Reimbursement for State Requested Support Do’s and Don’ts

1. Shari A. Ramirez-MacKay Deputy Assistant Director Texas Division of Emergency Management Texas Department of Public Safety Reimbursement forState Requested Support Do’s and Don’ts

2. Handouts • Reimbursement Submittal Documentation Checklist • State Reimbursement Forms • TIFMAS Business and Deployment Guide

3. Government Codes • Government Code Title Four, Executive Branch, Subtitle B. Law Enforcement and Public Protections, Chapter 418. Emergency Management • Sec. 418.118.  REIMBURSEMENT OF COSTS:  STATE REQUEST OR FEDERAL DISASTER DECLARATION • Added by Acts 2007, 80th Leg., R.S., Ch. 258, Sec. 1.07, eff. June 6, 2007.Added by Acts 2007, 80th Leg., R.S., Ch. 865, Sec. 1.07, eff. June 15, 2007

4. Government Codes • The division may directly request the provision of mutual aid assistance from any local government entity participating in the system.

5. Government Codes • The division shall administer all requests for reimbursement for costs associated with providing mutual aid assistance in response to a request made by the division for an incident resulting in the issuance of a disaster declaration by the president of the United States.  A request for reimbursement made to the division must be made in accordance with procedures developed by the division.

6. Government Codes • If the division requests the provision of assistance and the local government entity responds, the state shall reimburse the actual costs of providing assistance, including costs for personnel, operation and maintenance of equipment, damaged equipment, food, lodging, and transportation, incurred by the responding local government entity.

7. Disaster Response • For TDEM reimbursement there are basically two types of disaster responses: All Hazards and TIFMAS. Both can be state funded and/or federally funded through a federal disaster declaration. • All Hazards cover multiple events – tropical storms, sheltering, hurricanes, tornados, floods, etc.

8. Disaster Response • TIFMAS deployments are usually associated with Wildfires. TIFMAS response can also be an important piece of the All Hazards response. • Although both types of response reimbursement requirements in many ways mirror each other, TIFMAS responses requirements do differ from the All Hazards reimbursements: labor, equipment, meal reimbursement, etc. • TIFMAS has specific agreements in place that determine the final reimbursement requirements and costs.

9. Prior to Responding DO’S • Have proper approval from TDEM/SOC • ICS 213 or 213RR and now the STAR (State of Texas Assistance Request) • Accompanying list if blanket ICS 213/STAR • A DPS/TDEM contract signed by proper DPS authority and Purchase Order • A TPASS contract signed by the proper authority with an active Purchase Order

10. Texas Division of Emergency Management STATE OF TEXAS MUTUAL AID PARTNER REIMBURSEMENT SUBMITTAL DOCUMENTATION CHECKLIST

11. 1) In State Mutual Aid Reimbursement Invoice showing amounts claimed for Force Account Labor, Force Account Equipment, Materials, Rented Equipment, Travel, and Contracts. • Mobilize/demobilize orders • Brief narrative of services and tasks performed • Contact Information

12. 2) Force Account Labor Summary Record (Deployed and Backfill Personnel): • Force Account Labor Summary Sheet - Accounting of each individual's daily hours spent on disaster work. • Applicant’s Benefits Calculation Worksheet – employee benefit information. • Copy of Overtime policy in effect at time of disaster • Payroll database reports; to include all hours worked for periods involved, pay rates for Regular and Overtime hours, by individual employee. • Time sheets showing all hours worked during the pay periods involved. • Work Schedules and/or Shift Calendars, if work schedules are other than Mon-Fri, 8hr/day.

13. 3) Force Account Equipment Summary Record (equipment owned by applicant) • Description including type, make, model, hp, TIFMAS "E" number, etc. • Operator for each piece of equipment. • FEMA cost code • Daily hours used or mileage (provide maps, fleet logs, etc. to support mileage.) • Provide a description of what the equipment was used for (attach a separate sheet if necessary.)

14. 4) Materials Summary Record • Invoices must include the vendor, purchase date, and provide detailed itemization with per unit cost. • Provide a description of what the purchased item was used for. • Attach copies of itemized receipts for all claimed expenses (affix small receipts to 8.5"x11" sheets and in order as listed on Materials Summary Record.) • Please edit for reimbursement eligibility. Examples of ineligible costs include; alcoholic beverages, tips, and personal hygiene items. • If materials were purchased and not used could they have been returned for credit? • Contract Services - include proof of competitive bid when applicable, copy of contract, proof of payment.

15. 5) Travel Summary Record • Invoice/Receipt should show: Vendor Transaction Date Amount Food and Beverages Itemized (credit card receipts with only a total are not acceptable) Name of Diner(s) • Affix small receipts to 8.5"x11" paper, in employee and date order • "Other" costs might include airfare, tolls, parking, etc. • Copy of travel policy in effect at time of event, unless following State Travel Guidelines.

16. 6) Rented Equipment Summary Record • Invoice/Receipt should show: • Vendor • Transaction Dates • Detailed itemization with per unit cost • A description of what the equipment was used for (attach a separate sheet if necessary.)

17. 7) Contract Work Summary Record • Invoice/Receipt should show: Vendor Transaction Dates Detailed itemization with per unit cost A description of what services were provided by contracted parties. • Include a copy of the Contract, Memorandum of Understanding, Purchase Orders, or other documents that outline conditions, terms and rates for services. • All pre-existing procurement rules must be adhered to. • Terms and rates must be reasonable.

18. Operational period • Once checked into the incident, resources work on shifts and staged operational periods. All resources are paid for those hours whether they are dispatched from staging or not. If needed after the operational period ends, resources can be called back and dispatched on initial attack. These hours are reimbursed and should be documented on the Crew Time Report (for TIFMAS) or Sign In Sheet (for All Hazards).

19. Hourly rate of reimbursement • The rate of reimbursement is determined by the local jurisdiction. TDEM will reimburse the local jurisdiction at the employee’s normal hourly rate with benefits which is normally received in their home jurisdiction, including overtime per local policy.

20. During the Response DO’S • Tax exempt forms (Gov agencies/charitable organizations • Retain itemized receipts • Travel (meals, lodging, fuel, air travel, etc.) • Equipment & rentals • Supplies & materials • Rent equipment and storage needed to perform duties • Use local vendors for rental needs • Request/obtain TDEM approval for questionable items • Keep a journal or narrative of work performed

21. During the Response DON’TS • Utilize entities on the Texas Debarred Vendor List or the Federal Excluded Parties List System • Purchase equipment that can be rented or make excessive purchases • Rent items on a long-term contract or lease agreement • Purchase a building for storage space

22. During the Response DO’S • Sheltering • Maintain a daily list/count of evacuees • Keep a log of meals served • Track/log TX evacuees separately from out of state evacuees • City/County issued ICS 213/STAR • Know what shelters are in your jurisdiction • Provided updated shelter capacity to TDEM • Inform TDEM of new shelters immediately

23. During the Response DON’TS • Sheltering • Distribute gift cards to shelterees • Give shelterees money that can’t be tied to an expenditure • Shelter individuals without minimum information (full name, city, and state of residence)

24. During the Response DO’S • Sheltering • Maintain detailed shelter work log of employees working the shelter • Track equipment usage while employed in shelter • Keep a detailed record of all supplies expended during shelter operations • Use evacuee insurance to purchase prescription medication

25. Requesting Reimbursement DO’S • Disseminate proper reimbursement procedures to (sub)contractors/vendors • Organize reimbursement documentation • Include invoice/summary with your request • Provide a narrative of duties performed • Use proper equipment codes and rates for the invoiced response/disaster

26. Requesting Reimbursement DON’TS • Submit a disorderly documentation without clear indication of requested reimbursement/invoiced amount • Neglect to include necessary contact information • Combine documentation for different disasters/responses into one large request

27. Requesting Reimbursement DON’TS • Submit for debris removal or damage • Seek reimbursement for non TDEM/SOC directed response/activities • Direct your (sub)contractors/vendors to contact or invoice TDEM directly • Invoice with the usage rate for equipment, mileage, and fuel

28. Requesting Reimbursement DO’S • Submit TIFMAS, PWRT, MCU, EOC, and shelter reimbursement request separately • Include 213/STAR, purchase order, and/or contract in packet • Maintain a copy of what you submit • Invoice for exact expenditures • Itemized receipts • Proof of payment

29. Requesting Reimbursement DO’S • Include payroll/overtime policy when requesting reimbursement for labor • Include POs, contracts and/or MOUs for (sub)contractors • Shelter: Submit one invoice for all shelters under hub

30. TIFMAS Response • All reimbursement is authorized and funded through TDEM. • Read and thoroughly understand the TIFMAS Business and Mobilization Procedures. • Regularly assigned local jurisdiction duty shift hours during deployment will be paid at regular pay. • Volunteer Fire Departments will be reimbursed at a rate of $12 per hour per firefighter. • Non duty hours worked on the incident will be paid at jurisdiction overtime rate, only for hours worked.

31. TIFMAS Response • Will pay for mobilization time to incident and demobilization time to home base. • Backfill for personnel assigned to 24 hours shifts will be paid at jurisdiction overtime rate • After initial attack operations TIFMAS will adhere to the National Standard of a 2:1 work/rest ratio. • A minimum staffing policy must be in place prior to activation in order to be eligible for backfill costs. • TIFMAS does not reimburse portal to portal.

32. Meal Reimbursements • All deployed TIFMAS personnel are required to indicate at least one 30 minute meal break for each operational period assigned. This should be marked on the daily crew time report for each person. This is not optional. • Meals will be reimbursed at a rate not to exceed $46 per day. • Deployed before 10:00 a.m., will receive full day’s meal reimbursement - $46 . • Deployed before 2:00 p.m. but after 10:00 a.m., will receive a partial day’s meal reimbursement - $36 • After 2:00 p.m., will receive a day’s partial reimbursement - $22

33. Lodging for Deployed Resources • All resources should arrive at the incident self sufficient for the first 72 hours. If lodging is required different options are available: Lodging or hotels are secured and paid for through the incident. The Logistics Section manages this and no further action is required. • If a department secures a hotel room with a department credit card they will be reimbursed at the end of the incident with meals and other costs. The department should provide a copy of the credit card statement showing the lodging costs. An individual can secure multiple rooms on their department card for all members of the strike team. In this case the paying department will seek reimbursement for all rooms by providing a copy of the card statement. The department will be reimbursed, not the individual.

34. Equipment Typing and Reimbursement Rates for TIFMAS • As of December 1, 2011 TIFMAS will only reimburse for vehicles (Equipment) using an hourly rate identified in the TIFMAS Business Manual. TIFMAS will not reimburse per mile nor accept any reimbursements based on mileage. For all equipment mobilized under TIFMAS refer to the charts located in the TIFMAS Business Manual for equipment/vehicle typing and the approved hourly rate. If the personnel assigned to the vehicle are on the clock the vehicle is considered to be on the clock. • Equipment reimbursement rates include all fuel costs.

35. Equipment Typing and Reimbursement Rates for All Hazards • Will reimburse using hourly rates based on FEMA codes • TDEM will reimburse per mile • If personnel assigned to the equipment are on the clock, the vehicle is considered to be checked in. • Equipment reimbursement rates include all fuel costs.

36. Reimbursement Timeline - TIFMAS Meeting the 90 day goal of reimbursement: • Fire Departments should submit reimbursement packages within 30 days after deployment • If reimbursement package is approved at the end of 60 days (first audit) 50% of reimbursable amount will be funded and disbursed through TDEM to local jurisdiction. • On completion of first audit (goal of 60 days) the approved final package is sent to for a second audit and approval of final 50% payment.

37. Questions? Funds Management Section • Disaster Response Reimbursement Information Line • 512 424 7607 • Fax 512 424 7584 • Email • tdem_reimbursement@dps.texas.gov • Website http://www.dps.texas.gov/dem/ • Shari A. Ramirez-MacKay • Office 512 424 2434 • Blackberry 512 461 8952 • Fax 512 424 2444 • Email shari.ramirez-mackay@dps.texas.gov