Disaster Cost Reimbursement Manual City of St. Petersburg

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Section III – STATEWIDE MUTUAL AID AGREEMENT Annex “S” of the City’s Disaster Operations Plan (DOP) explains in more detail the City’s involvement and obligations under the Statewide Mutual Aid Agreement. The City of St. Petersburg is a signatory to the State of Florida Statewide Mutual Aid Agreement. In the event of a disaster within the state, the City of St. Petersburg may be requested to provide mutual aid to the affected jurisdiction(s). Statewide mutual aid typically consists of law enforcement, fire, emergency medical services, public works and building inspection personnel and equipment. Individual specialty and technically skilled personnel may also be requested. Mutual Aid Agreement (SMAA), requests for assistance should be through the State Emergency Operations Center (SEOC) by mission assignment (i.e. SEOC Mission Number/Task Number). Requests from the State should be through channels to the Pinellas County Emergency Management Office (Pinellas County EOC, if activated) then to the City Emergency Management Office. The City Emergency Management Office has been identified by the State and the County as the SMAA Authorized Representative for mutual aid assistance to be provided by the City. City departments or agencies which receive requests to provide mutual aid must notify the City Emergency Management Office, Fire Administration and Audit Services (for tracking purposes) of the request. Commitment of mutual aid resources will typically be for seven (7) day increments for each deployed element and subject to 24-hour per day operational schedules. Deployed personnel must be prepared to be self-sufficient for seven (7) days. Attachment 1 to Annex “S” provides a mutual aid pre-deployment checklist of essential elements of information that should be obtained prior to deployment to the impact area. Pay particular attention to the “State Mission #.” Any deployment of mutual aid assets without having first obtained the “State Mission #” will jeopardize cost reimbursement for assistance rendered to the requesting jurisdiction(s). For all City departments, staff agencies and offices that provide mutual aid assistance, the City is eligible for financial reimbursement from the requesting jurisdiction(s) to which mutual aid was provided. The Fire Department and the Police Department are the responsible agents to file all claims for reimbursement from the requesting jurisdiction(s) for Fire, EMS and Police mutual aide respectively. All other departments are responsible to file all claims for reimbursement for their respective departments. (The Audit Services Department will be responsible for providing employee fringe benefit rate calculations, which will be included in claims for reimbursement. Audit Services will also perform a review of each reimbursement claim package prior to submittal by the departments and provide appropriate feedback to the submitting departments). It is incumbent upon departments, staff agencies, and offices to produce complete and accurate documentation for all costs and expenses incurred to provide the requested mutual aid. As a mutual aid provider, regular and overtime hours are eligible for reimbursement. Employee’s fringe benefits are also eligible; i.e. FICA, Medicare, retirement contributions, workers’ compensations, insurance cost, etc. Receipts for reimbursable out-of-pocket expenses are required to substantiate claims. Questions concerning the financial reimbursement process and documentation requirements should be referred to the Audit Services Department. A separate SMAA timesheet (page SMAA-A-1) is to be used for mutual aid deployments. Completed and signed timesheets are to be submitted to Audit Services. The timesheet is to be signed by the employee and supervisor. The timesheet documents the daily activities by hours and pay codes for deployed personnel. Emergency in- State pay codes are to be utilized. 21
Hours should be entered into KRONOS on a daily basis rather than making a cumulative entry on one day. Personnel on 24 hour shifts should enter time into KRONOS on the actual day that was worked. Individual timesheets should also be used for backfill personnel since we are also reimbursed for this under the mutual aid agreement. All travel, meals, lodging and materials expenses should be documented on FEMA forms. Equipment (i.e. police cars, fire & emergency vehicles, etc.) used should be recorded on the FEMA Force Equipment Summary and be submitted to Audit Services. 22
Page 1 and 2: City of St. Petersburg Disaster Cos
Page 3 and 4: TABLE OF CONTENTS INTRODUCTION & DI
Page 5 and 6: D. The equipment forms must be comp
Page 7 and 8: Reconciled time and equipment sheet
Page 9 and 10: 1. APPLICANT FEMA provides suppleme
Page 11 and 12: It should be noted that the City ha
Page 13 and 14: In the description of damages, the
Page 15 and 16: C. Force Account Equipment Force ac
Page 17 and 18: • Pre-disaster Planning for Contr
Page 19 and 20: Section I.B - FEMA: Project Formula
Page 21 and 22: E. Project Location The exact locat
Page 23: Section II - FHWA: FEDERAL HIGHWAY
Page 27 and 28: 8488 Aerial Lift, Truck Mntd 8489 A
Page 29 and 30: 8273 Bucket, Clamshell Capacity 7.5
Page 31 and 32: 8670 Derrick, Hydraulic Digger 8671
Page 33 and 34: 8356 Hose, Suction Diameter 3 in Pe
Page 35 and 36: 8661 Plow, Cable Plow Depth 36 in t
Page 37 and 38: 8456 Spreader, Sand Mounting Dump B
Page 39 and 40: 8620 Tub Grinder to 440 hour $85.00
Page 41 and 42: FORCE ACCOUNT EQUIPMENT SUMMARY REC
Page 43 and 44: MATERIALS RECORD SUMMARY INSTRUCTIO
Page 45 and 46: RENTED EQUIPMENT SUMMARY RECORDS IN
Page 47 and 48: FEDERAL EMERGENCY MANAGEMENT AGENCY
Page 49 and 50: FEDERAL EMERGENCY MANAGEMENT AGENCY
Page 51 and 52: FHWA ER ROADWAYS WITHIN CITY LIMITS
Page 53 and 54: FHWA - C - 1

Disaster Cost Reimbursement Manual City of St. Petersburg

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