Get reimbursed for disaster recovery efforts: Keep these records handy!

This guide details what documents you'll need to submit when applying for FEMA Public Assistance funding. Having the right paperwork ensures you get reimbursed for eligible expenses incurred during disaster recovery.

FEMA focuses on three main areas:

• Who did the work? (Force Account Documentation):
  • Timesheets: Detailing date, hours worked, task descriptions, and worker names for your own employees involved in the recovery efforts.
  • Employee Information: Verifying employment status and eligibility of these workers (e.g., payroll records, personnel files).
  • Labor Policies: Documentation outlining your labor policies, including fringe benefits, to calculate eligible labor costs.
• How was the facility maintained? (Maintenance Documentation):
  • Written Maintenance Plan: A documented plan outlining your regular maintenance activities, schedules, and procedures for the affected facility or equipment.
  • Maintenance Records: Records of inspections, repairs, servicing, or any other maintenance performed – demonstrating the facility was well-maintained before the disaster.
• Who were the contractors? (Contracting Documentation):
  • Contracts: Copies of agreements between you and any contractors hired, including scope of work, terms, pricing, and any modifications made.
  • Invoices and Payment Records: Documentation of invoices received and payments made to contractors for labor, equipment, and materials.
  • Proof of Competitive Procurement: Documents showing you followed proper procedures to get competitive bids or quotes for contracted services.

Remember:

• These are general requirements. FEMA may request additional documentation depending on your project.
• The purpose of this documentation is to help FEMA verify that your claimed costs are eligible and comply with FEMA regulations.

By keeping detailed and organized records throughout the disaster recovery process, you'll be well-positioned to receive the FEMA Public Assistance funding you deserve.

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