FEMA New Recipients of Disaster Grants Guide

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Table 3: Amount of Available HMGP Assistance 

Disaster Assistance Amount Amount of HMGP 

Funding 

Up to $2 Billion Up to 15-percent

$2 Billion to $10 Billion Up to 10-percent

$10 Billion to $35.333 Billion Up to 7.5-percent

Special Compliance Considerations 

FEMA and NFIRA restrictions and conditions may impact HMGP eligibility. Applications for 

HMGP projects located within an SFHA are eligible for funding only if the respective 

jurisdiction participates in the NFIP. For additional requirements and details, refer to the 

HMA Guidance. 

Hazard Mitigation Planning Assistance 

The Stafford Act authorizes financial assistance for Recipients to support hazard 

identification and risk assessments leading to the development of a comprehensive 

Mitigation Plan and strategy for reducing risks to life and property. 

FEMA’s Pre-Disaster Mitigation (PDM) Grant Program is designed to assist Recipients in 

implementing a sustained pre-disaster natural hazard mitigation program to reduce overall 

risk to the population and structures from future hazard events, while also reducing reliance 

on federal funding in future disasters5. The PDM Grant Program is separate from HMGP 

under HMA; as such, Recipients can use funds to support assessment of mitigation 

requirements, project and strategy identification, and mitigation planning without an active 

Presidential declaration. Refer to the HMA Guidance for more information on PDM.

Advance Assistance 

Advance Assistance provides Recipients with resources to develop mitigation strategies and 

obtain data to prioritize, select, and develop HMGP applications. Advance Assistance, 

authorized by the Stafford Act (as amended), allows advancement of up to 25-percent of the 

HMGP ceiling or $10 million, whichever is less, to accelerate implementation of HMGP. 

Refer to the HMA Guidance for more information on Advance Assistance. 

 

5 Stafford Act, 42 U.S.C. 5133 authorizes PDM. 
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FEMA New Recipients of Disaster Grants Guide

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CHAPTER 7: NEW RECIPIENT CHECKLIST This chapter provides a checklist of relevant programmatic dates, requirements, and Recipient tasks prior to—and following—

provision of Stafford Act program assistance (e.g., PA, IA, and HMGP). The checklist is not comprehensive of all program 

requirements, options, and responsibilities. Recipients should execute the checklist with assistance from FEMA staff. Refer to 

Appendix D: References for a list of guidance documents applicable to each of FEMA’s disaster assistance grant programs.

Table 4 provides an overview of the tasks a Recipient must perform before FEMA provides Stafford Act program assistance. 

Table 4: Tasks in Preparation for Stafford Act Program Funds 

Completed Task Policy (P) or 

Regulatory (R) Description of Requirements 



Develop and maintain a 

state, territorial, or tribal

Mitigation Plan.6

R 

• All Recipients must have a FEMA approved Mitigation Plan in place before receiving 

disaster grant funding for the Hazard Mitigation Grant Program (HMGP) or the 

Permanent Work Categories of PA. Mitigation Plans must be updated every five

years. 

o Recipients must submit an updated Mitigation Plan to reflect any changes made 

within the five-year period

• Recipients should identify risks and vulnerabilities associated with natural disasters 

to protect against future hazards. Refer to the following planning guidance for more 

information:

o Hazard Mitigation Planning Process.



Complete/review other 

needs assistance (ONA)

Administrative Option 

Selection Form and 

submit it to FEMA.7

R 

• All Recipients should indicate their option selection every year using Form FF 010-0-

11. 

o The ONA Administrative Option Selection Form must be completed and 

submitted to the FEMA Regional Administrator (RA) by November 30th. 

o For more information on the ONA Administrative Option Selection Form and 

process, refer to the Individual Assistance Program and Policy Guide (IAPPG).



Acquire a Data Universal 

Number System (DUNS) 

number for your 

organization.

P 

• First-time Recipients must look up their organization’s existing DUNS number or 

register for a new DUNS number (allow up to 2 business days for processing) at 

https://www.dnb.com/duns-number.html. 

 

6 44 CFR §§ 201.4(d), 201.6(d)(3); 201.7(d); 206.434(b)(2) 7 44 CFR § 206.120(b) and 120(c)(1).
FEMA New Recipients of Disaster Grants Guide

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Completed Task Policy (P) or 

Regulatory (R) Description of Requirements 



Establish a direct deposit 

account (Payment 

Management System 

[PMS]/Smartlink). 

P 

• First-time Recipients must go to https://pms.psc.gov/ and select the “Request 

Access to PMS” button to create a PMS account. Once registered, Recipients may 

login to their account to complete the Payment Management Access Form.

• New Recipients must also submit a request letter and the Direct Deposit Sign-Up 

Form (SF-1199A) to the RA to establish a direct deposit account.



Develop and maintain an 

administrative plan for 

Public Assistance (PA).8

R 

• Recipients should renew their administrative plans for PA on an annual basis.

o For a new incident that occurs within the year, the Recipient must also submit 

amendments to its administrative plan to address specifics of the new incident.

• Refer to the following guidance for more information on developing a plan:

o Sample Components of a Post-Declaration Administrative Plan.



Develop and maintain an 

administrative plan for 

HMGP.9

R 

• Recipients should review and update their administrative plan for HMGP on an 

annual basis.

• Recipients must review and update the plan following a Presidential major disaster 

declaration to meet current policy guidance or changes to the administration of the 

program.



Develop and maintain an

administrative plan for 

ONA.10

R 

• If a Recipient plans to administer a part of ONA, it must submit an ONA 

administrative plan to the RA every 3 years.



Execute a FEMAState/Territory/Tribe

Agreement (FSA/FTA). 11

R 

• Recipients must review and sign the FSA/FTA prior to receiving disaster grant 

funding. 

• Recipients may be required to submit programmatic addendums to the FSA/FTA, 

depending on the assistance designated in the declaration and whether additional 

terms and conditions for implementation of specific assistance are needed. 

 

8 44 CFR § 206.207(b)(3).

9 44 CFR § 206.437.

10 44 CFR § 206.120(c)(1). 11 44 CFR § 206.44.
FEMA New Recipients of Disaster Grants Guide

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Completed Task Policy (P) or 

Regulatory (R) Description of Requirements 

 Apply for Disaster Grant 

Funding. 12 R 

• Recipients must submit an Application for Federal Assistance (SF-424) to FEMA to 

formally request disaster grant funding following a declaration.

o Recipients may submit one SF-424 Form for all PA programs and designate 

which PA programs they would like to receive.

o Recipients may submit individual SF-424 Forms for specific Individual Assistance 

(IA) programs, as needed, including the Individuals and Households Program, 

Crisis Counseling Assistance and Training Program (e.g., Immediate Services 

Program and Regular Services Program), and the Disaster Case Management 

Program.



(As 

Needed)

Update Mitigation Plan. P 

• Recipient must submit updates to the Mitigation Plan to FEMA before HMGP funds 

are disbursed if the current plan does not reflect the priorities of the current disaster. 



(As 

Needed)

Update administrative 

plan for PA. 13 R 

• Recipient must submit updates to the administrative plan to FEMA before PA funds 

are disbursed.



(As 

Needed)

Update ONA 

Administrative Option 

Selection Form. 14

R 

• Recipient must submit updates within 72 hours of IA Program authorization. 

 

12 44 CFR §§ 206.202(e); 206.120(e); and 207.171(g)(2).

13 44 CFR § 206.207(b)(3). 14 44 CFR § 206.120(c)(3)(i) and (ii). 
FEMA New Recipients of Disaster Grants Guide

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Table 5 provides a description of post-declaration PA Program requirements. 

Table 5: Post-Declaration Requirements for PA Program 

Completed Public Assistance (PA) 

Program Task Program Deadline Policy (P) or Regulatory (R) Description of Requirements 

PA Program Startup 

 Develop or update

Mitigation Plan.15

Required before 

delivery of PA funding. 

Note: Tribal government 

Recipients must submit 

an approved Mitigation 

Plan within 30 days of 

signing the FEMA-Tribal 

Agreement. 

R 

• Recipients should identify risks and vulnerabilities associated 

with natural disasters to protect against future hazards. 

• Tribal government Recipients may request an extension for 

up to 90 days. 

• Refer to the Hazard Mitigation Planning Process for additional 

information.



Develop or update an 

administrative plan for 

PA.16

Required before 

delivery of PA funding R 

• Recipients should renew their administrative plan for PA on 

an annual basis.

• For a new incident that occurs within the year, the Recipient 

must also submit amendments to its administrative plan to 

address specifics of the new incident. 

• Refer to the following guidance for more information on 

developing a plan:

o Sample Components of a Post-Declaration Administrative 

Plan.

PA Initial Collaboration 

 Conduct Applicant 

briefing. 

Within 30 days of the 

disaster declaration 

date. 

P 

• Recipient is responsible for conducting a briefing to provide 

Applicants with high-level information regarding the PA 

Program.

 

15 44 CFR §§ 201.4(d), 201.6(d)(3); 201.7(d); and 206.434(b)(2)

16 44 CFR § 206.207(b)(3).
FEMA New Recipients of Disaster Grants Guide

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Completed Public Assistance (PA) 

Program Task Program Deadline Policy (P) or Regulatory (R) Description of Requirements 



(As 

Needed)

Submit Request for 

Public Assistance (RPA). 17, 18

Within 30 days after 

designation of the area 

where the damage 

occurred

R 

• The Recipient is responsible for ensuring Applicants submit 

RPAs (FEMA Form 90-49) through the PA Grants Portal to 

apply for federal assistance through FEMA’s PA Program.

o If denied, Applicant must submit an appeal in writing to 

the Recipient within 60 days of receipt of the notification. 

Recipient must forward the appeal with its written 

recommendation to the Regional Administrator (RA) 

within 60 days of receipt.

o If the appeal is denied, Applicants have an additional 

60 days to submit a second (and final) appeal to the 

Recipient. The Recipient must send the appeal with its 

written recommendation to the Assistant Administrator 

for Recovery within 60 days.

Project Formulation



Contact Applicant to 

schedule Recovery 

Scoping Meeting (RSM). 

Within 10 days of 

receiving notice of RPA 

approval. 

P 

• The Recipient is responsible for scheduling an RSM with the 

Applicant to discuss details of the Applicant’s impacts from 

the incident.

•

 Conduct RSM for 

approved RPAs. 

Within 21 days of 

approval of the RPA. P 

• The Recipient is responsible for hosting with FEMA an RSM

with the Applicant to provide an overview of requirements 

and expectations.

 Identify and report 

damage inventory.19 Within 60 days of RSM. R 

• The Recipient must identify and submit a list to FEMA of all 

disaster-related damage, Emergency Work, and debris 

quantities.

• For more information on reporting and documentation 

requirements, refer to the Public Assistance Program and 

Policy Guide (PAPPG).

 

17 44 CFR § 206.202(c).

18 44 CFR § 206.206.

19 44 CFR § 206.202(d)(ii).
FEMA New Recipients of Disaster Grants Guide

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Completed Public Assistance (PA) 

Program Task Program Deadline Policy (P) or Regulatory (R) Description of Requirements 

 Conduct Exit Briefing.

When project 

formulation is 

complete, and all 

claimed damage is 

documented.

P 

• The Recipient must conduct an Exit Briefing with the 

Applicant when project formulation is complete, and all 

claimed damage is documented.

• For more information on reporting and documentation 

requirements, refer to the PAPPG.

Grant Management and Administration

 Complete all Emergency 

Work.20

Within 6 months of 

disaster declaration 

date.

R 

• The Recipient should ensure completion of all Emergency 

Work PA projects, including debris removal.



(As 

Needed)

Request additional time 

to complete Emergency 

Work.21

Within 6 months of 

disaster declaration 

date.

R 

• If an Applicant determines that it requires additional time to 

complete a project, including direct administrative tasks 

related to a project, it must submit a written request for a 

time extension to the Recipient with supporting information. 

The Recipient may grant a 6-month extension under 

extenuating circumstances.

• If an extension greater than 6 months is necessary, the 

Recipient must submit a written request for a time extension 

to the RA with supporting information.

 Complete all 

Permanent Work.22

Within 18 months of 

disaster declaration 

date.

R 

• The Recipient should ensure should ensure completion of all 

Permanent Work PA projects.



(As 

Needed)

Request additional time 

to complete Permanent 

Work.23

Within 18 months of 

disaster declaration 

date.

R 

• If an Applicant determines that it requires additional time to 

complete a project, including direct administrative tasks 

related to a project, it must submit to the Recipient a written 

request for a time extension, with supporting information. The 

Recipient may grant a 30-month extension under extenuating 

circumstances.

• If an extension greater than 30 months is necessary, the 

Recipient must submit a written request for a time extension 

to the RA, with supporting information.

 

20 44 CFR § 206.204(c)(1). 21 44 CFR § 206.204(c)(2)(ii) and (d). 22 44 CFR § 206.204(c)(1).

23 44 CFR § 206.204(c)(2)(ii) and (d).
FEMA New Recipients of Disaster Grants Guide

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Completed Public Assistance (PA) 

Program Task Program Deadline Policy (P) or Regulatory (R) Description of Requirements 

 Submit quarterly 

progress reports.24

No later than 30 days 

after the end of each 

quarter. 

R 

• Recipient must submit quarterly reports on open and 

uncompleted large projects by the following dates:

Q1 = Oct. 1st to Dec. 31st (Due Jan. 30th)

Q2 = Jan. 1st to Mar. 31st (Due Apr. 30th)

Q3 = Apr. 1st to Jun. 30th (Due Jul. 30th) 

• Q4 = Jul. 1st to Sep. 30th (Due Oct. 30th)

Closeout



(As 

Needed)

Submit a net small 

project overrun 

appeal.25

Within 60 days of the 

completion of the last 

small project.

R 

• The Recipient must submit a “net small project overrun 

appeal” to support Subrecipient requests for additional 

funding when the total actual costs of its small projects 

combined exceed the total amount obligated for all of its 

small projects.

• For more information on appeals requirements, refer to the 

PAPPG.



Submit supporting 

documentation to 

Recipient.26

Within 90 days of 

completion of the last 

small project.

R 

• Subrecipient must provide Recipient with supporting 

documentation for all work completed.

• For more information on reporting and documentation 

requirements, refer to the PAPPG.



Submit certification of

small project

completion.27

Within 180 days of 

project deadline. R 

• Recipient must submit certification of completion for each 

small project to FEMA, including a final payment of the claim 

and supporting documentation.

• Recipient must submit certification that all incurred costs 

associated with the approved statement of work (SOW) and 

all work was completed in accordance with FEMA regulations 

and policies.

• For more information on reporting and documentation 

requirements, refer to the PAPPG.



Submit supporting 

documentation to 

Recipient.28

Within 90 days of 

completion of last large 

project.

R 

• Subrecipient must provide Recipient with supporting 

documentation for all work completed.

• For more information on reporting and documentation 

requirements, refer to the PAPPG.

 

24 44 CFR § 206.204(f).

25 44 CFR § 206.204(e)(2).

26 2 CFR § 200.343(a). 27 2 CFR § 200.343(b).

28 2 CFR § 200.343 (a).
FEMA New Recipients of Disaster Grants Guide

34

Completed Public Assistance (PA) 

Program Task Program Deadline Policy (P) or Regulatory (R) Description of Requirements 



Submit certification of 

large project 

completion.29

Within 180 days of 

project deadline. R 

• Recipient must submit certification of completion for each 

large project to FEMA, including a final payment of the claim 

and supporting documentation.

• Recipient must submit certification that all incurred costs 

associated with the approved SOW and all work were 

completed in accordance with FEMA regulations and policies.

• For more information on reporting and documentation 

requirements, refer to the PAPPG.

 

29 2 CFR § 200.343(b).
FEMA New Recipients of Disaster Grants Guide

35

Table 6 provides a description of post-declaration IA Program requirements. 

Table 6: Post-Declaration Requirements for IA Program 

Completed Individual Assistance 

(IA) Program Task Program Deadline Policy (P) or Regulatory (R) Description of Requirements 

IA Program Startup 



Review and update 

Other Needs Assistance 

(ONA) Administrative 

Option Selection 

Form.30

Prior to receiving ONA 

funds. R 

• Regardless of the administrative option selected, all 

Recipients should indicate their option selection every year 

using Form FF 010-0-11. 

o The ONA Administrative Form must be completed and 

submitted to the Regional Administrator (RA) by 

November 30th. 

o The Recipient has 72 hours following IA Program 

authorization to update and submit the ONA 

Administrative Form.

• For more information on the ONA Administrative Option 

Selection Form and process, refer to the Individual Assistance 

Program and Policy Guide (IAPPG).



(As 

Needed)

Develop or update a 

state, territorial, or 

tribal government ONA 

Administrative Plan.31

Prior to receiving ONA 

funds to be 

administered by the 

Recipient.

R 

• If a Recipient plans to administer ONA or to jointly administer 

with FEMA, it must submit an ONA Administrative Plan to the 

RA every 3 years.



(As 

Needed) 

Submit Immediate 

Services Program (ISP) 

application for Crisis 

Counseling.32

Within 14 days of the 

disaster declaration. R 

• Recipient must submit an ISP application package to the RA. 

o If denied, Recipient may appeal by submitting a written 

letter to the IA Division Director, Federal Coordinating 

Officer (FCO), or appropriate FEMA entity (Assistant 

Administrator for Recovery or RA if the Joint Field Office

[JFO] has been demobilized) within 60 days of notification.

• For more information on submission requirements and 

appeals, refer to the IAPPG and Crisis Counseling Assistance 

and Training Program Online Toolkit.



(As 

Needed)

Request Critical Needs 

Assistance (CNA). 

Within 14 days of the 

disaster declaration. P 

• Recipient must submit a written request to IA Division Director 

through the RA. 

• For more information on requirements, refer to the IAPPG.

 

30 44 CFR §§ 206.120(b) and 120(c)(1). 31 44 CFR § 206.120(c)(1). 32 44 CFR § 206.171. 
FEMA New Recipients of Disaster Grants Guide

36

Completed Individual Assistance 

(IA) Program Task Program Deadline Policy (P) or Regulatory (R) Description of Requirements 



(As 

Needed)

Request Transitional 

Sheltering Assistance 

(TSA). 

Up to 30 days after a 

major disaster

(suggested). 

P 

• Refer to FEMA Mass Care and Emergency Assistance Disaster 

Specific Guidance or additional information on TSA 

requirements and activation procedures, implementation 

information, and tools.

• Unless waived, TSA is subject to a 25-percent Recipient cost 

share requirement.



(As 

Needed

Request Operation Blue 

Roof Program No deadline P 

• Submit a Resource Request Form to the RA, and coordinate 

with field leadership for additional requirements (e.g., 

statement of work, and independent government cost 

estimates).

• Mass care and Emergency Assistance support services are 

subject to a 25-percent Recipient cost share requirement. 



(As 

Needed)

Request extension of 

the IA registration 

period.

Prior to the end of the 

initial registration 

period. 

P 

• Recipient may request the RA extend the registration period up 

to 60 days when additional time is required to collect 

registrations from the affected population. All subsequent 

requests for extension must be submitted to the IA Division 

Director.

 Submit ISP midprogram report.

Within 60 days of 

disaster declaration 

date. (with RSP 

application)

P 

• If ISP assistance is provided, Recipient must submit a midprogram report to the appropriate RA when an RSP award 

application is being prepared and submitted.



(As 

Needed)

Notify FEMA/ 

Substance Abuse and 

Mental Health Services 

Administration 

(SAMHSA) of intent to 

apply for Regular 

Services Program (RSP)

for Crisis Counseling.

Within 45 days of 

disaster declaration 

date. 

P 

• The Recipient must notify FEMA and SAMHSA if it is planning 

to submit an application for the RSP award during the ISP 

period of performance.
FEMA New Recipients of Disaster Grants Guide

37

Completed Individual Assistance 

(IA) Program Task Program Deadline Policy (P) or Regulatory (R) Description of Requirements 



(As 

Needed)

Submit RSP

application.33

Within 60 days of 

disaster declaration 

date. 

R 

• Recipients must submit an RSP application package to the 

RA/SAMHSA.

o If denied, Recipients must submit a written letter to the IA 

Division Director within 60 days of notification.

• Request for extensions to the period of performance or for 

additional funds must be submitted to the RA. 

o If denied, Recipients must submit a written letter to the IA 

Division Director within 60 days of notification.

o For more information on submission requirements, refer 

to the IAPPG and Crisis Counseling Assistance and 

Training Program Online Toolkit.



(As 

Needed)

Request Clean and 

Removal Assistance 

(CRA).

Within 60 days of 

disaster declaration 

date. 

P 

• Recipient must submit a written request to the FCO. 

• For more information on submission requirements, refer to the 

IAPPG.



(As 

Needed)

Apply for Disaster Case 

Management (DCM) 

Program. 

Within 90 days of 

disaster declaration 

date. 

P 

• Recipients should submit a DCM application package with 

their IA declaration request.

o If denied, Recipients must submit a written letter of 

appeal to IA Division Director within 60 days of the 

notification.

o For more information on submission requirements, refer 

to the IAPPG.



(As 

Needed)

Request Section 425 

Transportation 

Assistance. 

No deadline. P 

• Recipient must submit a written request to the Assistant 

Administrator for Recovery through the RA. 

• For more information on requirements, refer to the IAPPG. 



(As 

Needed)

Activate National 

Center for Missing and 

Exploited Children 

(NCMEC) and the 

National Emergency 

Child Locator Center 

(NECLC).

No deadline. P 

• A limited range of assistance is available to meet needs. 

o Recipient must complete a Resource Request Form. 

o Refer to American Red Cross Safe and Well. 

 

33 44 CFR § 206.171.
FEMA New Recipients of Disaster Grants Guide

38

Completed Individual Assistance 

(IA) Program Task Program Deadline Policy (P) or Regulatory (R) Description of Requirements 



(As 

Needed)

Request Mass Care and 

Emergency Assistance

support services. 

No deadline. P 

• Submit Resource Request Form to the RA, and coordinate with 

field leadership for additional requirements (e.g., statement of 

work, and independent government cost estimates).

• Mass Care and Emergency Assistance support services are 

subject to a 25-percent Recipient cost share requirement.



(As 

Needed)

Request Direct Housing 

Assistance. No deadline. P 

• Submit a written request for Direct Housing Assistance to the 

Assistant Administrator for Recovery following direct housing 

assistance team determination that there is a lack of available 

housing resources for survivors.



(As 

Needed)

Request continued 

Direct Housing 

Assistance.34

No less than 60 days 

prior to the end period 

of assistance or 16 

months postdeclaration. 

R 

• If Recipients require an extension for Direct Housing 

Assistance they must submit a written request from the State 

Coordinating Officer, Territorial or Tribal Coordinating Officer, 

tribal chief executive, or Governor’s Authorized Representative 

to the RA.

Project Management and Reporting



(As 

Needed)

Submit DCM quarterly 

reports.

Within 30 days of the 

end of each quarterly 

reporting period. 

P 

• If DCM assistance is provided, Recipient must submit quarterly 

reports by the following dates:

Q1 = Oct. 1st to Dec. 31st (Due Jan. 30th)

Q2 = Jan. 1st to Mar. 31st (Due Apr. 30th)

Q3 = Apr. 1st to Jun. 30th (Due Jul. 30th) 

• Q4 = Jul. 1st to Sep. 30th (Due Oct. 30th)

 Submit DCM financial 

report.

Within 30 days of the 

end of each quarterly 

reporting period. 

P 

• If DCM assistance is provided, Recipient must submit SF-425

for every quarter of the period of performance (POP) until the 

end of the POP. The due dates are within 30 days of the 

following:

Q1 = Oct. 1st to Dec 31st (Due Jan. 30th)

Q2 = Jan. 1st to Mar. 31st (Due Apr. 30th)

Q3 = Apr. 1st to Jun. 30th (Due Jul. 30th)

• Q4 = Jul. 1st to Sep. 30th (Due Oct. 30th)

 

34 42 U.S.C. § 5174(c)(1)(B)(iii) and 44 CFR § 206.117(b)(1)(ii)(F). 
FEMA New Recipients of Disaster Grants Guide

39

Completed Individual Assistance 

(IA) Program Task Program Deadline Policy (P) or Regulatory (R) Description of Requirements 

 Submit RSP quarterly 

report. 

Within 30 days of the 

end of each quarterly 

reporting period. 

P 

• If RSP assistance is provided, Recipient must submit SF-425

for every quarter of the POP to the FEMA headquarters (HQ) 

program specialist, the JFO specialist (or regional specialist if 

the JFO is demobilized), and the SAMHSA project officer.

• The due dates are within 30 days of the following: 

Q1 = Oct. 1st to Dec 31st (Due Jan. 30th)

Q2 = Jan. 1st to Mar. 31st (Due Apr. 30th)

Q3 = Apr. 1st to Jun. 30th (Due Jul. 30th)

• Q4 = Jul. 1st to Sep. 30th (Due Oct. 30th)

Closeout

 Request a DCM 

extension. 

No later than 90 days 

prior to the end of the 

current POP. 

P 

• When DCM assistance is provided, if the original POP is 

deemed inadequate because of disaster severity, the 

Recipient may submit a written request to FEMA for an 

additional 90-day (no-cost) extension.

 Closeout of DCM 

program.

Within 90 days of the 

end of POP. P 

• When DCM assistance is provided, Recipient must submit an 

annual report and final SF-425 detailing accomplishments of 

the DCM program.

 Closeout of ISP 

program. 35

Within 90 days of the 

end date of ISP award 

POP. 

R 

• When DCM assistance is provided, Recipient must submit a 

final fiscal report, SF-425, program report, and final voucher to 

the RA.

 Closeout of RSP 

program. 36

Within 90 days of the 

end date of RSP award 

POP. 

R 

• When RSP assistance is provided Recipient must submit a 

final fiscal report, SF-425 and program report to the 

RA/SAMHSA.

 

35 44 CFR § 206.171(f)(3)(2).

36 44 CFR § 206.171(g)(3)(ii) and (iii).
FEMA New Recipients of Disaster Grants Guide

40

Table 7 provides a description of post-declaration HMGP requirements. 

Table 7: Post-Declaration Requirements for HMGP 

Completed Hazard Mitigation Grant 

Program (HMGP) Task Program Deadline Policy (P) or Regulatory (R) Description of Requirements 

HMGP Program Startup 

 Develop or update 

Mitigation Plan.37

Required before 

delivery of HMGP

funding. 

 

Note: Tribal government

Recipients must submit 

an approved Mitigation 

Plan within 30 days of 

signing the FEMA-Tribal 

Agreement.

R 

• Recipients should identify risks and vulnerabilities associated 

with natural disasters to protect against future hazards.

• Tribal government Recipients may request an extension of up 

to 90 days.

• Refer to the Hazard Mitigation Planning Process for additional 

information. 



Develop and maintain 

an Administrative Plan 

for HMGP.38

Required before 

delivery of HMGP 

funding. 

R 

• Recipients should review and update the Administrative Plan

for HMGP on an annual basis.

• Recipients must review and update the administrative plan 

following a major disaster declaration, if necessary, to meet 

new policy guidance or changes to the administration of the 

program.

 Submit application for 

HMGP.39

Within 12 months of 

the date of Presidential 

declaration. 

R 

• Applicants must submit applications for HMGP through the 

Application Development Module of the National Emergency 

Management Information System (NEMIS) to create project 

applications and submit them to the appropriate FEMA region.

o If denied, Applicants must submit a written appeal to the 

RA within 60 days of notification.40

 

37 44 CFR §§ 201 and 206.437. 38 44 CFR § 206.437. 39 44 CFR § 206.436.

40 44 CFR § 206.440(c).
FEMA New Recipients of Disaster Grants Guide

41

Completed Hazard Mitigation Grant 

Program (HMGP) Task Program Deadline Policy (P) or Regulatory (R) Description of Requirements 



(As 

Needed) 

Extend application 

deadline.41

Within 12 months of 

the date of Presidential 

declaration. 

R 

• Recipients may request extension of the application deadline 

in 30- to 90-day increments, not to exceed 180 days, with 

written justification in the event of extraordinary conditions. 



Submit sub-applications

(including management 

costs).42

Within 12 months of 

date of disaster 

declaration. 

R 

• The Recipient must submit all HMGP sub-applications to 

FEMA.

Project Management and Reporting 

 Submit quarterly 

performance reports.43

No later than 30 days 

after the end of each 

quarter. 

P 

• Recipient must submit quarterly performance reports on 

projects by the following dates:

Q1 = Oct. 1st to Dec. 31st (Due Jan. 30th)

Q2 = Jan. 1st to Mar. 31st (Due Apr. 30th)

Q3 = Apr. 1st to Jun. 30th (Due Jul. 30th) 

Q4 = Jul. 1st to Sep. 30th (Due Oct. 30th) 

 Submit quarterly 

financial report. 

No later than 30 days 

after the end of each 

quarter. 

P 

• Recipient must submit quarterly financial reports (SF-425) via 

Smartlink by the following dates:

Q1 = Oct. 1st to Dec. 31st (Due Jan. 30th)

Q2 = Jan. 1st to Mar. 31st (Due Apr. 30th)

Q3 = Apr. 1st to Jun. 30th (Due Jul. 30th) 

Q4 = Jul. 1st to Sep. 30th (Due Oct. 30th)

• The final SF-425 is due no later than 90 days after the end of 

the period of performance (POP). 

 

41 44 CFR § 206.436(e). 42 44 CFR § 206.436(d).

43 44 CFR § 206.438(c).
FEMA New Recipients of Disaster Grants Guide

42

Completed Hazard Mitigation Grant 

Program (HMGP) Task Program Deadline Policy (P) or Regulatory (R) Description of Requirements 

Closeout 



Submit request for 

extension to award 

POP. 

No later than 60 days 

prior to expiration of the

award POP. 

P 

• Recipient must submit a written request to the RA with 

justification for the extension request.

• Note: The POP may be extended for up to 12 months with the 

approval of the Regional Administrator. 

• Any additional extension requests must be approved by FEMA 

HQ.



Submit all financial, 

performance, and other 

reports.44

No later than 90 days 

after the end of the 

POP.

R 

• The final SF-425 is due via Smartlink.

• The final performance report is due to FEMA.

 Liquidate all 

obligations.45

No later than 90 days 

after the end of the 

POP.

R 

• The Recipient is required to liquidate all obligations incurred 

under the award and return all unobligated funds to FEMA via 

Smartlink.

 Submit a closeout 

letter.46

No later than 90 days 

after the end of the 

POP. 

R 

• The Recipient is required to submit a closeout letter, signed by 

the tribal chief executive or Governor’s Authorized 

Representative, to FEMA with supporting documentation.

• For more information on reporting and documentation 

requirements, refer to the Hazard Mitigation Assistance 

Guidance or Closeout Toolkit: Checklists for Hazard Mitigation 

Grant Program.

 

44 2 CFR § 200.343.

45 2 CFR § 200.343.

46 44 CFR § 206.438(d).
FEMA New Recipients of Disaster Grants Guide

A-1 

APPENDIX A: LIST OF ACRONYMS CCP Crisis Counseling Assistance and Training Program

CFR Code of Federal Regulations

CNA Critical Needs Assistance

COB Close of Business

CRA Clean and Removal Assistance

CRMT Community Recovery Management Toolkit

D&B Dun and Bradstreet 

DCM Disaster Case Management

DLS Disaster Legal Services 

DUA Disaster Unemployment Assistance

DUNS Data Universal Number System 

ESF Emergency Support Function

FEMA Federal Emergency Management Agency 

FMAG Fire Management Assistance Grant 

FSA Federal-State Agreement 

FTA FEMA-Territory/Tribe Agreement 

GAR Governor’s Authorized Representative 

HMA Hazard Mitigation Assistance

HMGP Hazard Mitigation Grant Program

HQ Headquarters 

IA Individual Assistance

IAPPG Individual Assistance Program and Policy Guide

IASC Individual Assistance Support Contract

IHP Individuals and Households Program

ISP Immediate Services Program 

JFO Joint Field Office

NCMEC National Center for Missing and Exploited Children

NECLC National Emergency Child Locator Center 
FEMA New Recipients of Disaster Grants Guide

A-2 

NEMIS National Emergency Management Information System 

NFIP National Flood Insurance Program

NFIRA National Flood Insurance Reform Act

NGO Non-governmental Organization

ONA Other Needs Assistance 

PA Public Assistance

PAPPG Public Assistance Program and Policy Guide

PAS Personal Assistance Services 

PDM Pre-Disaster Mitigation

PMS Payment Management System 

POP Period of Performance

RA Regional Administrator

RPA Request for Public Assistance 

RSM Recovery Scoping Meeting 

RSP Regular Services Program 

SAMHSA Substance Abuse and Mental Health Services Administration

SCO State Coordinating Officer

SFHA Special Flood Hazard Area

SMP State Mitigation Plan

SOW Statement of Work 

TSA Transitional Sheltering Assistance

U.S.C. United States Code
FEMA New Recipients of Disaster Grants Guide

B-1 

APPENDIX B: GLOSSARY Access and Functional Needs. Provision of services and resources for people with 

disabilities or access and functional needs. 

Administrative options. FEMA requires state, territorial, and Indian tribal (tribal) governments 

to complete an ONA Administrative Option Selection Form to establish the maximum amount 

of assistance that may be awarded to eligible individuals. All Recipients must submit their 

ONA selections to FEMA yearly, regardless of the administrative option selected. This 

process requires an evaluation of a Recipient’s capacity to administer ONA and identifies 

cost thresholds and item exemptions for certain categories of ONA. 

Administrative Plan. Recipients must develop and submit to FEMA an administrative plan to 

receive PA and HMGP funding. The administrative plan must describe how the Recipient 

intends to use the grant funding. Recipients must have a current administrative plan for 

each program approved by FEMA before they are able to receive PA or HMGP funds. 

Advance Assistance. Advance assistance provides Recipients with resources to develop 

mitigation strategies and obtain data to prioritize, select, and develop HMGP impacted

applications. Advance assistance, authorized by the Stafford Act (as amended), allows 

advancement of up to 25-percent of the HMGP ceiling or $10 million, whichever is less, to 

accelerate implementation of the HMGP. 

Applicant. A non-federal entity that applies to be a Subrecipient of assistance under a 

Recipient’s federal award (e.g., local government agency, housing authority, and private 

nonprofit organizations).

Cost Share. An adjustment to the public assistance cost, with the authority to adjust residing 

with the President. FEMA will recommend an increase in the federal share to not more than 

90-percent for public assistance when a disaster is so extraordinary that actual federal 

obligations under the Stafford Act, excluding administrative costs, meet or exceed a 

qualifying threshold. 

Data Universal Number System (DUNS). Recipients must obtain a DUNS number to receive 

disaster assistance grant funding from FEMA. The DUNS number allows the Federal 

Government to track the allocation of federal funds.

Declaration Award. The declaration request, once approved by the President, designates 

disaster-impacted areas and establishes the incident period, the type of incident, the type(s) 

of assistance available, and the federal cost share amount for the provision of requested 

assistance, if applicable.

Direct Federal Assistance: When the impact of an incident is so severe that the state, 

territorial, tribal, and local governments lack the capability to perform or contract eligible 
FEMA New Recipients of Disaster Grants Guide

B-2 

Emergency Work, the Recipient may request that the Federal Government provide this 

assistance directly. FEMA may task another Federal agency to perform or contract the work 

provided it is an eligible activity. FEMA issues a Mission Assignment to task the work and 

refers to it as Direct Federal Assistance. FEMA cannot task work that another Federal 

agency has its own authority to perform. Direct Federal Assistance has the same cost-share 

provisions applicable to the declaration.

Disaster Grant Funding. Funding that authorizes FEMA disaster assistance grant programs 

and results from a Presidential declaration.

Emergency Work: Emergency Work categories provide emergency assistance to save lives 

and protect property. 

Federal-State/Territory/Tribe Agreement (FSA/FTA). This agreement states the 

understandings, commitments, and conditions for assistance under which FEMA disaster 

assistance will be provided. The FSA/FTA imposes binding obligations on FEMA, states and 

their local governments, tribes, and private nonprofit organizations within the states in the 

form of conditions for assistance that are legally enforceable. 

Hazard Mitigation Grant Program (HMGP). Assistance to state, territorial, tribal, and local 

governments and certain private nonprofit organizations for actions taken to prevent or 

reduce long-term risk to life and property from natural hazards. 

Individual Assistance (IA). IA is provided by FEMA to individuals and families who have 

sustained losses because of disasters. This type of assistance comes in the form of housing 

assistance and other needs assistance, such as medical and dental expenses, funeral 

costs, or clothing. 

Individual Household Program (IHP). IHP provides financial and direct services to eligible 

individuals and households affected by a disaster who have uninsured or underinsured 

necessary expenses and serious needs. IHP is intended to meet the survivor’s basic needs 

and supplement disaster recovery efforts. FEMA provides two types of IHP assistance: other 

needs assistance (ONA) and housing assistance. 

Large Project. A project for which the final obligated (federal and non-federal) amount is 

greater than the annually adjusted cost threshold for small project grants. 

Mitigation Plan. The plan that Recipients must have in place before receiving disaster grant 

program funding for HMGP or the Permanent Work categories of PA. The Mitigation Plan 

requirement encourages Recipients to engage in hazard mitigation planning to identify risks 

and vulnerabilities associated with natural disasters and to develop long-term strategies for 

protecting people and property against future hazards.
FEMA New Recipients of Disaster Grants Guide

B-3 

Payment Management System. The direct deposit account system that Recipients must 

have to access federal funds. Recipients must submit a written request to the RA to 

establish an account, including completing a Direct Deposit Form SF-1199A.

Permanent Work. Permanent Work categories assist with permanently restoring community 

infrastructure affected by a declared incident. 

Pre-Disaster Mitigation (PDM) Grant Program. FEMA’s PDM Grant Program is designed to 

assist Recipients implement a sustained pre-disaster natural hazard mitigation program to 

reduce overall risk to the population and structures from future hazard events, while also 

reducing reliance on federal funding in future disasters. 

Presidential Disaster Declaration. A declaration by the President, including major disaster 

and emergency, that allows for the different levels of government to request federal 

assistance.

Public Assistance (PA). A grant program provided by FEMA that provides federal assistance 

to government organizations and certain private nonprofit organizations following a 

Presidential disaster declaration.

Recipient. A non-federal entity that receives an award from a federal agency (e.g., state, 

territorial, or tribal government) to carry out an activity under a federal program. 

Small Project. A project for which the final obligated (federal and non-federal) amount is less 

than the annually adjusted cost threshold for small project grants. 

Subrecipient. An Applicant that receives a sub-award from a Recipient to carry out part of a 

federal program. 

Tribal Chief Executive. The person who is the chief, chair, chairman, chairwoman, governor, 

president, or similar executive official of a tribal government. 
FEMA New Recipients of Disaster Grants Guide

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FEMA New Recipients of Disaster Grants Guide

C-1 

APPENDIX C: AUTHORITIES AND FOUNDATIONAL 

DOCUMENTS 

Robert T. Stafford Disaster Relief and Emergency Assistance 

Act (Public Law 93-288, as amended, 42 U.S.C. 5121-5207) 

The Stafford Act, signed into law on November 23, 1988, amended the Disaster Relief Act of 

1974 (Public Law 93-288). The Stafford Act constitutes the statutory authority by which the 

Federal Government provides disaster and emergency assistance to state, territorial, and

local governments; tribal nations; eligible private nonprofit organizations; and individuals 

affected by a declared major disaster or emergency. The Stafford Act covers all hazards, 

including natural disasters and terrorist events. The Stafford Act is the primary law governing 

all new Recipient requests for federal assistance.

Title 2 Code of Federal Regulations (CFR) § 200 

2 CFR § 200 is an Office of Management and Budget (OMB) reform of regulations that apply 

to federal financial assistance, streamlining the language from eight existing OMB circulars 

into one consolidated set of guidance in the Code of Federal Regulations. 2 CFR § 200 

provides guidance on the administrative aspects of federal grants (e.g. how grants are 

awarded, managed, audited, and closed-out).

Title 44 CFR §§ 201 and 206 

44 CFR §§ 201 and 206 contain requirements and procedures to implement hazard 

mitigation planning provisions and federal disaster assistance under the Stafford Act. 

Tribal Declarations Pilot Guidance, January 2017 

The Tribal Declarations Pilot Guidance, released January 10, 2017, describes the process 

which tribal governments will use to request Stafford Act declarations and the criteria FEMA 

will use to evaluate direct tribal declaration requests and make recommendations to the 

President. The Tribal Declarations Pilot Guidance is a culmination of over 3 years of tribal 

consultation and development of a Stafford Act declarations process specifically for tribal 

nations. The Tribal Declarations Pilot Guidance incorporates key changes based on 

comments FEMA received from tribes. The release of the Tribal Declarations Pilot Guidance

marks the official beginning of the pilot period for federally recognized tribal governments to 

use the authority provided by the Stafford Act (as amended) to directly request a Presidential 
FEMA New Recipients of Disaster Grants Guide

C-2 

emergency or major disaster declaration in order to receive federal grant funds for IA, PA, 

and HMGP.

FEMA Damage Assessment Operations Manual, April 2016 

The Damage Assessment Operations Manual is part of a greater effort to provide a userfriendly, streamlined post-disaster damage assessment process that builds on the existing 

knowledge and expertise of state, territorial, or tribal governments and local partners to 

identify damage after a natural or man-made disaster. The Damage Assessment Operations 

Manual is aimed at clarifying FEMA damage assessment guidance, promoting standardized 

information collection, and assisting in the development of requests for disaster grant 

funding. The Damage Assessment Operations Manual will inform the damage assessment 

processes and procedures that must be completed in order for new Recipients to receive 

individual assistance grant funding. 

FEMA National Disaster Recovery Framework (Second 

Edition), June 2016 

The National Disaster Recovery Framework is a guide that enables effective recovery 

support to disaster-impacted states, territories, tribes, and local jurisdictions. The National 

Disaster Recovery Framework provides a flexible structure that enables disaster recovery 

managers to operate in a unified and collaborative manner; it focuses on how best to 

restore, redevelop and revitalize the health, social, economic, natural, and environmental 

fabric of the community and build a more resilient nation.

FEMA Individual Assistance Program and Policy Guide, March 

2019 

The Individual Assistance Program and Policy Guide (IAPPG) combines all IA policy into a 

single volume and provides an overview of the IA Program implementation process with links 

to other publications and documents that provide additional process details, requirements, 

and deadlines outlined in Chapter 7: New Recipient Checklist. 

FEMA Public Assistance Program and Policy Guide, April 

2018 

The Public Assistance Program and Policy Guide (PAPPG) combines all PA policy into a single 

volume and provides an overview of the PA Program implementation process with links to 

other publications and documents that provide additional process details, requirements, 

and deadlines outlined in Chapter 7: New Recipient Checklist.
FEMA New Recipients of Disaster Grants Guide

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FEMA Hazard Mitigation Assistance Guidance, February 2015 

The Hazard Mitigation Assistance (HMA) Guidance is a comprehensive document that 

details the specific criteria of the three Hazard Mitigation Assistance (HMA) programs 

(Hazard Mitigation Grant Program, Flood Mitigation Assistance, and Pre-Disaster Mitigation

Grant Program). The HMA Guidance consolidates the common requirements for all HMA 

programs and explains the unique elements of the programs. Additionally, the HMA

Guidance provides information for federal, state, and territorial governments; federally 

recognized tribes; and local officials on how to apply for and manage HMA funding for a 

mitigation project, as outlined in Chapter 7: New Recipient Checklist. 

State Mitigation Plan Review Guide, FP 302-094-2, March 

2015 

The State Mitigation Plan Review Guide is FEMA’s official policy on and interpretation of the 

requirements for state standard and enhanced mitigation planning found at 44 Code of 

Federal Regulations (CFR) § 201, “Mitigation Planning.” The intended use of the State 

Mitigation Plan Review Guide is to facilitate consistent evaluation and approval of State 

Mitigation Plans (SMP), as well as to facilitate state compliance with the mitigation planning 

requirements when updating plans. 

Tribal Mitigation Plan Review Guide, FP 306-112-1, 

December 2017 

The Tribal Mitigation Plan Review Guide is FEMA’s updated policy on and interpretation of 

the requirements for tribal standard and enhanced mitigation planning found at 44 CFR § 

201, “Mitigation Planning.” The intended use of the Guide is to facilitate consistent 

evaluation and approval of tribal mitigation plans, as well as to facilitate compliance with the 

mitigation planning requirements when developing or updating plans. The Tribal Mitigation 

Plan Review Guide became effective as FEMA’s official policy for FEMA Tribal Mitigation Plan 

Review on December 5, 2018. 
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FEMA New Recipients of Disaster Grants Guide

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APPENDIX D: REFERENCES Table 8 provides a list of guidance documents applicable to each of FEMA’s disaster 

assistance grant programs.

Table 8: FEMA Disaster Assistance Grant Programs Guidance References 

Document Title Summary 

Public Assistance Program and 

Policy Guide (PAPPG)

• Provides an overview of the Public Assistance (PA) Program 

implementation process with links to other publications and 

documents that provide additional process details.

Public Assistance Donated 

Resources Policy

• Authorizes Applicants to apply the value of donated 

resources used during the performance of eligible 

Permanent Work toward the non-federal cost share of its 

eligible Permanent Work projects.

Public Assistance

Administrative Plan Template

• Provides a sample format for Recipients to use to develop 

their Administrative Plan for PA.

Public Assistance Alternative 

Procedures Pilot Guide for 

Permanent Work

• Provides guidance to FEMA, Recipients, and Subrecipients 

for implementing the alternative procedures for Permanent 

Work.

Individual Assistance Program 

and Policy Guide (IAPPG)

• Provides an overview of the Individual Assistance Program 

with links to other publications and documents that provide 

additional process details.

Crisis Counseling Assistance 

and Training Program Toolkit

• Includes guides and training materials to help state, 

territorial, and Indian tribal (tribal) governments apply for 

and establish a Crisis Counseling Assistance and Training 

Program.

Personal Assistance Services 

Frequently Asked Questions

• Provides answers to frequent Recipient questions on 

personal assistance service contracts.

Hazard Mitigation Assistance 

Guidance (HMA Guidance)

• Provides an overview of the Hazard Mitigation Assistance 

programs, including the Hazard Mitigation Grant Program, 

with links to other publication and documents that provide 

additional process details.

Hazard Mitigation Planning 

Process

• Describes the general process to develop or update a 

hazard mitigation plan.

Tribal Mitigation Plan Review 

Guide

• Facilitates consistent evaluation and approval of tribal 

Mitigation Plans, as well as to facilitate compliance with the 

mitigation planning requirements when developing or 

updating plans.

Hazard Mitigation Planning 

Frequently Asked Questions

• Provides answers to frequent Recipient questions on hazard 

mitigation planning.

Fire Management Assistance 

Grant Program Guide

• Describes the FMAG program basic provisions, application 

procedures, and other related program guidance.

Community Recovery 

Management Toolkit (CRMT)

• Compilation of guidance, case studies, tools, and training to 

assist local communities to manage long-term recovery postdisaster.

State Mitigation Plan Review 

Guide

• FEMA’s official policy on and interpretation of natural hazard 

mitigation planning requirements.
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D-2

Document Title Summary 

Restrictions on Grant 

Obligations to State, Tribal and 

Local Governments without a 

FEMA-Approved Mitigation Plan

• Describes the implications to state, tribal, and local

governments that do not have a FEMA-approved hazard

mitigation plan relative to receiving assistance under eligible

FEMA grant programs.

MT-PL#1: Disaster Declaration 

Procedures After May 1, 2005 

for States Without an Approved 

State Mitigation Plan

• Guidance for FEMA regional offices and Federal

Coordinating Officers on procedures for processing requests

for major disaster declarations from states and territories

that do not have a FEMA-approved State Mitigation Plan

(SMP).

MT-PL #1A: Implementation 

Procedures for States, 

Territories, & Indian Tribal 

Governments Without 

Approved State Mitigation Plan

• Supplemental guidance to MT-PL #1 that applies to major

disaster declarations and fire management assistance

declarations for all state, territorial, and tribal governments

that do not have an approved SMP, including state-level

plans for tribes.

Table 9 provides a list of forms and Websites applicable to each of FEMA’s disaster assistance grant 

programs.

Table 9: FEMA Disaster Assistance Grant Programs Form References 

Form/Website Title Purpose 

Direct Deposit Form (SF1199A)

• Complete to sign up for direct deposit to receive federal

disaster grant funds.

Individuals and Households -

Other Needs Assistance 

Administrative Option Selection 

Form (FF 010-1-11)

• Complete and submit to indicate Other Needs Assistance

administrative option selections.

Application for Federal 

Assistance (SF-424)

• Standard form that all Applicants must complete to apply for

federal funding.

SF-424D/OMB Number 4040-

0009

• Accompanies the application for federal assistance for

Public Assistance (PA) and Hazard Mitigation Grant

Programs.

• Provides assurances for construction projects or programs.

Request for Public Assistance 

(FF 90-49)

• FEMA form used to request public assistance through the PA

Program.

Resource Request Form (FF 

010-0-7)

• FEMA form used to request resources.

Federal Financial Report (SF425) 

• Standard form that all Recipients must complete to report

on financial status for disaster grants.

Data Universtal Number 

System (DUNS) Number 

Search/Request

• Dun and Bradstreet site to search for existing DUNS number

or to register for new DUNS number.

Payment Management System 

Program Support System 

• Access to payment management system to manage disaster

grant funds.