Answer :

What type of documentation do I need?

All of the documentation pertaining to a project should be filed together with the corresponding Project Worksheet and maintained by you as the permanent record of the project. These records become the basis for verifying your final project costs, and, for small projects, will be used as discussed in Chapter 5 to sample and validate your estimated project costs.

Documentation is the process of establishing and maintaining accurate records of events and expenditures related to your disaster recovery work. The information required for your documentation basically describes the "who, what, when, where, why, and how much" for each item of disaster recovery work.

How should I maintain my records?

There are many ways to maintain your records. What is important is that you have the necessary information readily available, and that this information is in a usable format. It is important that you accurately document the events and expenses incurred in disaster response and recovery.

Accurate documentation will help you to:

• Recover all of your eligible costs.
• Have the information necessary to develop your disaster projects.
• Have the information available, which the State and FEMA will need to see, to validate the accuracy of your small projects.
• Be ready for any State or Federal audits, or other Federal program reviews.
• Provide Federal compliance data by maintaining all information on the alternatives that were considered for projects where an environmental or historic assessment was required.

May I use my own records system?

Absolutely. If you already have a system you want to use, just be sure to compile your documentation according to the Project Number, which your Public Assistance Coordinator will assign to your Project Worksheet. You should keep all documentation for three (3) years following the State's closure of your grant. Under the "Single Audit Act," there is a possibility of an audit by State auditors and/or the FEMA Office of Inspector General.

Documentation Information below from FEMA website. (Will open in a new window)

• What type of documentation do I need?
• How should I maintain my records?
• May I use my own records system?
• How do I describe the Project Location?
• How do I complete the Project Description?
• How do I describe the damage?
• How do I complete the Description of Damage? (including dimensions and quantities) How do I complete the Description of Eligible Work?
• Will progress reports be required for Large Projects?
• What should be included in progress reports?
• What records do I need to keep and for how long?
• What do I need to do to close out?

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