Keeping Track of Materials: Essential Documentation for FEMA Force Account Projects

When using force account labor for Public Assistance projects, proper documentation of materials is crucial for FEMA reimbursement. Here's a breakdown of the key documents you'll need:

1. Proof of Purchase: Material Purchase Invoices

• What they are: Invoices or receipts that serve as proof you purchased the materials used in your project.
• What they should include:
  • Quantity of each material purchased
  • Detailed description of each material
  • Unit price of each material
  • Total cost of each material purchased

2. Tracking Material Use: Material Usage Logs

• What they are: Logs that meticulously document how materials were used throughout the project.
• What they should include:
  • Date the materials were used
  • Quantity of materials used
  • Description of the materials used
  • Specific project or task the materials were used for

3. Inventory Management: Material Inventory Records

• What they are: Records that provide a clear picture of your material inventory at all times.
• What they should include:
  • Type of material in stock
  • Current quantity of each material on hand
  • Adjustments made to the inventory (materials used, new materials received)

4. Approval Process (if applicable): Material Requisition Forms

• What they are: Forms used to document the authorized request and use of materials for specific project tasks (if your agency utilizes them).
• What they should include:
  • Date of the requisition
  • Quantity of materials requested
  • Detailed description of the materials requested
  • Intended purpose of the requested materials

5. Cost Justification: Material Cost Documentation

• What it is: Documentation that verifies the reasonableness and necessity of the costs associated with the used materials.
• What it may include:
  • Price quotes from vendors
  • Vendor contracts
  • Other evidence that demonstrates the fair market value of the materials

Why is this documentation important?

Maintaining accurate and detailed documentation for force account materials serves two key purposes:

• Supporting Your Claims: This documentation helps you substantiate your claims for reimbursement from FEMA by demonstrating the appropriate use of materials and the validity of the costs incurred.
• Compliance with FEMA Requirements: Proper documentation ensures you comply with FEMA's regulations and avoid any potential issues during the reimbursement process.

By keeping comprehensive records of your materials, you can ensure a smooth and successful FEMA Public Assistance project.

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