GOVERNMENT COORDINATION

FEMA is the lead federal agency, coordinating the national response for protect the health and safety of the public. The President’s declaration of a national emergency on March 13, 2020 (EM 3459) allows the following:

  • The declaration has been back dated to January 20, 2020, and is still in progress.
  • FEMA’s Public Assistance Program (PA) funding in the form of a grant is now available in your state.
  • Only Category B – Emergency Protective Measures is eligible for reimbursement under FEMA PA.
  • These FEMA grants will help cover the costs incurred to mitigate this public health emergency. Examples of these costs are:
    • Emergency Operation Center.
    • Disinfecting public facilities.
    • Emergency Medical Care - Treatment, supplies, medical waste disposal, temporary facilities.
    • Purchase and distribution of food, water, ice, medicine, and other consumable supplies, to include personal protective equipment and hazardous material suits.
    • Movement of supplies and people.
    • Law enforcement and security.

RECOMMENDATIONS

The following recommendations will assist in getting Covid-19-related emergency protective measures costs reimbursed by FEMA as well as other related costs.

Take the following measures:

  • Create an independent disaster account for this COVID-19 disaster to ensure proper tracking of disaster-related expenditures, including employee timekeeping.
  • Proper Procurement: Follow your procurement policies. Get three quotes for each service. Document these phone calls.
  • Document management and retention: Compile and keep documents to support costs being claimed. Document control/ scan all information and keep in a centralized (electronic) file system that is backed up.
  • Assign a Point of Contact: this is the person for communicating with state and federal agencies.
  • Keep detailed records on all expenses related to the COVID-19 disaster response and recovery. Track the equipment used during the response phase (what, who, how, and duration of use). Track the time personnel have been working. If contractors are hired keep all procurement records, invoices, expenses.

We’re continuously monitoring this evolving situation. For more information on how the process is started, contact ELR’s disaster recovery expert.

Amy Lynn, Director of Emergency Management
C: (919) 604-4565
alynn@elrobinson.com

Amy Lynn is a senior project manager with more than 30 years in the emergency management field. Ms. Lynn’s vast expertise includes response, recovery, hazard mitigation and preparedness, FEMA Public Assistance Program, program assessment, project management, health physics, scenario development, dose assessment, exercise development and execution, and technical training. Ms. Lynn has advised and coordinated with numerous government organizations, securing federal grants following presidentially declared disasters, including funding for municipal infrastructure systems, parks and recreation, roads and bridges, buildings and contents, emergency protective measures, emergency operations center costs, and shelter reimbursement, among others.